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Home My WebLink About2001-12-03-Regular MinutesWAUKEE CITY COUNCIL MINUTES December 3,2001 (1)Call to Order -The December 3,2001 meeting of the Waukee City Council was called to order by Mayor Bailey at 7:00 PM. (2)Pledge of Allegiance (3)Roll Call-The Mayor asked for a roll call.The following members were present: Mayor Donald L.Bailey,Jr.and Council members Nicholas Gruber,Marvin Berger, Mike Watts,Bill Peard,and Wayne Johnson. (4)Open Forum -No one present wished to speak on a topic. (5)Agenda Additions /Approval-No changes.Marvin Berger moved to approve as prepared.Wayne Johnson second.Roll call:Ayes:Berger,Johnson,Gruber,Watts, Peard.Nays:None.Motion carried 5 -O. (6)Consent Agenda- A.Approve 11/30/01 Bill List B.Approve 11-19-01 City Council Minutes C.Approve Off Premise Beer Permit with Sunday Sales for Casey's Marketing Co.DBA Casey's General Store #2179 Approve Off Premise Beer Permit with Sunday Sales for Valley West Waukee,Inc.DBA J C Comer Store Approve Class C Liquor License with Outdoor Service for GFA Steaks,LLC DBA Rube's III Inc. Brief discussion of items 19 and 20 in the 11-19 Council Minutes occurred.Nick Gruber moved,Marvin Berger second to approve all items.Ayes:Gruber,Berger,Peard, Johnson.Nays:None.Mike Watts abstained because of conflict of interest due to his employment with Valley West Waukee.Motion carried 4 -0-1. BILL LIST 11/29/01 NO DEPT ENTERED BANKERS TRUST COMPANY DEC.01 SINKING FUND TRA REFUND-COMM CENTER RENT REFUND-AMBULANCE SERVICE $97.348.00 DAGGET.WILLIAM J ORT,BURNEY POLICE OPERATIONS $25.00 $11.91 EVIDENCE COLLECTION AND FASTPRO INTERNATIONAL IN JOHN DEERE HEALTH PLAN I KAESER &BLAIR INCORPORA MADISON NATIONAL LIFE MC LEOD USA METLIFE SMALL BUSINESS C MID AMERICAN ENERGY UNIVERSITY PHOTO PHONE SERVICE/INSTALLATION PAPER TOWELS/GARBAGE BAG MIC/REMOTE SPEAKER PAGER SERVICE·POLICE TONER SERVICE RESPIRATOR/LATEX GLOVES FIRST AID KIT SUPPLIES DEC '01 HEALTH INSURANCE BUCKLE UP KEY TAGS DEC '01 LONG TERM DISABIL NOV '01 STATEMENT-POLICE DEC '01 LIFE INSURANCE NOV '01 STATEMENT FILM DEVELOPING $112.50 $211.92 $109.00 $57.00 $90.00 $549.45 $21.95 $6,656.40 $255.03 $184.00 $396.88 $139.26 $482.11 $34.66 BAKER COMMUNICATIONS CAPITAL SANITARY SUPPLY ELECTRONIC ENGINEERING C 1 WAUKEE AUTO WASH FIRE PROTECTION CARPENTER UNIFORM CO COMPUSAINC COUNTRY CLINIC CUSTOM AWARDS FIREHOUSE MAGAZINE JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE MC LEODUSA METLIFE SMALL BUSINESS C MID AMERICAN ENERGY NATIONAL FIRE &RESCUE VERIZON WIRELESS STREET LIGHTING MAJONA CORPORATION MEL NORTHEY CO INC MID AMERICAN ENERGY TRAFFIC SIGNAL LIGHTS MID AMERICAN ENERGY BUILDING INSPECTION ACADEMIC CAPITAL GROUP I JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE METLIFE SMALL BUSINESS C TRIPLETI OFFICE ESSENTIAL VEENSTRA &KIMM INC DOWNTOWN RE-DEVELOPMENT PROJECT VEENSTRA &KIMM INC WARRIOR LANE INPROVEMETN PROJECT VEENSTRA &KIMM INC RR 22 WATER MAIN.SEWER IMPRV PROJ VEENSTRA &KIMM INC LIBRARY SERVICES JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE MC LEOD USA METLIFE SMALL BUSINESS C PARKS IOWA STATE UNIVERSITY CO JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE CAR WASH TOKENS $210.00 UNIFORMS $743.30 UNIFORMS $1,549.00 UNIFORMS $465.40 PAPER/INK CARTRIDGES/DIS $242.25 INK CARTRIDGES $81.70 HEP B SHOT $77.00 PLAQUES $185.00 SUBSCRIPTION $28.97 DEC '01 HEALTH INSURANCE $277.35 DEC '01 LONG TERM DISABILITY $30.60 NOV '01 STATEMENT $197.11 DEC '01 LI FE INSURANCE $14.72 NOV '01 STATEMENT $639.07 SUBSCRIPTION $20.00 NOV '01 STATEMENT $31.96 MOWER/STREET LIGHT REPAIR $120.00 STREET LIGHT PARTS $541.00 STREET LIGHT GLOBES $780.00 NOV '01 STATEMENT $122.77 NOV '01 STATEMENT $18.90 DEC '01 COMPUTER LEASE $149.78 DEC '01 HEALTH INSURANCE $1.664.10 DEC '01 LONG TERM DISABILITY $37.33 DEC '01 LIFE INSURANCE $26.72 2002 CALENDAR REFILLS $49.70 OCT '01 STATEMENT $1,919.20 STREET MAPS $13.50 OCT '01 STATEMENT $3,200.00 OCT '01 STATEMENT $3,100.00 OCT '01 STATEMENT $5,891.02 DEC '01 HEALTH INSURANCE $2,218.80 DEC '01 LONG TERM DISABILITY $43.61 NOV '01 STATEMENT $135.03 DEC '01L1FE INSURANCE $22.08 SAFETY WORKSHOP· HEIMANN $75.00 SAFETY WORKSHOP-WRIGHT $75.00 DEC '01 HEALTH INSURANCE $55.47 DEC '01 LONG TERM DISABILITY $31.50 2 MENARDS METLIFE SMALL BUSINESS C MID AMERICAN ENERGY WASTE MANAGEMENT OF IOWA WEARGUARD WRIGHT,scorr COMMUNITY CENTER ARAMARK UNIFORM SERVICES GENERAL FIRE &SAFETY EO MID AMERICAN ENERGY QWEST SERVICE MASTER PUBLIC WORKS ARAMARK UNIFORM SERVICES FASTPRO INTERNATIONAL IN JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE MC LEOD USA METLIFE SMALL BUSINESS C MID AMERICAN ENERGY UNITED STATES CELLULAR WEARGUARD WTER UTILITY IOWA ONE CALL IOWA STATE UNIVERSITY CO JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE MC LEOD USA METLIFE SMALL BUSINESS C MID AMERICAN ENERGY US FILTERIWATERPRO WW GRAINGER INC WEARGUARD WELLS FARGO-CITY HALL SANITARY SEWERS &TREATMENT FACI BANKERS TRUST COMPANY IOWA STATE UNIVERSITY CO JOHN DEERE HEALTH PLAN I MADISON NATIONAL LIFE MC LEOD USA METLIFE SMALL BUSINESS C MID AMERICAN ENERGY CHRISTMAS BULBS $14.29 CHRISTMAS BULBS $23.96 DEC '01 LIFE INSURANCE $1.47 NOV '01 STATEMENT $11.12 NOV '01 STATEMENT $8.98 NOV '01 STATEMENT $200.03 UNIFORMS $203.10 UNIFORM REIMBURSEMENT $185.93 MAT SERVICES-COMM CENTER $54.88 FIRE EXT MAINT-COMM CENTER $70.50 NOV '01 STATEMENT $152.63 NOV '01 STATEMENT $42.66 CARPET SPOT CLEANING $35.00 MAT SERVICE-PUBLIC WORKS $34.40 FIRST AID SUPPLIES $54.75 DEC '01 HEALTH INSURANCE $277.35 DEC '01 LONG TERM DISABILITY $30.32 NOV '01 STATEMENT $60.52 DEC '01 LIFE INSURANCE $7.36 NOV '01 STATEMENT $251.74 NOV '01 STATEMENT $26.84 UNIFORMS $121.90 OCT '01 STATEMENT $196.50 SAFETY WORKSHOP- WINTERS $75.00 DEC '01 HEALTH INSURANCE $887.52 DEC '01 LONG TERM DISABILITY $17.50 NOV '01 STATEMENT $60.52 DEC '01 LIFE INSURANCE $8.83 NOV '01 STATEMENT $8.23 NOV '01 STATEMENT $344.93 NOV '01 STATEMENT $10.00 2"METER $1,010.00 CREDIT-VALUES -$23.00 VALVES $418.35 WATER SALESMAN REPAIR $81.60 UNIFORMS $324.96 NO '01 PEny CASH $1.47 WAUKSEW99 -FEES $150.00 SAFETY WORKSHOP- HERRICK $75.00 DEC '01 HEALTH INSURANCE $887.52 DEC '02 LONG TERM DISABIL $21.71 NOV '01 STATEMENT $293.23 DEC '01 LIFE INSURANCE $8.83 NOV '01 STATEMENT $8.23 3 NOV '01 STATEMENT $3,749.87 NOV '01 STATEMENT $71.24 NOV '01 STATEMENT $116.36 QWEST NOV '01 STATEMENT·987·60 $38.39 NOV '01 STATEMENT·987·83 $10.33 VEENSTRA &KIMM INC OCT '01 STATEMENT $620.50 WEARGUARD UNIFORMS $284.34 WELLS FARGO·CITY HALL NOV '01 PETTY CASH $7.25 GAS UTILITY FISHER CONTROLS INTL INC RELIEF VALVE $116.55 GROEBNER 7 ASSOCIATES IN TRACER WIRE $139.79 PIPE COUPLING $75.50 IOWA ONE CALL OCT '01 STATEMENT $196,50 IOWA STATE UNIVERSITY CO SAFETY WORKSHOP·KELLER $75.00 SAFETY WORKSHOp·DODGE $75.00 SAFETY WORKSHOP· DEZEEUW $75.00 SAFETY WORKSHOp·ROYER $75.00 JOHN DEERE HEALTH PLAN I DEC '01 HEALTH INSURANCE $1,996.92 KAR PRODUCTS COLD WEATHER TAPE $19.17 DEC '01 LONG TERM MADISON NATIONAL LIFE DISABILITY $55,58 MC LEODUSA NOV '01 STATEMENT $60.52 METLIFE SMALL BUSINESS C DEC '01 LIFE INSURANCE $29.56 MID AMERICAN ENERGY NOV '01 STATEMENT $8.23 NOV '01 STATEMENT $214.02 MUNICIPAL SUPPLY MARKING PAINT $91.80 QWEST NOV '01 STATEMENT 987·08 $37.15 UNITED STATES CELLULAR NOV '01 STATEMENT $72.39 WEAR GUARD UNIFORMS $487.44 WELLS FARGO·CITY HALL NOV '01 PEDY CASH $41.55 UTILITY BILLING ACADEMIC CAPITAL GROUP I DEC '01 COMPUTER LEASE $74.89 TRIPLED OFFICE ESENTIAL BINDERS/COPY PAPER $25.65 STREETS DEPARTMENT ADAMS DOOR COPMANY DOOR REPAIR $84.00 CARGIL INC·SALT DIVISION ROAD SALT $777.27 CENTRAL TRAILER SERVICE CHAINS 7 BINDERS $316.81 DAN RAITT INC ROADSTONE $384.61 ROADSTONE $175.41 FASTPRO INTERNATIONAL IN FIRST AID SUPLIES $19.05 HAWKEYE TRUCK EQUIPMETN PLOW BLADES $477.00 IOWA STATE UNIVERSITY CO SAFETY WORKSHOP·OLSON $75.00 SAFETY WORKSHOP· PERKINS $75.00 JOHN DEERE HEALTH PLAN I DEC '01 HEALTH INSURANCE $1,442.22 KAR PRODUCTS REPAIR PARTS $181.93 LOGAN CONTRACTORS SUPPLY TACK SEALER $84.50 CRACK SEALER PARTS $27,70 CRACK SEALER FOAM $56.70 MADISON NATIONAL LIFE DEC '01 LIFE INSURANCE $35.41 MAJONA CORPORATION MOWER/STREET LIGHT $50.00 4 REPAIR MENARDS DRIVEWAY MARKER $29.80 METLIFE SMALL BUSINESS C DEC '01 LIFE INSURANCE $16.19 MICKEY'S TREE SERVICE STUMP REMOVAL $190.00 MID AMERICAN ENERGY NOV '01 STATEMENT $8.23 MOSS BROTHERS INC .TRACTOR PART $1.84 NEWMAN TRAFFIC SIGNS CREDIT -SIGN -$180.00 STREET SIGNS $23.38 STREET SIGNS $53.67 STREET SIGNS $140.22 R-WAY CONCRETE CONCRETE $134.75 CONCRETE $731.50 RENTAL SERVICE CORPORATION CEMENT SAW BELTS $126.03 WEARGUARD UNIFORMS $609.30 TIF DEBT SERVICE DOWING DEVELOPMENT L TO DEC '01 TIF PAYMENT $36,615.59 MAYOR AND COUNCIL UNIVERSITY OF IOWA MUNICIPAL POLICY LEADERS $48.00 ADMINISTRATION 3E ELECTRICAL ENGINEERING LIGHT BULBS-CITY HALL $77.62 ACADEMIOC CAPITAL GROUP I DEC '01 COMPUTER LEASE $224.65 ANE TECHNOLOGY SERVICES COMPUTER MAINTENANCE $125.00 COMPUTER SERVER MAINTENAN $550.00 ARAMARK UNIFORM SERVICES MAT SERVICE-CITY HALL $54.35 ARENTSEN,MARK DEC '01 AUTO ALLOWANCE $250.00 CARAVAN,AMBER CITY HALL CLEANING $100.00 CITY HALL CLEANING $100.00 CLEANING SUPPLIES $2.40 DES MOINES REGISTER RECEPTIONIST AD $961.92 HOL,CAROL "CINDY"EASEMENT-KC REAL ESTATE $26.00 JOHN DEERE HEALTH PLAN I DEC '01 HEALTH INSURANCE $1,664.10 DEC '01 LONG TERM MADISON NATIONAL LIFE DISABILITY $89.54 MC LEOD USA NOV '01 STATEMENT $307.86 ME NARDS LIGHT BALLAST-CITY HALL $31.26 METLIFE SMALL BUSINESS C DEC '01 LIFE INSURANCE $56.44 PAARDEKOOPER,CATHY NOV '01 MILEAGE/EXPENSES $38.57 STRAUSS SAFE AND LOCK CO SAFE REPAIR $60.00 TRIPLETI OFICE ESSENTIAL CALENDAR REFILLS $96.75 BINDERS/COPY PAPER $63.40 CODE BOOK BINDERS $61.57 2002 CALENDAR REFILLS $24.85 CREDIT-CALENDAR REFILLS -$96.75 VEENSTRA &KIMM INC OCT '01 STATEMENT $232.50 WEBSTER ELECTRIC ENTRANCE BULBS-CITY HALL $156.00 WELLS FARGO-CITY HALL NOV '01 PETIY CASH $47.45 FINANCIAL ADMINISTRATION ACADEMIC CAPITAL GROUP I DEC '01 COMPUTER LEASE $74.89 BURKHART,L1NDA NOV '01 MILEAGE $5.10 DEC '01 LONG TERM MADISON NATIONAL LIFE DISABILITY $23.52 , 5 METLIFE SMALL BUSINESS C COMMUNITY DEVELOPMENT ACADEMIC CAPITAL GROUP I DORSEY &WHITNEY GUNDERSON,JODY JOHN DEERE HEALTH PLAN I DEC '01 LIFE INSURANCE DEC '01 COMPUTER LEASE NOV '01 STATEMENT DEC '01 AUTO ALLOWANCE DEC '01 HEALTH INSURANCE DEC '01 LONG TERM DISABILITY DEC '01 LI FE INSURANCE MADISON NATIONAL LIFE METLIFE SMALL BUSINESS C CITY ATTORNEY HUSCHER,PAUL E ENGINEERING JOHN DEERE HEALTH PLAN I DEC '01 LEGAL SERVICES DEC '01 HEALTH INSURANCE DEC '01 LONG TERM DISABILITY DEC '01 LIFE INSURANCE 2002 CALENDAR REFILLS OCT '01 STATEMETN MADISON NATIONAL LIFE METLIFE SMALL BUSINESS C TRIPLETT OFFICE ESSENTIAL VEENSTRA &KIMM INC GRAND TOTAL PAID PRIOR TO CO APPROVAL NO DEPT ENTERED TREASURER STATE OF IOWA TREASURER STATE OF IOWA TEASURER STATE OF IOWA DES MOINES WATER WORKS DES MOINES WATER WORKS WATER UTILITY DES MOINES WATER WORKS DES MOINES WATER WORKS SANITARY SEWERS &TREATMENT FACILITIES 1992B WATER REVENUE INTEREST 1992A WATER REVENUE INTEREST OCT '01 GAS SALES TAXES OCT '01 SEWER SALES TAXES OCT '01 WATER SALES TAXES 1992B WATER REVENUE PRINCIPAL 1992A WATER REVENUE PRINCIPAL COMMERCIAL FEDERAL BANK WELLS FARGO BANK IOWA NA WELLS FARGO BANK IOWA NA WELLS FARGO BANK IOWA NA DEC '01 SEWER NOTE INTEREST DEC '011998A SEWER INTEREST DEC '01 19988 SEWER INTEREST DEC '01 1998C SEWER INTEREST $7.36 $74.89 $504.00 $250.00 $526.97 $34.57 $7.36 $2,000.00 $832.05 $18.86 $7.36 $24.85 $976.00 $200,931.53 $3,621.12 $259.46 $4,500.85 $53,348.63 $76,385.12 $10,700.00 $41,276.89 $10,523.36 $8,650.35 $17,935.20 $19,005.17 GRAND TOTAL $246,206.15 (7)Mayor's Report:I want to thank the Park Board and all the volunteers that cooperated and put-on the Winterfest.It was really nice. (8)Resolution:Approving buy-out of computer equipment lease from Bay4 Capital,LLC.It was suggested that we continue paying the lease on a monthly basis and replace the equipment we currently have.In order to do so,we would have to budget this item each year for the next three years.It would take $22,000 plus return of the equipment to pay it outright and would take $21,600 to payout the lease monthly.The savings wouldn't pay for the time and energy of staffto compute,process,and pay the monthly amount through the next three years.At the time the computer equipment was originally leased,funds were not available to purchase two servers,two computers outright.We needed equipment to operate,to cover the daily activities as well as the utility billings that we were doing at the time.We do not receive any services from this 6 company.Convergent declared bankruptcy and Convergent Capital sold the lease to Bay4 Capital,LLC.Nick Gruber suggested that as we progress through the next three years,we could easily lose equipment or break equipment owned by Bay4 that has not been returned while we're paying the monthly lease payment.To avoid that possibility or a fair market buy-out at the end of the lease,Nick Gruber moved that we pay the full amount to buy-out the lease from Bay4 Capital,LLC and return the equipment at this time.Mike Watts second.Roll call:Ayes:Gruber,Berger,Watts,Peard,Johnson. Nays:None.Motion carried 5 -O. THE CITY OF WAUKEE,IOWA RESOLUTION 01-218 APPROVING BUY-OUT OF COMPUTER EQUIPMENT LEASE FROM BAY4 CAPITAL,LLC IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City currently leases two computers,which together form the server of City Hall AND, WHEREAS,the server of City Hall is old,outdated,has been patched many times and needs to be replaced AND WHEREAS,it would be in the best interest of the City of Waukee to buy-out the computer/server lease currently held by Bay4 Capital,LLC and return the leased equipment AND WHEREAS,tbe buy-out price quoted by Bay4 Capital,LLC is $22,100 AND, WHEREAS,City staff have reviewed all options and agree that buy-out and returning all equipment covered by the lease is reasonable and prudent; NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 3"day of December 2001 that it hereby approves the buy-out of the computer equipment lease from Bay4 Capital, LLC. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE NAY ABSENT Nicholas C.Gruber X Marvin Berger X Bill Peard X Mike Watts X Wayne Johnson X (9)Resolution:Approving purchase of a Proliant ML 350 Pentium IIL 1000 mghz Compaq Server This purchase through ANE Computer Services will replace the two servers being returned to Bay4.A joint meeting was held between ANE and Tyler Technologies to make sure that hardware and software were compatible and that nothing more was needed to ensure a working system.It was suggested by Bill Peard that this be guaranteed in writing.Nick Gruber moved to approve the purchase.Marvin Berger second.Roll call:Ayes:Gruber,Berger,Watts,Peard,Johnson.Nays:None.Motion carried 5 -O. THE CITY OF WAUKEE,IOWA RESOLUTION 01-219 APPROVING PURCHASE OF A PROLIANT ML 350 PENTIUM III,1000 MGHZ COMPAQ SERVER,INSTALLATION AND SET-UP IN THE NAME ANDBY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City currently leases two computers,which together form the server of City Hall AND, WHEREAS,the server of City Hall is old,outdated,has been patched many times and needs to be replaced AND WHEREAS,it would be in the best interest of the City of Waukee to buy-out the computer/server lease currently held by Bay4 Capital,LLC and return the leased equipment to Bay4 Capital,LLC AND, WHEREAS,ANE has given us a proposal,which includes a Praliant ML3S0 Pentium III,1000 Mghz Compaq Server,installation and set-up for $11,479.16 AND, WHEREAS,City Staff has reviewed the proposal and found it to be adequate and reasonably priced; 7 NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 3"day of December 2001 that it hereby approves purchasing a Proliant ML350 Pentium III 1000 Mghz Compaq Server,installation and set-up. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE NAY ABSENT Nicholas C.Gruber X Marvin Berger X Bill Peard X Mike Watts X Wayne Johnson X (lO)Resolution:Approving lease of Invision software to replace the eMS software currently in use This is a lease agreement because we cannot identify the source of the full amount needed to purchase the software outright.The lease is over a three year period with a $1.00 buy-out at the end with interest rate of approximately 6%.In addition to the lease there is a monthly maintenance fee,which covers routine service and all updates throughout the year.Linda Burkhart indicated that leasing software is totally different from leasing hardware in that software will not become outdated as long as the purchaser subscribes to the monthly maintenance and update service offered by the software company.This program is very similar to the one we are currently using.It will allow us to computerize many of the things we are currently doing manually.In addition our Building Department could be totally computerized and we could possibly do the EMS billing.Marvin Berger moved to approve the software.Mike Watts second. Roll call:Ayes:Gruber,Berger,Watts,Peard,Johnson.Nays:None.Motion carried 5- O. THE CITY OF WAUKEE,IOWA RESOLUTION 01-220 APPROVING THE LEASE OF INVISION SOFTWARE TO REPLACE THE CMS SOFTWARE CURRENTLY IN USE IN THE NAME ANDBYTHE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City has outgrown the accounting software package originally purchased from Computer Management Services Inc.of Ames,Iowa AND, WHEREAS,CMS,Inc.was purcbased by Tyler Technologies of Texas AND WHEREAS,Tyler Technologies is promoting a newer software package,Invision software for local governments AND WHEREAS,staff review of the Invision Software package shows that it is very compatible with the original CMS and provides many of the enhancements and features not found in CMS AND, WHEREAS,staff review of the purchase options has determined that a three year lease with $1.00 buy-out option at the end with budgetary impact to all 16 departments would be a reasonable method of purchasing the software; NOW THEREFORE BE IT RESOLVED by the City ofWankee City Council in session this 3"day of December 2001 that it hereby approves the purchase ofInvision software to replace the CMS software currently in use and approves the three year lease option with budgetary impact to all 16 departments. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE Nicholas C.Gruber X Marvin Berger X Bill Peard X Mike Watts X Wayne Johnson X NAY ABSENT 8 (ll)Resolution:Approving Rules of Procedure for Conduct of City Council Business Marvin Berger introduced this proposal as a project he had started two years ago."We have procedures for all departments and all committees,commissions.We should also have house rules and procedures for City Council Meetings.These rules are very similar to those rules being used in the surrounding cities.With these written rules all members would be conducting themselves under the very same rules.Therefore,it would eliminate dominance and inconsideration of other members,interruptions,loudness,etc. that has happened repeatedly.Public impact allowed in the public forum will still be allowed."Mr.Berger also indicated that now would be a good time to establish a regular monthly town meeting,which would give the citizens of the community the opportunity to share their concerns,plans or dreams with the Council and staff of the City.It would also give Staff and Council the opportunity to share concerns,ideas,and plans outside the regular Council meeting.With that Marvin Berger moved to approve the Rules of Procedure for Conduct of City Council Business.Prior to the second,discussion continued.Wayne Johnson raised a concern on the time allotted to citizens to voice an opinion on an issue before the Council.The time limit is set for 3 minutes and the question arose as to how you deal with a situation where an individual has spoken his/her three minutes and then after further thought wants to add something more to the meeting. Jody Gunderson indicated that research into what other cities do showed for the most part that citizen participation on anyone item of the agenda was limited to five minutes.Bob Ellis of250 Southview during his campaign called Iowa City to get a manual or book on City rules and procedures.Mr.Ellis received one,which was from the League of Municipalities.He indicated that we should purchase this book and follow it as well as the Robert's Rules of Order rather than creating meeting rules and procedures of our own.Several issues were addressed during the Council meeting.These included:(1) Page 11 -Preparation and staff approval of ordinances,resolutions and contract documents;(2)Page 4 -The mayor or presiding officer should have the authority to vary from the published schedule rather than the City Administrator during the meeting.This apparently gives permission to the City Administrator prior to the Council meeting and not during;(3)Closed session requirements are set out by Iowa Code.The reasons for a closed session are not complete in this document.In addition,the minutes and tape recording of the session are not available to the general public until court order indicates they must be opened;(4)Page 10 &11 -Conflict of statement on these pages concerning addressing the Council after motion made.Clarification needs to take place;(5)page 11 -disqualifications and saying you must vote on all issues unless disqualified.Attorney Huscher indicated that a Councilman could pass and not vote on an issue and not disqualify him/herself.(6)Page 8 -redefine presiding officer so as to be more specific as to whether Mayor or Mayor Pro Tem;(7)Page 8 -Motion to reconsider.The person who makes the motion to reconsider has to have voted affirmatively in the previous vote on the motion in question.Mark Leslie,Mayor-elect,indicated that he supported the Rules and Procedures and appreciated the discussion.Mr.Johnson indicated that he could support 90%of what is in the Rules and Procedures but he wanted to make sure that the language was right and that it is done correctly.Mary White,670 Boone Drive,indicated she comes to a meeting and many times asks for additional information.The question was whether the questions asked were part of those three minutes.Nick Gruber said that if a question was being asked,the person asking would need to come to the podium. 9 Nick Gruber second the motion to approve this resolution with changes being addressed. Roll call:Ayes:Berger,Gruber,Peard.Nays:Johnson,Watts.Motion carried 3 -2. THE CITY OF WAUKEE,IOWA RESOLUTION NO.01-221 APPROVING RULES OF PROCEDURE FOR CONDUCT OF CITY COUNCIL BUSINESS WHEREAS,there are currently no established rules or procedures in place for the conduct of City Council business AND, WHEREAS,the upcoming change in elected officials is an opportune time to consider establishing such rules, NOW THEREFORE BE IT RESOLVED by the Waukee City Council in session this 3"day of December,2001 that it hereby ratifies and adopts the attached Rules of Procedure for Conduct of City Council Business and directs that these Rules be used for all City Council related activities occurring after January 1,2002. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE NAY ABSENT Nicholas C.Gmber X Marvin Berger X Bill Peard X Mike Watts X Wayne Johnson X (12)Resolution:Approving Revised Change Order #62001 Sidewalk Improvement Project A couple of deletions to a previously approved change order brought it back to the Council for second consideration.The change order was changed from $15,232.75 to $14,894.75.Mike Watts approved the revision.Bill Peard second.Roll can:Ayes: Watts,Peard,Berger,Johnson and Gruber.Nays:None.Motion carried 5 ~O. THE CITY OF WAUKEE,IOWA RESOLUTION 01-222 APPROVING REVISED CHANGE ORDER #6 2001 SIDEWALK IMPROVEMENT PROJECT IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City of Waukee awarded the contract for the 2001 Sidewalk Improvements to Marker Services Inc.AND, WHEREAS,the City of Waukee expected Marker Services,Inc.to install sidewalks in an area previously without sidewalks or sidewalk replacement AND, WHEREAS,the City of Waukee agreed to modify existing plans or provide additional sidewalks for other homeowners of corner lots not installed during the 97 -98 Street Improvement Project,if requested AND, WHEREAS,Marker Services Inc.originally submitted a proposal for homeowners who had requested sidewalks,which was reviewed by staff and found reasonable and that was approved by the City Council during the November 5,2001 meeting ANDl WHEREAS,further review and!or changes by the contractor has reduced the amount requested on Change Order #6 approved November 5,2001 from $15,232.75 to $14,894.75 AND, WHEREAS,City Staff has accepted the revised Change Order #6 as reasonable; NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this December 3,2001 that it hereby approves Revised Change Order #6 to Marker Services,Inc.in the amount of $14,894.75. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE Nicholas C.Gruber X Marvin Berger X Bill Peard X Mike Watts X NAY ABSENT 10 V{ayneJohnson X (13)Resolution:Approving Change Order #8 2001 Sidewalk Project Phase 1.2 A sidewalk,which was one of the first to be put in was inadvertently left out ofthe billing. Mike Watts moved to approve.Bill Peard second.Roll call:Ayes:Watts,Peard, Johnson,Berger,Gruber.Nays:None.Motion carried 5 -O. THE CITY OF WAUKEE,IOWA RESOLUTION 01-223 APPROVING CHANGE ORDER #8 FOR 2001 SIDEWALK PROJECT PHASE 1.2 IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City of Waukee awarded the contract for the 2001 sidewalk Improvements to Marker Services Inc.AND, WHEREAS,the City of Waukee expected Marker Services,Inc.to install sidewalks in an area previously without sidewalks or sidewalk replacement AND, WHEREAS,the City of Waukee agreed to modify existing plans or provide additional sidewalks for other homeowners of comer lots not installed during the 97-98 Street Improvement Project,if requested AND, WHEREAS,Marker Services,Inc has submitted a proposal for an additional homeowner who has requested sidewalks AND, WHEREAS,City Staff have reviewed the proposal and have found it to be reasonable; NOW THEREFORE BE IT RESOLVED by the City Council of Waukee,Iowa do hereby approve Change Order #8 in the amount of$1,765.00 to Marker Services,Inc.on this third day of December 2001. Donald L.Bailey,Jr.,Mayor Attest: Mark J.Arentsen,City Administrator/Clerk ROLL CALL VOTE AYE NAY ABSENT Nicholas C.Gruber X Marvin Berger X Bill Peard X Mike V{atts X V{ayneJohoson X (14)Receive/File:Report on City of Waukee participation in Iowa Department of Transportation permitting process The procedure for construction in the IA DOT right- of-way is as follows:(1)Application for revision of access and plans are sent to the Design Division,District 4;(2)The application and plans are then sent to the affected entity be it City,County,etc.for their approval;(3)Application and plans are then sent back to the Design Division for approval;(4)From there the application and plans are sent to the District 4 Construction Division for approval and (5)The application and plans are sent to the IA DOT headquarters in Ames for the final approvaL The approval process takes 6 to 8 weeks from beginning to end.The point to remember is that we will be notified only if we are an affected entity.Ifnot,the IA DOT does not have to notify us of the construction taking place in the right-of-way.According to Mik Briedis of Veenstra &Kimm,Inc."we have control over construction of public improvements regardless of where it is,whether it falls on park property,DOT property,or within a developer's property or subdivision.Within our specifications we have certain requirements for the strength of concrete,the type of pipe materials that can be installed. Those are the kind of things we cover within in our standard specifications of construction within the City of Waukee;but then there is a secondary approval process and that is within the DOT right-of-way,they may have a more stringent requirement. For example,they may require that an entire sewer pipe is encased in steel casing pipe, whereas our normal construction procedures in a development for example would not do that.So there still is a level of responsibility that whoever does this work has to present plans to the City including the bond-maintenance bond.The DOT has the authority to 11 look within their right-of-way and say that it has also meet their specification requirements and not just the City's."The State supercedes the City.On the application forms regardless of the type,the procedures are outlined on the back.For the most part they are the same as the five step procedure listed at the beginning of these minutes for item #14.The IA DOT will send the application and plans back to the City.It will be necessary for the City to review the plans and approve.If there is something that does not meet the standards set by the City,the application and plans should be rej ected.The developer then has the responsibility to correct the situation and resubmit the application. Mayor Bailey indicated that the staff should pass on this information to developers or companies planning to construct in the DOT right-of-way so they are aware of the procedure.Marvin Berger moved to receive and file.Mike Watts second.Roll call: Ayes:Berger,Watts,Gruber,Johnson,Peard.Nays:None.Motion carried 5 -O. REPORTS: City Administrator,Mark Arentsen:We received 74 responses to the secretarylreceptionist position.Will be interviewing and selecting a candidate before the end of the year.Will be presenting a budget calendar to departments this week,Will be attending 2001 Academy for Transportation on Thursday.The Swallow Annexation Proj ect will require more information from us for the City Development Board before they proceed on this action.Linda and I will be going to a workshop on budgeting presented by the State. Director of Community Development,Jody Gunderson:Received notification from the MPO that we will be presenting two projects to the MFO:(1)University Avenue 142 St to 98 St./Waco Place and (2)the 1-80 at Alice's Road Interchange and 105 St.Haven't received notification on our STP-TE Funding.That will be forthcoming. Code Enforcement Officer,Dennis Dowell:Construction is moving along. Public Works Director,John Gibson:The Winterfest turned out very well this year.The Park Board and volunteers that were there estimated that there were about 350 children who visited Santa Claus.Been doing a lot of patching and crack sealing.Have reviewed the emergency procedures for gas and feel confident that we would be able to handle an emergency should it arise. City Engineer,Mikelis Briedis:Gave a report on the downtown parking in Adel vs. downtown parking in Waukee.Adel's parking is at a 34"angle whereas the parking in Waukee has been planned at a 60°angle.When a 34"angle parking is introduced into the downtown setting,we lose 14 stalls on the west side of Sixth St.If angle parking were planned for both sides of Sixth St.,would still lose 11 stalls overall.The angle of the parking will probably remain at 60°to maximize the number of stalls in the downtown area. City Planner,Chad Weaver:Have been working on three or four ordinances.Will probably be presenting them to the P&Z this week. City Attorney,Paul Huscher:Still appealing the State Auditor's decision. Wayne Johnson,Park Board:Park Board Thursday night this week will be interviewing candidates for the Park Board replacement. At this time Mayor asked for motion to adjourn.Nick Gruber moved.Marvin Berger second,Ayes:all.Nays:None.Motion carried 5-0. 12 Meeting Adjoumed at 8:39 PM. 13