HomeMy WebLinkAbout2011-12-15-Special MinutesWAUKEE CITY COUNCIL MINUTES
SPECIAL MEETING
December 15,2011
A)Call to Order -The special meeting of the Waukee City Council was called to order by Mayor
Peard at 6:02 p.m.in the Waukee City Council Chambers.
B)Roll Call-The following members were present:Mayor William F.Peard;Council Members Shane
Blanchard,Dan Dutcher,Casey L.Harvey,Shelly Hughes.Absent:Council Member Mike Watts.
(Council Member Watts arrived at 6:19 p.m.)
Also in attendance:City Administrator/Clerk Jeffrey L.Kooistra,Assistant to the City Administrator
McKinlee Gibson,Director of Finance Linda Burkhart,Director of Public Works John Gibson,
Director of Development Services Brad Deets,Deputy City Clerk Rebecca D.Schuett,City Engineer
Forrest Aldrich,City Attorney Steve Brick.
C)Agenda Approval -Council Member Harvey moved to approve the agenda;seconded by Council
Member Blanchard.Results of vote:Ayes:Blanchard,Dutcher,Harvey,Hughes.Nays:None.
Absent:Watts.Motion carried 4 -0 -1.
D)Action Items:
1)Resolution:Consideration of approval of a resolution approving Final Change Order for
the Waukee Public Works Facility Project -Council Member Harvey moved to approve the
resolution;seconded by Council Member Dutcher.Director of Finance Burkhart briefly
reviewed the change order.Results of vote:Ayes:Blanchard,Dutcher,Harvey,Hughes.Nays:
None.Absent:Watts.Motion carried 4 -0 -1.(Resolution #11-235)
2)Resolution:Consideration of approval of a resolution approving Revised Pay
Applications #9 through #15,for the Waukee Public Works Facility Project -Council
Member Blanchard moved to approve the resolution;seconded by Council Member Dutcher.
Director of Finance Burkhart briefly reviewed the pay application revisions.Results of vote:
Ayes:Blanchard,Dutcher,Harvey,Hughes.Nays:None.Absent:Watts.Motion carried 4 -0
-1.(Resolution #11-236)
3)Resolution:Consideration of approval of a resolution approving Payment Estimate No.
16 (Final)to Construction Services,lnc.,for the Waukee Public Works Facility Project in
the amount of $64,541.51 -Council Member Harvey moved to approve the resolution;
seconded by Council Member Dutcher.Director of Finance Burkhart briefly reviewed the
payment estimate.Results of vote:Ayes:Blanchard,Dutcher,Harvey,Hughes.Nays:None.
Absent:Watts.Motion carried 4 -0 -1.(Resolution #11-237)
4)Resolution:Consideration of approval of a resolution accepting public improvements
(Waukee Public Works Facility)-Council Member Blanchard moved to approve the
resolution;seconded by Council Member Harvey.Results of vote:Ayes:Blanchard,Dutcher,
Harvey,Hughes.Nays:None.Absent:Watts.Motion carried 4 -0 -1,(Resolution #11-238)
5)Resolution:Consideration of approval of a resolution accepting public improvements
(Waukee Public Works Facility -Elevator)-Council Member Harvey moved to approve the
resolution;seconded by Council Member Dutcher,Results of vote:Ayes:Blanchard,Dutcher,
Harvey,Hughes.Nays:None,Absent:Watts.Motion carried 4 -0 -1,(Resolution #11-239)
Project Architect Jerry Purdy of Design Alliance,Inc.,and Project Manager Eric Sanders of CSI,
Inc.,both addressed the Council to express their thanks for being given the opportunity to work
on the project.
E)Work Session:
1)Project financial policy -City Engineer Aldrich presented several possible assessment
scenarios for street improvement projects.He noted that all scenarios presented were based
on the Flint formula.Council Member Harvey noted that the cities of Indianola and Urbandale
had recent issues with street assessments;Mr.Aldrich explained that in those cases,the issue
was with how the Flint formula was applied,not with the use of the formula itself.He added that
Urbandale lost their court case in the matter,but Indianola won their case.Mr.Aldrich
recommended an assessment policy based on Waukee's standard specifications for
construction of residential streets.Any streets to be constructed to greater standards should be
assessed as a residential street,with the City paying for any costs above that assessment
amount.He stated that storm sewer improvements could be assessed along with street
improvements using the same logic,with such improvements assessed based on standard
specifications for residential storm sewers.Regarding corner lots,Mr.Aldrich noted that the
City could legally assess a property for both frontages,but that most cities offer a corner lot
assessment reduction.When the City assessed property owners for Northview Drive
improvements some years ago,corner lots were assessed based on the longer frontage,with
the City paying for the shorter frontage costs.Something for the Council to also consider is the
length of time a corner lot assessment reduction should remain in effect.(Council Member
Watts arrived at 6:19 p.rn.)Mr.Aldrich pointed out one particular lot within the 3rd Street
assessment area,as well as some lots within a potential future Kaylin Drive street assessment,
that fall within the bounds of the assessment area but have no frontage along the improved
street.Council Member Watts asked for clarification regarding corner lots,specifically within
the previous Northview Drive street assessment.City Attorney Brick asked if the effective
period of assessment for Northview Drive corner lots had been recorded;Mr.Aldrich replied in
the affirmative.Mr.Aldrich went on to explain some other issues related to street assessment,
such as ag deferment and low income programs.He then presented two possible alternatives
for street assessment for Council consideration:1)new street construction assessed at 90%
and reconstruction at 60%,and 2)both new and reconstruction assessed at 50%.He noted
that the Northview Drive street improvements had been assessed at 25%.Council Member
Harvey spoke in favor of 100%assessment for new construction with 10%set aside for low
income assistance,but did not yet feel confident in choosing a percentage for reconstruction,
Council Member Watts expressed frustration that properties with curb and gutter often have the
same assessed value as properties without such improvements.He then recommended 75%
assessment for street improvements,but a higher rate for streets with higher traffic volumes.In
response to a question from the Council,Mr.Aldrich stated that a 25%assessment would likely
allow the City to break even on the costs associated with a street improvement project.Mayor
Peard wondered if the City should create assessment districts so that those older areas in the
city could be assessed at a different rate than newer subdivisions.After some discussion,the
Council agreed to 100%assessment for new construction and directed City staff to research
the fiscal impact of certain reconstruction assessment rates on the City budget.
2)Sidewalk improvement program -Director of Public Works Gibson briefly reviewed the
proposed 2012 improvement area.There was some discussion regarding the need for
sidewalks in the Southfork subdivision,including the possibility of foregoing sidewalks in lieu of
a walking trail;Mr.Gibson noted that the 2012 program area did not include Southfork.Mr.
Gibson then briefly reviewed sidewalk replacement criteria,noting that while the criteria would
not change,the enforcement would.Council members would be invited to go with Public Works
Department personnel when investigating a complaint about enforcement of the criteria.
Council Member Harvey asked why panels with three or more cracks would require
replacement if they were not a safety hazard;Mr.Gibson replied that the requirement was a
common policy.Council Member Harvey asked how matters are addressed when the City
receives a complaint about faulty sidewalks;Mr.Gibson answered that such properties are
automatically added into the following year's program area.Council Member Harvey asked that
sidewalk improvements be enforced with discretion.
3)Distribution of budget workshop materials -Director of Finance Burkhart stated that she
would distribute detailed budget workshop pages via e-mail or on the City intranet instead of
printing the entire working copy of the budget book for the workshop meeting.The book will
instead be printed prior to the public hearing on the matter.
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F)Comments -Mayor Peard directed City staff to look into the possibility of getting laptops for the
Council to replace hard copy councii meeting packets.
Adjournment -Council Member Harvey moved to adjourn;seconded by Council Member Hughes.
Ayes:All.Nays:None.Motion carried 5 -O.
Meeting Adjourned at 7:35 p.m.
R.Schuett,Deputy City Clerk
Attest:
olstra,City Administrator/Clerk
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