HomeMy WebLinkAboutA001 - February 6, 2024, Special Meeting of the Ames City Council, Full Minutes1
MINUTES OF THE SPECIAL MEETING OF THE AMES CITY COUNCIL
AMES, IOWA FEBRUARY 6, 2024
The Special Meeting of the Ames City Council was called to order by Mayor John Haila at 5:13
p.m. on the 6th day of February, 2024, in the City Council Chambers in City Hall, 515 Clark
Avenue, pursuant to law. Present were Council Members Bronwyn Beatty-Hansen, Gloria
Betcher, Amber Corrieri, Tim Gartin, Rachel Junck, and Anita Rollins. Ex officio Jeff Clark was
absent.
FY 2024/25 BUDGET PROPOSALS:
Culture and Recreation Program
Library Director Sheila Schofer and Youth Services Manager Brianna Anderson presented the
proposed operating budget for the Ames Public Library (Library), highlighting the impact that
funding has on services provided to the Ames community. Director Schofer shared that libraries
are a key component in providing critical information, resources, and spaces for learning and
connecting. She noted that the Library uses its strategic plan, created with input from
stakeholders and residents, to focus ongoing work in the areas of equity, inclusion, civic
engagement, access, wellness, and staff development. These areas have guided the Library in
executing thoughtful, challenging, and impactful work.
Staff led teams focused on diversity, equity, and inclusion (DEI), accessibility, collections, and
staff training, ensures that the Library’s strategic goals are embedded in all work done, from
more accessible spaces to intentional programming with community partners. Director Schofer
noted that Library staff is in the process of developing the next strategic plan. A survey has been
distributed to thousands of community members and organizations, staff is planning community
engagement sessions, and staff will be providing feedback at an upcoming training session.
Director Schofer gave a shoutout to all the volunteers that support the Library operations for
reviewing the operating budget for each area of Library Services, with Manager Anderson
providing highlights as well. These areas included Administration, Resource Services, Youth
Services, Adult Services, and Customer Account Services.
Council Member Betcher shared that in the past, the City Council had heard that the Library was
among the top libraries in the nation for circulation per capita and inquired about that current
statistic. Director Schofer noted that the specific statistic was unknown to her; however, the Iowa
Urban Public Library Association (IUPLA) compiles statistics for member libraries so that
benchmarks for comparison can be made. She offered that staff could pull that data together and
check into circulation per capita to have available to the City Council at a later date. Council
Member Gartin wondered about attendance at Library events in comparison to pre-Covid
numbers. Director Schofer noted that attendance had increased to near pre-Covid numbers;
however, there was a shift in Library use and programming, highlighting that large events have
decreased while small group programming has increased.
Mayor Haila asked for elaboration on the meals provided to students in the summer, highlighting
that 4,486 meals were served last year. Director Schofer noted that the meal comes in the form of
a Monday through Friday lunch program. Manager Anderson added that leftover lunch items are
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bagged up for teens to enjoy as snacks in the afternoon. Mayor Haila then asked about how the
Library is educating the public about the digital services available. Director Schofer noted that
staff highlights the digital products in the Library’s monthly publication Page One, on social
media, and through brochures. Manager Anderson shared that many of the digital products
offered at the Library are discoverable items and Library staff is constantly trying to build
momentum. In regard to community connections, Mayor Haila inquired about the success of
hosting Analysis of Social Services Evaluation Team (ASSET) agencies at the Library. Director
Schofer shared that ASSET agencies are hosted at the Library at regular hours each week in a
study room that is private but visible and added that agency staff walk the floor of the Library
while they are there to make connections with individuals that may utilize the services offered.
Manager Anderson stated that these agencies have also been a valuable resource for staff in
connecting community members with needed services, especially since staff can share with
community members days and times when the agencies will be present in the Library. Mayor
Haila concluded by highlighting the IDEA Center now open at the Library. The IDEA Center
was created to connect Library users to technology to digitize personal photos, slides, videos,
and sound recordings.
Utilities Program
Water and Pollution Control Director John Dunn continued the budget proposal presentation
with the Utilities Program. He introduced and thanked the leadership team of the Water and
Pollution Control Department, reviewing the business and technical support functions of each
division. He discussed the expenses for personnel support services before highlighting the
performance measures observed by the Department. He reported that the Water Pollution Control
facility received the National Association of Clean Water Agencies’ Platinum 33 award, which
showcases 33 consecutive years of perfect compliance with the numeric limits and discharge
permit. Director Dunn also highlighted that the Water and Pollution Control Laboratory collected
1,600 samples last year and performed more than 11,000 individual analyte analyses.
Council Member Gartin inquired about cybersecurity, wondering if a proper percent of the
budget is dedicated for measures on protecting the integrity of the water systems. Director Dunn
replied in the affirmative, highlighting that staff relies heavily on the Information Technology
(IT) Division for assistance. He also noted that the Capital Improvements Plan (CIP) includes
dollars dedicated towards various security activities. Mayor Haila inquired about the
Department’s use of the aranet through Iowa State University (ISU) and the longevity of that
program. Director Dunn noted that the aranet is in use for remote site security and the program is
expected to continue with no end date identified by ISU staff. Mayor Haila then asked about
water quality and leaks in the system. Director Dunn noted that staff has never encountered a
confirmed bacterial positive, highlighting the factors in cases where a presumptive positive is
received. In the case of water leaks, Director Dunn explained that it is most commonly a
metering error, though there are varying factors that contribute to the issue. He shared that a loss
of 10-15% of production is the national standard for leaks in the system, thus staff is encouraged
by an actual average loss up to 8.5% in Ames.
Director of Public Works John Joiner concluded the Utilities Program with a high-level video
overview of the functions of each division of the Department, which included Sanitary Sewer
Collection, Stormwater Permit Program, Stormwater System Maintenance, and Resource
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Recovery. He then conducted a review of the proposed budget and projects for each
aforementioned area, highlighting that Resource Recovery operations were emphasizing and
expanding recycling services and other services for landfill diversion.
Transportation Program:
Director Joiner then discussed the activities and services of the Transportation Program, which
included the work groups of Administration, Engineering, Geographic Information Systems
(GIS), Traffic Engineering, Traffic Operations, Street Lights, Street System, Parking Operations,
and Airport Operations. He reviewed winter operations for the Street System, highlighting
season salt usage and season snow accumulation as well as the Ames snowplow public
dashboard that is available to residents during active snow events.
Council Member Rollins referenced Parking Operations, inquiring about the anticipated
timeframe to replace all parking meters. Director Joiner noted that it was an estimated seven to
eight years for a full conversion to replace all meters with smart meters. Council Member Gartin
expressed concern over the increase in water main breaks and requested additional explanation.
Director Joiner shared that as the Department continues with the Water System Improvement
program, staff expects to see a decline in water main breaks. He noted that abnormally dry soil
due to the drought contributed to unusual shifting activity in the soil that staff believes caused
increased breaks over the last year. Council Member Gartin inquired about the issue of flooding
in the community. Director Joiner noted improvements to the Ioway Creek area are estimated to
lower the 100-year flood effect by two feet, sharing confidence that the community is ready to
effectively deal with a flood event. Council Member Betcher then wondered about response time
to requests entered in Ames On The Go. Management Analyst McKinlee Ritter noted that
requests placed for Water Distribution System Maintenance are not closed until the issue has
been solved. Due to the nature of those events, staff saw an increase in response time in that
category. Management Analyst Ritter confirmed that Ames On The Go is an effective and
efficient system, and that Department staff is seeing the shortest response time of all
communities.
Airport Operations were highlighted by Council Member Beatty-Hansen. She inquired about the
model for the Airport Farm. Director Joiner noted that the City works with a farm manager that
handles the Airport Farm. The farm manager outlined five different scenarios on how staff can
work with the tenant farmer. Director Joiner noted that the goal of staff was to increase farm
revenue through a hybrid crop share; however, staff is continuing to investigate the best method
to facilitate revenue.
Mayor Haila asked Municipal Engineer Tracy Peterson to discuss with the City Council about
proposed legislation regarding stormwater that may have an impact on future budgets. Engineer
Peterson provided a multifaceted overview of proposed legislation, including amendments to the
language that could result in several unintended consequences, including potential issues with
federal funding on upcoming projects. Council Member Betcher inquired about lobbying efforts.
Engineer Peterson shared that some cities have direct lobbyist while others lobby though the
Iowa Stormwater Education Partnership, of which the City is a member. Mayor Haila thanked
Engineer Peterson for her efforts regarding this issue.
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Director of Fleet Services Corey Mellies shifted to items in General Government/Internal
Services, which included Fleet Services and Facilities. He noted rate increases in the shop rate
and administrative fees. He then reviewed projected fuel costs, which staff expected to remain
flat, before discussing the estimated decrease in the number of gallons of fuel needed due to
green initiatives.
Council Member Beatty-Hansen inquired about the presence of bicycles in the City’s Fleet.
Director Mellies noted that the City did not currently have bicycles in the fleet, as the Police
Department was the only City Department that utilized bicycles for transportation. Discussion
ensued about the practicality of introducing bicycles into the fleet. Council Member Betcher then
inquired about the performance of the electric vehicles in the winter weather. Director Mellies
reported positive remarks, noting that cities that experienced issues did not have the necessary
infrastructure to support the changing needs in harsh temperatures. He added that staff will
monitor performance of the new electric trucks that are being added to the Fleet as the trucks will
be first electric vehicle utilized as a daily driver.
Director Mellies concluded with the presentation of facilities projects. He shared updates on
ongoing projects and provided timelines for upcoming projects. Mayor Haila inquired about the
gap in timeline for the City Hall improvements project. Director Mellies noted that many of the
contractors bidding on the project primarily work on schools, and staff staged the project in two
phases to avoid cost premiums in the summer. He also highlighted the presence of asbestos under
the carpeting in City Hall, discussing the measures that must be taken to encapsulate the
asbestos. City Manager Steve Schainker added that Director Mellies was assisting in the area of
construction management for the Steven L. Schainker Plaza as well as the new Animal Control
facility and relocation of Fire Station #2.
Finance Director Corey Goodenow rounded out the meeting with the proposed budget for the
Finance Department. The various programs covered included Utility Customer Service, Parking
Violation Collection, Economic Development, FEMA/Disaster Relief, Financial Services,
Information Technology, Print Shop Services, and Messenger Services. He highlighted the
allocation of funds for efficiency improvements such as text messaging services to replace
outbound calls made by staff, the transition of paper utilities applications to an electronic
process, the acceptance of onsite credit card payments, and the implementation of a reporting and
budgeting system. A significant change to the Department’s budget included transitioning the
operation of the Print Shop to the rebranded Communications and Outreach Division led by
Public Relations Officer Susan Gwiasda at the end of the current fiscal year.
Closing the fiber ring and implementing Positive Pay were mentioned by Director Goodenow as
methods to improve the City’s security. Council Member Gartin shared his favorable experience
with Positive Pay and thanked staff for being diligent. Director Goodenow shared an experience
in which Positive Pay helped protect the City in the instance of an intercepted check. Mayor
Haila then discussed the annual audit and Council Member Gartin inquired about the process of
selecting an auditor. Director Goodenow shared that the City issued a Request for Proposals
(RFP) for a three-year contract for auditing services. He noted the additional value that the firm
that was awarded the contract was large enough that a different partner was assigned to review
the audit each year.
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Council Member Betcher shared that she attended a symposium on wellbeing at Iowa State
University. She noted that the session was dedicated to discussing suicide prevention, and the
different factors effecting the mental load of students. She added that not knowing how to
contact the City regarding utilities and utility payment plans was discussed as a stressor for
students. She advertised that the number to call for utilities was 515-239-5120. Director
Goodenow shared that customer service staff are present to help residents maneuver difficult
situations and set up payment plans when needed. He noted that the goal of staff is to come to an
arrangement so utilities do not have to be disconnected, adding that in most cases utilities are
disconnected because residents do not reach out for help or staff receives a nonresponse when
making outbound calls.
Council Member Beatty-Hansen concluded questions with an inquiry about the line item
regarding Federal Emergency Management Agency (FEMA) Disaster Relief. Budget Manager
Nancy Masteller clarified that there were no expenses this budget year.
DISPOSITION OF COMMUNICATIONS TO COUNCIL: None.
COUNCIL COMMENTS: The Mayor and Council Members thanked staff for the time and
efforts dedicated to preparing the proposed budget.
ADJOURNMENT: Moved by Betcher, seconded by Corrieri, to adjourn the meeting at 7:23
p.m.
Vote on Motion: 6-0. Motion declared carried unanimously.
__________________________________ ____________________________________
Carly M. Watson, Deputy City Clerk John A. Haila, Mayor
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Renee Hall, City Clerk