1. NEXT MEETING: The next meeting is April 5 at 6:00 pm.
2. JOINT MEETING: A joint meeting with the trustees is scheduled for April 12 at 6:00 or 6:30 (depends on trustee agenda) and the group will receive IDA’s progress report. Another item will be a review of the Employee Handbook changes.
3. BUILDING REQUEST: The Community Development Department received a request from Steve Skold of Castle Development for property improvements on the building at 201-211 N. Buxton that houses Funaro’s and John Hoyman’s Office. Chuck Burgin is reviewing the request to determine which costs are eligible and a recommendation will be placed on the April 5 agenda.
FYI—Council member Steve Richardson is part owner of this building. He voted “abstained” on March 15 and voted against the incentive policy on January 19.
4. PARK DEDICATION ORDINANCE: A meeting with Charles Becker and Ivan Webber will be scheduled next week to discuss the ordinance. Bob Kreamer plans to attend as well.
5. CITY HALL: There are still some unfinished items (exterior restoration, locker room) that are preventing final acceptance of the building improvements. However, a final walk-thru is tentatively scheduled for April 13.
6. SQUARE INCENTIVE PROGRAM: In your packet are a letter and the Indianola Downtown Incentive Program that was sent to 85 businesses on Friday.
7. SEWER PROPERTY: In your packet is a copy of the letter to the editor from Kenneth Duscheck regarding the sale of the former sewer plant land to the Indianola Country Club. Below is some information about the property explaining the $70,000 purchase price:
• Two sanitary sewer mains extend diagonal from southeast to northwest on the property.
• The former plant, aeration tanks, digester foundations and numerous service mains still remain under ground
• The land has sat idle since 1980 and no purchase offers have been made. Several developers have made inquiries but when informed of the property conditions, their interest disappeared
• A survey was taken by the Parks & Recreation Dept in August 2008 and only 47% of the responders favored a park on this site
• City, county and school tax revenue on a $70,000 valuation will be about $2,700 annually and may increase after the driving range is complete
• A letter was sent to 25 property owners in the immediate vicinity of the property advising of the potential sale and public hearing. Only one property owner attended the meeting with questions about the proposed sale
• The majority of the paving cost for Country Club Road at that time was paid for by F.A.U.S. funds
• Cost savings to the city for mowing and snow removal
• Of the approximate nine acres being sold to the Country Club, a little over 3 acres is designated as flood plain
8. W. EUCLID: By order dated March 19, 2010, the Iowa Supreme Court has retained
jurisdiction of the Gray appeal. The case will be submitted to the Iowa Supreme
Court without oral argument on May 18, 2010.
9. IDA: Myles Kappelman, Executive Director of IDA, announced his resignation
effective April 23, 2010.
Friday, March 26, 2010
Friday, March 19, 2010
News Items - March 22, 2010
1. NEXT MEETING: The next meeting is April 5 at 6:00 pm.
2. SOUTH Y: Chuck Burgin and I met with Garden and Associates on the 18th and discussed the following:
• The project “estimate” is $775,000 including construction, engineering, 10% contingency, administrative and legal
• Based on a 2,975’ project length (extends about 45’ south of W. 10th) and 17% access assessment to W 10 property owners (does not include four properties immediately east of “Y” who would get normal assessments), the cost/ft assessment (using Flint) is about $110
• An access road to move traffic outside the roadway would extend from 10th to Hwy 92 on the east side. The proposed access road would extend thru and utilize the town home driveway/parking lot
• The opportune time to pave the project is mid-June thru mid-August to lessen traffic (mainly school and farm)
• Given the opportune time to pave and the lack of W Euclid court ruling, the project may be delayed until 2011
Garden engineer Brad Utemarkt is not available April 12 so I plan to put the project on the May 10 committee agenda for review and discussion.
3. I&I: In the packet is a meeting summary regarding Phases 3 and 4 of the I&I Program. Phase 4 is the South Lift Station improvements that include increasing capacity of the west equalization pond and adding return pumps/force main to the east equalization pond. Phase 3 includes review of all public mains/manholes for I&I.
It was originally hoped that thru Phases 1, 2 and 4, Phase 3 could be delayed for several years. However, V&K determined that the pump capacity cannot handle the highest peaks that IDNR says cannot overflow.
A recommendation to complete all phases with the exception of the return force main in Phase 4 will be made at the April 12 committee meeting. Supt Dan Miers and V&K’s Forrest Aldrich will attend.
Shared services continue to be discovered. The latest is on E Iowa and North 1st. Supt Dan Miers, staff and V&K are working to determine solutions.
FYI—Iowa Falls just passed an ordinance requiring a $100/month fee for illegally connected sump pumps to the sanitary sewer.
4. END LOADER: Ed Yando sent 4 request-for-proposals to replace the 1996 Case End-Loader and proposals will be received by May 12. $164,000 is budgeted in FY 10/11. A recommendation will be brought to the May 17 council meeting.
5. STIMULUS FUNDS: IDOT reps are now saying the second round of transportation stimulus funds may not be approved by Congress. When discussed originally, staff considered recommending:
• Buxton/Howard replacements between 1st and Clinton
• Iowa Ave widening from 1st to “L”
• J/K Realignment at Hwy 92.
Future developments will be reported when received.
6. TREASURERS REPORT: Finance Director Laurie Hebl reports the December and January reports are balanced precisely. There were no changes to the final balance but there were minimal changes to a couple sub-totals. The changes resulted from the new software transition.
The report should be completely balanced from February on.
2. SOUTH Y: Chuck Burgin and I met with Garden and Associates on the 18th and discussed the following:
• The project “estimate” is $775,000 including construction, engineering, 10% contingency, administrative and legal
• Based on a 2,975’ project length (extends about 45’ south of W. 10th) and 17% access assessment to W 10 property owners (does not include four properties immediately east of “Y” who would get normal assessments), the cost/ft assessment (using Flint) is about $110
• An access road to move traffic outside the roadway would extend from 10th to Hwy 92 on the east side. The proposed access road would extend thru and utilize the town home driveway/parking lot
• The opportune time to pave the project is mid-June thru mid-August to lessen traffic (mainly school and farm)
• Given the opportune time to pave and the lack of W Euclid court ruling, the project may be delayed until 2011
Garden engineer Brad Utemarkt is not available April 12 so I plan to put the project on the May 10 committee agenda for review and discussion.
3. I&I: In the packet is a meeting summary regarding Phases 3 and 4 of the I&I Program. Phase 4 is the South Lift Station improvements that include increasing capacity of the west equalization pond and adding return pumps/force main to the east equalization pond. Phase 3 includes review of all public mains/manholes for I&I.
It was originally hoped that thru Phases 1, 2 and 4, Phase 3 could be delayed for several years. However, V&K determined that the pump capacity cannot handle the highest peaks that IDNR says cannot overflow.
A recommendation to complete all phases with the exception of the return force main in Phase 4 will be made at the April 12 committee meeting. Supt Dan Miers and V&K’s Forrest Aldrich will attend.
Shared services continue to be discovered. The latest is on E Iowa and North 1st. Supt Dan Miers, staff and V&K are working to determine solutions.
FYI—Iowa Falls just passed an ordinance requiring a $100/month fee for illegally connected sump pumps to the sanitary sewer.
4. END LOADER: Ed Yando sent 4 request-for-proposals to replace the 1996 Case End-Loader and proposals will be received by May 12. $164,000 is budgeted in FY 10/11. A recommendation will be brought to the May 17 council meeting.
5. STIMULUS FUNDS: IDOT reps are now saying the second round of transportation stimulus funds may not be approved by Congress. When discussed originally, staff considered recommending:
• Buxton/Howard replacements between 1st and Clinton
• Iowa Ave widening from 1st to “L”
• J/K Realignment at Hwy 92.
Future developments will be reported when received.
6. TREASURERS REPORT: Finance Director Laurie Hebl reports the December and January reports are balanced precisely. There were no changes to the final balance but there were minimal changes to a couple sub-totals. The changes resulted from the new software transition.
The report should be completely balanced from February on.
Friday, March 12, 2010
News Items - March 15, 2010
1. HILLCREST ARCHITECTURAL DESIGN: P&Z discussed recommending architectural design standards (brick, E.F.I.S., culture stone, nova brick) on two occasions and are now asking for more council direction (see March 9 minutes). The item will be placed on the April 12 committee agenda.
2. SQUARE BUILDINGS: In the packet is a response from Ryan Ellis representing Barbara Martsching. John Hoyman intends to discuss the request and the result will report to elected officials next week.
3. SNOW BLOWER: $60,000 is budgeted to replace the 20-year old snow blower the Street Dept uses to clean the square. Ed Yando and Chuck Burgin are drafting a spec that will include both single (current) and two-stage units and a recommendation will be brought to council in 4-6 weeks.
4. ROUTER: Kurt Ripperger will put the memo, agenda and news items on the web page and show interested elected officials how to access it on Monday. Please bring your laptops.
5. SEWER SOFTWARE: $20,000 is budgeted to replace the 8 year-old software in the Sewer Dept. Supt Dan Miers sent 4 RFP’s and received 3 quotes. Pipeline Data Management was the low quote at $6,175 and after a thorough review by Kurt Ripperger and Dan, the PDM software will be purchased.
6. COMMUNITY DEVELOPMENT: In the packet is a letter from a satisfied customer who had assistance from Building Inspector Rich Parker and Community Development Director Chuck Burgin. Hats off to both!!
7. CHANNEL 7 USE POLICY: In the packet is the use policy for the government access channel. I asked Ivan Webber to review it and he reports it would be applicable for the LED message board. Ivan cautioned that if it were opened to private or non-profit use, it is open to all entities. The city could not discriminate on how the board is used.
Also, please check the proposed location of the message board (marked by a temporary banner east of city hall) and advise of any visibility issues.
8. WORK COMP: RoxAnne Hunerdosse reports work comp claims thus far are about $28,000 compared to premiums of $153,000. Very good news as the claims affect rates.
9. SEWER REPLACEMENT: Chuck Burgin is getting temporary easements for the sewer main replacement north and east of the Casey’s Store on E Hwy 92. This stretch was discovered during the I&I review and it was separated from the Phase 1 repairs due to its complexity.
V&K is working on the plan design and will have something to council in several weeks.
10. IDA UPDATE: Mark Vickroy provided the following summary of items discussed at the Board meeting on March 9th:
• The SIFE group from Simpson (Students in Free Enterprise) is working on videos to be posted on our website.
• SIFE is also working on a questionnaire to be sent out to current Indianola businesses.
• A list of local businesses was discussed, with direction for Myles to contact. There is a short questionnaire that they will be asked to complete. The first round of contacts will include City State Bank, Downing Construction, Harverst Innovations, and Pizza Ranch.
• The new development guide will be unveiled on Tuesday, March 23 (I believe Shirley provided a copies for Council packets). A reception will be held from 4-6pm at the meeting room at the Wells Fargo Bank building. Myles sent out an e-mail invitation yesterday afternoon. Coffee and cookies will be served.
• The guide will also be sent out to approximately 200 site selectors. An electronic version will also be posted to the IDA website.
• The PDI (Professional Developers of Iowa) Conference will be held on Wednesday, May 26. Indianola has been chosen as their Focus Community. There will be a bus tour of Indianola, with a reception to follow at Summerset Winery.
• Financials were reviewed and approved with no questions.
Also in your packet is IDA brochure.
11. DECK AGREEMENT: The Brick House deck agreement will be placed on the April 5 council agenda.
12. SQUARE CLOSURE: In 2009, the following requested to close the square: Chamber of Commerce (Arts & Crafts & Holiday Extravaganza), Indianola Bike Night, Indianola Parks & Recreation (Costume Party & Parade), Indianola RAGBRAI Committee, Warren County Corvette Show and the Warren County Health Fair.
13. ENVELOPES: Four requests have been made for return envelopes.
2. SQUARE BUILDINGS: In the packet is a response from Ryan Ellis representing Barbara Martsching. John Hoyman intends to discuss the request and the result will report to elected officials next week.
3. SNOW BLOWER: $60,000 is budgeted to replace the 20-year old snow blower the Street Dept uses to clean the square. Ed Yando and Chuck Burgin are drafting a spec that will include both single (current) and two-stage units and a recommendation will be brought to council in 4-6 weeks.
4. ROUTER: Kurt Ripperger will put the memo, agenda and news items on the web page and show interested elected officials how to access it on Monday. Please bring your laptops.
5. SEWER SOFTWARE: $20,000 is budgeted to replace the 8 year-old software in the Sewer Dept. Supt Dan Miers sent 4 RFP’s and received 3 quotes. Pipeline Data Management was the low quote at $6,175 and after a thorough review by Kurt Ripperger and Dan, the PDM software will be purchased.
6. COMMUNITY DEVELOPMENT: In the packet is a letter from a satisfied customer who had assistance from Building Inspector Rich Parker and Community Development Director Chuck Burgin. Hats off to both!!
7. CHANNEL 7 USE POLICY: In the packet is the use policy for the government access channel. I asked Ivan Webber to review it and he reports it would be applicable for the LED message board. Ivan cautioned that if it were opened to private or non-profit use, it is open to all entities. The city could not discriminate on how the board is used.
Also, please check the proposed location of the message board (marked by a temporary banner east of city hall) and advise of any visibility issues.
8. WORK COMP: RoxAnne Hunerdosse reports work comp claims thus far are about $28,000 compared to premiums of $153,000. Very good news as the claims affect rates.
9. SEWER REPLACEMENT: Chuck Burgin is getting temporary easements for the sewer main replacement north and east of the Casey’s Store on E Hwy 92. This stretch was discovered during the I&I review and it was separated from the Phase 1 repairs due to its complexity.
V&K is working on the plan design and will have something to council in several weeks.
10. IDA UPDATE: Mark Vickroy provided the following summary of items discussed at the Board meeting on March 9th:
• The SIFE group from Simpson (Students in Free Enterprise) is working on videos to be posted on our website.
• SIFE is also working on a questionnaire to be sent out to current Indianola businesses.
• A list of local businesses was discussed, with direction for Myles to contact. There is a short questionnaire that they will be asked to complete. The first round of contacts will include City State Bank, Downing Construction, Harverst Innovations, and Pizza Ranch.
• The new development guide will be unveiled on Tuesday, March 23 (I believe Shirley provided a copies for Council packets). A reception will be held from 4-6pm at the meeting room at the Wells Fargo Bank building. Myles sent out an e-mail invitation yesterday afternoon. Coffee and cookies will be served.
• The guide will also be sent out to approximately 200 site selectors. An electronic version will also be posted to the IDA website.
• The PDI (Professional Developers of Iowa) Conference will be held on Wednesday, May 26. Indianola has been chosen as their Focus Community. There will be a bus tour of Indianola, with a reception to follow at Summerset Winery.
• Financials were reviewed and approved with no questions.
Also in your packet is IDA brochure.
11. DECK AGREEMENT: The Brick House deck agreement will be placed on the April 5 council agenda.
12. SQUARE CLOSURE: In 2009, the following requested to close the square: Chamber of Commerce (Arts & Crafts & Holiday Extravaganza), Indianola Bike Night, Indianola Parks & Recreation (Costume Party & Parade), Indianola RAGBRAI Committee, Warren County Corvette Show and the Warren County Health Fair.
13. ENVELOPES: Four requests have been made for return envelopes.
Friday, March 5, 2010
News Items - March 8, 2010
1. LEAN: In your packet are Glen Cowan’s and Grace Swanson’s LEAN progress.
2. SQUARE BUILDINGS: Community Development Director Chuck Burgin had a meeting with building owners on the Square’s east side to discuss some partial brick collapse. It is likely the city will receive a funding request thru the new Downtown Building Incentive program.
Also, in the packet is a letter from John Hoyman to building owners on the north side of the Square regarding engineering service proposal.
3. MAINTENANCE CONTRACT: In the packet is Chuck Burgin’s recommendation for an agreement with Air-Con Mechanical for quarterly maintenance on the municipal building’s HVAC system. It will begin immediately.
4. IMMI: I will attend the Iowa Municipal Management Institute March 24-26 in Iowa City.
5. BRAVO: I mentioned to Shirley that from my perspective the $2,500 could be cut from the budget (assumes the $11.30 tax rate) based on a call from Bravo the end of January stating that the proposal in December was not approved by the executive board.
The original proposal was for the city to join Bravo (which collects funds from public sources and redistributes them to cultural entities/projects/programs) for $2,500 initially and committing 2/7 of only “new” hotel/motel tax revenue. According to executive director MD Isely, the executive board changed that to be $2,500 initially and 2/7 of “all” hotel/motel tax revenue. The cost of the executive board’s change is an “additional” $17,000/year since Indianola’s 7% tax generates nearly $60,000 annually and is already committed to economic development, tourism commission and P&R programs. The $17,000 is the equivalent of a 4-cent tax increase.
However, if Simpson is the prime benefactor, perhaps the city can partner with them to pay the city’s membership fee thereby eliminating any burden on the tax rate and/or need to cut city programs. The partnership would be a “win-win” as Simpson receives Bravo funding and the city does not cut programs or increase taxes.
6. BUDGET CUTS: Per council direction on March 1, the following have been cut from the FY 11 Budget:
Department Reduction Amount Description
City Manager $4,000 Intern
Community Development $500 Plan Cabinet
Mayor & Council $600 Mayor’s Desk
Clerk/Finance/Public Info $900 Receipt printer & credit card swipe/scan
Police $1,000 Delay replacement of 1 radar unit
Fire/Ambulance $1,000 Delay replacement of bunker gear (1 coat)
Library $1,000 Delay replacement of 2 computers
Park & Recreation $800 Pickard Park concrete parking stalls
Park & Recreation $200 Memorial Park concrete for trail
7. VEHICLE TEXTING: Effective immediately the U.S. DOT prohibits texting while driving commercial vehicles (vehicles which require a CDL to drive). This would be our Jet Truck (WPC) and dump trucks.
8. ENVELOPES: The cost of adding return envelopes with the utility bill is about $1,400 annually. However, the cost increases to about $6,700 annually because the return envelope will increase postage when placed with other materials that are already planned to be sent with the utility bill envelope. This information includes IMU Newsletter or updates every other month.
A better solution is for customers to request return envelopes (phone or email) that will be sent separately by first class mail (to the customer). The Clerk’s Office printed about 500 return envelopes and will advertise their availability in the newsletter, weekly flyer, channel 7, web page, etc. A note will also be placed on the billing statement advising customers they can obtain return envelopes simply by requesting them or stopping at City Hall.
9. HILLCREST DESIGN STANDARDS: P&Z will again discuss architectural design standards on East Hillcrest (industrial park) at their March 9 meeting. The standards were a top council goal/priority (1.71 out of 3) last October.
A recommendation will be brought to council in April or May.
10. ROUTER: Kurt Ripperger installed the router so council members can bring their laptops to test the equipment. The goal is for council members (that choose) to access the agenda packet thru laptops at the meeting.
11. JOINT MEETING: A reminder the council/trustees will meet jointly on April 12 to receive IDA’s progress report. The meeting will start around 6:30 or so. Please mark your calendars.
12. BRUSH FACILITY: After receiving 3 quotes, the mulch service was awarded to J.C.’s services for $6,400. J.C.’s also had the contract last year and did a good job. They intend to begin as soon as weather allows
FYI—All mulch was used during 2009 so the “recycling” program is working.
The street department piled the brush in windrows for easier access and a quicker thaw throughout the piles.
2. SQUARE BUILDINGS: Community Development Director Chuck Burgin had a meeting with building owners on the Square’s east side to discuss some partial brick collapse. It is likely the city will receive a funding request thru the new Downtown Building Incentive program.
Also, in the packet is a letter from John Hoyman to building owners on the north side of the Square regarding engineering service proposal.
3. MAINTENANCE CONTRACT: In the packet is Chuck Burgin’s recommendation for an agreement with Air-Con Mechanical for quarterly maintenance on the municipal building’s HVAC system. It will begin immediately.
4. IMMI: I will attend the Iowa Municipal Management Institute March 24-26 in Iowa City.
5. BRAVO: I mentioned to Shirley that from my perspective the $2,500 could be cut from the budget (assumes the $11.30 tax rate) based on a call from Bravo the end of January stating that the proposal in December was not approved by the executive board.
The original proposal was for the city to join Bravo (which collects funds from public sources and redistributes them to cultural entities/projects/programs) for $2,500 initially and committing 2/7 of only “new” hotel/motel tax revenue. According to executive director MD Isely, the executive board changed that to be $2,500 initially and 2/7 of “all” hotel/motel tax revenue. The cost of the executive board’s change is an “additional” $17,000/year since Indianola’s 7% tax generates nearly $60,000 annually and is already committed to economic development, tourism commission and P&R programs. The $17,000 is the equivalent of a 4-cent tax increase.
However, if Simpson is the prime benefactor, perhaps the city can partner with them to pay the city’s membership fee thereby eliminating any burden on the tax rate and/or need to cut city programs. The partnership would be a “win-win” as Simpson receives Bravo funding and the city does not cut programs or increase taxes.
6. BUDGET CUTS: Per council direction on March 1, the following have been cut from the FY 11 Budget:
Department Reduction Amount Description
City Manager $4,000 Intern
Community Development $500 Plan Cabinet
Mayor & Council $600 Mayor’s Desk
Clerk/Finance/Public Info $900 Receipt printer & credit card swipe/scan
Police $1,000 Delay replacement of 1 radar unit
Fire/Ambulance $1,000 Delay replacement of bunker gear (1 coat)
Library $1,000 Delay replacement of 2 computers
Park & Recreation $800 Pickard Park concrete parking stalls
Park & Recreation $200 Memorial Park concrete for trail
7. VEHICLE TEXTING: Effective immediately the U.S. DOT prohibits texting while driving commercial vehicles (vehicles which require a CDL to drive). This would be our Jet Truck (WPC) and dump trucks.
8. ENVELOPES: The cost of adding return envelopes with the utility bill is about $1,400 annually. However, the cost increases to about $6,700 annually because the return envelope will increase postage when placed with other materials that are already planned to be sent with the utility bill envelope. This information includes IMU Newsletter or updates every other month.
A better solution is for customers to request return envelopes (phone or email) that will be sent separately by first class mail (to the customer). The Clerk’s Office printed about 500 return envelopes and will advertise their availability in the newsletter, weekly flyer, channel 7, web page, etc. A note will also be placed on the billing statement advising customers they can obtain return envelopes simply by requesting them or stopping at City Hall.
9. HILLCREST DESIGN STANDARDS: P&Z will again discuss architectural design standards on East Hillcrest (industrial park) at their March 9 meeting. The standards were a top council goal/priority (1.71 out of 3) last October.
A recommendation will be brought to council in April or May.
10. ROUTER: Kurt Ripperger installed the router so council members can bring their laptops to test the equipment. The goal is for council members (that choose) to access the agenda packet thru laptops at the meeting.
11. JOINT MEETING: A reminder the council/trustees will meet jointly on April 12 to receive IDA’s progress report. The meeting will start around 6:30 or so. Please mark your calendars.
12. BRUSH FACILITY: After receiving 3 quotes, the mulch service was awarded to J.C.’s services for $6,400. J.C.’s also had the contract last year and did a good job. They intend to begin as soon as weather allows
FYI—All mulch was used during 2009 so the “recycling” program is working.
The street department piled the brush in windrows for easier access and a quicker thaw throughout the piles.
Friday, February 26, 2010
News Items - March 1, 2010
1. STATE RETIREMENT LEGISLATION: House File 2502 being considered by the House of Representatives will have the following affect on city costs:
Chapter 411 changes $5,400 or 1 cent tax rate increase
Chapter 411 State Contribution
Phase out $10,700 or 3 cent tax rate increase
IPERS Changes $25,000 or 6 cent tax rate increase
I forwarded this information to Representative Kent Sorenson and Senator Staci Appel indicating the concern about raising taxes in this difficult economic climate.
2. SEWER REPAIR: Supt Dan Miers reports a 24’ section of 8” main was found defective on South B between W 1st and Hwy 92. It was replaced for $6,000 and will be charged to the sewer main maintenance budget. The good news is the broken main was taking significant storm water that will no longer get into the system.
3. SQUARE BUSINESS INCENTIVE: In the packet is a revised policy (see red print). The policy was approved on January 19th on a 4-2 vote but given the changes it will be placed on the March 15 agenda.
4. CREDIT CARD/ONLINE PAYMENTS: Billing Clerk Lindsey Offenburger has been researching credit card and online billing options to improve our system. Credit card bill payment (utility, P&R registrations, etc.) has been an option since 2003 and the current fees average about $2,400 monthly.
The new system will not only be much more streamline (staff will no longer have to enter each payment), but save about $750 monthly. The initial cost is about $3,200 for the new system and will pay for itself in less than 5 months. Hats off to Lindsey!
Credit card payments offer customer convenience (pay on line from home or work), improve collections and lessen staff time. Lindsey anticipates the new system can be functional by May. Todd Kielkopf reviewed and approved the new system.
5. UTILITY BILL ENVELOPES: A couple council members and a number of customers asked about the absence of a return envelope in the new “statement” utility bills. Return envelopes were initially discussed by General Manager Todd Kielkopf and Finance Officer Laurie Hebl and it was decided not to include envelopes for the following reasons:
• Envelopes were not provided with post card bills
• Credit card and online payments are being promoted
• Most envelopes would be thrown away since about 50% of customers drop their payments off or use credit cards
• Envelopes would add significant cost (envelopes and additional mailing expense) since 2-4 page information flyers were intended to be sent with the statement bill and figured into the cost of the mailing
Envelopes could be added if council and trustees prefer.
6. STORM WATER UTILITY: Below is a tentative schedule for the storm water utility discussion process.
March Determine Equivalent Residential Unit for City
March Turn in sample ordinances
April Calculate sample ERU for large users
April Staff meeting to discuss SWU and strategies
May CIP reviews and Storm system valuation
May/June Council Work sessions
May/June Needs analysis
June/July Meetings with groups and neighborhoods
July Council Action if desired
7. PNEUMATIC CONTROLS: Chuck Burgin is working on a 3-4 year process to replace municipal building pneumatic controls with a digital system. The pneumatics have not worked very well since they were installed in 1989 but were not part of the building renovation since the city only had $900,000 budget. Estimated cost is in the $100,000 range and a recommendation will be brought to elected officials during the next budget process.
8. BRUSH FACILITY: In the packet is RoxAnne Hunerdosse’s 2009 report. She recommends fees remain the same for 2010 and shortening the season but that can be reviewed in October/November based on weather conditions.
Unless elected officials wish to change the fees, no council action is needed at this time. Let Rox or I know if there are questions about the report.
9. I&I MEETING: About 15 people attended the information meeting to discuss the Infiltration/Inflow Program on the 25th in the Catholic Church. Operator Aimee Luhrs did a good job of presenting the information. Testing in the area (see map) will begin with the spring thaw and visual inspections will begin in March.
10. SQUARE BUILDING: In the packet is the SVPA $18,650 proposal for architectural ($9,850), structural ($7,800) and cost analysis ($1,000) services regarding 110 W Ashland. John Hoyman is preparing a letter to owners advising them of the city’s position and their options.
11. ELECTRONIC PACKET: Three council members and the mayor expressed interest in either downloading (full or partial) packets, or, accessing them from their laptops/note pads at the meeting. Information Technology Manager Kurt Ripperger will install a router next week to allow laptops to access the city’s web page during the meetings.
Packets will be prepared as usual for the next several months until the electronic option if functional. Elected officials can then choose which option best suits their needs.
12. TAX TABLE: Tax revenue through February is about .8% behind last year’s figures.
13. DC TRIP: The DC trip for this year is June 9-11 (packet) and will be placed on the March 15th council agenda. Cost is $1,975/person (last year was $1,925) and $6,000 was budgeted.
14. P&R: The Park and Recreation Commission is meeting March 3 at 5:00 pm in
the Activity Center to discuss amphitheater fundraising options. Elected
officials are encouraged to attend.
Chapter 411 changes $5,400 or 1 cent tax rate increase
Chapter 411 State Contribution
Phase out $10,700 or 3 cent tax rate increase
IPERS Changes $25,000 or 6 cent tax rate increase
I forwarded this information to Representative Kent Sorenson and Senator Staci Appel indicating the concern about raising taxes in this difficult economic climate.
2. SEWER REPAIR: Supt Dan Miers reports a 24’ section of 8” main was found defective on South B between W 1st and Hwy 92. It was replaced for $6,000 and will be charged to the sewer main maintenance budget. The good news is the broken main was taking significant storm water that will no longer get into the system.
3. SQUARE BUSINESS INCENTIVE: In the packet is a revised policy (see red print). The policy was approved on January 19th on a 4-2 vote but given the changes it will be placed on the March 15 agenda.
4. CREDIT CARD/ONLINE PAYMENTS: Billing Clerk Lindsey Offenburger has been researching credit card and online billing options to improve our system. Credit card bill payment (utility, P&R registrations, etc.) has been an option since 2003 and the current fees average about $2,400 monthly.
The new system will not only be much more streamline (staff will no longer have to enter each payment), but save about $750 monthly. The initial cost is about $3,200 for the new system and will pay for itself in less than 5 months. Hats off to Lindsey!
Credit card payments offer customer convenience (pay on line from home or work), improve collections and lessen staff time. Lindsey anticipates the new system can be functional by May. Todd Kielkopf reviewed and approved the new system.
5. UTILITY BILL ENVELOPES: A couple council members and a number of customers asked about the absence of a return envelope in the new “statement” utility bills. Return envelopes were initially discussed by General Manager Todd Kielkopf and Finance Officer Laurie Hebl and it was decided not to include envelopes for the following reasons:
• Envelopes were not provided with post card bills
• Credit card and online payments are being promoted
• Most envelopes would be thrown away since about 50% of customers drop their payments off or use credit cards
• Envelopes would add significant cost (envelopes and additional mailing expense) since 2-4 page information flyers were intended to be sent with the statement bill and figured into the cost of the mailing
Envelopes could be added if council and trustees prefer.
6. STORM WATER UTILITY: Below is a tentative schedule for the storm water utility discussion process.
March Determine Equivalent Residential Unit for City
March Turn in sample ordinances
April Calculate sample ERU for large users
April Staff meeting to discuss SWU and strategies
May CIP reviews and Storm system valuation
May/June Council Work sessions
May/June Needs analysis
June/July Meetings with groups and neighborhoods
July Council Action if desired
7. PNEUMATIC CONTROLS: Chuck Burgin is working on a 3-4 year process to replace municipal building pneumatic controls with a digital system. The pneumatics have not worked very well since they were installed in 1989 but were not part of the building renovation since the city only had $900,000 budget. Estimated cost is in the $100,000 range and a recommendation will be brought to elected officials during the next budget process.
8. BRUSH FACILITY: In the packet is RoxAnne Hunerdosse’s 2009 report. She recommends fees remain the same for 2010 and shortening the season but that can be reviewed in October/November based on weather conditions.
Unless elected officials wish to change the fees, no council action is needed at this time. Let Rox or I know if there are questions about the report.
9. I&I MEETING: About 15 people attended the information meeting to discuss the Infiltration/Inflow Program on the 25th in the Catholic Church. Operator Aimee Luhrs did a good job of presenting the information. Testing in the area (see map) will begin with the spring thaw and visual inspections will begin in March.
10. SQUARE BUILDING: In the packet is the SVPA $18,650 proposal for architectural ($9,850), structural ($7,800) and cost analysis ($1,000) services regarding 110 W Ashland. John Hoyman is preparing a letter to owners advising them of the city’s position and their options.
11. ELECTRONIC PACKET: Three council members and the mayor expressed interest in either downloading (full or partial) packets, or, accessing them from their laptops/note pads at the meeting. Information Technology Manager Kurt Ripperger will install a router next week to allow laptops to access the city’s web page during the meetings.
Packets will be prepared as usual for the next several months until the electronic option if functional. Elected officials can then choose which option best suits their needs.
12. TAX TABLE: Tax revenue through February is about .8% behind last year’s figures.
13. DC TRIP: The DC trip for this year is June 9-11 (packet) and will be placed on the March 15th council agenda. Cost is $1,975/person (last year was $1,925) and $6,000 was budgeted.
14. P&R: The Park and Recreation Commission is meeting March 3 at 5:00 pm in
the Activity Center to discuss amphitheater fundraising options. Elected
officials are encouraged to attend.
Friday, February 19, 2010
News Items - February 22, 2010
1. NEXT MEETING: The next meeting is March 1 at 6:00 pm.
2. COUNCIL PACKETS: Kurt Ripperger estimates the cost of putting the council packet on the city’s web site (secure page) at about $800 with an annual fee of about $500. The advantage would be elected officials could access the entire packet from home/work thereby saving staff time copying and collating packets in addition to having them delivered by the PD.
Should elected officials have an interest, the city would provide paper/printer cartridges to copy the packets at home. Note that the packet would be printed in the same order as the packet you now receive.
Appreciate your comments.
3. SIGNS: You have copies of the community signs prepared by Parker Signs as well as pics of park signs. Russ Yenger of Parker Signs said he used the stone (instead of brick) to keep a “consistent” look with the city’s park signs.
4. SHIVE HATTERY: Given the comments about Shive Hattery and their work on the municipal building, the following information may be helpful regarding change orders:
Original Contract Estimate $745,200
Contract Bid $785,740
Change Order Total* $ 41,164 (5%)
*there were two change orders and the one involving heating in the Clerk’s Office could have been as low as $6,450 but the one approved by council was $16,091.
Given the existing building conditions, a 5% total change order cost is within 10% contingency amount normally budgeted.
Following is a list of mechanical engineers who will be working on the Library’s Geo-Thermal project:
Chris Nelson
Mike Petersen
Doug Sullivan
Tyson Scheidecker
Bruce Farrell
Quality Control
Tim Fehr
Also, in the packet is a list Geo-Thermal project that have been engineered by Shive Hattery.
5. LAND VALUES: Assessed land values (only) for 108, 110 and 112 W Ashland (square buildings) are $49,500, $23,000 and $23,000 respectively. Lot widths are 46’, 20’ and 20’.
6. CHAMBER DINNER: This year’s Annual Recognition Dinner is March 12 beginning at 6:00 PM in Simpson’s Great Hall. The fee is $40/person. The chamber can be contacted at 961-6269 by March 4 to RSVP.
7. WARREN COUNTY E 911 BOARD: The E 911 Board (established by Iowa Code 34A ) consists of a delegate and alternate from each political subdivision in the County to conduct the planning, implementing and maintenance of the E-911 phone service. Funding comes from 911 surcharges on landline and wireless phone bills. Warren County Emergency Management Coordinator Mahala Cox oversees daily operations of the office and reports to the board at quarterly meetings.
Steve Bonnett (delegate) and Brian Seymour (alternate) represent the city and Steve has served as chair and vice chair. Brian is now ready to assume a board role and therefore should become the delegate and Steve the alternate. This designation needs council approval and a letter to the board to note the change. A recommendation will be placed on the March 1 consent agenda.
8. E-WASTE SIGNS: There are signs at the brush/e-waste facility that list the fees for monitors/TV’s. They are also listed on the city’s website under “Programs and Services.” The fees are as follows:
18” and under $ 7.00
19”-25” $12.00
26”-32” $17.00
33”-40” $22.00
41 & up $27.00
Console TV’s &
Tube price $10.00
9. DART: Des Moines Regional Transit reports there are eight vanpools to and from Indianola, Monday through Friday. One of the eight vanpools goes to West Des Moines while the other seven go to downtown Des Moines. There are two available seats to DT, and three available seats to WDM, with two people on the waiting list for vans that are full at this time.
Unfortunately this number has remained static for a couple years. Given Indianola’s commuter status, buses should be considered in my opinion.
10. AMPHITHEATER: In the packet is the February 1 council memo highlighting the amphitheater phases. Phase 1 is highlighted below:
Demolition, grading, stage retaining wall, stage, back stage, handicap
Seating/walkways, turf seating tiers, seeding, utility & electric provisions,
Main electric service to stage
11. STOP SIGN STUDY: On September 2, 2008 council authorized the IDOT to review stop signs and school crossings to determine appropriate signage and traffic efficiency. The study is complete and a copy of the recommendations is in your packet and highlighted below. The study will be reviewed in committee.
• The City’s current stop control is sufficient and well suited to efficiently move traffic to primary arterial routs
• School signage should be update to meet MUTCD requirements.
• Crosswalks should be upgraded to longitudinal crosswalk markings at crosswalks immediately adjacent to school grounds
• Sidewalk extensions & relocation of crossing, or pedestrian crossing signal should be considered on W. Iowa near North “J” St.
• Non-school crossings at trials should consider consolidated and updated MUTCD signage
• One-way sign usage in downtown Indianola and along Howard Street and Buxton Street should be reviewed for consistency. Downtown R-61 one-way signs should be mounted above STOP sings.
Most of the recommendations are routine and will be handled as soon as possible.
12. BALLOON MUSEUM CULVERT: Construction drawings should be completed and submitted to the City by February 24. We are anticipating the bid letting date to be March 31 and awarding the contract the April 5 council meeting.
2. COUNCIL PACKETS: Kurt Ripperger estimates the cost of putting the council packet on the city’s web site (secure page) at about $800 with an annual fee of about $500. The advantage would be elected officials could access the entire packet from home/work thereby saving staff time copying and collating packets in addition to having them delivered by the PD.
Should elected officials have an interest, the city would provide paper/printer cartridges to copy the packets at home. Note that the packet would be printed in the same order as the packet you now receive.
Appreciate your comments.
3. SIGNS: You have copies of the community signs prepared by Parker Signs as well as pics of park signs. Russ Yenger of Parker Signs said he used the stone (instead of brick) to keep a “consistent” look with the city’s park signs.
4. SHIVE HATTERY: Given the comments about Shive Hattery and their work on the municipal building, the following information may be helpful regarding change orders:
Original Contract Estimate $745,200
Contract Bid $785,740
Change Order Total* $ 41,164 (5%)
*there were two change orders and the one involving heating in the Clerk’s Office could have been as low as $6,450 but the one approved by council was $16,091.
Given the existing building conditions, a 5% total change order cost is within 10% contingency amount normally budgeted.
Following is a list of mechanical engineers who will be working on the Library’s Geo-Thermal project:
Chris Nelson
Mike Petersen
Doug Sullivan
Tyson Scheidecker
Bruce Farrell
Quality Control
Tim Fehr
Also, in the packet is a list Geo-Thermal project that have been engineered by Shive Hattery.
5. LAND VALUES: Assessed land values (only) for 108, 110 and 112 W Ashland (square buildings) are $49,500, $23,000 and $23,000 respectively. Lot widths are 46’, 20’ and 20’.
6. CHAMBER DINNER: This year’s Annual Recognition Dinner is March 12 beginning at 6:00 PM in Simpson’s Great Hall. The fee is $40/person. The chamber can be contacted at 961-6269 by March 4 to RSVP.
7. WARREN COUNTY E 911 BOARD: The E 911 Board (established by Iowa Code 34A ) consists of a delegate and alternate from each political subdivision in the County to conduct the planning, implementing and maintenance of the E-911 phone service. Funding comes from 911 surcharges on landline and wireless phone bills. Warren County Emergency Management Coordinator Mahala Cox oversees daily operations of the office and reports to the board at quarterly meetings.
Steve Bonnett (delegate) and Brian Seymour (alternate) represent the city and Steve has served as chair and vice chair. Brian is now ready to assume a board role and therefore should become the delegate and Steve the alternate. This designation needs council approval and a letter to the board to note the change. A recommendation will be placed on the March 1 consent agenda.
8. E-WASTE SIGNS: There are signs at the brush/e-waste facility that list the fees for monitors/TV’s. They are also listed on the city’s website under “Programs and Services.” The fees are as follows:
18” and under $ 7.00
19”-25” $12.00
26”-32” $17.00
33”-40” $22.00
41 & up $27.00
Console TV’s &
Tube price $10.00
9. DART: Des Moines Regional Transit reports there are eight vanpools to and from Indianola, Monday through Friday. One of the eight vanpools goes to West Des Moines while the other seven go to downtown Des Moines. There are two available seats to DT, and three available seats to WDM, with two people on the waiting list for vans that are full at this time.
Unfortunately this number has remained static for a couple years. Given Indianola’s commuter status, buses should be considered in my opinion.
10. AMPHITHEATER: In the packet is the February 1 council memo highlighting the amphitheater phases. Phase 1 is highlighted below:
Demolition, grading, stage retaining wall, stage, back stage, handicap
Seating/walkways, turf seating tiers, seeding, utility & electric provisions,
Main electric service to stage
11. STOP SIGN STUDY: On September 2, 2008 council authorized the IDOT to review stop signs and school crossings to determine appropriate signage and traffic efficiency. The study is complete and a copy of the recommendations is in your packet and highlighted below. The study will be reviewed in committee.
• The City’s current stop control is sufficient and well suited to efficiently move traffic to primary arterial routs
• School signage should be update to meet MUTCD requirements.
• Crosswalks should be upgraded to longitudinal crosswalk markings at crosswalks immediately adjacent to school grounds
• Sidewalk extensions & relocation of crossing, or pedestrian crossing signal should be considered on W. Iowa near North “J” St.
• Non-school crossings at trials should consider consolidated and updated MUTCD signage
• One-way sign usage in downtown Indianola and along Howard Street and Buxton Street should be reviewed for consistency. Downtown R-61 one-way signs should be mounted above STOP sings.
Most of the recommendations are routine and will be handled as soon as possible.
12. BALLOON MUSEUM CULVERT: Construction drawings should be completed and submitted to the City by February 24. We are anticipating the bid letting date to be March 31 and awarding the contract the April 5 council meeting.
Friday, February 12, 2010
News Items - February 16, 2010
1. DOWNTOWN INCENTIVE PROGRAM: Mayor Bresnan, Chuck Burgin and I met with several bankers to discuss the program and specifically the loan option. The general consensus was to use a USDA model where the city would provide loan funding to banks and they would lend it under their normal regulations. Below is a modified draft loan policy:
• The local lender originates the loans in amounts ranging from $5,000 to $25,000 with a maximum term of 10 years.
• The interest rate charged the borrower will not exceed 0%
• City would deposit funds equal to the principal amount of the loan at 0% interest.
• The deposit does not guarantee the loan nor is it collateral for the loan. The deposit is only to reduce the interest rate charged to the borrower.
• Annually city would withdraw from its deposit account an amount equal to the principal repayment of the outstanding loan. As a result, the amount in the deposit account will equal the principal outstanding on the loan.
• All costs directly related to the implementation of downtown development are eligible. Costs for interiors and stand-alone roof replacements are not eligible.
Program revisions will be brought to council for consideration in March.
In the packet is a map showing the proposed area covered by the program.
2. FRANCHISE FEES: Given elected official consensus regarding cable and electric franchise fees, staff will provide resolutions/ordinances in March to increase cable and enact an electric franchise fee in the MidAmerican territory (similar to the city’s electric territory). Recent legislation will likely require the same franchise fee for our utility but will have no financial impact since it already pays 5% in lieu of taxes.
3. IDA: Chair Amy Duncan was not available on March 8 to present an IDA progress report so the meeting will be moved to April 12. Todd Kielkopf has been informed and agrees with the date change.
4. BALLOON MUSEUM CULVERT: The IDNR is requesting additional soil testing immediately west of the highway culvert so Chuck Burgin contacted Allender-Butkze Soil Engineers to perform the testing at an estimated cost of $2,000. Test results will provide data on whether a specific “bell joint” extension can be added to the existing structure. The work will be performed as soon as possible.
5. WEST BOSTON SEWER: The loan agreements/promissory notes are still not complete so the project contract award (to Vanderpool) will be delayed to March 1.
6. PHILANTHROPIC/HONORARY NAMING POLICY: In the packet is a policy suggested by Shirley as a reference for the P&R Commission’s amphitheater fundraising drive. It will be brought to a future meeting for review.
7. SEASONAL STRUCTURES: At their meeting on February 9, the P&Z Commission unanimously approved tabling the amendment regulating “seasonal structures”. The intent is to allow the display/marketing of merchandise and seasonal structures in manner to serve the desires of the general public, but, prevent creation of any nuisance or annoyance to the occupants of adjacent buildings and the general public.
8. MEMORIAL COMMISSION: The Memorial Commission met February 9th and discussed the Aquatic Center fees. A survey of 11 other Aquatic Centers was provided and showed that our pool charges are below average fees for daily admission and seasonal passes. The Commission recommended the current price structure remain in place and will present their annual report at the March 15th council meeting.
9. MOVING IOWA FORWARD: Lt. Governor Judge will be visiting Cemen Tech on Tuesday, February 16 at 11:30 a.m. to discuss job creation investments and pre-school education.
• The local lender originates the loans in amounts ranging from $5,000 to $25,000 with a maximum term of 10 years.
• The interest rate charged the borrower will not exceed 0%
• City would deposit funds equal to the principal amount of the loan at 0% interest.
• The deposit does not guarantee the loan nor is it collateral for the loan. The deposit is only to reduce the interest rate charged to the borrower.
• Annually city would withdraw from its deposit account an amount equal to the principal repayment of the outstanding loan. As a result, the amount in the deposit account will equal the principal outstanding on the loan.
• All costs directly related to the implementation of downtown development are eligible. Costs for interiors and stand-alone roof replacements are not eligible.
Program revisions will be brought to council for consideration in March.
In the packet is a map showing the proposed area covered by the program.
2. FRANCHISE FEES: Given elected official consensus regarding cable and electric franchise fees, staff will provide resolutions/ordinances in March to increase cable and enact an electric franchise fee in the MidAmerican territory (similar to the city’s electric territory). Recent legislation will likely require the same franchise fee for our utility but will have no financial impact since it already pays 5% in lieu of taxes.
3. IDA: Chair Amy Duncan was not available on March 8 to present an IDA progress report so the meeting will be moved to April 12. Todd Kielkopf has been informed and agrees with the date change.
4. BALLOON MUSEUM CULVERT: The IDNR is requesting additional soil testing immediately west of the highway culvert so Chuck Burgin contacted Allender-Butkze Soil Engineers to perform the testing at an estimated cost of $2,000. Test results will provide data on whether a specific “bell joint” extension can be added to the existing structure. The work will be performed as soon as possible.
5. WEST BOSTON SEWER: The loan agreements/promissory notes are still not complete so the project contract award (to Vanderpool) will be delayed to March 1.
6. PHILANTHROPIC/HONORARY NAMING POLICY: In the packet is a policy suggested by Shirley as a reference for the P&R Commission’s amphitheater fundraising drive. It will be brought to a future meeting for review.
7. SEASONAL STRUCTURES: At their meeting on February 9, the P&Z Commission unanimously approved tabling the amendment regulating “seasonal structures”. The intent is to allow the display/marketing of merchandise and seasonal structures in manner to serve the desires of the general public, but, prevent creation of any nuisance or annoyance to the occupants of adjacent buildings and the general public.
8. MEMORIAL COMMISSION: The Memorial Commission met February 9th and discussed the Aquatic Center fees. A survey of 11 other Aquatic Centers was provided and showed that our pool charges are below average fees for daily admission and seasonal passes. The Commission recommended the current price structure remain in place and will present their annual report at the March 15th council meeting.
9. MOVING IOWA FORWARD: Lt. Governor Judge will be visiting Cemen Tech on Tuesday, February 16 at 11:30 a.m. to discuss job creation investments and pre-school education.
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