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Home My WebLink About2013-07-22-Special MinutesWAUKEE CITY COUNCIL MINUTES SPECIAL MEETING July 22,2013 A.Call to Order -The special meeting of the Waukee City Council was called to order by Mayor Peard at 5:32 p.m.in the Council Chambers at City Hall. B.Roll Call-The following members were present:Mayor William F.Peard;Council Members Shane Blanchard,Casey L.Harvey,Shelly Hughes,Mike Watts.Absent:Council Member C.Isaiah McGee. Also in attendance:City Administrator Tim Moerman,Administrative Services Manager McKinlee Ritter,Director of Finance Linda Burkhart,Director of Development Services Brad Deets,City Planner Ben Landhauser,Parks and Recreation Director Matt Jermier,Assistant Director of Public Works Tim Royer,City Clerk Rebecca D.Schuett,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,Harvey,Hughes,Watts.Nays:None. Absent:McGee.Motion carried 4 -0 -1. D.Public Hearings: 1)On plans,specifications,form of contract and estimate of cost [SE L.A.Grant Parkway Improvement Project]-Mayor Peard opened the public hearing and asked if any written correspondence had been received;City Administrator Moerman replied in the negative. Director of Development Services Deets briefly reviewed the project.No comments were made by the public present.Mayor Peard declared the public hearing closed. E.Public Hearing Action Items: 1)Resolution:Consideration of approval of a resolution approving plans,specifications, form of contract and estimate of cost [SE L.A.Grant Parkway Improvement Project]- Council Member Harvey moved to approve the resolution;seconded by Council Member Hughes.Council Member Hughes asked about the timeline for construction;Director of Development Services Deets stated that the time line needed to be coordinated with the school district,but that the low bidder expressed a desire to finish the project this year.Results of vote:Ayes:Blanchard,Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -0 -1.(Resolution #13-190) 2)Resolution:Consideration of approval of a resolution awarding contract [SE L.A.Grant Parkway Improvement Project]-Council Member Harvey moved to approve the resolution; seconded by Council Member Hughes.Director of Development Services Deets noted that the low bid was higher than the engineer's estimate,but that the cost was acceptable to the abutting property owners that will pay the City for their part of the project.Results of vote:Ayes: Blanchard,Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -0 -1. Contract awarded to Manatts,Inc.,of Johnston,IA.(Resolution #13-191) F.Action Items: 1)Resolution:Consideration of approval of a resolution approving construction drawings for Prairie Crossing Plat 1 -Council Member Harvey moved to approve the resolution; seconded by Council Member Blanchard.Director of Development Services Deets briefly reviewed the drawings.Council Member Harvey noted that the developer had begun construction on Westgate Dr.;Mr.Deets explained that the City allows for grading prior to City Council approval of construction drawings,but at the risk of the developer.Council Member Harvey asked when the Westgate Dr.construction would be complete;Mr.Deets replied that the entire plat construction was anticipated by the end of October.Results of vote:Ayes: Blanchard,Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -0 -1. (Resolution #13-192) 2)Resolution:Consideration of approval of a resolution approving partial release of Development Agreement related to Fox Creek Estates Plat 3 -Council Member Hughes moved to approve the resolution;seconded by Council Member Harvey.Director of Development Services Deets briefly reviewed the release as it relates to parkland dedication and 25 existing single family lots.Council Member Harvey asked if the city attorney had reviewed the release;City Attorney Brick replied in the negative,but voiced his approval based on Mr.Deets'explanation of the terms of the release.Results of vote:Ayes:Blanchard, Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -a -1.(Resolution #13-193) 3)REMOVED FROM AGENDA 4)Resolution:Consideration of approval of a resolution approving Amendment No.1 to an agreement with RDG Planning and Design related to the Raccoon River Valley Trailhead Public Art Project -Council Member Harvey moved to approve the resolution;seconded by Council Member Hughes.Parks and Recreation Director Jermier briefly reviewed the agreement amendment,noting that the non-profit entity leading the project had met the funding goal as required in the original agreement and recommending that the resolution be approved pending receipt of $1 0,000 from the non-profit entity.Council Member Harvey amended the motion to approve the resolution on the condition of receiving the $10,000;Council Member Hughes amended the second.Results of vote:Ayes:Blanchard,Harvey,Hughes,Watts. Nays:None.Absent:McGee.Motion carried 4 -a -1.(Resolution #13-194) 5)Resolution:Consideration of approval of a resolution approving Standard Professional Services Agreement between Snyder &Associates,lnc.,and the City of Waukee,IA [Hickman RoadlDartmoor Drive Traffic Signal Warrant Study]-Council Member Watts moved to approve the resolution;seconded by Council Member Blanchard,Director of Development Services Deets briefly reviewed the agreement and how the results of the study,if a traffic signal is warranted,wlll allow such project costs to be programmed into capital improvements projects and budgeting.Council Member Watts asked about the possibility of extending SE Laurel St.through the Hinkson property;Mr.Deets stated that the matter could be reviewed as part of the traffic study.Results of vote:Ayes:Blanchard,Harvey,Hughes,Watts. Nays:None.Absent:McGee.Motion carried 4 -a -1.(Resolution #13-195) 6)Resolution:Consideration of approval of a resolution approving Standard Professional Services Agreement between Snyder &Associates,Inc.,and the City of Waukee,IA [Laurel StreetlWarrior Lane Traffic Signal Warrant Study]-Council Member Watts moved to approve the resolution;seconded by Council Member Blanchard.Director of Development Services Deets briefly reviewed the agreement.Council Member Watts spoke in favor of construction of the Warrior Lane median as outlined in the development agreement with Casey's General Store;City staff will research the development agreements with abutting property owners regarding median construction provisions.Council Member Harvey asked if the results of the study could lead to the widening of Warrior Ln.from Hickman Rd.to Windfield Pkwy.;Mr.Deets responded that the city engineer was reviewing the costs to widen Warrior Ln. from Hickman Rd.to the 5-way intersection.Council Member Hughes asked about the timeline for improvements to the 5-way intersection;City Administrator Moerman replied that such projects will be reviewed during the CIP process.Results of vote:Ayes:Blanchard,Harvey, Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -a -1.(Resolution #13-196) 7)Resolution:Consideration of approval of a resolution approving Standard Professional Services Agreement between Snyder &Associates,Inc.,and the City of Waukee,IA [Hickman RoadlWestgate Drive Intersection Traffic Planning Review]-Council Member Harvey moved to approve the resolution;seconded by Council Member Hughes.Director of Development Services Deets briefly reviewed the agreement.In light of increased traffic in the area,Council Member Blanchard suggested a review of the current speed limit along Hickman Rd.Council Member Harvey questioned the need for a traffic planning review at this time, noting that a traffic signal study would need to be conducted in the future.City Administrator Moerman noted that information from the planning review would be used as part of the CIP/budgeting process and that such studies help provide information for the development of 2 the Hickman Rd.corridor as a whole;Mr.Deets added that information gathered through the review would help in discussions with developers in the area to know in advance what they may need to contribute toward intersection improvements.Council Member Watts spoke in favor of finding ways to move traffic off Hickman Rd.Council Member Harvey requested more information on the planning review prior to making a decision on the matter,amending the motion to postpone consideration until the 08/05 regular City Council meeting;Council Member Hughes amended the second.Results of vote:Ayes:Blanchard,Harvey,Hughes,Watts. Nays:None.Absent:McGee.Motion to postpone carried 4 -0 -1. 8)Resolution:Consideration of approval of a resolution approving retaining the services of a planning firm for the Alice's Road Corridor Project and authorizing contract negotiations -Council Member Watts moved to approve the resolution;seconded by Council Member Harvey.City Administrator Moerman briefly reviewed the interview process and recommended Confluence as the Alice's Road Corridor Project planning firm.Results of vote: Ayes:Blanchard,Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -0 -1.(Resolution #13-197) 9)Resolution:Consideration of approval of a resolution approving the hiring of the Community and Economic Development Director and approving FY2014 wages for said position -Council Member Blanchard moved to approve the resolution;seconded by Council Member Harvey.City Administrator Moerman briefly reviewed the interview process and recommended Dan Dutcher be hired as Community and Economic Development Director. Council Member Blanchard asked if the recommendation was unanimous from the interview committee;Mr.Moerman answered that the committee agreed Mr.Dutcher's skill set best matched the criteria for the position.Council Member Harvey stated that discussions regarding the position began after Mr.Dutcher resigned from the Waukee City Council and that he supported the recommendation.Mayor Peard added,as a member of the interview committee, that the process was open and that Mr.Dutcher was the best candidate for the position.Mr. Moerman stated that Mr.Dutcher's personal references were outstanding and that the citizen members of the interview committee had no prior opinion of or relationship with Mr.Dutcher. Council Member Watts asked if it was necessary for the City Council to approve the hire;City Attorney Brick replied in the affirmative,as this was a newly created director's position.Results of vote:Ayes:Blanchard,Harvey,Hughes,Watts.Nays:None.Absent:McGee.Motion carried 4 -0 -1.(Resolution #13-198) G.Work Session: 1)Alice's Road Corridor,Ashworth Road to University Avenue -Patrick Kueter with Foth Infrastructure &Environment,LLC,reviewed project costs associated with the construction of either a three-lane or four-lane roadway,which would be expanded to a total of six lanes at some future date.A four-lane roadway would cost approximately $1.2 million more to construct than the three lane option.Council Member Watts spoke in favor of the four lane concept, especially as it would set the curb line and medians.Mr.Kueter also reviewed current funding for the project and noted ways to possibly lower the immediate cost of the project,such as eliminating the construction of left-hand turn lanes at intersections until a future date.Council Member Blanchard asked if the proposal to eliminate the left-hand turn lanes from the initial project would cost more to construct in the future;Mr.Kueter replied in the affirmative.Council Member Harvey asked if bidding on the project would be competitive;Mr.Kueter expressed the opinion that it would be so.Council Member Hughes asked if the City could afford the four-lane option;Mr.Kueter cited contigency funds built into the costs of the project.He then presented a project schedule and reviewed recent discussions with the Army Corp of Engineers on waterways in the project area. 2)Waukee City Hall Improvement Project update -City Administrator Moerman reviewed a strategy for more modest improvements to the City Hall lobby,hallway and council chambers in light of the single high bid received based on the initial project plans.He recommended the City Council reject the plans and specifications and awarding contract at the 08/05 regular meeting, 3 terminate the current architect agreement,and retain the services of a local architect to revise and implement the new plan. H.Comments -City Administrator Moerman voiced concern over the current speed limit on Warrior Lane and asked for direction on whether to move forward with a proposal for a study of the matter; the City Council voiced their support for the proposal. Adjournment -Council Member Watts moved to adjourn;seconded by Council Member Harvey. All.Nays:None.Motion carried 4 -O. Meeting Adjourned at 6:58 p.m. Ayes: Attest: ~;j.~,----- Rebecca D.Schuett,City Clerk 4