Earlham City Council Meeting

September 14, 2015

 

The Earlham City Council met in regular session on Monday, September 14, 2015, at Earlham City Hall. Mayor Dusky Terry called the meeting to order at 7:00 p.m. and the following answered roll: Lillie, Peterson, Royster, Stancil. Absent: Swalla. Staff Present: Clerk Hibbs, Police Chief Heimdal, Public Works Supervisor Coffman. Guest: Becky Nardy - SICOG; Mike Anthony - Shive Hattery.

  1. Approval of Agenda
    • Motion by Royster, seconded by Lillie, to approve the agenda as presented.
    • Roll: Ayes – unanimous. Motion passes.
  2. Public Forum – Jess Lillie, 340 SW Walnut, spoke regarding speeding on SW Walnut. Discussion on possible solutions (e.g. more police presence; possible stop sign; moving speed signs further south).
  3. Consent Agenda:
    • Minutes of August 10, 2015 regular session Council meeting
    • Minutes of August 21, 2015 special session Council meeting
    • July 2015 Treasurer’s report
    • August 2015 Treasurer’s report
    • September 2015 Claim and Receipt report
    • Renewal of Class C Beer License and Class B Native Wine Permit for Hometown Market
    • Mayor’s appointment of Jeremy Petersen to the Earlham Community Center Board
    • Council appointment of Konny Goff to the Earlham Planning and Zoning Commission
    • Motion by Lillie, seconded by Petersen, to approve the consent agenda.
    • Roll: Ayes - unanimous. Motion passes.
  4. Report from Becky Nardy, SICOG.
    • Nardy reported all 5 houses are completed, inspected, and have had walk-throughs. There have been no complaints from homeowners. Presented documents on forgivable loan agreements to Mayor for signature. Mayor stated one homeowner has invited Council to tour their rehabilitated home. Nardy explained there are funds left over in the grant but does not feel there is enough for another home. Letters will be send to all homeowners in city limits with pre-applications for the next grant.
  5. Public Works Report, Gary Coffman, Public Works Supervisor
    • Coffman reported on on-going summer projects. Pool will be patched and painted this fall. Street lines will be painted. Discussion on double lines on Walnut. He asked if council received the information on the storm sewer. Council agreed with the new grate plus fence solution. Council directed Coffman to move forward and look into pricing. The fence on the north property line of Gendler Park fence needs repair. New leasee of adjoining property is currently fixing this to keep people out of his property. City will pay half at approximately $1800 dollars. He also asked council if decision was ever made on whether or not city will plant trees in parking (city right-of-way) to replace removed trees. Discussion followed on if and where city should plant trees. Royster stated a Street Committee should meet to deal with this matter. Mike Anthony stated he could provide a list of acceptable trees for consideration. Coffman also mentioned the $50,000 left from FY15 LOST funds will be used for street improvement in FY16. He brought up trimming trees on truck route which led to a discussion on street tree trimming in general. Lillie stated we needed to send an annual letter regarding trimming. Hibbs stated she and Coffman will put a letter together to send to residents
  6. Boards, Commission, Committee Reports
    • Municipal Enterprise Committee Chair Royster stated he liked the possible solution to the storm sewer intake that Coffman mentioned and asked him to look into cost. Public Safety Committee Chair Petersen would like to set a committee meeting after the October council meeting to receive public input on archery in city limits.
  7. Police report, Police Chief Jason Heimdal
    • Chief Heimdal stated with school starting, there have quite a few requests for school permits. He has been working with the school to get the bugs worked out of the school’s new drop-off/pick-up policy. Also mentioned he has purchased a new battery and hub cap for the squad cars.
  8. OLD BUSINESS
    • Consider approval of Third Reading of Ordinance No. 374, Amending the Code of Ordinances of Earlham, Iowa, 2007, Chapter 66.05 Truck Route, and approval.
      • Motion by Royster, seconded by Stancil, to approve Third Reading of Ordinance No. 374, Amending the Code of Ordinances of Earlham, Iowa, 2007, Chapter 66.05 Truck Route, and approval.
      • Roll: Ayes – Unanimous. Motion passes.
    • Discussion on three RFPs sent out for FY15 annual examination, and consider approval of one. Hibbs explained RFPs were sent to the State Auditor, Short & Company, and had already received one from Faller, Kincheloe & Co. Received them back from all except Short & Company.
      • Motion by Lillie, seconded by Stancil, to accept the proposal from Faller, Kincheloe & Co.
      • Roll: Ayes – unanimous. Motion passes.
  9. NEW BUSINESS
    • Consider approval of Drawdown #4 for contract number 14-HSG-016 (Earlham Housing Rehab Project) in the amount of $154,649.00.
      • Motion by Petersen, seconded by Royster, to approve Drawdown #4 for contract number 14- HSG-016 (Earlham Housing Rehab Project) in the amount of $154,649.00.
      • Roll: Lillie-aye, Petersen-aye, Royster-aye, Stancil-nay. Motion passes.
    • Consider approval of Change Order No. 1 on the 2015 Water Main Replacement Project in the amount of $6,000.00. Mike Anthony of Shive-Hattery explained the change order was a rebidding of concrete because the high original price.
      • Motion by Royster, seconded by Petersen, to approve Change Order No. 1 on the 2015 Water Main Replacement Project in the amount of $6,000.00.
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval of Payment Application No. 2 to Neuvirth Construction Inc. in the amount of $131,424.43.
      • Motion by Lillie, seconded by Royster, to approve Payment Application No. 2 to Neuvirth Construction Inc. in the amount of $131,424.43.
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval of renewal of four certificates of deposit which will mature on 9-25-15 and 9-26-15. Consensus of council was to give Hibbs authority to renew the certificates of deposit for a period of 18 months.
    • Consider approval of sewer credit for 235 NW 4th Street in the amount of $88.33. Mayor explained the contractor will reimburse homeowner for the water usage due to their errors.
      • Motion by Lillie, seconded by Petersen, to approve the sewer credit for 235 NW 4th Street in the amount of $88.33.
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval for Brant’s Great Pumpkin Festival 5K and 1 mile road races Saturday, October 24, 2015, 10:00 a.m.
      • Motion by Petersen, seconded by Royster, to approve Brant’s Great Pumpkin Festival 5K and 1 mile road races Saturday, October 24, 2015, 10:00 a.m.
      • Roll: Ayes – unanimous. Motion passes.
    • Schedule Public Safety Committee meeting with possible public forum on issue of archery in city limits; also discussion on ordinances on stop sign placement and no parking zones. See Item 6, Boards, Commissions, Committee Reports
    • Schedule Finance Committee meeting to tour home of recipient of Housing Rehab Project grant. Meeting scheduled for Monday, September 21, 5:30 p.m. at 235 NW 4th Street, Earlham
  10. Mayor’s Report
    • Stated Pam Deeds resigned from Library Board, and one other member will be resigning in the future. Also Joy Luke will be leaving the Community Center Board. Denise Rasmussen has agreed to take her place. Set October 31st, 6:00-8:00 p.m. as date and time for Beggar’s Night. He reminded council Thursday September 17 is the deadline for filing papers for the November 3rd elections for council and mayor.
  11. Clerk’s Report
    • Hibbs stated she neglected to get approval of the Annual Street Financial Report, which is due by September 30, 2015, on this agenda. She will contact DOT to make sure there is not a penalty or withholding of RUT funds for late filing.
  12. Council comments/discussion
    • Royster asked if we had ever received the report on the space evaluation for the fire department from Shive-Hattery. Coffman will follow-up on this.
  13. Adjourn – Being there was no further business, the meeting was adjourned at 8:46 p.m.
    • The next regularly scheduled meeting will be Monday, October 12, 2015, at 7:00 p.m.

Attest: ___________________________________ Mary Sue Hibbs, Clerk/Treasurer