Earlham City Council Meeting

June 13, 2016

The Earlham City Council met in regular session on Monday June 13, 2016, at Earlham City Hall. Mayor Lillie called the meeting to order at 7:00 p.m. and the following answered roll: Fredericksen, Griswold, Royster, Swalla. Absent: Petersen. Staff present: Clerk Hibbs, Police Chief Heimdal, Public Works Supervisor Coffman.

  1. Approve Agenda
    • Motion by Griswold, second by Royster, to approve the agenda.
    • Roll: Ayes – unanimous. Motion passes.
  2. Public Forum –none
  3. Consent Agenda:
    • Minutes of May 9, 2015 regular session Council meeting
    • June 2016 Treasurer’s reports
    • June 2016 Claim and Receipt report
    • Re-appoint Jill Brown to Earlham Park & Recreation Board, term expiring Dec 31, 2020
    • Iowa Retail Permit Application for Cigarette/Tobacco/Nicotine/Vapor for Hometown Market of Earlham, LLC, for period July 1, 2016 to June 30, 2017
    • Iowa Retail Permit Application for Cigarette/Tobacco/Nicotine/Vapor for Casey’s Marketing Company, DBA Casey’s General Store #2644, for period July 1, 2016 to June 30, 2017
    • Motion by Griswold, second by Royster, to approve the consent agenda.
    • Roll: Ayes – unanimous. Motion passes.
  4. Boards, Commission, Committee Reports
    • Public Safety – urban chickens
      • Griswold reported on the May 18, 2016 meeting. The committee discussed several items that would need to be address which included: waiver from adjacent neighbor(s); annual permit; limit on number of chickens; fence; chicken coop; smells, etc. He stated all of the people at the meeting were for chickens. Discussion followed with pro’s and con’s. Since the entire committee was not present at the meeting, council requested this go back to committee for more consideration.
  5. Public Works Report, Gary Coffman, Public Works Supervisor
    • Coffman reported on ongoing summer projects along with the following repairs; lagoon sampler; pool; water main and valve; park drinking fountain. LPB is using a different process now and too much fat going down sewer causing problems. Gary, along with engineer, is working with them to alleviate the issue. He also mentioned Caliber will come to grind asphalt (from sidewalk project) to help the drainage downtown.
  6. Police report, Police Chief Jason Heimdal
    • Pashek went to class on de-escalation techniques. Moved speed sign to north side of town. Royster asked about four-wheelers on streets. Swalla asked about Code on mowing along the creek between 6th & 7th Streets. Discussion followed.
  7. OLD BUSINESS
    • Consider approval of Resolution No. 16-18, Setting the Maximum Amount of Funds Which Can Be Kept On Deposit In Earlham Savings Bank At $3,000,000.00 Hibbs explained this was due to request from auditor. She presented “Statement of Condition” from Earlham Savings Bank confirming their financial status
      • Motion by Royster, second by Fredericksen, to approve Resolution No. 16-18, Setting the Maximum Amount of Funds Which Can Be Kept On Deposit In Earlham Savings Bank At $3,000,000.00
      • Roll: Ayes – unanimous. Motion passes.
    • Discussion and possible action on amendment to Code of Ordinances Chapter 69.11 Snow Removal, in regards to on street parking during snow event/removal. Packets included snow parking ordinances from surrounding town and Hibbs noted none of them mentioned the fee for a snow ticket. Discussion on current ordinance, stating it seems adequate. Consensus to increase parking ticket fine to $50 for 1st offense, and $100 for each following per snow season. Hibbs was directed to come back with resolution on ticket fines.
    • Consider approval of paying invoice from Northern Lights Display for Holiday Decorations, in the amount of $9,559.75, which will not be delivered until fall of 2016, in order to pay the invoice in the FY16 budget.
      • Motion by Fredericksen, seconded by Griswold, to approve payment of Northern Lights Display invoice in the amount of $9,559.75.
      • Roll: Ayes – unanimous. Motion passes.
  8. NEW BUSINESS
    • Consider approval of Resolution No. 16-19, Authorizing Transfer of Funds for FY2016.
      • Motion by Royster, second by Fredericksen, to approve Resolution No. 16-19, Authorizing Transfer of Funds for FY2016
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval of Resolution No. 16-20, Designating the Winterset Madisonian as an Official Newspaper for the City of Earlham, Iowa For 2016. Hibbs stated we will still publish with Earlham Advocate. This resolution will allow us to publish with the Madisonian if needed.
      • Motion by Swalla, second by Griswold, to approve Resolution No. 16-20, Designating the Winterset Madisonian as an Official Newspaper for the City of Earlham, Iowa For 2016.
      • Roll: Ayes – unanimous. Motion passes.
    • c. Consider approval of request from Tony & Vickie Halamar and Tom & Lois Taggart for street closure on Friday, June 24, 2016, from 7:00 p.m. to 9:00 p.m. at NE Sycamore from 4th to 6th for block party. Mr. Taggart requested to change the date to Saturday, July 9th. Council suggest time of closure be from 6:00 to 10:00 p.m. to allow for set up and clean up. Coffman said he will drop off barricades for them to set up. Consensus of council was to the street closure.
    • Consider approval Partial Retainage Release Neuvirth Construction in the amount of $10,667.23 – Water Main Project Coffman said after paying this amount there still remains a $3,000.00 retainage, which was suggested by the engineer.
      • Motion by Royster, second by Swalla, to approve payment of $10,667.23 to Neuvirth Construction Co.
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval of Infrastructure Review of Residential Tax Abatement by ShiveHattery. Following previous discussions, this is contract with Shive Hattery to do study regarding possible blight conditions.
      • Motion by Royster, second by Fredericksen, to approve Infrastructure Review of Residential Tax Abatement by ShiveHattery
      • Roll: Ayes – unanimous. Motion passes.
    • Consider approval of subordination request on refinancing for 340 NW Locust Ave by Freedom Mortgage Mayor stated this request has been withdrawn. No action need be taken.
    • Consider approval of Freedom Fest requests Trent Lillie stated there are basically no changes from last year’s request. The Car Show will be moved to 2nd Street, along the Park. Committee requests absolutely no parking inside the blocked off area for safety concerns. The fireworks company stated there needs to be a 700 foot clear area between the fireworks staging area and audience. Tape will be put up to encourage people to stay out of the area. Committee members will be using 2 golf carts on the streets. Committee thanked Trent and the committee for all their work.
      • Motion by Swalla, second by Royster, to approve the street closures and other request made by the Freedom Fest committee.
      • Roll: Ayes – Unanimous. Motion passes.
    • Discussion and possible action on Gendler Park maintenance. Royster started discussion by noting the Park was not mowed for Memorial Day, however Coffman stated some mowing has been done since that time. Coffman also said it has been too wet to mow due to drainage issues and recent rain. Following discussion, Coffman said he will try to find someone, as soon as possible, who wants to bail the grass.
  9. Mayor’s Report
    • Fire Chief Shawn Boyle sent a memo stating the storm siren at water tower does not work. PW department has another siren and he would like to replace the current siren and also move it to the Rec Park. Public Safety Committee will discuss this with Chief Boyle at their next meeting, as well as possible funding.
  10. Clerk’s Report>
    • Hibbs reported on the following: Library Director Sandquist will start giving quarterly reports; City portion of Medicare payments currently paid out of General Fund will be paid out of Employee Benefits Fund starting July 1, 2017; as of Dec 1, 2016, the clerk position will be paid hourly instead of salary, due to new Department of Labor rules; bids will be going out for those services which can be provided by council members so satisfy auditing requirements. Discussion of Earlham Code of Ordinances Chapters 110, 111, and 116 to 126 was tabled.
  11. Council comments/discussion
    • Swalla wondered if we had a Park & Rec Specialist yet. Discussion followed. Coffman mentioned R & D wants to put in a new water line. There is a main across the street. Gary suggested running a line underneath street, put fire hydrant on their side, and then they could tap into that. It may cost City approximately $15,000. Coffman will talk to engineer.
  12. Adjourn
    • Motion by Royster, second by Swalla, to adjourn.
    • Roll: Ayes – unanimous. Motion passes.

Being there was no further business, the meeting was adjourned at 8:48 p.m.

Attest: ___________________________ Mary Sue Hibbs, Clerk/Treasure_______________________________________ Jeff Lillie, Mayor