HomeMy WebLinkAbout~Master - April 28, 2020, Regular Meeting of the Ames City CouncilAMENDED
AGENDA
REGULAR MEETING OF THE AMES CITY COUNCIL*
COUNCIL CHAMBERS - CITY HALL
APRIL 28, 2020
*DUE TO THE COVID-19 PANDEMIC, CITY HALL IS CLOSED TO THE PUBLIC
THROUGH MAY 15, 2020. THEREFORE, THIS WILL BE AN ELECTRONIC
MEETING. IF YOU WISH TO PROVIDE INPUT ON ANY ITEM, YOU MAY DO SO
AS A VIDEO PARTICIPANT BY GOING TO:
https://zoom.us/j/826593023
OR BY TELEPHONE BY DIALING (for higher quality, dial the following number:
US:1-312-626-6799
Zoom Meeting ID: 826 593 023
YOU MAY VIEW THE MEETING ONLINE AT THE FOLLOWING SITES:
https://www.youtube.com/ameschannel12
https://www.cityofames.org/channel12
or watch the meeting live on Mediacom Channel 12
NOTICE TO THE PUBLIC: The Mayor and City Council welcome comments from the public
during discussion. If you wish to speak, please see the instructions listed above. The normal process
on any particular agenda item is that the motion is placed on the floor, input is received from the
audience, the Council is given an opportunity to comment on the issue or respond to the audience
concerns, and the vote is taken. On ordinances, there is time provided for public input at the time
of the first reading.
CALL TO ORDER: 6:00 p.m.
PROCLAMATION:
1. Proclamation for “National Historic Preservation Month, May, 2020
2. Proclamation for “Fair Housing Month,” May, 2020
PRESENTATION:
3. Presentation of “A Home for Everyone” Awards by Ames Human Relations Commission
CONSENT AGENDA: All items listed under the consent agenda will be enacted by one motion.
There will be no separate discussion of these items unless a request is made prior to the time the
Council members vote on the motion.
4. Motion approving payment of claims
5. Motion approving Minutes of Regular Meeting held April 14, 2020
6. Motion approving certification of Civil Service applicants
7. Motion approving Report of Change Orders for April 1 - 15, 2020
8. Motion approving renewal of the following Beer Permits, Wine Permits, and Liquor Licenses:
a. Class C Beer Permit with Sunday Sales - Swift Stop #2, 3406 Lincoln Way
b. Special Class C Liquor License with Sunday Sales - The Great Plains Sauce & Dough Co.,
129 Main Street
c. Class E Liquor License with Class B Wine Permit, Class C Beer Permit, and Sunday Sales -
Walgreens #12108, 2719 Grand Avenue
d. Class C Liquor License with Catering Privilege, Outdoor Service, and Sunday Sales -
Mother’s Pub, 2900 West Street
e. Class B Beer with Sunday Sales - Jeff’s Pizza Shop LLC, 2402 Lincoln Way
9. Resolution approving Quarterly Investment Report for Period Ending March 31, 2020
10. Ames Velo Grand Prix:
a. Ames Main Street Criterium on Saturday, June 13, 2020:
i. Motion approving blanket Temporary Obstruction Permit for the closed area
ii. Motion approving blanket Vending License for the closed area
iii. Resolution approving waiver of fee for blanket Vending License
iv. Resolution approving closure of Main Street from Clark Avenue to Douglas Avenue,
Douglas Avenue from Main Street to Sixth Street, Sixth Street from Douglas Avenue
to Burnett Avenue, Burnett Avenue from Sixth Street to Main Street, Fifth Street
from Douglas Avenue to Clark Avenue, Kellogg Avenue from Main Street to Sixth
Street, and Clark Avenue from Fifth Street to Main Street from 4:00 p.m. to 11:00
p.m.
v. Resolution approving closure of 280 metered parking spaces from 2:30 p.m. to
11:00 p.m. along the race route and approving suspension of parking enforcement
vi. Resolution approving backup event date of Saturday, August 22, 2020
b. ISU Research Park Circuit Race on Sunday, June 14, 2020:
i. Motion approving blanket Temporary Obstruction Permit
ii. Motion approving blanket Vending License
iii. Resolution approving waiver of fee for blanket Vending License
iv. Resolution approving closure of University Boulevard from Ames Fitness Center
south parking lot to Collaboration Place, Collaboration Place, and Plaza Loop from
8:00 a.m. to 5:00 p.m.
v. Resolution approving backup event date of Sunday, August 23, 2020
11. Resolution setting May 12, 2020, as date of public hearing regarding vacating Ingress-Egress
Easement at 2500 SE 16th Street
12. Resolution setting May 12, 2020, as date of public hearing regarding vacating storm water
retention easement across portions of the 2nd, 3rd, 4th, and 5th Additions of Dayton Park
Subdivision
13. Resolution setting May 12, 2020, as date of hearing on extension of Industrial Tax Exemption
Ordinance
14. Resolution approving acquisition of three pieces of artwork from Black Arts and Music Festival
for Public Art Commission
15. Resolution authorizing emergency repairs to WPC Digester Cover by Shank Constructors of
Minneapolis, Minnesota, on a time-and-materials basis in the amount of $244,138
16. FY 2020/21 Airport Improvements Program (Electrical Vault & Lighting Project):
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a. Resolution approving preliminary plans and specifications for FY 2020/21 Airport
Improvements Program (Electrical Vault & Lighting Project); setting May 20, 2020, as bid
due date and May 26, 2020, as date of public hearing
b. Resolution approving the 2019-2021 Disadvantaged Business Enterprise (DBE) Program
Update for the Ames Municipal Airport, setting the DBE goal of 0.3% for the FY 2020/21
Airport Improvements Program (Electrical Vault & Lighting Project), all pending final FAA
approval
17. 2020 Coronavirus Aid, Relief, and Economic Security (CARES) Act Grant for the Ames
Municipal Airport:
a. Resolution approving Grant Offer in the amount of $69,000
b. Motion designating Damion Pregitzer as the City’s Airport Manager, authorizing him to sign
and accept the Grant on behalf of the City of Ames
18. Resolution approving preliminary plans and specifications for Electric Distribution Parking Lot
Reconstruction Project; setting May 20, 2020, as bid due date and May 26, 2020, as date of
public hearing
19. Resolution approving purchase of additional radios and accessories from RACOM of
Marshalltown, Iowa, in the amount of $77,228
20. Resolution approving contract for FY 2020/21 Purchase of Rock Salt requirements for Public
Works with Independent Salt Co., of Kanopolis, Kansas, in the amount of $74.80 per ton
21. Resolution approving contract and bond for 2020 Pavement Improvements - Middle School
Turnaround Project
22. Resolution renewing contract for FY 2020/21 purchase of Pebble Lime for Water Treatment
Plant with Graymont Western Lime, Inc., of West Bend, Wisconsin, in the amount of $166 per
ton
23. Resolution renewing contract for FY 2021 Hauling and Related Services for the Resource
Recovery Plant with Waste Management of Ames, Inc., in the amount of $14.63 per ton
24. Resolution renewing contract with Pitts Lawn & Tree Service of Huxley, Iowa, for FY 2020/21
Tree Trimming & Removal Program for Parks & Recreation Department in an amount not to
exceed $85,000
25. Resolution renewing contract for FY 2020/21 Custodial Services at Ames City Hall with
Reliable Maintenance Company of Des Moines, Iowa, in the amount of $53,028.44
26. Resolution approving Five-Year Renewal of ISU and City of Ames Smartcard Agreement
27. Resolution accepting completion Installation Services for 69kV UG power cable and for the
Top-O-Hollow Substation
28. Resolution accepting complection for Unit 7 Turbine Generator Overhaul Project
29. Resolution approving Plat of Survey for 1016 South Duff Avenue
30. Resolution approving completion of public improvements and releasing security required for
Sunset Ridge Subdivision, 6th Addition
PUBLIC FORUM: This is a time set aside for comments from the public on topics of City business
other than those listed on this agenda. Please understand that the Council will not take any action
on your comments at this meeting due to requirements of the Open Meetings Law, but may do so
at a future meeting. The Mayor and City Council welcome comments from the public; however, at
no time is it appropriate to use profane, obscene, or slanderous language. The Mayor may limit each
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speaker to three minutes.
PLANNING & HOUSING:
31. Resolution approving Preliminary Plat for 321 State Avenue (Baker Subdivision)
32. Kingbury’s Subdivision, Third Addition (315 SE 3rd Street):
a. Resolution approving Development Agreement related to dedication of right-of-way and
future street improvements
b. Resolution approving waiver of construction of SE 3rd Street paving and storm sewer
improvements
c. Resolution approving Final Plat
33. Resolution approving Ames Plan 2040 Land Use Map, with adjustments based on input received
during Workshop discussion held April 21, 2020, and directing RDG to move forward
PUBLIC WORKS:
34. East Industrial Area Utility Extension Project:
a. Motion rejecting all bids
b. Motion directing staff to contract with Stanley Consultants Inc., to create revised plans and
specifications for a utility extension project along East Lincoln Way, stopping sanitary sewer
at Teller Avenue
ADMINISTRATION:
Additional Item: Request from Ames Main Street Farmers’ Market to reconsider suspension of
Market
35. FY 2019/20 Funding Contracts Impacted by COVID-19:
a. ASSET (Human Service Agencies)
b. Request from Emergency Residence Project for additional funds
c. Commission On The Arts (COTA)
d. Outside Funding Requests
e. Request from Ames Main Street for additional landscaping funds
36. Budget Amendments for 2019/20:
a. Review of recommendations regarding final Budget Amendments
b. Motion providing direction to staff
c. Resolution setting date of public hearing for May 26, 2020
HEARINGS:
37. Hearing on partial vacation of Remote Parking Easement at 901 N. 4th Street:
a. Resolution approving vacation of Remote Parking Easement on Lot 1 at 901 N. 4th Street
38. Hearing on proposed zoning text amendment relating to the industrial use parking requirement:
a. First passage of ordinance
39. Hearing on Boiler Tube Spray Coating & Related Services and Supply for Power Plant:
a. Resolution approving final plans and specifications and awarding contract to Whertec, Inc.,
of Jacksonville, Florida, in an amount not-to-exceed $350,000 for FY 2019/20 and $200,000
for FY 2020/21
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ORDINANCES:
40. Third reading and adoption of ORDINANCE NO. 4409 changing the street name and speed
limits for University Boulevard in the Burgason Annexation Area
41. Third reading and adoption of ORDINANCE NO. 4410 rezoning 207 S. Teller Avenue from
Agricultural “A” to Governmental/Airport District “S-GA”
42. Third reading and adoption of ORDINANCE NO. 4411 approving zoning text amendment
relating to High-Screen Landscaping contained in Section 29.403(3)(F) of the Municipal Code
DISPOSITION OF COMMUNICATIONS TO COUNCIL:
COUNCIL COMMENTS:
ADJOURNMENT:
Please note that this Agenda may be changed up to 24 hours before the meeting time as
provided by Section 21.4(2), Code of Iowa.
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MINUTES OF THE REGULAR MEETING OF THE AMES CITY COUNCIL
AMES, IOWA APRIL 14, 2020
CALL TO ORDER: Mayor John Haila called the Regular Meeting of the Ames City Council,
which was being held electronically, to order at 6:03 p.m. with the following Council members
participating: Bronwyn Beatty-Hansen, Gloria Betcher, Amber Corrieri, Tim Gartin, Rachel Junck,
and David Martin and Ex officio Member Devyn Leeson.
Mayor Haila announced that it is impractical to hold an in-person Council meeting due to the
Governor of Iowa declaring a public health emergency because of the COVID-19 pandemic.
Therefore, limits have been placed on public gatherings, and this meeting is being held as an
electronic meeting as allowed by Section 21.8 of the Iowa Code. The Mayor then provided how the
public could participate in the meeting via internet or by phone.
The Mayor also noted that the Council was working off an Amended Agenda. The additional items
were:
1. Proclamation for Arbor Day, April 24, 2020.
2. Under Consent - Item 17, Resolution approving timeline extension for the preparation of the
Annual Action Plan and continuing the hearing from May 12, 2020, to a date uncertain and
“b” Motion directing staff to request a timeline extension from the Department of Housing
and Urban Development to submit the 2020-21 proposed Community Development Block
Grant (CDBG)/HOME Programs’ Annual Action Plan
3. Under Consent - Item 27: Resolution approving Electric Facilities Agreement between the
City of Ames and UT Lynn Ave LLC, owner of the University Apartments at 111 Lynn
Avenue
PROCLAMATION FOR “ARBOR DAY,” APRIL 24, 2020: Mayor Haila proclaimed April 24,
2020, as “Arbor Day.” He encouraged residents to plant a tree, mulch existing trees, and protect the
trees and woodlands by becoming good stewards of the land.
CONSENT AGENDA: Council Member Gartin requested to pull, due to conflicts of interest, Item
No.8: Resolution approving appointment of Chad Schneider to the Zoning Board of Adjustment and
Item No. 18: Resolution setting April 28, 2020, as the date of public hearing regarding partially
vacating the Remote Parking Easement for 901 N. 4th Street.
Moved by Betcher, seconded by Corrieri, to approve the following items on the Consent Agenda.
1. Motion approving payment of claims
2. Motion approving Minutes of Regular Meeting held March 24, 2020
3. Motion approving certification of Civil Service applicants
4. Motion approving Report of Change Orders for March 16 - 31, 2020
5. Motion approving new 12-month Class E Liquor License with Sunday Sales - Tobacco
Outlet Plus #530
6. Motion approving renewal of the following Beer Permits, Wine Permits, and Liquor
Licenses:
Item No. 5
a.Special Class C Liquor License with Sunday Sales - Smokin Oak Wood-Fired Pizza,
2420 Lincoln Way
b.Class C Liquor License with Outdoor Service and Sunday Sales - Brick City Grill,
2704 Stange Road
c.Class C Liquor License with Catering Privilege, Outdoor Service, and Sunday Sales
- Cyclone Experience Network - Hilton Coliseum, 1705 Center Drive
d.Class C Liquor License with Catering Privilege, Outdoor Service, and Sunday Sales
- Perfect Games Inc., 1320 Dickinson Avenue
e.Special Class C Liquor License with Class B Native Wine Permit - SZECHUAN
HOUSE, 3605 Lincoln Way, pending dram
f.Class C Liquor License with Catering Privilege, Outdoor Service, and Sunday Sales
- Provisions Lot F, 2400 North Loop Drive
7.RESOLUTION NO. 20- 150 approving and adopting Supplement No. 2020-2 to Municipal
Code
8.RESOLUTION NO. 20-152 authorizing Finance Director to make plan sponsor elections to
the City of Ames Deferred Compensation and Utility Retirement Plans to implement CARES
Act provisions for participant distributions and loans
9.RESOLUTION NO. 20-153 approving the appointment of Geoff Huff, Commander, as the
Chief of Police Alternate to the Story County 911 Service Board
10.RESOLUTION NO. 20-154 supporting the submittal of an application from Amcor Rigid
Packaging requesting economic development assistance from the Iowa Economic
Development Authority with no local match requirement
11.RESOLUTION NO. 20-155 approving the purchase of 2020 Neighborhood Art sculptures,
as recommended by the Public Art Commission
12.RESOLUTION NO. 20-156 approving artist agreements for 2020/21 Ames Annual Outdoor
Sculpture Exhibition
13.RESOLUTION NO. 20-157 approving Addendum No. 1 the Professional Services
Agreement with Bolton & Menk, Inc., of Ames, Iowa in the amount of $4,620 regarding the
Airport Electrical Vault and Lighting Project
14.RESOLUTION NO. 20-158 approving request to modify City’s FY 2019/20 ASSET
Contract with Salvation Army to transfer $270.10 in funds from Bill Payer Program to Food
Pantry
15.RESOLUTION NO. 20-159 approving request to modify City’s FY 2019/20 ASSET
Contract with Emergency Residence Project to transfer $6,569.31 in funds from Service
Coordination to Emergency Shelter services
16.2020-21 Proposed Community Development Block Grant (CDBG)/HOME Programs’
Annual Action Plan:
a.RESOLUTION NO. 20-160 approving timeline extension for the preparation of the
Annual Action Plan and continuing the hearing from May 12, 2020, to a date
uncertain
b.Motion directing staff to request a timeline extension from the Department of
Housing and Urban Development to submit the 2020-21 proposed Community
Development Block Grant (CDBG)/HOME Programs’ Annual Action Plan
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17.RESOLUTION NO. 20-162 approving Professional Services Agreement for Construction
Administration and Inspections Services with HR Green of Johnston, Iowa regarding South
Grand Avenue Extension project in the amount not-to-exceed $457,250
18.RESOLUTION NO. 20-163 approving preliminary plans and specifications for 2019/20
Multi-Modal Roadway Improvements (30th Street & Duff Avenue Restriping); setting May
6, 2020 as bid due date and May 12, 2020 as date of public hearing
19.RESOLUTION NO. 20-164 waiving Purchasing Policies and approving a sole source
purchase of GRIDSMART Traffic Intersection Camera Systems from General Traffic
Controls of Spencer, Iowa, in an amount not to exceed $271,825
20.RESOLUTION NO. 20-165 awarding contract to Shor-Line of Kansas City, Kansas for
purchase and installation of stainless steel dog kennels at the Animal Shelter in the amount
of $60,116
21.RESOLUTION NO. 20-166 awarding contract to HBK Engineering of Iowa City, Iowa, for
utility locating services in an amount not to exceed $161,500 (to be reimbursed by MetroNet)
22.RESOLUTION NO. 20-167 awarding a contract to Manatt’s of Ames, Iowa, for the
Ames/ISU Ice Arena Parking Lot Renovations Project in the amount of $65,878
23.RESOLUTION NO. 20-168 approving contract and bond for Fuel Forwarding Pump House
Fire Protection Upgrade Bid
24.RESOLUTION NO. 20-169 approving contract and bond for East Highway 30 Force Main
Improvements
25.University Apartments - Electric Service Replacement:
a.RESOLUTION NO. 20-185 approving Electric Facilities Agreement between the
City of Ames and UT Lynn Ave LLC, owner of the University Apartments at 111
Lynn Avenue
b.RESOLUTION NO. 20-170 approving contract and bond for University Apartments -
Electric Service Replacement
26.RESOLUTION NO. 20-171 approving contract and bond for 2019/20 Collector Street
Pavement Improvements (Bloomington Road from Grand Avenue to Hoover Avenue)
27.RESOLUTION NO. 20-172 approving contract and bond for Campustown Public
Improvements (Welch Avenue from Lincoln Way to Knapp Street)
28.RESOLUTION NO. 20-173 approving Change Order No. 1 to Brookside Park Restroom
Contract for installing Normal Hollow Metal Doors in lieu of Flood Proof Doors and
installing Earth Formed Footings in lieu of Spread Footings for a total cost reduction of
($50,000)
29.South Grand Avenue Extension Tree-Clearing:
a.RESOLUTION NO. 20-174 approving Change Order No. 1 with Weiss Tree Service
Inc., of Nevada, Iowa in the amount of $8,000
b.RESOLUTION NO. 20-175 accepting completion
30.RESOLUTION NO. 20-176 approving renewal of contract with RESCO of Ankeny, Iowa,
for the purchase of transformers in accordance with unit prices
31.RESOLUTION NO. 20-177 approving Change Order No. 3 for additional Non-Asbestos
Insulation and Related Services by HTH Companies, Inc., in the amount of $102,000 (based
on time and materials)
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32.RESOLUTION NO. 20-178 approving Change Order No. 1 for additional Scaffolding and
Related Services by HTH Companies, Inc., in the amount of 108,000 (based on time and
materials)
33.Power Plant Steam Turbine #7 Parts:
a.RESOLUTION NO. 20-179 approving Change Order No. 11 with Argo TurboServe
Corporation of Rutherford, New Jersey in the amount of ($11,013.82)
b.RESOLUTION NO. 20-180 accepting completion of project by Argo TurboServe
Corporation of Rutherford, New Jersey
34.RESOLUTION NO. 20-181 approving Plat of Survey for an unaddressed parcel in rural
Story County near 260th Avenue and Interstate 35 (known as Parcel #1019300210)
Roll Call Vote: 6-0. Motions/Resolutions declared carried/adopted unanimously, signed by the
Mayor, and hereby made a portion of these Minutes.
APPOINTMENT OF CHAD SCHNEIDER TO THE ZONING BOARD OF ADJUSTMENT:
Moved by Corrieri, seconded by Beatty-Hansen, to adopt RESOLUTION NO. 20-151 approving the
appointment of Chad Schneider to the Zoning Board of Adjustment.
Roll Call Vote: 5-0-1. Voting aye: Beatty-Hansen, Betcher, Corrieri, Junck, Martin. Voting nay:
None. Abstaining due to conflict of interest: Gartin. Resolution declared adopted, signed by the
Mayor, and hereby made a portion of these Minute.
SETTING APRIL 28, 2020, AS THE DATE OF PUBLIC HEARING REGARDING
PARTIALLY VACATING THE REMOTE PARKING EASEMENT FOR 901 N. 4TH
STREET: Moved by Beatty-Hansen, seconded by Betcher, to adopt RESOLUTION NO. 20-161
setting April 28, 2020, as the date of public hearing regarding partially vacating the Remote Parking
Easement for 901 N. 4th Street.
Roll Call Vote: 5-0-1. Voting aye: Beatty-Hansen, Betcher, Corrieri, Junck, Martin. Voting nay:
None. Abstaining due to conflict of interest: Gartin. Resolution declared adopted, signed by the
Mayor, and hereby made a portion of these Minute.
PUBLIC FORUM: Merlin Pfannkuch, 1424 Kellogg Avenue, Ames, stated he wanted to talk about
the sidewalks on 14th and 15th Streets. He noted that he tried to look at the big picture. Sidewalks
were added to the plans way too late. The resurfacing project was in the Capital Improvements Plan
for the last four years, but Public Works didn’t start talking to the neighborhood about sidewalks
until Thanksgiving 2019. He explained that everything regarding the sidewalks had been rushed.
Mr. Pfannkuch stated his previous recommendation was to have the project be delayed a year or
having the sidewalks removed from the plans is still a good idea. He commented that the haste has
been exacerbated by the casual approach by the Council in regards to the sidewalks. Mr. Pfannkuch
mentioned that he watched the February 25, 2020, City Council meeting again and was shocked by
the casualness of the Council. He wanted to know how the neighbors could overcome this obstacle
when the contract is due to be approved on May 12, 2020. He asked if City Manager Steve Schainker
could clarify what the City Policy is on sidewalks. The Complete Streets Plan should be looked at
for guidance as it calls for each project to be examined holistically for a variety of reasons.
Connectivity is one of the factors along with the effect on the neighborhood. Mr. Pfannkuch wanted
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to know where the disposition to approve sidewalks came from. He commented that he had invited
the entire Council to come tour the neighborhood and only Council Member Betcher, Mayor Haila,
and Mr. Schainker had done so. He wanted to know why the rest of the Council had not visited the
site. He asked the Council to please give the neighborhood a fair shake, as it is very important to
them, and felt having the sidewalks would scar their neighborhood with only an illusory benefit.
PRELIMINARY PLAT FOR WHEELOCK CORNER SUBDIVISION LOCATED AT 1499
SOUTH DAYTON AVENUE: Planner Julie Gould stated that the proposed Wheelock Corner
Subdivision is a 16.47-acre development on the northwest corner to the intersection at SE 16th Street
and South Dayton Avenue. She noted that the area has several layers of zoning. The site is zoned
Highway-Oriented Commercial (HOC), and has the Southeast Gateway Overlay District designation.
The site is relatively flat, although approximately 3.6-acres is located within the Environmental
Sustainability Overlay. Ms. Gould noted that the proposed Preliminary Plat will yield six
developable lots that range from .75-acres to 4.70-acres. Isaac Newton Drive will be a new street,
that goes through the site, providing a connection between SE 16th Street and South Dayton Avenue.
Direct access to SE 16th and South Dayton Avenue will be prohibited.
The City is in the process of planning for street improvements at the intersection of South Dayton
Avenue and SE 16th Street. Ms. Gould pointed out that along the southern boundary of the proposed
plat, there is a 0.45-acre parcel owned by Story County; this will remain under the ownership of
Story County, but the applicant will landscape the lot and maintain the area as part of the
development. She mentioned that the water and sewer will extend along the Isaac Newton Drive
right-of-way from an existing off-site main on the south side of SE 16th Street. Five-foot sidewalks
are being proposed along the frontage of Isaac Newton Drive on both sides of the right-of-way. A
five-foot sidewalk will also be installed along South Dayton Drive. A private drive already exists
from the Theisen’s site south to connect with South Dayton Avenue and that will remain and connect
with Isaac Newton Drive. A sidewalk crossing will be installed to the north of the intersection to
allow pedestrians to safely cross the frontage drive.
Planner Gould pointed out that the entire site is located in the Flood Plain. The western portion of
Lots 2 and 3 is located within the floodway. The rest of the site is located within the Floodway
Fringe. Development within the Floodway Fringe is allowed provided that buildings are elevated
or flood proofed to three feet above the Base Flood Elevation (BFE). In this case, no development
is proposed in the Floodway, other than the storm water facility. An Environmental Assessment
Report is required as part of the Preliminary Plat approval as the storm water detention basin for the
development contained within the Preliminary Plat is to be located in the Environmentally Sensitive
Overlay District (O-E). Ms. Gould noted that the Environmental Assessment Report is a supplement
to the City’s Flood Plain regulations and must show that the project will protect designated natural
resource areas through a natural resource inventory and mitigate any negative effects on the
floodway, or negative effects on the development as a result of locating improvements in the
designated area. The Environmental Assessment report was completed by Impact 7G on behalf of
the developer.
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Planner Gould mentioned that this was presented to the Planning and Zoning Commission and it was
stressed by the Commission that the wooded area should be preserved. The applicant did move the
extent of the grading outside the dripline of the trees.
Staff is recommending approval with the requirement that the applicant obtain a Conservation
Preservation Easement.
Mayor Haila asked about the body of water that is west of the Theisen’s building. Planner Gould
explained that is a detention pond that exists in the area and some of the new site will drain north
to this detention pond, but the majority will drain west to the new detention pond that will be graded
just south of the oak woodland forested area. Mayor Haila inquired if the current detention pond was
not sized adequately enough to handle the new proposed developable area. Ms. Gould stated that was
correct; that is why a new one will need to be created.
Council Member Gartin stated that it was his understanding that there are plans in the Capital
Improvement Plan for a bike trail on the west side of Dayton Avenue He wanted to know if a bike
trail would be put in that would be the same size as the one on SE 16th Street. Ms. Gould stated that
the one on SE 16th street is already there and this proposal is to put a five-foot sidewalk along Dayton
Drive. Council Member Gartin asked for clarification on the size of the sidewalk on SE 16th Street.
Planner Gould commented that the existing path on SE 16th Street is a shared use eight-foot path.
Also, Mr. Gartin wanted to know why they wouldn’t maintain the eight-foot path along Dayton.
Planning and Housing Director Kelly Diekmann explained that the shared use path system is routed
on the east side of Dayton and there is currently not a requirement to have shared use paths on both
sides of arterial streets so the default was install a five-foot sidewalk on the west side of Dayton and
keep the shared use path on the east side. Council Member Gartin asked if staff knew what the
timeframe would be to install the shared use path on the east side of Dayton. Director Diekmann
commented that part of it would go in with the hotel, but would need to look at what the deferral
language is to the north of the hotel as he believes it had been deferred since the lot had not been
developed yet. Mr. Diekmann stated that he will look into that further and will respond outside of
the meeting.
Council Member Betcher stated that the Environmental Assessment mentioned an old stream
channel that was attached to the old forested wetlands. She was wondering where that was located
on one of the maps that was shown. Ms. Betcher stated the report states “non-forested wetlands
within the investigation area generally consist of closed depressions within an old stream channel.
The channel no longer conveys water, but does provide a catchment for rainwater and flood basin
during high-flow events of the South Skunk River.” Planner Gould commented that she would guess
it was the blue lines that she displayed on the map overhead that were described as wetlands. Council
Member Betcher mentioned that is what she was confused about as the report said it was non-
forested wetlands and the blue lines shown were all in a forested area. Ms. Gould stated she is not
sure where that was located on the map.
Council Member Martin questioned the drainage on a construction project like this one. He noted
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that the Council had received several inquiries from residents about the drainage properties that are
relevant when building in the Flood Plain. Mr. Martin noted that the City has the requirement to
build three feet above the base flood elevation. He wanted to know if there were other measures that
apply to development in the Flood Plain that are different than the storm water mitigation that would
be required. Ms. Gould stated that there are not any other requirements than the standard. Director
Diekmann mentioned that the hierarchy of the general Storm Water Management Ordinance
(Chapter 5B) applies the same whether it is in the Flood Plain or outside of the Flood Plain. The only
regulations that are different in the Flood Plain are the protection measures of the property, (i.e:
buildings) and they have to be raised above the base flood elevation. There are also specific permits
that disturb the Flood Plain and silt can’t be added to the floodway to change the base flood
elevation. Mr. Gartin questioned if it was safe to say that the storm water requirements are intended
to compensate for the disturbance of the land in order to ensure that once the land is developed it
doesn’t have worse drainage problems than before. Mr. Diekmann stated that was correct.
Justin Dodge, Hunziker Companies, 105 S. 16th Street, stated he is available to answer any questions.
He noted that in regards to staff’s recommendation for the easement beyond the grading plan, they
will definitely agree to obtain the easement. Council Member Gartin stated that there are very few
cut-outs along the paths on South 16th. He asked Mr. Dodge if the construction would continue to
allow visibility along the new road. Mr. Dodge stated that the engineers took care of the visibility,
and it met the City’s standards for Isaac Newton Drive. He noted that this project is working in
conjunction with the City’s project to add a turn lane on Dayton.
Moved by Beatty-Hansen, seconded by Martin, to adopt RESOLUTION NO. 20-182 approving the
Preliminary Plat for the Wheelock Corner Subdivision location at 1499 South Dayton Avenue,
subject to approval of a Flood Plain Permit by the City of Ames and other affected agencies and with
the condition that the applicant provide a Conservation Easement prior to Final Plat approval related
to preservation of oak woodlands that were identified in the inventory.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these Minutes.
CONTRACT WITH UNITED PUBLIC SAFETY OF FORT WASHINGTON,
PENNSYLVANIA, FOR PARKING ENFORCEMENT HARDWARE AND SOFTWARE:
Council Member Martin mentioned that this item is a cloud-based system. He asked what would
happen if the provider vanishes or goes bankrupt; would the City be able to institute another local
system while dealing with the problem. Chief Charles Cychosz stated that the database is redundant
and backed-up. In a disaster recovery plan, staff makes its best assessment of the business and the
ability of the contractor before offering a contract. There is always some fear of a contractor
vanishing. Chief Cychosz noted that the City is not providing an off-line storage of the data with
this model. There may be some vulnerability; the City tried to safe-guard against this, but with a
cloud-based system, it will always be a concern.
Council Member Martin commented that the staff report mentioned graduated payments and
commented that this would be sufficient to allow staff to issue a warning on a first-time ticket for
7
appropriate occasions. Chief Cychosz noted that was correct as the software allows real-time parking
to the database that allows for a graduated fine structure, multiple warnings, and more versatility to
the ordinance approach.
Council Member Martin inquired if it was known how many of the parking tickets are currently paid
on-line. Chief Cychosz commented that it was about 40%. He noted that there is an on-line surcharge
proposed by the vendor and this appears to be a common approach in the industry. Citizens can still
drop off payments in the drop box or mail in their payment to avoid the surcharge.
Council Member Betcher asked Chief Cychosz about the susceptibility of the system to the types of
hacks that the City has had with the current parking system. Chief Cychosz mentioned that staff was
very concerned about that when reviewing different vendors and have had the Information
Technology staff reviewing the security of each model proposed. United Public Safety has a
management platform that is hosted through Microsoft as your government cloud. In their research,
all of the contemporary standards are being met. Staff scrutinized the security thoroughly and it was
noted that United Public Safety had never had a security breach on its platform.
Mayor Haila asked Chief Cychosz if there was another option for citizens to avoid paying the
convenience fee. Chief Cychosz explained that citizens can put their payment in the mail, walk it into
City Hall, or drop it in the drop box outside City Hall. Mayor Haila inquired if a citizen was to go
on-line to make a payment, would the website show a notification about what other payment options
were available to avoid the fee. Chief Cychosz mentioned that he was not sure, but would look into
seeing if they could add the language to the platform. He noted that the information about payment
options will be available on the citation.
Council Member Gartin mentioned that the spread on the bids was enormous. He wanted to know
why there was such a big difference between the companies bids. Chief Cychosz explained that the
two highest bidders, Cardinal and T2, are industry leaders. Cardinal and T2 run parking systems in
major metropolitan areas and thousands of citations are issued every day. Those two companies are
large scale vendors and were not a good fit for the City of Ames. In the parking world, the City of
Ames is very simple, the penalties are few, and the money going through the system is limited. The
smaller companies were a better fit per Chief Cychosz.
Mayor Haila asked the members of the public for
Moved by Gartin, seconded by Betcher, to adopt RESOLUTION NO. 20-183 awarding a contract
to United Public Safety of Fort Washington, Pennsylvania, for parking enforcement hardware and
software.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these Minutes.
DIRECTION TO STAFF REGARDING FUTURE WORKSHOPS: City Manager Steve
Schainker stated that City Council had directed staff to put together a list of workshops for the rest
8
of the year. The major use of the workshops would be for the Ames Plan 2040, but there are a few
others on the list.
Mayor Haila mentioned that there has been some hesitation by some of the Council members
regarding being able to do a good job of discussing, reviewing the materials ahead of time, and being
able to make major decisions in an unnatural format. He asked to know how materials are going to
be distributed to the Council.
Planning & Housing Director Kelly Diekmann stated that this week will be different from the other
Workshop dates as the Council is making a decision about whether to have a City Council meeting
next week or not. The materials for next week have been limited due to the first time holding a
Workshop via Zoom. He noted that he will be giving the Council the full City map; that staff is not
asking the Council to make any decisions on April 21, but it will be a time for the Council to ask
staff questions. Director Diekmann explained that the Council will then provide more direction to
staff on the Ames Plan 2040 at the April 28, City Council meeting. The goal with the Workshops
is to have the materials to the Council about a week before the meeting in order to allow time for
everyone to review the materials and prepare any questions. Director Diekmann commented that he
had spoken with RDG about Zoom meetings, and it was mentioned that long Zoom meetings do not
work well. RDG is comfortable with the schedule of planned workshops. He noted that on the
schedule starting July 21, 2020, staff is hoping that things will be back to normal and they will be
able to have a workshop to obtain input from surrounding residents regarding the proposed multi-
family housing on the south side of 321 State Avenue. City Manager Schainker pointed out that there
were two dates that were left “to be determined” on the schedule to allow some flexibility for the
Council.
Mayor Haila stated that one of the things the Council highly values is the public being able to
provide input. He asked Director Diekmann if a lot of public input were anticipated on the draft land
use map. Mr. Diekmann stated that the discussions of the principles had mainly been for the
Council’s benefit. He explained that the next three workshops are the consultant and planning team
working with the Council to work on a draft map. Once that has been finalized, it will be available
for public comment. Director Diekmann commented that the way he proposed the workshop
schedule is the quickest turn around time that staff could do, and if the Council is uncomfortable
with the schedule, to let him know so he could look at changing dates.
Mayor Haila asked the Council if they were comfortable with the schedule as presented. Council
Member Betcher stated that she is comfortable with the schedule. Council Member Martin stated he
had some reservations, but is willing to give it a try and see how things go. Mayor Haila stated that
he appreciates the Council wanting to move forward and realized that they may have to put the
brakes on some of it if input is not being beneficial.
Mr. Diekmann stated that the first three workshops were critical for him, but if the Council is not
satisfied by the June 16 Workshop with the way things are progressing, the rest of the scheduled year
will need to change.
9
Council Member Gartin stated that when the Council had its budget meeting, there was a substantial
number of people from the arts community that expressed interest in getting more involved in the
community and having the Council make some time for input. He mentioned that he would not
recommend altering the schedule at all for the Ames Plan 2040, but wondered if the Council
meetings were to be shorter in length, perhaps there was a way to allow an hour or so to be set aside
for the arts. Mr. Gartin noted that they are not going to hear from the arts groups until September
2020, and that seemed like a long time away. Mayor Haila inquired if Mr. Gartin meant to use the
Zoom meeting or wait until the City can have regular meetings again. Council Member Gartin
explained that he had not thought that far ahead. Mr. Gartin mentioned that the Council has no idea
where they are going to be from a budget perspective, and if the Arts are wanting to come before the
Council to ask for a higher dollar commitment, the Council would not be able to answer that. It was
noted that if the Arts in Ames Workshop was in September 2020, that would be enough time for the
arts to ask for monetary items before planning the next budget season. He commented that there may
be things that are non-budget-oriented that could be done for the arts in Ames. Mayor Haila
mentioned that he had met with Brian Phillips and Mike Sutzberger, and Mr. Sutzberger had lined
up a few people to come and speak at the Arts in Ames Workshop. The Mayor explained he would
note that the Council could move up that workshop if possible. Mr. Gartin explained that the budget
is going to be a big driver, and the Council won’t know the full implications of how the COVID-19
pandemic will affect the tax revenue and expenditures.
Moved by Betcher, seconded by Corrieri, to approve the proposed workshop schedule as presented.
Vote on Motion: 6-0. Motion declared unanimously.
HEARING ON 2020 PAVEMENT IMPROVEMENTS - MIDDLE SCHOOL TURNAROUND
PROJECT: The Mayor opened the public hearing and closed it after there was no one wishing to
speak.
Moved by Corrieri, seconded by Betcher, to adopt RESOLUTION NO. 20-184 approving the final
plans and specifications and awarding a contract to Jensen Builders Ltd., of Des Moines, Iowa, in
the amount of $139,700.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these Minutes.
ORDINANCE TO CHANGE STREET NAME AND SPEED LIMITS FOR UNIVERSITY
BOULEVARD IN THE BURGASON ANNEXATION AREA: Moved by Corrieri, seconded by
Betcher, to pass on second reading an ordinance to change the street name and speed limits for
University Boulevard in the Burgason Annexation Area.
Roll Call Vote: 6-0. Motion declared carried unanimously.
ORDINANCE REZONING 207 S. TELLER AVENUE FROM AGRICULTURAL “A” TO
GOVERNMENTAL/AIRPORT DISTRICT “S-GA”: Moved by Beatty-Hansen, seconded by
Martin, to pass on second reading an ordinance rezoning 207 S. Teller Avenue from Agricultural
“A” to Governmental/Airport District “S-GA.”
10
Roll Call Vote: 6-0. Motion declared carried unanimously.
ORDINANCE ON PROPOSED ZONING TEXT AMENDMENT RELATING TO HIGH-
SCREEN LANDSCAPING CONTAINED IN SECTION 29.403(3)(F) OF THE MUNICIPAL
CODE: Moved by Betcher, seconded by Beatty-Hansen, to pass on second reading an ordinance
regarding amendments relating to High-Screen Landscaping contained in Section 29.403(3)(F) of
the Municipal Code.
Roll Call Vote: 6-0. Motion declared carried unanimously.
ORDINANCE INCREASING THE WATER RATES BY 2% AND SEWER RATES BY 5%,
EFFECTIVE JULY 1, 2020: Moved by Beatty-Hansen, seconded by Martin, to pass on third
reading and adopt ORDINANCE NO. 4408 increasing the water rates by 2% and sewer rates by 5%,
effective July 1, 2020.
Roll Call Vote: 6-0. Ordinance declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these Minutes.
DISPOSITION OF COMMUNICATIONS TO COUNCIL: Mayor Haila explained that the first
item is a letter from Ames Main Street for a request for a one-time payment in the amount of
$21,922.72 for Downtown beautification efforts as outlined in the FY 2020/21 Outside Funding
Requests.
Council Member Betcher mentioned that this request is going to be similar to other requests that the
Council will be considering from Human Service agencies and from other Outside Funders. She
recommended to hold onto this request and deal with all the requests at one time.
Council Member Gartin commented that the Council needs to presume that they are going to be
facing budget shortfalls and wouldn’t want to make a decision on this while in isolation.
Council Member Martin noted that it would be more sensible to decline the request now and have
Ames Main Street bring it back to the Council at a later time. Mr. Martin stated that given what the
City is expecting with the impact to the budget, just going through the Outside Funding Budget
cycle, and presuming there will be pressing needs from the ASSET agencies, it seems misleading
to leave this in the collection with the other requests that the Council will get. Council Member
Betcher commented that she doesn’t agree with that. She stated that the Council may see other
Outside Funding requests, and she feels it is a policy question as to how the Council will deal with
all of the requests. Ms. Betcher felt the Council could respond to the Chamber now and suggest that
if they wanted to do something before the Council has the policy discussion, Ames Main Street could
revisit its current contract with the City. She noted that the Chamber may have some events that
were not occurring due to the COVID-19 pandemic, and it may be possible to shift funds within the
contract.
Moved by Betcher, seconded by Corrieri, to put the request from Ames Main Street in with the
Council’s discussion of Human Services Funding and other Outside Funding request that come in
11
on the April 28, 2020, City Council meeting.
City Manager Steve Schainker mentioned that he believed Assistant City Manager Deb Schildroth
sent out a survey to all the agencies. Ms. Schildroth explained that the survey was sent out, and she
expected to have responses back by April 15, 2020. Staff will then go through the information with
the ASSET Admin team. The plan right now is to have the information and options before the City
Council at the meeting on April 28, 2020. Council Member Betcher commented that she is trying
to think of a date to put on her motion to bring the request back to Council and inquired if staff had
heard from any Outside Funders. Assistant City Manager Brian Phillips stated that they had
consulted with the other outside agencies to identify if there are programs that won’t be able to be
completed or have had to cancel due to the COVID-19 pandemic. Mr. Phillips commented that staff
could provide all the information to the Council at the next City Council meeting.
Vote on Motion: 6-0. Motion declared carried unanimously.
Mayor Haila mentioned that the next request is an email from Norm and Vicky Marty requesting to
initiate an Ames Urban Fringe Plan Amendment to accommodate their home business. City Manager
Schainker recommended the Council request a memo from the Planning & Housing Director if the
Council wants to move ahead at all.
Moved by Beatty-Hansen, seconded by Corrieri, to ask for a memo from the Planning & Housing
Department.
Vote on Motion: 6-0. Motion declared carried unanimously.
The next item was a memo from Planning & Housing Director Kelly Diekmann regarding a revised
response to the request from Bishop Farms/Martin Marietta for a change to the Ames Urban Fringe
Plan. Mr. Schainker explained that Mr. Diekmann already provided a memo on what staff is
recommending and that the Council is being asked if they would like staff to proceed with the
process or not. Mayor Haila asked Mr. Diekmann if the request would take a lot of staff time.
Director Diekmann stated it would be minor.
Moved by Gartin, seconded by Betcher, to refer to staff to start the process to amend the Ames Urban
Fringe Plan for Bishop Farms/Martin Marietta.
Vote on Motion: 6-0. Motion declared carried unanimously.
The last item was a memo from Assistant City Manager Deb Schildroth that gave information about
the FY 2019/20 City funding allocations to ASSET agencies in light of the COVID-19 pandemic.
City Manager Schainker stated this was information only; Ms. Schildroth was providing the Council
a heads up about what will be coming at the next City Council meeting in regards to funding due to
the COVID-19 pandemic. He explained that the timing of this information is important as the
agencies need to know how they are going to finish their budgets. Mr. Schainker commented that
he will prepare a memo for the Council showing the shortfall in the budget for the remainder of the
year and commented that the local option tax will be down significantly. He noted that some
agencies will ask for the amount that was promised and not additional money.
12
COUNCIL COMMENTS: Council Member Betcher stated she was going to be participating in a
conference call with representatives from the International Town and Gown Association, the United
States Conference of Mayors, the North American Counties Organization, and the Institute of Cost
and Management Accountants (ICMA) as chair of the Universities Communities Council to discuss
the impact of the COVID-19 pandemic on college town communities when so many students have
left. They will also be discussing the impact on the 2020 Census. The organizations will discuss what
kind of strategies might be deployed to lobby for additional funding in the next Coronavirus Aid,
Relief, and Economic Security (CARES) Act package.
Council Member Gartin wanted to highlight the Library and Parks and Recreation departments for
continuing to look at innovative ways to give information. He commented that he loved the creativity
of the Ames staff.
Council Member Junck echoed what Council Member Gartin said and encouraged everyone to stay
home and to wear masks to keep everyone in the community safe.
Council Member Corrieri voiced the same thank you as the rest of the Council.
Moved by Beatty-Hansen, seconded by Junck, to request a memo from staff on what could be done
to either utilize the current community gardens better or increase the community garden space.
Council Member Beatty-Hansen explained that when thinking of a timeline for this project, she
realized it is too late to get another garden plot in the ground for this year, but maybe staff could give
some ideas on how to maximize the utilization of what is currently available and then gives some
ideas for subsequent years.
Vote on Motion: 6-0. Motion declared carried unanimously.
Council Member Martin stated he wanted to speak about Item 21: Approving a sole source purchase
of GRIDSMART Traffic Intersection Camera Systems from General Traffic Controls of Spencer,
Iowa, in an amount not to exceed $271,825. Mr. Martin commented that this was a really cool system
idea for him. Traffic cameras suspended over intersections would give a fish-eye lens view of what
is happening in the intersection. That information would then get transferred to software that makes
real-time traffic decisions. Council Member Martin wanted to point out that the traffic cameras will
not be used for automatic ticket writing and were not intended to pick up video for automated face
recognition. The camera is for the traffic purposes only. He noted that the camera does record video,
and in the test phase there is potential that the video may be retained beyond the period it is needed
to make instantaneous decisions about traffic. Mr. Gartin wanted to make sure that as new
technology is being rolled out to the City it will be used for the intended purposes.
Moved by Martin, seconded by Junck, to ask staff to provide a memo describing the City’s policy
for video retention and how it would apply to the new Traffic Intersection Camera System.
Council Member Martin mentioned that he understands that the City is willing to make some of the
13
traffic data available for research purposes and noted this was a great thing for the City to do. He is
interested in making sure the City is aware of the privacy implications of the video and making sure
everything is done properly.
Vote on Motion: 6-0. Motion declared unanimously.
Mayor Haila stated he wanted to echo what had already been said by the Council that City staff is
outstanding and the partnerships in the community and communication are second to none. He is
impressed with the commitment that the Medical Center, Iowa State University, the School District,
the County, and Story County Management have given to the area. Mayor Haila mentioned that there
is not a shelter in place order, but encouraged everyone to stay home, and the social isolating is
working.
ADJOURNMENT: Moved by Beatty-Hansen to adjourn the meeting at 7:31 p.m.
______________________________________________________________________
Amy L. Colwell, Deputy City Clerk John A. Haila, Mayor
__________________________________
Diane R. Voss, City Clerk
14
MINUTES OF THE REGULAR MEETING OF THE
AMES CIVIL SERVICE COMMISSION
AMES, IOWA APRIL 23, 2020
The Regular Meeting of the Ames Civil Service Commission was called to order by Chairman Mike Crum
at 8:16 a.m. on April 23, 2020. As it was impractical for the Commission members to attend in person,
Commission Chairperson Mike Crum and Commission Member Harold Pike were brought in
telephonically. Commission Member Charlie Ricketts was absent.
ELECTION OF OFFICERS: Moved by Pike, seconded by Crum, to elect Mike Crum as
Chairperson of the Civil Service Commission.
Vote on Motion: 2-0. Motion declared carried unanimously.
Moved by Crum, seconded by Pike, to elect Harold Pike as Vice-Chairperson of the Civil Service
Commission.
Vote on Motion: 2-0. Motion declared carried unanimously.
APPROVAL OF MINUTES OF MARCH 26, 2020, REGULAR MEETING: Moved by Pike,
seconded by Crum, to approve the Minutes of the March 26, 2020, Regular Civil Service Commission
meeting, as written.
Vote on Motion: 2-0. Motion declared carried unanimously.
CERTIFICATION OF ENTRY-LEVEL APPLICANTS: Moved by Crum, seconded by Pike, to
certify the following individuals to the Ames City Council as Entry-Level Applicants:
Electric Lineworker Andrew Preston 85*
Maintenance Worker - Parks and Rec Jeff Engelman Carryover from Exhausted List
Cory Golly Carryover from Exhausted List
Brent Randolph Carryover from Exhausted List
Matthew Rochford 77
Payroll Coordinator Lasey Handeland 80
Patti Lehman 72
Substation Foreman Lee Herting 81*
Brandon Osborn 80
Paul Burja 76
*includes preference points
Vote on Motion: 2-0. Motion declared carried unanimously.
COMMENTS: The next Regular Meeting of the Ames Civil Service Commission is scheduled for May 28,
2020, at 8:15 a.m.
ADJOURNMENT: The meeting adjourned at 8:18 a.m.
__________________________________ _______________________________________
Michael R. Crum, Chairman Diane R. Voss, City Clerk
Item No. 6
REPORT OF
CONTRACT CHANGE ORDERS
General Description Change Original Contract Total of Prior Amount this Change Contact
Water &
Pollution
Control
Instrument
Period:
Item No. 7
Smart Choice
515.239.5133 non-emergency
Administration
fax
To: Mayor John Haila and Ames City Council Members
From: Commander Geoff Huff, Ames Police Department
Date: April 24, 2020
Subject: Beer Permits & Liquor License Renewal Reference City Council Agenda
The Council agenda for April 28, 2020 includes beer permits and liquor license renewals
for:
•Class C Beer Permit with Sunday Sales - Swift Stop #2, 3406 Lincoln Way
•Special Class C Liquor License with Sunday Sales - The Great Plains Sauce &
Dough Co., 129 Main Street
•Class E Liquor License with Class B Wine Permit, Class C Beer Permit, and
Sunday Sales - Walgreens #12108, 2719 Grand Avenue
•Class C Liquor License with Catering Privilege, Outdoor Service, and Sunday
Sales - Mother’s Pub, 2900 West Street
•Class B Beer with Sunday Sales - Jeff’s Pizza Shop LLC, 2402 Lincoln Way
A review of police records for the past 12 months found no liquor law violations for any
of the above locations. The Ames Police Department recommends renewal of licenses
for all the above businesses.
Item No. 8
Caring People Quality Programs Exceptional Service
515.239.5119 main
-5320 fax
City Treasurer
MEMO
To: Mayor and City Council
From: Roger Wisecup, CPA
City Treasurer
Date: April 10, 2020
Subject: Investment Report for Quarter Ending March 31, 2020
Introduction
The purpose of this memorandum is to present a report summarizing the performance of
the City of Ames investment portfolio for the quarter ending March 31, 2020.
Discussion
This report covers the period ending March 31, 2020, and presents a summary of the
investments on hand at the end of March 2020. The investments are valued at amortized
cost; this reflects the same basis that the assets are carried on the financial records of
the City. All investments are in compliance with the current Investment Policy.
Comments
The Federal Reserve lowered the federal fund rate from 1.50-1.75 percent to 0-0.25
percent in the last quarter. The yield curve is flat, making shorter maturities pay the same
rates as longer maturities. Future investments will be made at the lower interest rates
and future interest income will decrease. We will continue to evaluate our current
investment strategy, remaining flexible to future investments while the Federal Reserve
evaluates the target rate.
Item No. 9
BOOK MARKET UN-REALIZED
DESCRIPTION VALUE VALUE GAIN/(LOSS)
CERTIFICATES OF DEPOSIT 40,000,000 40,000,000 0
FEDERAL AGENCY DISCOUNTS 4,982,790 4,992,534 9,744
FEDERAL AGENCY SECURITIES 43,746,234 44,185,043 438,808
COMMERCIAL PAPER 14,944,495 14,941,950 (2,545)
MISC COUPON SECURITIES 1,000,490 999,157 (1,333)
PASS THRU SECURITIES PAC/CMO
MONEY FUND SAVINGS ACCOUNTS 292,466 292,466 0
PASSBOOK/CHECKING ACCOUNTS 133,081 133,081 0
US TREASURY DISCOUNTS
US TREASURY SECURITIES 48,751,181 49,929,241 1,178,061
INVESTMENTS 153,850,736 155,473,471 1,622,735
CASH ACCOUNTS 31,465,405 31,465,405
ACCRUAL BASIS INVESTMENT EARNINGS YR-TO-DATE
GROSS EARNINGS ON INVESTMENTS:2,494,010
INTEREST EARNED ON CASH:381,722
AND THE ACCUMULATED YEAR-TO-DATE
CITY OF AMES, IOWA
CASH AND INVESTMENTS SUMMARY
AND SUMMARY OF INVESTMENT EARNINGS
FOR THE QUARTER ENDED MARCH 31, 2020
YTM
365
Page 1
Par Value Book Value
Maturity
Date
Stated
RateMarket Value
March 31, 2020
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management
Investments FY 2019-2020
Days to
Maturity
YTM
360CUSIPInvestment #
Purchase
Date
Certificates of Deposit
2.710Bankers Trust12049434 1,000,000.00 1,000,000.00 04/30/20202.71009/10/2018 1,000,000.00 2.67312049434 29
2.700Bankers Trust12278608 1,000,000.00 1,000,000.00 04/15/20202.70009/10/2018 1,000,000.00 2.66312278608 14
2.700Bankers Trust12445234 1,000,000.00 1,000,000.00 05/15/20202.70009/10/2018 1,000,000.00 2.66312445234 44
2.710Bankers Trust12783856 1,000,000.00 1,000,000.00 05/29/20202.71009/10/2018 1,000,000.00 2.67312783856 58
2.720Bankers Trust12882805 2,000,000.00 2,000,000.00 06/19/20202.72009/10/2018 2,000,000.00 2.68312882805 79
2.490Bankers Trust13017497 1,000,000.00 1,000,000.00 02/15/20212.49004/16/2019 1,000,000.00 2.45613017497 320
2.490Bankers Trust13444568 1,000,000.00 1,000,000.00 02/26/20212.49004/16/2019 1,000,000.00 2.45613444568 331
1.670Bankers Trust13487203 1,000,000.00 1,000,000.00 07/30/20211.67010/15/2019 1,000,000.00 1.64713487203 485
1.730Bankers Trust13518474 1,000,000.00 1,000,000.00 12/15/20201.73010/15/2019 1,000,000.00 1.70613518474 258
1.690Bankers Trust13716374 2,500,000.00 2,500,000.00 06/01/20211.69010/15/2019 2,500,000.00 1.66713716374 426
1.720Bankers Trust13945546 1,000,000.00 1,000,000.00 01/29/20211.72010/15/2019 1,000,000.00 1.69613945546 303
1.690First National Bank50941 1,000,000.00 1,000,000.00 08/13/20211.69010/16/2019 1,000,000.00 1.66750941 499
1.690First National Bank50942 1,500,000.00 1,500,000.00 12/15/20211.69010/16/2019 1,500,000.00 1.66750942 623
1.590First National Bank50971 1,000,000.00 1,000,000.00 01/30/20211.59011/21/2019 1,000,000.00 1.56850971 304
1.590First National Bank50972 1,000,000.00 1,000,000.00 07/30/20211.59011/21/2019 1,000,000.00 1.56850972 485
2.660Great Western Bank144303455 4,000,000.00 4,000,000.00 06/01/20222.66004/16/2019 4,000,000.00 2.624144303455 791
2.700US Bank433071437 4,000,000.00 4,000,000.00 06/01/20212.70004/24/2018 4,000,000.00 2.663433071437 426
2.990US Bank433071659 6,000,000.00 6,000,000.00 06/01/20222.99005/24/2018 6,000,000.00 2.949433071659 791
1.710US Bank795014295 3,000,000.00 3,000,000.00 06/01/20221.71010/16/2019 3,000,000.00 1.687795014295 791
1.780US Bank795014296 5,000,000.00 5,000,000.00 06/01/20231.78010/16/2019 5,000,000.00 1.756795014296 1,156
40,000,000.00 2.25440,000,000.0040,000,000.0040,000,000.00Subtotal and Average 2.285 576
Money Market
0.300Great Western Bank4531558874B 292,465.52 292,465.52 0.300292,465.52 0.296SYS4531558874B 1
292,465.52 0.296292,465.52292,465.52292,458.30Subtotal and Average 0.300 1
Passbook/Checking Accounts
0.150Wells Fargo6952311634B 133,080.74 133,080.74 0.150133,080.74 0.148SYS6952311634B 1
133,080.74 0.148133,080.74133,080.74133,078.18Subtotal and Average 0.150 1
Commercial Paper Disc. -Amortizing
1.919Bank Tokyo Mitsubishi0896-19A 1,000,000.00 995,940.28 06/19/20201.85011/21/2019 995,940.00 1.89262479LFK6 79
1.919Bank Tokyo Mitsubishi0896-19B 500,000.00 497,970.14 06/19/20201.85011/21/2019 497,970.00 1.89262479LFK6 79
1.655Bank Tokyo Mitsubishi0906-20A 1,000,000.00 993,244.44 08/31/20201.60002/20/2020 993,240.00 1.63262479LHX6 152
1.655Bank Tokyo Mitsubishi0906-20B 1,000,000.00 993,244.44 08/31/20201.60002/20/2020 993,240.00 1.63262479LHX6 152
1.655Bank Tokyo Mitsubishi0906-20C 1,000,000.00 993,244.45 08/31/20201.60002/20/2020 993,240.00 1.63262479LHX6 152
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PM2) 7.3.0
Report Ver. 7.3.5
YTM
365
Page 2
Par Value Book Value
Maturity
Date
Stated
RateMarket Value
March 31, 2020
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management
Investments FY 2019-2020
Days to
Maturity
YTM
360CUSIPInvestment #
Purchase
Date
Commercial Paper Disc. -Amortizing
1.526Coca-Cola0921-20 4,000,000.00 3,989,833.33 06/01/20201.50003/18/2020 3,991,040.00 1.50519121AF14 61
1.866LMA Americas0897-19A 1,000,000.00 996,100.00 06/18/20201.80011/21/2019 996,920.00 1.84153944QFJ4 78
1.866LMA Americas0897-19B 500,000.00 498,050.00 06/18/20201.80011/21/2019 498,460.00 1.84153944QFJ4 78
1.577Exxon CP0920-20 5,000,000.00 4,986,868.06 06/01/20201.55003/18/2020 4,981,900.00 1.55530229AF12 61
14,944,495.14 1.61914,941,950.0015,000,000.0011,177,329.84Subtotal and Average 1.642 83
Federal Agency Coupon Securities
1.635Federal Farm Credit0732-16 940,000.00 939,745.27 02/10/20221.62008/15/2016 940,157.92 1.6133133EGQM0 680
1.902Federal Farm Credit0869-19A 1,500,000.00 1,503,394.08 11/30/20202.25007/03/2019 1,518,703.50 1.8763133EKNQ5 243
1.902Federal Farm Credit0869-19B 1,000,000.00 1,002,262.72 11/30/20202.25007/03/2019 1,012,469.00 1.8763133EKNQ5 243
1.590Federal Farm Credit0874-19 1,000,000.00 1,008,576.51 04/29/20212.40008/16/2019 1,022,015.00 1.5683133EKJP2 393
1.721Federal Farm Credit0886-19 1,500,000.00 1,510,775.94 04/29/20212.40009/13/2019 1,533,022.50 1.6973133EKJP2 393
1.470Federal Farm Credit0914-20 1,000,000.00 1,008,690.29 11/29/20211.76002/20/2020 1,025,322.00 1.4503133EGL60 607
1.458Federal Farm Credit0916-20 1,000,000.00 1,005,245.49 12/27/20211.62502/20/2020 1,022,415.36 1.4383133ELFR0 635
1.856Federal Home Loan Bank0791-17 1,135,000.00 1,135,342.56 11/29/20211.87510/13/2017 1,161,403.50 1.8303130AABG2 607
2.620Federal Home Loan Bank0817-18 2,000,000.00 2,000,015.75 05/28/20202.62505/24/2018 2,006,196.00 2.5843130AECJ7 57
2.700Federal Home Loan Bank0828-18 1,000,000.00 1,001,288.56 06/12/20203.37509/10/2018 1,005,934.00 2.663313370E38 72
2.970Federal Home Loan Bank0838-18 1,000,000.00 999,283.96 08/13/20202.77011/07/2018 1,008,208.00 2.9303132X04G3 134
2.911Federal Home Loan Bank0840-18 1,000,000.00 999,839.02 09/11/20202.87511/15/2018 1,010,774.00 2.871313370US5 163
2.523Federal Home Loan Bank0859-19 1,000,000.00 995,984.83 01/15/20212.00003/08/2019 1,012,051.00 2.4893132X0MT5 289
1.620Federal Home Loan Bank0871-19A 1,000,000.00 1,001,204.95 03/12/20211.75008/16/2019 1,013,212.00 1.598313382K69 345
1.620Federal Home Loan Bank0871-19B 1,000,000.00 1,001,204.95 03/12/20211.75008/16/2019 1,013,212.00 1.598313382K69 345
1.544Federal Home Loan Bank0877-19 1,000,000.00 1,003,873.28 06/11/20211.87508/16/2019 1,017,778.00 1.523313379RB7 436
1.734Federal Home Loan Bank0884-19 2,000,000.00 2,012,073.93 06/11/20212.25009/13/2019 2,044,484.00 1.7103130A1W95 436
1.750Federal Home Loan Bank0892-19 2,000,000.00 2,000,000.00 10/28/20221.75010/28/2019 2,012,568.00 1.7263130AHEN9 940
1.604Federal Home Loan Bank0901-19 1,000,000.00 1,010,907.80 09/10/20212.37511/21/2019 1,027,753.00 1.582313378JP7 527
1.601Federal Home Loan Bank0905-19 1,500,000.00 1,525,451.91 12/10/20212.62511/21/2019 1,554,465.00 1.579313376C94 618
1.475Federal Home Loan Bank0915-20 1,000,000.00 1,024,221.33 12/10/20212.62502/20/2020 1,041,414.17 1.455313376C94 618
1.500Federal Home Loan Mortgage Co.0720-16 1,000,000.00 1,000,000.00 05/26/20201.50005/26/2016 1,001,389.00 1.4793134G9MN4 55
2.677Federal Home Loan Mortgage Co.0850-18 1,000,000.00 995,121.43 11/17/20201.87512/20/2018 1,009,443.00 2.6403137EAEK1 230
1.571Federal Home Loan Mortgage Co.0876-19 1,000,000.00 1,002,598.13 05/28/20211.80008/16/2019 1,016,844.00 1.5503134G45K0 422
1.440Federal Home Loan Mortgage Co.0917-20 1,000,000.00 1,018,824.76 01/13/20222.37502/20/2020 1,036,276.97 1.4203137EADB2 652
1.500Federal Nat'l Mtg. Assoc.0733-16 4,000,000.00 4,000,000.00 05/28/20211.50008/30/2016 4,005,320.00 1.4803136G33W3 422
1.512Federal Nat'l Mtg. Assoc.0744-16 1,550,000.00 1,549,822.30 04/12/20211.50010/14/2016 1,550,350.30 1.4913136G4FL2 376
1.500Federal Nat'l Mtg. Assoc.0745-16 450,000.00 450,000.00 05/25/20211.50010/14/2016 450,518.85 1.4793136G3MW2 419
2.927Federal Nat'l Mtg. Assoc.0841-18 1,500,000.00 1,491,249.94 09/28/20201.70011/15/2018 1,509,232.50 2.8873136G1H28 180
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PM2) 7.3.0
YTM
365
Page 3
Par Value Book Value
Maturity
Date
Stated
RateMarket Value
March 31, 2020
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management
Investments FY 2019-2020
Days to
Maturity
YTM
360CUSIPInvestment #
Purchase
Date
Federal Agency Coupon Securities
2.693Federal Nat'l Mtg. Assoc.0848-18 1,000,000.00 1,001,016.93 10/30/20202.87512/20/2018 1,013,953.00 2.6563135G0U84 212
1.510Federal Nat'l Mtg. Assoc.0907-20A 500,000.00 508,313.85 10/30/20202.87502/20/2020 511,368.86 1.4893135G0U84 212
1.510Federal Nat'l Mtg. Assoc.0907-20B 500,000.00 508,313.85 10/30/20202.87502/20/2020 511,368.86 1.4893135G0U84 212
1.510Federal Nat'l Mtg. Assoc.0907-20C 1,000,000.00 1,016,627.70 10/30/20202.87502/20/2020 1,022,737.72 1.4893135G0U84 212
1.520Federal Nat'l Mtg. Assoc.0908-20 1,500,000.00 1,507,962.10 12/28/20201.87502/20/2020 1,520,679.50 1.4993135G0H55 271
1.499Federal Nat'l Mtg. Assoc.0919-20 2,000,000.00 2,007,000.00 11/30/20201.50002/24/2020 2,022,002.00 1.4793135G0F73 243
43,746,234.12 1.82444,185,042.5143,575,000.0052,589,780.92Subtotal and Average 1.850 379
Federal Agency Disc. -Amortizing
0.463Federal Home Loan Bank0922-20 4,000,000.00 3,996,950.00 06/01/20200.45003/18/2020 3,996,248.00 0.457313384XP9 61
2.749Resolution Funding Corp0847-18 1,000,000.00 985,839.70 10/15/20202.58812/20/2018 996,286.00 2.71176116FAE7 197
4,982,789.70 0.9034,992,534.005,000,000.003,144,438.43Subtotal and Average 0.915 88
Treasury Coupon Securities
1.455Federal Farm Credit0913-20 1,000,000.00 1,033,494.79 11/15/20213.05002/20/2020 1,049,734.61 1.4353133EJT74 593
1.627U.S. Treasury0769-17 2,000,000.00 1,994,340.88 05/31/20211.37504/20/2017 2,027,188.00 1.605912828R77 425
2.725U.S. Treasury0831-18 1,000,000.00 999,460.00 06/30/20202.50009/14/2018 1,005,626.00 2.688912828XY1 90
2.733U.S. Treasury0832-18 1,000,000.00 996,563.99 07/15/20201.50009/14/2018 1,003,906.00 2.6969128282J8 105
2.963U.S. Treasury0835-18 2,500,000.00 2,444,568.73 05/31/20221.87510/15/2018 2,583,202.50 2.923912828XD7 790
2.964U.S. Treasury0836-18 2,500,000.00 2,438,161.69 05/31/20221.75010/15/2018 2,575,000.00 2.923912828XR6 790
2.900U.S. Treasury0837-18 1,000,000.00 995,904.76 07/31/20201.62511/07/2018 1,004,688.00 2.860912828XM7 121
2.502U.S. Treasury0856-19 1,000,000.00 1,000,496.38 08/31/20202.62503/08/2019 1,009,844.00 2.4689128284Y3 152
2.488U.S. Treasury0858-19 1,000,000.00 1,000,080.47 12/31/20202.50003/08/2019 1,017,188.00 2.4549128285S5 274
2.459U.S. Treasury0860-19 3,000,000.00 2,925,227.77 05/31/20231.62503/08/2019 3,118,125.00 2.426912828R69 1,155
1.615U.S. Treasury0870-19 1,000,000.00 1,002,984.85 01/15/20212.00008/16/2019 1,014,063.00 1.5939128283Q1 289
1.600U.S. Treasury0872-19A 1,500,000.00 1,494,853.05 03/31/20211.25008/16/2019 1,515,234.00 1.578912828Q37 364
1.600U.S. Treasury0872-19B 1,000,000.00 996,568.70 03/31/20211.25008/16/2019 1,010,156.00 1.578912828Q37 364
1.580U.S. Treasury0873-19 1,000,000.00 1,008,103.62 04/15/20212.37508/16/2019 1,022,344.00 1.5589128284G2 379
1.816U.S. Treasury0881-19 2,000,000.00 2,003,321.65 06/30/20202.50009/13/2019 2,011,252.00 1.791912828XY1 90
1.771U.S. Treasury0882-19 1,000,000.00 998,056.45 09/30/20201.37509/13/2019 1,005,469.00 1.747912828L65 182
1.772U.S. Treasury0883-19 1,000,000.00 996,750.71 01/31/20211.37509/13/2019 1,009,844.00 1.747912828N89 305
1.719U.S. Treasury0887-19 1,000,000.00 992,738.90 06/30/20211.12509/13/2019 1,011,250.00 1.695912828S27 455
1.711U.S. Treasury0888-19 1,000,000.00 1,011,519.07 07/15/20212.62509/13/2019 1,030,156.00 1.688912828Y20 470
1.540U.S. Treasury0893-19 6,000,000.00 6,222,514.65 05/31/20232.75011/04/2019 6,455,628.00 1.5199128284S6 1,155
1.607U.S. Treasury0898-19 1,000,000.00 1,001,865.54 12/15/20201.87511/21/2019 1,012,031.00 1.5859128283L2 258
1.600U.S. Treasury0899-19 1,000,000.00 1,015,496.97 08/15/20212.75011/21/2019 1,033,750.00 1.5789128284W7 501
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PM2) 7.3.0
YTM
365
Page 4
Par Value Book Value
Maturity
Date
Stated
RateMarket Value
March 31, 2020
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management
Investments FY 2019-2020
Days to
Maturity
YTM
360CUSIPInvestment #
Purchase
Date
Treasury Coupon Securities
1.602U.S. Treasury0900-19 1,000,000.00 998,574.07 08/31/20211.50011/21/2019 1,017,188.00 1.580912828YC8 517
1.594U.S. Treasury0902-19 1,000,000.00 993,112.15 09/30/20211.12511/21/2019 1,012,344.00 1.572912828T34 547
1.600U.S. Treasury0903-19 1,000,000.00 1,022,139.13 10/15/20212.87511/21/2019 1,042,594.42 1.5789128285F3 562
1.586U.S. Treasury0904-19 1,500,000.00 1,531,479.12 11/15/20212.87511/21/2019 1,563,523.35 1.5649128285L0 593
1.496U.S. Treasury0909-20 1,500,000.00 1,508,868.13 01/15/20212.00002/20/2020 1,524,061.53 1.4759128283Q1 289
1.480U.S. Treasury0910-20 1,500,000.00 1,522,697.12 04/30/20212.25002/20/2020 1,543,431.12 1.459912828WG1 394
1.481U.S. Treasury0911-20 4,000,000.00 4,041,745.39 05/31/20212.00002/20/2020 4,101,047.50 1.460912828WN6 425
1.474U.S. Treasury0912-20 1,500,000.00 1,527,721.50 06/15/20212.62502/20/2020 1,549,629.49 1.4549128284T4 440
1.441U.S. Treasury0918-20 1,000,000.00 1,031,770.39 10/15/20212.87502/20/2020 1,049,742.64 1.4219128285F3 562
48,751,180.62 1.85849,929,241.1648,500,000.0050,208,379.56Subtotal and Average 1.884 556
Miscellaneous Coupon Securities
2.178Federal Farm Credit0849-18 1,000,000.00 1,000,490.26 11/12/20201.65612/20/2018 999,157.00 2.1493133EH2K8 225
1,000,490.26 2.149999,157.001,000,000.001,000,522.94Subtotal and Average 2.178 225
1.895158,545,988.18 153,500,546.26 1.921 446155,473,470.93 153,850,736.10Total and Average
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PM2) 7.3.0
Page 1
Par Value
Stated
Rate
March 31, 2020
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal
Investments FY 2019-2020
YTM
365
YTM
360
Payment
DatesCUSIPInvestment #Issuer
Purchase
Date
Accrued Interest
At Purchase
Certificates of Deposit
BT12049434 1,000,000.00 1,000,000.002.710 04/30/202012049434 04/30 - At Maturity09/10/2018 1,000,000.002.7102.673
BT12278608 1,000,000.00 1,000,000.002.700 04/15/202012278608 04/15 - At Maturity09/10/2018 1,000,000.002.7002.663
BT12445234 1,000,000.00 1,000,000.002.700 05/15/202012445234 05/15 - At Maturity09/10/2018 1,000,000.002.7002.663
BT12783856 1,000,000.00 1,000,000.002.710 05/29/202012783856 05/29 - At Maturity09/10/2018 1,000,000.002.7102.673
BT12882805 2,000,000.00 2,000,000.002.720 06/19/202012882805 06/19 - At Maturity09/10/2018 2,000,000.002.7202.683
BT13017497 1,000,000.00 1,000,000.002.490 02/15/202113017497 02/15 - At Maturity04/16/2019 1,000,000.002.4902.456
BT13444568 1,000,000.00 1,000,000.002.490 02/26/202113444568 02/26 - At Maturity04/16/2019 1,000,000.002.4902.456
BT13487203 1,000,000.00 1,000,000.001.670 07/30/202113487203 07/30 - At Maturity10/15/2019 1,000,000.001.6701.647
BT13518474 1,000,000.00 1,000,000.001.730 12/15/202013518474 12/15 - At Maturity10/15/2019 1,000,000.001.7301.706
BT13716374 2,500,000.00 2,500,000.001.690 06/01/202113716374 06/01 - At Maturity10/15/2019 2,500,000.001.6901.667
BT13945546 1,000,000.00 1,000,000.001.720 01/29/202113945546 01/29 - At Maturity10/15/2019 1,000,000.001.7201.696
FN50941 1,000,000.00 1,000,000.001.690 08/13/202150941 08/13 - At Maturity10/16/2019 1,000,000.001.6901.667
FN50942 1,500,000.00 1,500,000.001.690 12/15/202150942 12/15 - At Maturity10/16/2019 1,500,000.001.6901.667
FN50971 1,000,000.00 1,000,000.001.590 01/30/202150971 01/30 - At Maturity11/21/2019 1,000,000.001.5901.568
FN50972 1,000,000.00 1,000,000.001.590 07/30/202150972 07/30 - At Maturity11/21/2019 1,000,000.001.5901.568
GWB144303455 4,000,000.00 4,000,000.002.660 06/01/2022144303455 06/01 - At Maturity04/16/2019 4,000,000.002.6602.624
USB433071437 4,000,000.00 4,000,000.002.700 06/01/2021433071437 06/01 - 12/0104/24/2018 4,000,000.002.7002.663
USB433071659 6,000,000.00 6,000,000.002.990 06/01/2022433071659 06/01 - 12/0105/24/2018 6,000,000.002.9902.949
USB795014295 3,000,000.00 3,000,000.001.710 06/01/2022795014295 12/01 - 06/0110/16/2019 3,000,000.001.7101.687
USB795014296 5,000,000.00 5,000,000.001.780 06/01/2023795014296 12/01 - 06/0110/16/2019 5,000,000.001.7801.756
40,000,000.00Certificates of Deposit Totals 40,000,000.000.002.25440,000,000.00 2.285
Money Market
GWB4531558874B 292,465.52 292,465.520.300SYS4531558874B 07/01 - Monthly 292,465.520.3000.296
292,465.52Money Market Totals 292,465.520.000.296292,465.52 0.300
Passbook/Checking Accounts
WF6952311634B 133,080.74 133,080.740.150SYS6952311634B 07/01 - Monthly 133,080.740.1500.148
133,080.74Passbook/Checking Accounts Totals 133,080.740.000.148133,080.74 0.150
Commercial Paper Disc. -Amortizing
BTMUFJ0896-19A 1,000,000.00 995,940.281.850 06/19/202062479LFK6 06/19 - At Maturity11/21/2019 989,156.951.9191.892
BTMUFJ0896-19B 500,000.00 497,970.141.850 06/19/202062479LFK6 06/19 - At Maturity11/21/2019 494,578.471.9191.892
BTMUFJ0906-20A 1,000,000.00 993,244.441.600 08/31/202062479LHX6 08/31 - At Maturity02/20/2020 991,422.221.6551.632
BTMUFJ0906-20B 1,000,000.00 993,244.441.600 08/31/202062479LHX6 08/31 - At Maturity02/20/2020 991,422.221.6551.632
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PMS) 7.3.0
Report Ver. 7.3.5
Page 2
Par Value
Stated
Rate
March 31, 2020
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal
Investments FY 2019-2020
YTM
365
YTM
360
Payment
DatesCUSIPInvestment #Issuer
Purchase
Date
Accrued Interest
At Purchase
Commercial Paper Disc. -Amortizing
BTMUFJ0906-20C 1,000,000.00 993,244.451.600 08/31/202062479LHX6 08/31 - At Maturity02/20/2020 991,422.231.6551.632
KOPP0921-20 4,000,000.00 3,989,833.331.500 06/01/202019121AF14 06/01 - At Maturity03/18/2020 3,987,500.001.5261.505
LMAUS0897-19A 1,000,000.00 996,100.001.800 06/18/202053944QFJ4 06/18 - At Maturity11/21/2019 989,500.001.8661.841
LMAUS0897-19B 500,000.00 498,050.001.800 06/18/202053944QFJ4 06/18 - At Maturity11/21/2019 494,750.001.8661.841
XON0920-20 5,000,000.00 4,986,868.061.550 06/01/202030229AF12 06/01 - At Maturity03/18/2020 4,983,854.171.5771.555
14,944,495.14Commercial Paper Disc. -Amortizing Totals 14,913,606.260.001.61915,000,000.00 1.642
Federal Agency Coupon Securities
FFCB0732-16 940,000.00 939,745.271.620 02/10/20223133EGQM0 02/10 - 08/10 Received08/15/2016 939,248.001.6351.613
FFCB0869-19A 1,500,000.00 1,503,394.082.250 11/30/20203133EKNQ5 11/30 - 05/30 Received07/03/2019 1,507,200.001.9021.876
FFCB0869-19B 1,000,000.00 1,002,262.722.250 11/30/20203133EKNQ5 11/30 - 05/30 Received07/03/2019 1,004,800.001.9021.876
FFCB0874-19 1,000,000.00 1,008,576.512.400 04/29/20213133EKJP2 10/29 - 04/29 Received08/16/2019 1,013,550.001.5901.568
FFCB0886-19 1,500,000.00 1,510,775.942.400 04/29/20213133EKJP2 10/29 - 04/29 Received09/13/2019 1,516,275.001.7211.697
FFCB0914-20 1,000,000.00 1,008,690.291.760 11/29/20213133EGL60 05/29 - 11/29 3,960.0002/20/2020 1,005,054.611.4701.450
FFCB0916-20 1,000,000.00 1,005,245.491.625 12/27/20213133ELFR0 06/27 - 12/27 2,392.3602/20/2020 1,003,040.001.4581.438
FHLB0791-17 1,135,000.00 1,135,342.561.875 11/29/20213130AABG2 11/29 - 05/29 Received10/13/2017 1,135,851.251.8561.830
FHLB0817-18 2,000,000.00 2,000,015.752.625 05/28/20203130AECJ7 11/28 - 05/28 Received05/24/2018 2,000,200.002.6202.584
FHLB0828-18 1,000,000.00 1,001,288.563.375 06/12/2020313370E38 12/12 - 06/12 Received09/10/2018 1,011,470.002.7002.663
FHLB0838-18 1,000,000.00 999,283.962.770 08/13/20203132X04G3 02/13 - 08/13 Received11/07/2018 996,550.002.9702.930
FHLB0840-18 1,000,000.00 999,839.022.875 09/11/2020313370US5 03/11 - 09/11 Received11/15/2018 999,340.002.9112.871
FHLB0859-19 1,000,000.00 995,984.832.000 01/15/20213132X0MT5 07/15 - 01/15 Received03/08/2019 990,570.002.5232.489
FHLB0871-19A 1,000,000.00 1,001,204.951.750 03/12/2021313382K69 09/12 - 03/12 Received08/16/2019 1,002,000.001.6201.598
FHLB0871-19B 1,000,000.00 1,001,204.951.750 03/12/2021313382K69 09/12 - 03/12 Received08/16/2019 1,002,000.001.6201.598
FHLB0877-19 1,000,000.00 1,003,873.281.875 06/11/2021313379RB7 12/11 - 06/11 Received08/16/2019 1,005,900.001.5441.523
FHLB0884-19 2,000,000.00 2,012,073.932.250 06/11/20213130A1W95 12/11 - 06/11 Received09/13/2019 2,017,633.561.7341.710
FHLB0892-19 2,000,000.00 2,000,000.001.750 10/28/20223130AHEN9 04/28 - 10/2810/28/2019 2,000,000.001.7501.726
FHLB0901-19 1,000,000.00 1,010,907.802.375 09/10/2021313378JP7 03/10 - 09/10 Received11/21/2019 1,013,640.001.6041.582
FHLB0905-19 1,500,000.00 1,525,451.912.625 12/10/2021313376C94 12/10 - 06/10 Received11/21/2019 1,530,885.001.6011.579
FHLB0915-20 1,000,000.00 1,024,221.332.625 12/10/2021313376C94 06/10 - 12/10 5,104.1702/20/2020 1,020,404.191.4751.455
FHLMC0720-16 1,000,000.00 1,000,000.001.500 05/26/20203134G9MN4 11/26 - 05/2605/26/2016 1,000,000.001.5001.479
FHLMC0850-18 1,000,000.00 995,121.431.875 11/17/20203137EAEK1 05/17 - 11/17 Received12/20/2018 985,170.002.6772.640
FHLMC0876-19 1,000,000.00 1,002,598.131.800 05/28/20213134G45K0 11/28 - 05/28 Received08/16/2019 1,004,000.001.5711.550
FHLMC0917-20 1,000,000.00 1,018,824.762.375 01/13/20223137EADB2 07/13 - 01/13 2,440.9702/20/2020 1,017,430.111.4401.420
FNMA0733-16 4,000,000.00 4,000,000.001.500 05/28/20213136G33W3 11/28 - 05/2808/30/2016 4,000,000.001.5001.480
FNMA0744-16 1,550,000.00 1,549,822.301.500 04/12/20213136G4FL2 04/12 - 10/12 Received10/14/2016 1,549,225.001.5121.491
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PMS) 7.3.0
Page 3
Par Value
Stated
Rate
March 31, 2020
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal
Investments FY 2019-2020
YTM
365
YTM
360
Payment
DatesCUSIPInvestment #Issuer
Purchase
Date
Accrued Interest
At Purchase
Federal Agency Coupon Securities
FNMA0745-16 450,000.00 450,000.001.500 05/25/20213136G3MW2 11/25 - 05/25 Received10/14/2016 450,000.001.5001.479
FNMA0841-18 1,500,000.00 1,491,249.941.700 09/28/20203136G1H28 03/28 - 09/28 Received11/15/2018 1,466,730.002.9272.887
FNMA0848-18 1,000,000.00 1,001,016.932.875 10/30/20203135G0U84 04/30 - 10/30 Received12/20/2018 1,003,260.002.6932.656
FNMA0907-20A 500,000.00 508,313.852.875 10/30/20203135G0U84 04/30 - 10/30 4,392.3602/20/2020 504,690.781.5101.489
FNMA0907-20B 500,000.00 508,313.852.875 10/30/20203135G0U84 04/30 - 10/30 4,392.3602/20/2020 504,690.781.5101.489
FNMA0907-20C 1,000,000.00 1,016,627.702.875 10/30/20203135G0U84 04/30 - 10/30 8,784.7202/20/2020 1,009,381.551.5101.489
FNMA0908-20 1,500,000.00 1,507,962.101.875 12/28/20203135G0H55 06/28 - 12/28 4,062.5002/20/2020 1,504,498.411.5201.499
FNMA0919-20 2,000,000.00 2,007,000.001.500 11/30/20203135G0F73 05/30 - 11/30 7,000.0002/24/2020 2,000,000.001.4991.479
43,746,234.12Federal Agency Coupon Securities Totals 43,714,688.2442,529.441.82443,575,000.00 1.850
Federal Agency Disc. -Amortizing
FHLB0922-20 4,000,000.00 3,996,950.000.450 06/01/2020313384XP9 06/01 - At Maturity03/18/2020 3,996,250.000.4630.457
RFCSP0847-18 1,000,000.00 985,839.702.588 10/15/202076116FAE7 10/15 - At Maturity12/20/2018 952,200.002.7492.711
4,982,789.70Federal Agency Disc. -Amortizing Totals 4,948,450.000.000.9035,000,000.00 0.915
Treasury Coupon Securities
FFCB0913-20 1,000,000.00 1,033,494.793.050 11/15/20213133EJT74 05/15 - 11/15 8,048.6102/20/2020 1,027,232.641.4551.435
US TRE0769-17 2,000,000.00 1,994,340.881.375 05/31/2021912828R77 05/31 - 11/30 Received04/20/2017 1,980,000.001.6271.605
US TRE0831-18 1,000,000.00 999,460.002.500 06/30/2020912828XY1 12/31 - 06/30 Received09/14/2018 996,070.002.7252.688
US TRE0832-18 1,000,000.00 996,563.991.500 07/15/20209128282J8 01/15 - 07/15 Received09/14/2018 978,075.002.7332.696
US TRE0835-18 2,500,000.00 2,444,568.731.875 05/31/2022912828XD7 11/30 - 05/31 Received10/15/2018 2,407,100.002.9632.923
US TRE0836-18 2,500,000.00 2,438,161.691.750 05/31/2022912828XR6 11/30 - 05/31 Received10/15/2018 2,396,362.132.9642.923
US TRE0837-18 1,000,000.00 995,904.761.625 07/31/2020912828XM7 01/31 - 07/31 Received11/07/2018 978,610.002.9002.860
US TRE0856-19 1,000,000.00 1,000,496.382.625 08/31/20209128284Y3 08/31 - 02/29 Received03/08/2019 1,001,770.002.5022.468
US TRE0858-19 1,000,000.00 1,000,080.472.500 12/31/20209128285S5 06/30 - 12/31 Received03/08/2019 1,000,195.002.4882.454
US TRE0860-19 3,000,000.00 2,925,227.771.625 05/31/2023912828R69 05/31 - 11/30 Received03/08/2019 2,899,980.002.4592.426
US TRE0870-19 1,000,000.00 1,002,984.852.000 01/15/20219128283Q1 01/15 - 07/15 Received08/16/2019 1,005,350.001.6151.593
US TRE0872-19A 1,500,000.00 1,494,853.051.250 03/31/2021912828Q37 09/30 - 03/31 Received08/16/2019 1,491,615.001.6001.578
US TRE0872-19B 1,000,000.00 996,568.701.250 03/31/2021912828Q37 09/30 - 03/31 Received08/16/2019 994,410.001.6001.578
US TRE0873-19 1,000,000.00 1,008,103.622.375 04/15/20219128284G2 10/15 - 04/15 Received08/16/2019 1,013,000.001.5801.558
US TRE0881-19 2,000,000.00 2,003,321.652.500 06/30/2020912828XY1 12/31 - 06/30 Received09/13/2019 2,010,740.001.8161.791
US TRE0882-19 1,000,000.00 998,056.451.375 09/30/2020912828L65 09/30 - 03/31 Received09/13/2019 995,910.001.7711.747
US TRE0883-19 1,000,000.00 996,750.711.375 01/31/2021912828N89 01/31 - 07/31 Received09/13/2019 994,609.381.7721.747
US TRE0887-19 1,000,000.00 992,738.901.125 06/30/2021912828S27 12/31 - 06/30 Received09/13/2019 989,531.251.7191.695
US TRE0888-19 1,000,000.00 1,011,519.072.625 07/15/2021912828Y20 01/15 - 07/15 Received09/13/2019 1,016,445.311.7111.688
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PMS) 7.3.0
Page 4
Par Value
Stated
Rate
March 31, 2020
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal
Investments FY 2019-2020
YTM
365
YTM
360
Payment
DatesCUSIPInvestment #Issuer
Purchase
Date
Accrued Interest
At Purchase
Treasury Coupon Securities
US TRE0893-19 6,000,000.00 6,222,514.652.750 05/31/20239128284S6 11/30 - 05/31 Received11/04/2019 6,251,220.001.5401.519
US TRE0898-19 1,000,000.00 1,001,865.541.875 12/15/20209128283L2 12/15 - 06/15 Received11/21/2019 1,002,820.001.6071.585
US TRE0899-19 1,000,000.00 1,015,496.972.750 08/15/20219128284W7 02/15 - 08/15 Received11/21/2019 1,019,580.001.6001.578
US TRE0900-19 1,000,000.00 998,574.071.500 08/31/2021912828YC8 02/29 - 08/31 Received11/21/2019 998,210.001.6021.580
US TRE0902-19 1,000,000.00 993,112.151.125 09/30/2021912828T34 03/31 - 09/30 Received11/21/2019 991,450.001.5941.572
US TRE0903-19 1,000,000.00 1,022,139.132.875 10/15/20219128285F3 04/15 - 10/15 2,906.4211/21/2019 1,023,750.001.6001.578
US TRE0904-19 1,500,000.00 1,531,479.122.875 11/15/20219128285L0 05/15 - 11/15 710.8511/21/2019 1,537,617.191.5861.564
US TRE0909-20 1,500,000.00 1,508,868.132.000 01/15/20219128283Q1 07/15 - 01/15 2,967.0302/20/2020 1,506,738.281.4961.475
US TRE0910-20 1,500,000.00 1,522,697.122.250 04/30/2021912828WG1 04/30 - 10/31 10,384.6202/20/2020 1,513,593.751.4801.459
US TRE0911-20 4,000,000.00 4,041,745.392.000 05/31/2021912828WN6 05/31 - 11/30 17,923.5002/20/2020 4,026,120.001.4811.460
US TRE0912-20 1,500,000.00 1,527,721.502.625 06/15/20219128284T4 06/15 - 12/15 7,207.9902/20/2020 1,522,425.001.4741.454
US TRE0918-20 1,000,000.00 1,031,770.392.875 10/15/20219128285F3 04/15 - 10/15 10,054.6402/20/2020 1,023,300.001.4411.421
48,751,180.62Treasury Coupon Securities Totals 48,593,829.9360,203.661.85848,500,000.00 1.884
Miscellaneous Coupon Securities
FFCB0849-18 1,000,000.00 1,000,490.261.656 11/12/20203133EH2K8 02/12 - Quarterly Received12/20/2018 1,001,510.002.1782.149
1,000,490.26Miscellaneous Coupon Securities Totals 1,001,510.000.002.1491,000,000.00 2.178
153,850,736.10Investment Totals 153,597,630.69102,733.10153,500,546.26 1.895 1.921
Portfolio 2020
AC
Run Date: 04/09/2020 - 16:14 PM (PRF_PMS) 7.3.0
For Quarter Ending March 31, 2020
0.28%
55.75%
43.97%
Portfolio by Asset Class
Cash and Equivalents
Long Term
Short Term
For Quarter Ending March 31, 2020
8.79%
2.93%
3.26%
2.93%
6.48%
14.09%
2.61%
9.12%
2.80%
2.61%0.98%
0.65%
30.94%
11.73%0.09%
Par Value by Issuer Graph
BT
BTMSB
XON
FNB
FFCB
FHLB
FHLMC
FNMA
GWB
COLA
LMAA
RESFUND
UST
USB
WF
For Quarter Ending March 31, 2020
0.19%0.09%
26.00%
9.71%
28.43%
3.24%
0.65%
31.69%
Book Value By Investment Type
Money Market
Passbook/Checking Accounts
Certificate of Deposit
Commercial Paper
Federal Agency Coupon Securities
Federal Agency Disc.-Amortizing
Misc Coupon Securities
Treasury Coupon Securities
For Quarter Ending March 31, 2020
0.00
0.50
1.00
1.50
2.00
2.50
Investment Yield by Type
1
ITEM # 10
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: REQUESTS FROM AMES VELO FOR AMES GRAND PRIX
BACKGROUND:
The Ames Velo organization has proposed hosting its fourth Annual Ames Grand Prix
bicycle races on Saturday, June 13 and Sunday, June 14. The event consists of timed
races of 10 to 50 riders per race along a short circuit. It is anticipated that riders will
reach speeds of up to 35 miles per hour on the course. An estimated 500 individuals
are anticipated to attend the two days of racing.
MAIN STREET CRITERIUM EVENT:
On Saturday, June 13, the races will take place downtown from 4:00 p.m. until
approximately 11:00 p.m. To facilitate this event, organizers have requested the
following:
• Closure of Main Street from Clark Avenue to Douglas Avenue, Douglas Avenue
from Main Street to Sixth Street, Sixth Street from Douglas Avenue to Burnett
Avenue, Burnett Avenue from Sixth Street to Main Street, Fifth Street from
Douglas Avenue to Clark Avenue, Kellogg Avenue from Main Street to Sixth
Street, and Clark Avenue from Fifth Street to Main Street from 4:00 p.m. to 11:00
p.m.
• Closure of 280 metered parking spaces from 2:30 p.m. to 11:00 p.m. along the
race route and suspension of parking enforcement. City staff estimates that this
will result in a loss of $245 to the Parking Fund
• Blanket Temporary Obstruction Permit for the closed area
• Blanket Vending License for the closed area and waiver of fee ($50)
A finish line will be established in the 300 block of Main Street, and organizers will use a
speaker system to announce race results. A race command post will be set up on
Douglas Avenue. The speed of racers requires them to use the full width of the street
when entering and exiting turns. However, organizers will attempt to close intersections
in a way that allows vehicle traffic to turn onto adjacent streets to get past the race area.
CyRide will detour from Sixth Street to avoid the closed streets. Organizers have
contacted the Ames Main Street regarding this event, and Ames Main Street has
provided a letter of support.
2
RESEARCH PARK CIRCUIT RACE:
The following day, Sunday, June 14, races will be held from 8:00 a.m. to approximately
5:00 p.m. To facilitate this event, organizers have requested closure of the following
streets from 8:00 a.m. to 5:00 p.m. the day of the event: University Boulevard from
Ames Fitness Center south parking lot to Collaboration place, Collaboration Place, and
Plaza Loop. Additionally, a blanket Temporary Obstruction Permit, a blanket Vending
License and waiver of fee ($50) are also requested.
A letter of support from the ISU Research Park has been obtained for this event.
ISSUES FOR BOTH RACES:
In this style of race, the riders tend to group together. Therefore, organizers will manage
the street closures in a way that allows for motorists and pedestrians to cross into the
center of the race area when the route is clear. The organizers have staff that is
experienced in managing street closures for bicycle races.
For the ISU Research Park race, organizers will place signage well in advance of the
closures warning drivers of the potential for delay, and signs warning drivers to slow as
they approach the point where they will wait to be allowed through the racecourse. This
route is primarily confined to the ISU Research Park parking lot, so motorists are less
likely to be impacted.
Public Works will provide barricades and will place electronic message board signs in
each area prior to the race announcing the closures (if signs are available at that time).
Because of the high speeds of riders at these events and the potential for serious harm
if a rider encounters a roadway defect, Public Works will modify its street-sweeping
schedule to clear street debris from these routes the day prior to the race. Additionally,
City staff has requested that organizers inspect the pavement along the routes in the
days prior to the event and contact staff to patch any pavement defects that could cause
injury to a racer.
Organizers will obtain liability insurance through USA Cycling once the event is
approved by the City Council. The insurance limits proposed exceed the City’s minimum
requirements for special events. Additionally, City staff has asked that the participants’
hold harmless waivers also include language holding the City harmless.
Event organizers are planning to host beer gardens as part of both days of the
event. City staff is working through the details related to alcohol service. Once
finalized, the licensing and approvals for the alcohol service will be brought to
City Council for consideration.
Organizers have requested to obtain City Council approval for these events,
knowing that the current COVID-19 public health crisis has the potential to make
the June dates unrealistic. USA Cycling, the governing body providing the
3
insurance for the event, has suspended racing events through May 31, and will
notify organizers approximately two weeks in advance if that suspension extends
into June. Therefore, organizers have requested that backup dates of August 22
and 23 be approved. If the City extends the suspension of gatherings and events
on City streets into mid-June, no further City Council action would be required to
approve the August dates.
ALTERNATIVES:
1. Approve the requests as outlined above for the Ames Grand Prix on June 13-14
(with August 22-23 as backup dates), including waiver of blanket Vending
License fees ($100), contingent upon receipt of a certificate of liability insurance
and reimbursement for lost parking revenue.
This approval is contingent on the City Council removing the prohibition of
public gatherings on City rights-of-way due to the COVID-19 emergency for
the event dates requested by the Ames Grand Prix.
2. Direct staff to work with organizers to find an alternative location for this event.
3. Deny the requests.
CITY MANAGER’S RECOMMENDED ACTION:
This event is a unique opportunity to bring bicycle racing to Ames. The event proposed
has the support of Ames Main Street and the ISU Research Park. Organizers have
experience hosting these events in the past and have taken precautions in their
planning to ensure a safe, enjoyable event for the community.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative #1 as described above.
February 26, 2020
Mayor and City Council
City of Ames
515 Clark Ave
Ames, IA 50010
Dear Mayor Haila and Members of the Ames City Council,
Ames Main Street supports the closure of Main Street from Clark to Douglas, Douglas from Main to 6th Street,
6th Street from Douglas to Burnett, 5th Street from Burnett to Clark, and Clark from 5th Street to Main Street
(as shown in the included map), for the Fourth Annual Ames Velo Ames Grand Prix, which will be held on
Saturday, June 13, 2020 from 4pm-11pm.
This is a unique event that celebrates the true greatness of both Downtown Ames and the Ames community. By
bringing residents to Downtown Ames for attractions and events such as this, Ames Main Street is able to fulfill
its mission as a Main Street Iowa community and create an economically vibrant downtown with unique living,
dining, cultural, and entertainment experiences.
Sincerely,
Sonya Stoltze Newstrom
2020 Ames Main Street Board President
304 Main Street, Ames, IA 50010 515.233.3472 AmesDowntown.org
Saturday, June 13th 4pm – 11pm
Main Street Criterium
An evening of bike racing and fun in Downtown Ames.
Day 1 of the 3rd Annual Ames Grand Prix
Street Closures:
Street closures will start at 4:00pm and end around 11:00pm
No parking will be enforced on the course, as outlined in yellow on the map above
Ames Velo will coordinate a volunteer staff to ensure that pedestrians can cross safely, and
that motorists understand how to navigate out or around the course.
Volunteers will also assist in directing visitors to their destination point to the best of their
ability.
Race Info:
The Main Street Criterium is a .7 mile bike race around Downtown Ames.
Participants will be in town from across Iowa, and all over the Midwest.
Racers will also be competing for points in a summer long series across Iowa.
Races will cover a variety of skill levels, including FREE Kids Races, all the way up to
professional. 8 races will be completed throughout the evening.
Sponsorship packages are available to help promote
your business to visitors, and support this annual
community event. Please contact Jason Quinn for
more information - JMQ303@gmail.com or 515.509.9971
To see last year’s website, please visit:
www.AmesVelo.com/agp-2018
The 2020 site will be available upon event approval from
City Council, after Ames Velo has acquired a letter of
support from Downtown Ames and Research Park (the
second venue of the weekend on Sunday 6/30). Gilger Designs Women’s Race
Presented by Ames Velo: The Cycling Club of Ame
RMH Architects Race
Duck Worth Wearing Kids Race
Skunk River C cles Race
Presented by Ames Velo: The Cycling Club of Ame
April 23, 2020
To Whom It May Concern:
Iowa State University Research Park fully supports the use of University Boulevard, Airport
Road, South and North Loop Drives and Collaboration Place for the Ames Velo Grand Prix race
series to be held at ISU Research Park and Main Street. In addition, we continue to work closely
with our tenant partners including Ames Fitness, McFarland Clinic and Lily Pad to bring them
sponsorship and other opportunities related to the event and they are supportive.
We are supportive of both the June 13/14 dates, as well as the alternate dates of August
22/23.
We welcome the opportunity to showcase what we are building at ISURP, to give our tenant
community another chance to interact with one another, and in some cases, so participate in
this great event. Our tenants continue to indicate that wellness and fitness and amenities
exactly like this race are what we need to continue to build to make ISURP a thriving
community for innovators. Ames Velo have been amazing stewards to both our community and
the greater cycling community and should be commended for the professional and top-notch
way they run their organization. We are proud supporters of their work and hope to see this
partnership continue for years to come. Please feel free to reach out if you have additional
questions or concerns (adoyle@iastate.edu/515.296.4204)
Kind Regards,
Alison M Doyle
Alison Doyle
Iowa State University Research Park
Director of Marketing and Business Engagement
ITEM # __11__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: VACATION OF AN INGRESS-EGRESS EASEMENT AT 2500 SE 16TH
STREET
BACKGROUND:
City of Ames staff has received a letter (see Attachment A) by James Bergkamp Jr., who
represents Van Wall Equipment Inc., the current owners of the property at 2500 SE 16th
Street. As stated in the letter, Van Wall Equipment wishes to purchase the adjacent property
at 2400 SE 16th Street (former Amoco site) and combine both lots for future development.
In order to facilitate the sale and development of these lots, the letter contains two (2)
requests.
Request #1 involves the vacation and conveyance of City right-of-way (ROW) generally
located south of 2400 SE 16th Street. However, because Van Wall does not yet own that
property, that request cannot be addressed at this time.
The most critical request for Van Wall (#2 in the letter) is for the vacation of an existing
ingress-egress easement across their property at 2500 SE 16th Street (see Attachment
B). This easement (see Attachment C) was granted to the City in 1987 to provide
access from S Dayton Ave to 2600 SE 16th St (Econo Lodge Hotel). At the time, SE
16th St was gravel, and this provided paved access for their guests. SE 16th St is now
paved, and Econo Lodge has full access from their driveway on SE 16th Street. Staff
contacted the Econo Lodge and received concurrence for this easement vacation
from the property owner’s representative in this matter. Therefore, with the consent
of the owners of both impacted properties, the vacation of this easement is
recommended to be approved.
ALTERNATIVES:
1. Set the date of public hearing as May 12, 2020 for the vacation of the ingress-egress
easement at 2500 SE 16th Street.
2. Reconsider the vacation of the ingress-egress easement at 2500 SE 16th Street.
MANAGER'S RECOMMENDED ACTION:
With approval from the property owners at 2500 (Van Wall) and 2600 SE 16th St (Econo
Lodge), the existing ingress-egress easement across 2500 SE 16th Street can be vacated.
There is no longer a reason for the City to retain this easement. Therefore, it is the
recommendation of the City Manager that the City Council adopt Alternative No. 1, as
noted above.
ATTACHMENT A
SE 16TH ST
S DAYTON PL
Map of 2500 & 2600 SE 16th Street:Proposed Ingress-Egress Easement Vacation N 1 inch = 100 feetDate: 4/17/2020
Iowa DOT ROW
Attachment B
City ROW
2500 SE 16th St(Van Wall property)
2600 SE 16th St(Econo Lodge)
Ingress-Egress Easement Proposed to be Vacated
2400 SE 16th St
ATTACHMENT C
ITEM # _ 12 ___
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: VACATION OF A STORMWATER RETENTION EASEMENT ACROSS
PORTIONS OF DAYTON PARK SUBDIVISION
BACKGROUND:
In 1997, as part of the 2nd Addition to the Dayton Park Subdivision, a storm sewer, surface
water flowage, and surface water storage and retention easement was established over all
of what was then referred to as “Outlot X” (17.11 acres). The intent of this stormwater
easement was to replace a larger stormwater retention easement that was first established
in 1980 and then revised in 1994 before Dayton Park Subdivision was platted and
developed.
With the development of the lots within Dayton Park Subdivision, the 1980/1994 stormwater
easement has since become an unnecessary encumbrance to developers. A potential
developer of 2635 SE 16th Street has requested for this easement to be vacated.
Therefore, since the stormwater retention area has been re-established with the 1997
easement with Dayton Park Subdivision, the 1980/1994 stormwater retention easement can
be vacated. This easement was granted solely to the City of Ames, thus there are no other
users of this easement.
Attachment A is a map showing the location of the existing 1980/1994 stormwater retention
easement proposed to be vacated and the existing Dayton Park Subdivision 2nd Addition
easement which is to remain.
ALTERNATIVES:
1. Set the date of public hearing as May 12, 2020 to approve the vacation of the
aforementioned easement.
2. Reconsider the vacation of the aforementioned easement.
MANAGER'S RECOMMENDED ACTION:
The 1980/1994 stormwater easement can be vacated because the stormwater retention
area was re-established with the final plat of the 2nd Addition to the Dayton Park Subdivision.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as noted above.
SHADY GROVE LN
BIRCH AVE
WILLOW RD
PECAN AVE
PINE CIR
SPRUCE CIR
POPLAR CIR
S DAYTON PL
S BELL AVE
SE 16TH ST
HYATT CIR
§¨¦35
§¨¦35
§¨¦35
§¨¦35 §¨¦35
§¨¦35
LOCATION MAP:Dayton Park SubdivisionProposed storm water retention easement vacation N 1 inch = 300 feetDate: 4/21/2020
2423 Hwy 30
STORM WATER RETENTION EASEMENT PROPOSED TO BE VACATED (BLACK)EXISTING STORM WATER EASEMENT TO REMAIN (WHITE)
AT TACHMENT A
1
ITEM # __13 __
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: ORDINANCE EXTENDING THE INDUSTRIAL TAX EXEMPTION
AVAILABILITY TO YEAR 2030
BACKGROUND:
Iowa Code Chapter 427B authorizes municipalities to provide for five-year declining
scale property tax abatement as an incentive for new construction related to
manufacturing, research, warehousing, and distribution uses. The City of Ames first
enacted an ordinance providing for this industrial tax exemption in 1985 for an initial
period of five years. The ordinance was subsequently amended to make the exemption
available until 2010, and once again extended through July 1, 2020.
State law provides the following partial property tax exemption schedule for the
incremental value of improvements for qualifying uses determined by the City
Assessor:
• Year 1 = 75% Property Tax Exemption
• Year 2 = 60% Property Tax Exemption
• Year 3 = 45% Property Tax Exemption
• Year 4 = 30% Property Tax Exemption
• Year 5 = 15% Property Tax Exemption
Nearly every City in Iowa has adopted an ordinance to provide abatement under
Chapter 427B as a method to attract new construction that will also improve
employment opportunities. Cities have been allowed to use the abated taxes as local
match to various other economic development incentive programs managed by the
state. The City of Ames would be at a competitive disadvantage with other Iowa
communities if the ordinance offering this property tax abatement incentive was not
extended beyond 2020.
ALTERNATIVES:
1. Set the date of hearing for May 12, 2020 to approve an ordinance extending the
availability of the Industrial Tax Exemption incentive for an additional 10 years
through June 30, 2030.
2. Decide to not extend the availability of the Industrial Tax Exemption incentive and
allow it to expire on July 1, 2020.
2
CITY MANAGER'S RECOMMENDED ACTION:
The Industrial Tax Exemption provides an important economic incentive to attract new
industries to Ames and expand existing industry. Abated taxes can be used to match
other state economic development incentive programs managed by the state.
Continuing this form of property tax abatement allows the City to remain competitive
with other communities.
It is therefore the recommendation of the City Manager that the City Council approve
Alternative #1 and set May 12, 2020 as the hearing date to approve an ordinance
extending the availability of the Industrial Tax Exemption incentive through June 30,
2030.
1
ITEM # ____14__
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: ACQUISITION OF ARTWORK FROM BLACK ARTS AND MUSIC
FESTIVAL FOR PUBLIC ART COMMISSION
BACKGROUND:
On April 1, 2020, the Public Art Commission (PAC) approved a recommendation to
acquire three works of art that were exhibited at the Black Arts and Music Festival
(BAMF), which was hosted at the Ames Public Library in February 2020. The total
acquisition cost of the three pieces is $1,796. PAC has sufficient funds in its FY 2019/20
budget to acquire the art. Once acquired, these works will be incorporated into the City’s
collection, and displayed in City Hall or other City facilities as determined by PAC.
The works to be acquired are:
Title: We Will Overcome (2018)
Artist: Jamila Johnson
Reductive woodcut
Price: $350
Justification:
Acquisition of featured pieces exhibited at
the juried Black Arts and Music Festival at
the Ames Public Library in February 2020.
Recommendation:
The Public Art Commission recommends
purchase of “We Will Overcome” into the
City of Ames art collection.
APPROVED for Accession: March 4, 2020
by the Public Art Commission
2
Title: Goodnight Moon (2019)
Artist: Jamila Johnson
Drypoint, watercolor
Price: $150
Justification:
Acquisition of featured pieces exhibited at
the juried Black Arts and Music Festival at
the Ames Public Library in February 2020.
Cost: $150
Recommendation:
The Public Arts Commission recommends
purchase of “Goodnight Moon” into the
City of Ames art collection.
APPROVED for Accession: March 4, 2020
by the Public Art Commission
Title: Ladies of Summer (2019)
Artist: Juliana Jones
Hand-cut paper
Price: $1,296
Justification:
Acquisition of featured pieces
exhibited at the juried Black Arts
and Music Festival at the Ames
Public Library in February 2020.
Recommendation:
The Public Art Commission recommends purchase of “Ladies of Summer” into the City
of Ames art collection.
APPROVED for Accession: March 4, 2020 by the Public Art Commission
3
ALTERNATIVES:
1. Approve the accession of three Black Arts and Music Festival works as
recommended by PAC.
2. Do not approve the accession of these works of art.
CITY MANAGER’S RECOMMENDED ACTION:
These works of art have been recommended for acquisition by the Public Art
Commission. Acquiring these pieces for display aligns with the City Council’s value of a
fun, vibrant community that attracts and retains people.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as described above.
ITEM #___15__
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: WATER POLLUTION CONTROL FACILITY (WPCF) DIGESTER COVER
REPAIRS
BACKGROUND:
The City’s Water Pollution Control Facility (WPCF) utilizes two primary digesters and one
secondary digester to treat and store biosolids prior to disposal by land application.
On August 30, 2019, an incident occurred that resulted in damage to the cover of Primary
Digester Number Two (PD#2). With the Secondary Digester out of service for
improvements, staff was utilizing PD#2 as a Primary Digester and PD#1 as a Secondary
Digester. The overflow line used to transfer sludge between the two digesters plugged,
causing pressure to build up in PD#2. The pressure in PD#2 caused the cover to rise,
breaking welds and bending steel plates that hold the cover in place.
On October 2-4, 2019, an inspection was performed by Walker Process Equipment, the
digester cover manufacturer. Walker Process Equipment provided a detailed report of the
damage to the digester cover and recommendations for repairs.
During the time this incident occurred, the Digester Improvements Phase II Project was
taking place. City staff worked with the prime contractor on-site (Shank Constructors), the
project consulting engineer (Strand Engineering), and Walker Process Equipment to
develop a solution to restore the digester cover to its original condition. Shank
Constructors provided a Time and Materials Not to Exceed cost of $244,138 for the work.
On January 9, 2020, a representative with Chubb Insurance visited the WPCF to evaluate
the incident. Following the site visit, Chubb Insurance confirmed coverage for
$224,057 of the $244,138 cost proposal provided by Shank Constructors, subject
to a $100,000 deductible. Chubb insurance will not cover $20,081 associated with the
digester level indicator replacement. These level indicators are critical to plant operation
and it is necessary for replacement. Had the level indicators been operational, it is
possible that the problem might have been detected sooner. The City intends to pay for
100% of the work and be reimbursed by Chubb Insurance at the completion of the project.
The reimbursement will be for the payment less the deductible for a total reimbursement
of $124,057.
Insurance claims are exempt from formal competitive bidding process. The cost and
approach for this work has been reviewed by City staff and the consulting engineers and
determined to be reasonable. City staff has worked with Shank Constructors on previous
projects and are confident in their ability to perform the work and communicate with City
staff throughout the project. City staff intends to track the time and materials daily and
have weekly meetings to come to an agreement on hours and material costs.
The WPCF Digester Improvements Phase II Project budget has been revised to include
this cost.
Engineering fees 515,700
Original Contract 2,165,200
Change Order #1 23,063
Change Order #2 49,933
Change Order #3 42,318
Digester Cover Repairs 244,138
Chubb Insurance Reimbursement (124,057)
Contingency 360,104
Total Project Cost 3,276,399
Total Authorized Funding 4,247,499
ALTERNATIVES:
1. Award a contract for the digester cover repairs to Shank Constructors, Inc. of
Minneapolis, Minnesota, in the amount of $244,138.
2. Do not award a contract at this time.
MANAGER'S RECOMMENDED ACTION:
The consulting engineers and City staff have worked together to develop a reasonable,
cost effective recommendation. The Primary Digesters are critical to plant operation and
repairing the cover in a timely manner is necessary for operations. Therefore, it is the
recommendation of the City Manager that the City Council adopt Alternative #1, thereby
approving the contract to Shank Constructors in the amount of $244,138.
ITEM#: 16a
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: FY 2020/21 AIRPORT IMPROVEMENTS PROGRAM (ELECTRICAL
VAULT & LIGHTING PROJECT)
BACKGROUND:
In FY 2020/21 of the Airport Improvements Program of the Capital Improvements Plan, a
project is shown to replace the old runway/taxiway lighting regulators (currently located
in the basement of the old terminal building) and place them in an above-ground vault.
This project has been under design by Bolton & Menk.
At the April 14, 2020 meeting, City Council approved an addendum to the existing
professional services agreement with Bolton & Menk to conduct the additional design
work (all eligible under the existing grant) to replace the airfield lighting as a bid-alternate
in the original electrical vault plans.
The electrical vault project is budgeted for $293,208 (base bid) with an additional
$388,305 in design and construction for the runway lighting project (bid alternate). This
brings the estimated total budget to $681,513. The FAA has indicated that this project
would be funded at 100% Federal participation (no local match) as part of the Coronavirus
Aid, Relief, and Economic Security (CARES) Act funding bill. It should be noted that
this 100% FAA construction funding is separate from the $69,000 in Federal aid
awarded to the Airport through the CARES Act for operational assistance (separate
CAF). The deadline for submission of the FAA Grant application has been extended
to June 15, 2020. If the grant is not awarded by FAA, the projects will not proceed
at this time.
Because the project total exceeds $250,000 in one fiscal year, the FAA also requires
an update to the Airport’s Disadvantaged Business Enterprise (DBE) program
(attached), setting the DBE goal of 0.3% for the FY 2020/21 Airport Improvements
Program (Electrical Vault & Lighting Project). The DBE goal is established by
professional recommendation from the consultant, who determines DBE participation
based upon the nature of the work and potential DBEs in our region who could reasonably
perform that type of work.
ALTERNATIVES:
1. A) Approve plans and specifications for the FY 2020/21 Airport Improvements
Program (Electrical Vault & Lighting Project), and establish May 20, 2020, as
the date of letting and May 26, 2020, as the date for report of bids.
PUBLIC NOTICE
The City of Ames hereby announces its proposed Disadvantaged Business Enterprise (DBE) participation
goal of 0.3% for the FAA-funded contracts/agreements. The proposed goal pertains to federal fiscal
years 2019 through 2021. The proposed goals and rationale are available for inspection between 8:00
a.m. and 5:00 p.m., Monday through Friday at City Hall, 515 Clark Ave, Ames, IA 50010 for 30 days from
the date of this publication.
Comments on the DBE goal will be accepted for 30 days from the date of this publication and can be
sent to the following:
Damion Pregitzer
DBE Liaison Officer (Traffic Engineer)
City Hall
515 Clark Ave
Ames, IA 50010
515-239-5105
damion.pregitzer@cityofames.org
AND
Federal Aviation Administration
Office of Civil Rights
Ofelia Medina
FAA Western-Pacific Regional Office
777 S. Aviation Blvd Suite 150
El Segundo, CA 90245
Ofelia.Medlina@faa.gov
http://www.faa.gov/about/office_org/headquarters_offices/acr/bus_ent_program/
Item No. 16b
49 CFR PART 26
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Ames Municipal Airport
CITY OF AMES DBE PROGRAM
2019-2021
POLICY STATEMENT
Section 26.1, 26.23 Objectives/Policy Statement
The City of Ames, owner of Ames Municipal Airport, has established a Disadvantaged Business Enterprise (DBE)
Program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26. The
City of Ames has received Federal financial assistance from the Department of Transportation, and as a
condition of receiving this assistance, the City of Ames has signed an assurance that it will comply with 49 CFR
Part 26 (hereafter referred to as “Part 26”).
It is the policy of the City of Ames to ensure that DBEs as defined in Part 26, have an equal opportunity to
receive and participate in DOT–assisted contracts. It is also the City of Ames’s policy to engage in the following
actions on a continuing basis:
1. Ensure nondiscrimination in the award and administration of DOT- assisted contracts;
2. Create a level playing field on which DBEs can compete fairly for DOT-assisted contracts;
3. Ensure that the DBE Program is narrowly tailored in accordance with applicable law;
4. Ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to
participate as DBEs;
5. Help remove barriers to the participation of DBEs in DOT assisted contracts;
6. Promote the use of DBEs in all types of federally-assisted contracts and procurement activities;
7. Assist the development of firms that can compete successfully in the market place outside the DBE
Program; and
8. Make appropriate use of the flexibility afforded to recipients of Federal financial assistance in
establishing and providing opportunities for DBEs.
Damion Pregitzer has been delegated as the DBE Liaison Officer. In that capacity, Damion Pregitzer is responsible
for implementing all aspects of the DBE program. Implementation of the DBE program is accorded the same
priority as compliance with all other legal obligations incurred by the City of Ames in its financial assistance
agreements with the Department of Transportation.
The City City of Ames has disseminated this policy statement to the City Council and all of the components of
our organization. This statement has been distributed to DBE and non-DBE business communities that may
perform work on City of Ames DOT-assisted contracts. We have informed the general public and business
community of this DBE program and goal through publication. We have further informed the business
community that works on DOT-assisted contracts through the inclusion of DBE goal requirements into project
bidding/contract documents. DBE reporting documentation is included as an attachment to this policy.
______________________________________ ________________
Damion Pregitzer, DBE Liaison Officer (Traffic Engineer) Date
49 CFR PART 26
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Ames Municipal Airport
GENERAL REQUIREMENTS
Section 26.1 Objectives
The objectives are elaborated in the policy statement on the first page of this program.
Section 26.3 Applicability
The City of Ames is the recipient of Federal airport funds authorized by 49 U.S.C. 47101, et seq.
Section 26.5 Definitions
The City of Ames will use terms in this program that have their meanings defined in Part 26, §26.5.
Section 26.7 Non-discrimination Requirements
The City of Ames will never exclude any person from participation in, deny any person the benefits of, or
otherwise discriminate against anyone in connection with the award and performance of any contract covered
by 49 CFR Part 26 on the basis of race, color, sex, or national origin.
In administering its DBE program, the City of Ames will not, directly or through contractual or other
arrangements, use criteria or methods of administration that have the effect of defeating or substantially
impairing accomplishment of the objectives of the DBE program with respect to individuals of a particular race,
color, sex, or national origin.
Section 26.11 Record Keeping Requirements
Reporting to DOT
The City of Ames will provide data about its DBE Program to the Department as directed by DOT operating
administrations.
DBE participation will be reported to the FAA as follows:
The City of Ames will transmit to the FAA annually, by or before December 1, the information required for
the “Uniform Report of DBE Awards or Commitments and Payments”, as described in Appendix B to Part 26.
The City of Ames will similarly report the required information about participating DBE firms. All reporting
will be done through the FAA official reporting system, or another format acceptable to the FAA as
instructed thereby.
Bidders List
The City of Ames will create and maintain a bidders list. The purpose of the list is to provide as accurate data as
possible about the universe of DBE and non-DBE contractors and subcontractors who seek to work on the City of
Ames DOT-assisted contracts, for use in helping to set overall goals. The bidders list will include the name,
address, DBE and non-DBE status, age of firm, and annual gross receipts of firms. This information will be
collected from the form in Attachment 3.
49 CFR PART 26
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Ames Municipal Airport
Section 26.13 Federal Financial Assistance Agreement
The City of Ames has signed the following assurances, applicable to all DOT-assisted contracts and their
administration:
Assurance: - Each financial assistance agreement the City of Ames signs with a DOT operating administration (or
a primary recipient) will include the following assurance:
The City of Ames shall not discriminate on the basis of race, color, national origin, or sex in the award
and performance of any DOT-assisted contract or in the administration of its DBE program or the
requirements of 49 CFR Part 26. The City of Ames shall take all necessary and reasonable steps under 49
CFR Part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The
City of Ames DBE program, as required by 49 CFR Part 26 and as approved by DOT, is incorporated by
reference in this agreement. Implementation of this program is a legal obligation and failure to carry out
its terms shall be treated as a violation of this agreement. Upon notification to the City of Ames of its
failure to carry out its approved program, the Department may impose sanctions as provided for under
49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001
and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).
Contract Assurance: The City of Ames will ensure that the following clause is included in each DOT-funded
contract it signs with a contractor (and each subcontract the prime contractor signs with a subcontractor):
The contractor, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin,
or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part
26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these
requirements is a material breach of this contract, which may result in the termination of this contract or such
other remedy as the recipient deems appropriate, which may include, but is not limited to:
1) Withholding monthly progress payments;
2) Assessing sanctions;
3) Liquidated damages; and/or
4) Disqualifying the contractor from future bidding as non-responsible.
ADMINISTRATIVE REQUIREMENTS
Section 26.21 DBE Program Updates
The City of Ames is required to have a DBE program meeting the requirements of this part as it will receive
grants for airport planning or development and will award prime contracts, cumulative total value of which
exceeds $250,000 in FAA funds in a federal fiscal year. The City of Ames is not eligible to receive DOT financial
assistance unless DOT has approved this DBE program and the City of Ames is in compliance with it and Part 26.
The City of Ames will continue to carry out this program until all funds from DOT financial assistance have been
expended. The City of Ames does not have to submit regular updates of the DBE program document, as long as
49 CFR PART 26
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Ames Municipal Airport
it remains in compliance. However, significant changes in the program, including those required by regulatory
updates, will be submitted for DOT approval.
Section 26.23 Policy Statement
The Policy Statement is elaborated on the first page of this DBE Program.
Section 26.25 DBE Liaison Officer (DBELO)
The following individual has been designated as the DBE Liaison Officer for the City of Ames:
Damion Pregitzer, P.E. (Traffic Engineer)
City Hall
515 Clark Ave
Ames, IA 50010
(515) 239-5160
dpregitzer@city.ames.ia.us
In that capacity, the DBELO is responsible for implementing all aspects of the DBE program and ensuring that the
City of Ames complies with all provision of 49 CFR Part 26. The DBELO has direct, independent access to the City
Council concerning DBE program matters. An organizational chart displaying the DBELO’s position in the
organization is included in Attachment 2 to this program.
The DBELO is responsible for developing, implementing and monitoring the DBE program, in coordination with
other appropriate officials. The DBELO has a staff of one (1) to assist in the administration of the program. The
duties and responsibilities include the following:
1. Gathers and reports statistical data and other information as required by DOT.
2. Reviews third party contracts and purchase requisitions for compliance with this program.
3. Works with all departments to set overall annual goals.
4. Ensures that bid notices and requests for proposals are available to DBEs in a timely manner.
5. Identifies contracts and procurements so that DBE goals are included in solicitations (both race-
neutral methods and contract specific goals) and monitors results.
6. Analyzes City of Ames’s progress toward attainment and identifies ways to improve progress.
7. Participates in pre-bid meetings.
8. Advises the CEO/governing body on DBE matters and achievement.
9. Chairs the DBE Advisory Committee.
10. Determine contractor compliance with good faith efforts.
11. Provides DBEs with information and assistance in preparing bids, obtaining bonding and insurance.
49 CFR PART 26
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Ames Municipal Airport
Section 26.27 DBE Financial Institutions
It is the policy of the City of Ames to investigate the full extent of services offered by financial institutions
owned and controlled by socially and economically disadvantaged individuals in the community, to make
reasonable efforts to use these institutions, and to encourage prime contractors on DOT-assisted contracts to
make use of these institutions.
Section 26.29 Prompt Payment Mechanisms
The City of Ames requires that all subcontractors performing work on DOT-assisted contracts shall be promptly
paid for work performed pursuant to their agreements, in accordance with all relevant federal, state, and local
law.
In accordance with 49 CFR §26.29, the City of Ames established a contract clause implementing this requirement
and requires prime contractors to pay subcontractors for satisfactory performance of their contracts no later
than 30 days from the prime contractor’s receipt of each payment from the City of Ames.
The City of Ames ensures prompt and full payment of retainage from the prime contractor to the subcontractor
within 30 days after the subcontractor's work is satisfactorily completed. Pursuant to §26.29, the City of Ames
has selected the following method to comply with this requirement:
(Option 3) The Owner may hold retainage from prime contractors and provide for prompt and regular
incremental acceptances of portions of the prime contract, pay retainage to prime contractors based on
these acceptances, and require a contract clause obligating the prime contractor to pay all retainage
owed to the subcontractor for satisfactory completion of the accepted work within 30 days after your
payment to the prime contractor. To implement this measure, the City of Ames includes the following
clause from FAA Advisory Circular 150/5370-10 in each DOT-assisted prime contract:
The Contractor is required to pay all subcontractors for satisfactory performance of their contracts no
later than 30 days after the Contractor has received a partial payment. The Owner must ensure prompt
and full payment of retainage from the prime Contractor to the subcontractor within 30 days after the
subcontractor’s work is satisfactorily completed. A subcontractor’s work is satisfactorily completed
when all tasks called for in the subcontract have been accomplished and documented as required by the
Owner.
From the total of the amount determined to be payable on a partial payment, 5 percent of such total
amount will be deducted and retained by the Owner until the final payment is made, except as may be
provided (at the Contractor’s option) in the subsection 90-08 titled PAYMENT OF WITHHELD FUNDS of
this section. The balance, 95 percent of the amount payable, less all previous payments, shall be
certified for payment. Should the Contractor exercise his or her option, as provided in the subsection
90-08 titled PAYMENT OF WITHHELD FUNDS of this section, no such percent retainage shall be
deducted.
When at least 95% of the work has been completed, the Engineer shall, at the Owner’s discretion and
with the consent of the surety, prepare estimates of both the contract value and the cost of remaining
work to be done.
The Owner may retain an amount not less than twice the contract value or estimated cost, whichever is
greater, of the work remaining to be done. The remainder, less all previous payments and deductions,
will then be certified for payment to the Contractor.
49 CFR PART 26
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Section 26.31 Directory
The City of Ames is a non-certifying member of the IA Unified Certification Program (UCP). The UCP maintains a
directory identifying all firms eligible to participate as DBEs, which contains all the elements required by §26.31.
Iowa DOT office of Contracts, EEO Section
800 Lincoln Way
Ames, IA 50010
(515) 239-1422
http://www.iowadot.gov/contracts/contract_eeoaa.htm
Section 26.33 Over-concentration
The City of Ames has not identified that over-concentration exists in the types of work that DBEs perform.
Section 26.35 Business Development Programs
The City of Ames has not established a Business Development Program.
Section 26.37 Monitoring Responsibilities
The City of Ames implements and carries out appropriate mechanisms to ensure compliance with 49 CFR Part 26
program requirements by all program participants, including prompt payment, and describes and set forth these
mechanisms in the City of Ames’s DBE program.
The City of Ames actively monitors participation by maintaining a running tally of actual DBE attainments (e.g.,
payments actually made to DBE firms), including a means of comparing these attainments to commitments.
Monitoring Payments to DBEs and Non-DBEs
The City of Ames undertakes monitoring of prime payments to subcontractors over the course of any covered
contract.
The City of Ames requires prime contractors to maintain records and documents of payments to subcontractors,
including DBEs, for a minimum of three (3) years unless otherwise provided by applicable record retention
requirements for City of Ames’s financial assistance agreement, whichever is longer. These records will be made
available for inspection upon request by any authorized representative of the City of Ames or DOT. This
reporting requirement extends to all subcontractors, both DBE and non-DBE.
The City of Ames proactively reviews contract payments to subcontractors including DBEs quarterly to evaluate
whether the actual amount paid to DBE subcontractors is equivalent to the amounts reported to the City of
Ames by the prime contractor.
Prompt Payment Dispute Resolution
The City of Ames will take the following steps to resolve disputes as to whether work has been satisfactorily
completed for purposes of §26.29. This would include meeting with the Prime of DBE subcontractors for the
purpose of resolving the dispute between the parties. Enforcement action would include withholding of final
payment to Prime until the dispute is resolved and documented.
49 CFR PART 26
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The City of Ames has established, as part of its DBE program, the following mechanism(s) to ensure prompt
payment and return of retainage.
(1) Alternative dispute resolution (ADR)
▪ The following subsection 70-22 Dispute Resolution is added to each prime
contract:
SUBSECTION 70-22 – DISPUTE RESOLUTION
Add the following Subsection 70-22 to Section 70 of the FAA General Provisions (AC150/5370-10)
OWNER and CONTRACTOR agree that they shall submit any and all unsettled claims, counterclaims, disputes
or other matters in question between them arising out of or relating to the Contract Documents or the
breach thereof to the following Mediation / Arbitration procedure for dispute resolution.
1. Mediation Procedure
a. Notice to Invoke Procedure
Should a dispute arise over the interpretation or application of this Agreement, which cannot be
resolved by negotiations between the parties, they shall invoke this Mediation Procedure before
proceeding to litigation. Either party may invoke the Procedure by giving written notice to the
other. The notice shall include the designation of an executive officer with authority to engage
in mediation and settle the dispute.
b. Response
Within fourteen (14) business days of a notice given as provided above, the other party shall
respond, designating an executive officer with authority to engage in mediation and settle the
dispute on its behalf.
c. Submission
Within five (5) business days of a response given as provided above, the parties shall select a
mutually acceptable neutral third party, who shall act as mediator, and schedule the first
mediation session to resolve the dispute. All mediation meetings shall be held at the offices of
the Owner unless otherwise agreed.
d. No Resolution through Mediation
In the event the parties are unable to reach a resolution of the dispute through the Mediation
Procedure, described herein, each party agrees to enter into Arbitration in accordance with the
terms and conditions of Subsection 70-22, 2 of the Supplementary Provisions.
e. Confidentiality
To the extent permissible under Code of Iowa, Chapter 22 and the Iowa Open Meeting Law, by
entering into this Mediation Procedure, the parties shall be taken to agree that the entire
proceeding is confidential; that the parties, their representatives and the Neutral Third Party
must keep confidential all statements, whether oral or written, made in this proceeding, and all
other matters relating to the proceeding, including the settlement agreement, except when, and
insofar as its disclosure is necessary to implement and enforce such agreement. All such
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matters will be inadmissible and not subject to discovery in any litigation, arbitration, or other
proceeding.
The Neutral Third Party will be disqualified as a witness, consultant, or expert for any part to this
proceeding, and his opinions, records or notes in this proceeding will be inadmissible in any
litigation, arbitration or other proceeding.
2. Arbitration Agreement
a. All claims, disputes and other matters in question between OWNER and CONTRACTOR arising
out of or relating to the Contract Documents or the breach thereof (except for claims which
have been waived by the making or acceptance of final payment as provided by Subsection 90-
09) will be decided by arbitration in accordance with the Construction Industry Arbitration Rules
of the American Arbitration Association then obtaining, subject to the limitations of this Article
16.02. This agreement so to arbitrate and any other agreement or consent to arbitrate entered
into in accordance herewith as provided in this Article 16.02 will be specifically enforceable
under the prevailing law of any court having jurisdiction.
b. No demand for arbitration of any claim, dispute or other matter that is required to be referred
to ENGINEER initially for decision in accordance with Subsection 50-01 will be made until the
earlier of (a) the date on which ENGINEER has rendered a written decision or (b) the thirty-first
day after the parties have presented their evidence to ENGINEER if a written decision has not
been rendered by ENGINEER before that date. No demand for arbitration of any such claim,
dispute or other matter will be made later than thirty days after the date on which ENGINEER
has rendered a written decision in respect thereof in accordance with Subsection 50-01; and the
failure to demand arbitration within said thirty days’ period will result in ENGINEER’s decision
being final and binding upon OWNER and CONTRACTOR. If ENGINEER renders a decision after
arbitration proceedings have been initiated, such decision may be entered as evidence but will
not supersede the arbitration proceedings, except where the decision is acceptable to the
parties concerned. No demand for arbitration of any written decision of ENGINEER will be made
later than thirty (30) days after the party making such demand has delivered written notice of
intention to appeal.
c. Notice of the demand for arbitration will be filed in writing with the other party to the
Agreement and with the American Arbitration Association, and a copy will be sent to ENGINEER
for information. The demand for arbitration will be made within the thirty-day or ten-day period
specified in paragraph 2.b as applicable, and in all other cases within a reasonable time after the
claim, dispute or other matter in question has arisen, and in event shall any such demand be
made after that date when institution of legal or equitable proceedings based on such claim,
dispute or other matter in question would be barred by the applicable statute of limitations.
d. Except as provided in paragraph 2.e below, no arbitration arising out of or relating to the
Contract Documents shall include by consolidation, joinder or in any other manner any other
person or entity (including ENGINEER, ENGINEER’s Consultant and the officers, directors, agents,
employees or consultants of any of them) who is not a party to this contract unless:
1. The inclusion of such other person or entity is necessary if complete relief is to be
afforded among those who are already parties to the arbitration, and
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2. Such other person or entity is substantially involved in a question of law or fact which is
common to those who are already parties to the arbitration and which will arise in such
proceedings, and
3. The written consent of the other person or entity sought to be included and of OWNER
and CONTRACTOR has been obtained for such inclusion, which consent shall make
specific reference to this paragraph; but no such consent shall constitute consent to
arbitration of any dispute not specifically described in such consent or to arbitration
with any party not specifically identified in such consent.
e. Notwithstanding paragraph 2.d if a claim, dispute or other matter in questions between OWNER and
CONTRACTOR involves the Work of a Subcontractor, either OWNER or CONTRACTOR may join such
Subcontractor as a party to the arbitration between OWNER AND CONTRACTOR hereunder.
CONTRACTOR shall include in all subcontracts a specific provision whereby the Subcontractor
consents to being joined in arbitration between OWNER and CONTRACTOR involving the Work of
such Subcontractor. Nothing in this paragraph 2.e nor in the provision of such subcontract
consenting to joinder shall create any claim, right or cause of action in favor of Subcontractor and
against OWNER, ENGINEER, or ENGINEER’s Consultants that does not otherwise exist.
f. If the amount of the dispute submitted for arbitration was less than or equal to $ 15,000, the award
rendered by the arbitrators will be final, judgment may be entered upon it in any court having
jurisdiction thereof, and it will not be subject to modification or appeal.
g. If the amount of the dispute submitted for arbitration was greater than $ 15,000, the award
rendered by the arbitrators may be accepted by all parties and judgment may be entered upon it in
any court having jurisdiction; or any party may choose to reject the proposed award of the
arbitrators and elect to pursue other legal remedies that are available.
h. OWNER and CONTRACTOR agree that they shall first submit any and all unsettled claims,
counterclaims, disputes and other matters in question between them arising out of or relating to
the Contract Documents or the breach thereof (“disputes”), to mediation by The American
Arbitration Association under the Construction Industry Mediation Rules of the American Arbitration
Association prior to either of them initiating against the other a demand for arbitration pursuant to
paragraphs 2.a through 2.f, unless delay in initiating arbitration would irrevocably prejudice one of
the parties. The respective thirty and ten day time limits within which to file a demand for
arbitration as provided in paragraphs 2.b and 2.c above shall be suspended with respect to a dispute
submitted to mediation within those same applicable time limits and shall remain suspended until
ten days after the termination of the mediation. The mediator of any dispute submitted to
mediation under this Agreement shall not serve as arbitrator of such dispute unless otherwise
agreed.
(2) A contract clause providing that the prime contractor will not be reimbursed for work performed by
subcontractors unless and until the prime contractor ensures that the subcontractors are promptly paid
for the work they have performed.
Section 6.03 Progress Payment to Subcontractors (DBEs) include the following:
6.03 Progress Payment to Subcontractors
A. For contracts within the State Iowa shall be in accordance with Iowa Prompt Payment Laws that
require:
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1. The prime contractor shall pay any subcontractor within ten days of the prime
contractor's receipt of payment for undisputed services provided by the subcontractor.
2. The prime contractor shall pay interest of 1-1/2 percent per month or any part of a
month to the subcontractor on any undisputed amount not paid on time to the
subcontractor.
3. The minimum monthly interest penalty payment for an unpaid balance of $100 or more
is $10. For an unpaid balance of less than $100, the prime contractor shall pay the actual
penalty due to the subcontractor.
4. A subcontractor who prevails in a civil action to collect interest penalties from a prime
contractor must be awarded its costs and disbursements, including attorney's fees,
incurred in bringing the action.”
Prompt Payment Complaints
Complaints by subcontractors regarding the prompt payment requirements are handled according to the
following procedure.
• If affected subcontractor is not comfortable contacting prime directly regarding payment or unable to
resolve payment discrepancies with prime, subcontractor should contact DBELO to initiate complaint.
• If filing a prompt payment complaint with the DBELO does not result in timely and meaningful action by
the City of Ames to resolve prompt payment disputes, affected subcontractor may contact the
responsible the FAA contact.
Enforcement Actions for Noncompliance of Participants
The City of Ames will provide appropriate means to enforce the requirements of §26.29. These means include:
• Advise subcontractors of the availability of the payment and performance bond to assure
payment for labor and materials in the execution of the work provided for in the contract
• Pay subcontractors directly and deduct this amount from the retainage owed to the prime
The City of Ames will actively implement the enforcement actions detailed above.
Monitoring Contracts and Work Sites
The City of Ames reviews contracting records and engages in active monitoring of work sites to ensure that work
committed to DBEs at contract award or subsequently (e.g., as the result of modification to the contract) is
actually performed by the DBEs to which the work was committed. Work site monitoring is performed by
project managers/consultant. Contracting records are reviewed by compliance team. The City of Ames will
maintain written certification that contracting records have been reviewed and work sites have been monitored
for this purpose.
Section 26.39 Fostering small business participation
The City of Ames has created a Small Business element to structure contracting requirements to facilitate
competition by small business concerns, taking all reasonable steps to eliminate obstacles to their participation,
including unnecessary and unjustified bundling of contract requirements that may preclude small business
participation in procurements as prime contractors or subcontractors.
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The small business element is incorporated as Attachment 10 to this DBE Program. The program elements will
be actively implemented to foster small business participation. Implementation of the small business element
is required in order for City of Ames to be considered by DOT as implementing this DBE program in good faith.
SUBPART C – GOALS, GOOD FAITH EFFORTS, AND COUNTING
Section 26.43 Set-asides or Quotas
The City of Ames does not use quotas in any way in the administration of this DBE program.
Section 26.45 Overall Goals
The City of Ames will establish an overall DBE goal covering a three-year federal fiscal year period if it
anticipates awarding DOT-funded prime contracts the cumulative total value of which exceeds $250,000 in DOT
funds during any one or more of the reporting fiscal years within the three-year goal period. In accordance with
§26.45(f), City of Ames will submit its Overall Three-year DBE Goal to the FAA by August 1st of the year in which
the goal is due, as required by the schedule established by and posted to the website of the FAA.
Airport Type Region Date Due
(Goal Period)
Next Goal Due
(Goal Period)
Non-Primary
(GAs, Relievers and State DOTs)
Central, Southwest,
and Western-Pacific
August 1, 2018
(2019/2020/2021)
August 1, 2021
(2022/2023/2024)
The DBE goals will be established in accordance with the 2-step process as specified in 49 CFR Part 26.45. If the
City of Ames does not anticipate awarding prime contracts the cumulative total value of which exceeds
$250,000 in DOT funds during any of the years within the three-year reporting period, an overall goal will not be
developed. However, this DBE Program will remain in effect and the City of Ames will seek to fulfill the
objectives outlined in 49 CFR Part 26.1.
Step 1. The first step is to determine a base figure for the relative availability of DBEs in the market area. The
City of Ames will use the DBE Directory information and Census Bureau Data as a method to determine the base
figure. The City of Ames understands that the exclusive use of a list of prequalified contractors or plan holders,
or a bidders list that does not comply with the requirements of 49 CFR Part 26.45(c)(2), is not an acceptable
alternative means of determining the availability of DBEs.
Step 2. The second step is to adjust, if necessary, the “base figure” percentage from Step 1 so that it reflects as
accurately as possible the DBE participation the recipient would expect in the absence of discrimination.
Adjustments may be made based on past participation, information from a disparity study (to the extent it is not
already accounted for in the base goal), and/or information about barriers to entry to past competitiveness of
DBEs on contracts. The City of Ames will examine all of the evidence available in its jurisdiction to determine
what adjustment, if any, is needed. If the evidence does not suggest an adjustment is necessary, then no
adjustment shall be made.
Any methodology selected will be based on demonstrable evidence of local market conditions and be designed
to ultimately attain a goal that is rationally related to the relative availability of DBEs in the City of Ames market.
In establishing the overall goal, the City of Ames will provide for consultation and publication. This includes
consultation with minority, women’s and general contractor groups, community organizations, and other
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officials or organizations which could be expected to have information concerning the availability of
disadvantaged and non-disadvantaged businesses, the effects of discrimination on opportunities for DBEs, and
the efforts by the City of Ames to establish a level playing field for the participation of DBEs. The consultation
will include a scheduled, direct, interactive exchange (e.g., a face-to-face meeting, video conference,
teleconference) with as many interested stakeholders as possible focused on obtaining information relevant to
the goal setting process, and it will occur before the City of Ames is required to submit the goal methodology to
the operating administration for review pursuant to §26.45(f). The goal submission will document the
consultation process in which the City of Ames engaged. Notwithstanding paragraph (f)(4) of §26.45, the
proposed goal will not be implemented until this requirement is met.
In addition to the consultation described above, the City of Ames will publish a notice announcing the proposed
overall goal before submission to the FAA. The notice will be posted on City of Ames official internet web site. If
the proposed goal changes following review by the FAA, the revised goal will be posted on the official internet
web site.
The public will also be informed that the proposed overall goal and its rationale are available for inspection
during normal business hours at the principal office of the City of Ames. This notice will provide that the City of
Ames and the FAA will accept comments on the goals for 30 days from the date of the notice. Notice of the
comment period will include the addresses to which comments may be sent (including offices and websites)
where the proposal may be reviewed.
The Overall Three-Year DBE Goal submission to the FAA will include a summary of information and comments
received, if any, during this public participation process and the City of Ames responses.
The City of Ames will begin using the overall goal on October 1 of the relevant period, unless other instructions
from the FAA have been received.
Project Goals
If permitted or required by the FAA Administrator, an overall goal may be expressed as a percentage of funds for
a particular grant or project or group of grants and/or projects, including entire projects. Like other overall goals,
a project goal may be adjusted to reflect changed circumstances, with the concurrence of the appropriate
operating administration. A project goal is an overall goal, and must meet all the substantive and procedural
requirements of this section pertaining to overall goals. A project goal covers the entire length of the project to
which it applies. The project goal will include a projection of the DBE participation anticipated to be obtained
during each fiscal year covered by the project goal. The funds for the project to which the project goal pertains
are separated from the base from which the regular overall goal, applicable to contracts not part of the project
covered by a project goal, is calculated.
If a goal is established on a project basis, the goal will be used by the time of the first solicitation for a DOT-
assisted contract for the project.
Prior Operating Administration Concurrence
The City of Ames understands that prior FAA concurrence with the overall goal is not required. However, if the
FAA review suggests that the overall goal has not been correctly calculated or that the method employed by the
City of Ames for calculating goals is inadequate, the FAA may, after consulting with the City of Ames, adjust the
overall goal or require that the goal be adjusted by the City of Ames. The adjusted overall goal is binding. In
evaluating the adequacy or soundness of the methodology used to derive the overall goal, the U.S. DOT
operating administration will be guided by the goal setting principles and best practices identified by the
Department in guidance issued pursuant to §26.9.
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A description of the methodology to calculate the overall goal and the goal calculations can be found in
Attachment 5 to this program.
Section 26.47 Failure to meet overall goals
The City of Ames cannot be penalized, or treated by the Department as being in noncompliance with Part 26,
because DBE participation falls short of an overall goal, unless the City of Ames fails to administer its DBE
program in good faith.
The City of Ames understands that to be considered to be in compliance with this part, an approved DBE
Program and overall DBE goal, if applicable, must be maintained, and this DBE Program must be administered in
good faith.
The City of Ames understands that if the awards and commitments shown on the Uniform Report of Awards or
Commitments and Payments at the end of any fiscal year are less than the overall goal applicable to that fiscal
year, the following actions must be taken in order to be regarded by the Department as implementing this DBE
Program in good faith:
(1) Analyze in detail the reasons for the difference between the overall goal and the awards and
commitments in that fiscal year;
(2) Establish specific steps and milestones to correct the problems identified in the analysis to enable the
goal for the new fiscal year to be fully met;
Section 26.51 Means Recipients Use to Meet Overall Goals
Breakout of Estimated Race-Neutral & Race-Conscious Participation
The City of Ames will meet the maximum feasible portion of its overall goal by using race-neutral means of
facilitating race-neutral DBE participation. Race-neutral DBE participation includes any time a DBE wins a prime
contract through customary competitive procurement procedures or is awarded a subcontract on a prime
contract that does not carry a DBE contract goal.
Contract Goals
If the approved projection under paragraph (c) of §26.51 estimates that the entire overall goal for a given year
can be met through race-neutral means, contract goals will not be set during that year, unless the use of
contract goals becomes necessary in order meet the overall goal.
Contract goals will be established only on those DOT-assisted contracts that have subcontracting possibilities. A
contract goal need not be established on every such contract, and the size of contract goals will be adapted to
the circumstances of each such contract (e.g., type and location of work, availability of DBEs to perform the
particular type of work).
Contract goals will be expressed as a percentage of the total number of available DBEs divided by the total
number of firms.
Section 26.53 Good Faith Efforts Procedures in Situations where there are Contract Goals
Demonstration of good faith efforts (pre-award)
In cases where a contract goal has been established, the contract in question will only be awarded to a
bidder/offeror that has made good faith efforts to meet the contract goal. The bidder/offeror can demonstrate
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that it has made good faith efforts by either meeting the contract goal or documenting that it has made
adequate good faith efforts to do so. Examples of good faith efforts are found in Appendix A to Part 26.
The DBELO is responsible for determining whether a bidder/offeror who has not met the contract goal has
documented sufficient good faith efforts to be regarded as Responsive.
The City of Ames will ensure that all information is complete and accurate and adequately documents the
bidder/offeror’s good faith efforts before committing to the performance of the contract by the bidder/offeror.
In all solicitations for DOT-assisted contracts for which a contract goal has been established, the following
information will be required of every bidder/offeror:
(1) Award of the contract will be conditioned on meeting the requirements of this section;
(2) All bidders or offerors will be required to submit the following information to the recipient, at the
time provided in paragraph (3) of this section:
(i) The names and addresses of DBE firms that will participate in the contract;
(ii) A description of the work that each DBE will perform. To count toward meeting a goal, each DBE
firm must be certified in a NAICS code applicable to the kind of work the firm would perform on the
contract;
(iii) The dollar amount of the participation of each DBE firm participating;
(iv) Written documentation of the bidder/offeror’s commitment to use a DBE subcontractor whose
participation it submits to meet a contract goal; and
(v) Written confirmation from each listed DBE firm that it is participating in the contract in the kind
and amount of work provided in the prime contractor’s commitment.
(vi) If the contract goal is not met, evidence of good faith efforts (as elaborated in Appendix A of Part
26). The documentation of good faith efforts must include copies of each DBE and non-DBE
subcontractor quote submitted to the bidder when a non-DBE subcontractor was selected over a
DBE for work on the contract; and
(3) The bidder/offeror will be required to present the information stipulated in paragraph (2) of this
section:
Under sealed bid procedures, as a matter of responsiveness, or with initial proposals, under contract
negotiation procedures;
Provided that, in a negotiated procurement, including a design-build procurement, the bidder/offeror
may make a contractually binding commitment to meet the goal at the time of bid submission or the
presentation of initial proposals but provide the information required by paragraph (2) of this section
before the final selection for the contract is made by the recipient.
Administrative reconsideration
Within 5 business days of being informed by the City of Ames that it is not responsive because it has not
documented adequate good faith efforts, a bidder/offeror may request administrative reconsideration.
Bidder/offerors should make this request in writing to the following reconsideration official: Steve Schainker
(City Manager), 515 Clark Avenue, Ames IA 50010, (515)239-5200. The reconsideration official will not have
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played any role in the original determination that the bidder/offeror did not document sufficient good faith
efforts.
As part of this reconsideration, the bidder/offeror will have the opportunity to provide written documentation
or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. The
bidder/offeror will have the opportunity to meet in person with the reconsideration official to discuss the issue
of whether the goal was met or the bidder/offeror made adequate good faith efforts to do. The bidder/offeror
will be sent a written decision on reconsideration, explaining the basis for finding that the bidder did or did not
meet the goal or make adequate good faith efforts to do so. The result of the reconsideration process is not
administratively appealable to the Department of Transportation.
Good Faith Efforts procedural requirements (post-solicitation)
The awarded contractor will be required to make available upon request a copy of all DBE subcontracts. The
contractor shall ensure that all subcontracts or agreements with DBEs to supply labor or materials include all
required contract provisions and mandate that the subcontractor and all lower tier subcontractors perform in
accordance with the provisions of Part 26.
Prime contractors will be prohibited from terminating a DBE subcontractor listed in response to a covered
solicitation (or an approved substitute DBE firm) without the prior written consent of the City of Ames. This
includes, but is not limited to, instances in which a prime contractor seeks to perform work originally designated
for a DBE subcontractor with its own forces or those of an affiliate, a non-DBE firm, or another DBE firm.
Such written consent will be provided only if the City of Ames agrees, for reasons stated in the concurrence
document, that the prime contractor has good cause to terminate the DBE firm. For purposes of this paragraph,
good cause includes the following circumstances:
(1) The listed DBE subcontractor fails or refuses to execute a written contract;
(2) The listed DBE subcontractor fails or refuses to perform the work of its subcontract in a way
consistent with normal industry standards. Provided however, that good cause does not exist if the
failure or refusal of the DBE subcontractor to perform its work on the subcontract results from the
bad faith or discriminatory action of the prime contractor;
(3) The listed DBE subcontractor fails or refuses to meet the prime contractor’s reasonable, non-
discriminatory bond requirements.
(4) The listed DBE subcontractor becomes bankrupt, insolvent, or exhibits credit unworthiness;
(5) The listed DBE subcontractor is ineligible to work on public works projects because of suspension
and debarment proceedings pursuant to 2 CFR Parts 180, 215 and 1,200 or applicable state law;
(6) The City of Ames determined that the listed DBE subcontractor is not a responsible contractor;
(7) The listed DBE subcontractor voluntarily withdraws from the project and provides the City of Ames
written notice of its withdrawal;
(8) The listed DBE is ineligible to receive DBE credit for the type of work required;
(9) A DBE owner dies or becomes disabled with the result that the listed DBE contractor is unable to
complete its work on the contract;
(10) Other documented good cause that the City of Ames has determined compels the termination of
the DBE subcontractor. Provided, that good cause does not exist if the prime contractor seeks to
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terminate a DBE it relied upon to obtain the contract so that the prime contractor can self-perform
the work for which the DBE contractor was engaged or so that the prime contractor can substitute
another DBE or non-DBE contractor after contract award.
Before transmitting to the City of Ames a request to terminate and/or substitute a DBE subcontractor, the prime
contractor must give notice in writing to the DBE subcontractor, with a copy to the City of Ames of its intent to
request to terminate and/or substitute the DBE, and the reason(s) for the request.
The prime contractor must give the DBE five days to respond to the prime contractor’s notice and advise the City
of Ames and the prime contractor of the reasons, if any, why the DBE objects to the proposed termination of its
subcontract and why the prime contractor’s action should not be approved. If required in a particular case as a
matter of public necessity (e.g., safety), a response period shorter than five days may be provided.
In addition to post-award terminations, the provisions of this section apply to pre-award deletions of or
substitutions for DBE firms put forward by offerors in negotiated procurements.
Each prime contract will include a provision stating:
The contractor shall utilize the specific DBEs listed in the contractor’s [bid/solicitation] response to
perform the work and supply the materials for which each is listed unless the contractor obtains prior
written consent of the City of Ames as provided in 49 CFR Part 26, §26.53(f). Unless such consent is
provided, the contractor shall not be entitled to any payment for work or material unless it is performed
or supplied by the listed DBE.
The City of Ames will require a contractor to make good faith efforts to replace a DBE that is terminated or has
otherwise failed to complete its work on a contract with another certified DBE. These good faith efforts shall be
directed at finding another DBE to perform at least the same amount of work under the contract as the DBE that
was terminated, to the extent needed to meet the contract goal that was established for the procurement. The
good faith efforts shall be documented by the contractor. If the City of Ames requests documentation from the
contractor under this provision, the contractor shall submit the documentation within 7 days, which may be
extended for an additional 7 days if necessary at the request of the contractor. The City of Ames shall provide a
written determination to the contractor stating whether or not good faith efforts have been demonstrated.
If the contractor fails or refuses to comply in the time specified, the contracting office/representative of the City
of Ames may issue an order stopping all or part of payment/work until satisfactory action has been taken. If the
contractor still fails to comply, the contracting officer may issue a termination for default proceeding.
[Note: The provisions of the foregoing section apply only when a contract goal is established.]
Section 26.55 Counting DBE Participation
DBE participation will be counted toward overall and contract goals as provided in §26.55. The participation of a
DBE subcontractor will not be counted toward a contractor’s final compliance with its DBE obligations on a
contract until the amount being counted has actually been paid to the DBE.
In the case of post-award substitutions or additions, if a firm is not currently certified as a DBE in accordance
with the standards of subpart D of this part at the time of the execution of the contract, the firm’s participation
will not be counted toward any DBE goals, except as provided for in §26.87(j).
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SUBPART D – CERTIFICATION STANDARDS
Section 26.61 – 26.73 Certification Process
The City of Ames will use the certification standards of Subpart D of Part 26 to determine the eligibility of firms
to participate as DBEs in DOT-assisted contracts. To be certified as a DBE, a firm must meet all certification
eligibility standards. The City of Ames makes all certification decisions based on the facts as a whole.
For information about the certification process or to apply for certification, firms should contact:
Iowa DOT office of Contracts, EEO Section
800 Lincoln Way
Ames, IA 50010
(515) 239-1422
http://www.iowadot.gov/contracts/contract_eeoaa.htm
The Uniform Certification Application form and documentation requirements are found in Attachment 1 to this
program. [The Uniform Certification Form contained in the Final Rule, 49 CFR Part 26, must be used in this
attachment; see §26.83(c)(2).]
SUBPART E – CERTIFICATION PROCEDURES
Section 26.81 Unified Certification Programs
The City of Ames is the member of a Unified Certification Program (UCP) administered by [Name]. The UCP will
meet all of the requirements of this section. [Attach a copy of the signed agreement page of the membership of
the UCP between the Recipient and the UCP]
SUBPART F – COMPLIANCE AND ENFORCEMENT
Section 26.101 Compliance Procedures Applicable to the City of Ames
The City of Ames understands that if it fails to comply with any requirement of this part, the City of Ames may
be subject to formal enforcement action under §26.103 or §26.105 or appropriate program sanctions by the
concerned operating administration, such as the suspension or termination of Federal funds, or refusal to
approve projects, grants or contracts until deficiencies are remedied. Program sanctions may include, in the case
of the FHWA program, actions provided for under 23 CFR 1.36; in the case of the FAA program, actions
consistent with 49 U.S.C. 47106(d), 47111(d), and 47122; and in the case of the FTA program, any actions
permitted under 49 U.S.C. chapter 53 or applicable FTA program requirements.
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Section 26.109 Information, Confidentiality, Cooperation and intimidation or retaliation
Information that may reasonably be regarded as confidential business information, consistent with Federal,
state, and local law will be safeguarded from disclosure to third parties. [Program should summarize applicable
state and local law, such as state freedom of information laws and how they apply.]
Notwithstanding any provision of Federal or state law, information that may reasonably be construed as
confidential business information will not be released to any third party without the written consent of the firm
that submitted the information, including applications for DBE certification and supporting information.
However, this information will be transmitted to DOT in any certification appeal proceeding under §26.89 or to
any other state to which the individual’s firm has applied for certification under §26.85.
All participants in the Department's DBE program (including, but not limited to, recipients, DBE firms and
applicants for DBE certification, complainants and appellants, and contractors using DBE firms to meet contract
goals) are required to cooperate fully and promptly with DOT and recipient compliance reviews, certification
reviews, investigations, and other requests for information. Failure to do so shall be a ground for appropriate
action against the party involved (e.g., with respect to recipients, a finding of noncompliance; with respect to
DBE firms, denial of certification or removal of eligibility and/or suspension and debarment; with respect to a
complainant or appellant, dismissal of the complaint or appeal; with respect to a contractor which uses DBE
firms to meet goals, findings of non-responsibility for future contracts and/or suspension and debarment).
The City of Ames, contractor, or any other participant in the program will not intimidate, threaten, coerce, or
discriminate against any individual or firm for the purpose of interfering with any right or privilege secured by
this part or because the individual or firm has made a complaint, testified, assisted, or participated in any
manner in an investigation, proceeding, or hearing under this part. The City of Ames understands that it is in
noncompliance with Part 26 if it violates this prohibition.
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ATTACHMENTS
Attachment 1 Regulations: 49 CFR Part 26 or website link
Attachment 2 Organizational Chart
Attachment 3 Bidder’s List Collection Form
Attachment 4 DBE Directory or link to DBE Directory
Attachment 5 Overall Goal Calculations
Attachment 6 Demonstration of Good Faith Efforts or Good Faith Effort Plan - Forms 1 & 2
Attachment 7 DBE Monitoring and Enforcement Mechanisms
Attachment 8 DBE Certification Application Form
Attachment 9 Fostering Small Business
Attachment 10 Small Business Element Program
49 CFR PART 26
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ATTACHMENT 1
Regulations: 49 CFR Part 26, or link to website
DOT published Part 26 in the Federal Register on February 2, 1999, and it became effective March 4, 1999 (64
F.R. 5096). It made extensive revisions to DOT’s DBE program, formally administered under 49 CFR Part 23. The
Final Rule to 49 CFR Part 26 was published in the Federal Register, Volume 68, No. 115 on June 16, 2003. Four
(4)) subsequent Final Rules to 49 CFR Part 26 were published in the Federal Register on April 2, 2007, April 3,
2009, February 3, 2010 and January 28, 2011 which made additional revisions to the regulation. The e-version
of the regulations has combined all of these documents into one for easy reading.
The e-CFR data is current as of January 11, 2017.
http://www.ecfr.gov/cgi-
bin/retrieveECFR?gp=&SID=c557e0c662d8af4ad52a31b56b5bb2f2&n=49y1.0.1.1.20&r=PART&ty=HTML
49 CFR PART 26
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ATTACHMENT 2
Organizational Chart
[The chart below is a sample only, and is not to be const rued as a requirement or recommendation for any particular
organizational structure]
ORGANIZATIONAL CHART
City Manager
Ames City Council
Traffic Engineer
DBE Liaison
49 CFR PART 26
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ATTACHMENT 3
Bidder’s List Collection Form
DBE CERTIFICATE OF GOOD FAITH EFFORTS
TITLE 49 CFR 26
Project Name:
Prime Contractor:
Low Bid:
DBE Goal: 0.3%
Total DBE Commitment:
LIST YOUR SOLICITATION OF ALL SUBCONTRACTORS, SUPPLIERS, AND SERVICE PROVIDERS
Subcontractor/Supplier/Service
Provider
DBE?
Small
Business?
(as
defined
by §
26.65)
Phone
Dates,
Method of
Contact
Description of
Work
Dollar Amount
of Quote
Yes No Yes No Letter Phone
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
(Make additional copies of this form as necessary)
FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF BID
OPENING
49 CFR PART 26
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ATTACHMENT 4
DBE Directory
State DOT and DBE Program Website: https://www.transportation.gov/DBE%20State%20Websites
49 CFR PART 26
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ATTACHMENT 5
Overall DBE Three-Year Goal Methodology
Name of Recipient: City of Ames - Ames Municipal Airport
Goal Period: FY-2019-2020 -2021– October 1, 2018 through September 30, 2021
Overall Three-Year Goal: 0.3%, to be accomplished through 0.3% RC and 0% RN
Total dollar amount to be expended on DBE’s: $822,960.00
Describe the Number and Type of Projects that the airport anticipates awarding:
City of Ames Project(s)
DBE Eligible Project
Cost
Relocate Electrical Vault (FY2020) $313,350.00
Runway 1/19 Lighting Replacement (FY2021) $509,610.00
Total $822,960.00
Market Area:
The market area was determined by selecting counties within a 50-mile radius of the Ames Municipal Airport.
Boone IA Hamilton IA Polk IA
Dallas IA Hardin IA Story IA
Franklin IA Jasper IA Warren IA
Greene IA Madison IA Webster IA
Grundy IA Marion IA Wright IA
Guthrie IA Marshall IA
49 CFR PART 26
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Ames Municipal Airport
Step 1. 26.45(c) Actual relative availability of DBE’s
The relative availability of DBE’s has been calculated by dividing the total number of DBE’s by the total number
of All Firms = base figure for each project. The overall base figure for more than one project, adds all the project
percentages together.
NAICS
Code Description % of Work # of Firms # of DBE's % DBE
238210 Electrical 82.0% 217 0 0.0%
541330 Engineering 18.0% 143 1 0.7%
100.0% 360 1 0.3%
Step 2: Adjustments to Step 1 base figure
After calculating a base figure of the relative availability of DBEs, evidence was examined to determine what, if
any, adjustment to the base figure was needed in order to arrive at the overall goal.
There are no recent achievements to use to adjust the goal and no applicable disparity study or other evidence
to adjust the Step 1 goal. The City of Ames is adopting Step 1 and the overall goal of 0.3 percent.
Breakout of Estimated “Race and Gender Neutral” (RN) and “Race and Gender Conscious” (RC) Participation.
The City of Ames will meet the maximum feasible portion of the overall goal by using RN means of facilitating
DBE participation. [Indicate all the applicable RN measures that the recipient will use to obtain DBE
participation]
1. Arranging solicitations, times for the presentation of bids, quantities, specifications, and delivery
schedules in ways that facilitates DBE, and other small businesses, participation;
2. Providing assistance in overcoming limitations such as inability to obtain bonding or financing;
3. Carrying out information and communications programs on contracting procedures and specific
contract opportunities;
4. Providing services to help DBE’s and other small businesses improve long-term development,
increase opportunities to participate in a variety of kinds of work, handle increasingly significant
projects, and achieve eventual self-sufficiency;
5. Asist with distribution of MnDOT DBE directory, through electronic means, to the widest feasible
universe of potential prime contractors; and
6. Through project opportunities, assist DBE’s and other small businesses, to develop their capability to
utilize emerging technology and conduct business through electronic media.
The recipient estimates that in meeting its overall goal 0.3%, it will obtain 0% from RN participation and 0.3%
through RC measures.
The City of Ames will adjust the estimated breakout of RN and RC DBE participation as needed to reflect actual
DBE participation (see Section 26.51(f)) and track and report RN and RC participation separately. For reporting
purposes, RN DBE participation includes, but is not necessarily limited to, the following: DBE participation
through a prime contract obtained through customary competitive procurement procedures; DBE participation
through a subcontract on a prime contract that does not carry a DBE goal, DBE participation on a prime contract
49 CFR PART 26
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Ames Municipal Airport
exceeding a contract goal and DBE participation through a subcontract from a prime contractor that did not
consider a firm’s DBE status in making the award.
PUBLIC PARTICIPATION
Consultation:
In establishing the overall goal, the City of Ames provided for consultation and publication. This process included
consultation with minority, women’s, and general contractor groups, community organizations, and other
officials or organizations which could be expected to have information concerning the availability of
disadvantaged and non-disadvantaged businesses, the effects of discrimination on opportunities for DBEs, and
the City of Ames’s efforts to establish a level playing field for the participation of DBEs. The consultation
included a scheduled, direct, interactive exchange with as many interested stakeholders as possible focused on
obtaining information relevant to the goal setting process, and was conducted before the goal methodology was
submitted to the operating administration for review. Details of the consultation are as follows.
The following comments were received during the course of the consultation:
No comments were received.
A notice of the proposed goal was published on the City of Ames’s official website before the methodology was
submitted to the FAA.
If the proposed goal changes following review by the FAA, the revised goal will be posted on the City of Ames’s
official website.
Notwithstanding paragraph (f)(4) of §26.45, the City of Ames’s proposed goals will not be implemented until this
requirement has been met.
Insert comments
or
No comments were received.
Sample Public Notice Language:
PUBLIC NOTICE
The City of Ames hereby announces its proposed Disadvantaged Business Enterprise (DBE) participation goal of
0.6% for the FAA-funded contracts/agreements. The proposed goal pertains to federal fiscal years 2019 through
2021. The proposed goals and rationale are available for inspection between 8:00 a.m. and 5:00 p.m., Monday
through Friday at City Hall, 515 Clark Ave, Ames, IA 50010 for 30 days from the date of this publication.
Comments on the DBE goal will be accepted for 30 days from the date of this publication and can be sent to the
following:
The following individual has been designated as the DBE Liaison Officer for the City of Ames:
Damion Pregitzer, P.E. (Traffic Engineer)
City Hall
515 Clark Ave
49 CFR PART 26
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Ames Municipal Airport
Ames, IA 50010
(515) 239-5160
dpregitzer@city.ames.ia.us
AND
Federal Aviation Administration
Office of Civil Rights
Ofelia Medina
FAA Western-Pacific Regional Office
777 S. Aviation Blvd Suite 150
El Segundo, CA 90245
Ofelia.Medlina@faa.gov
http://www.faa.gov/about/office_org/headquarters_offices/acr/bus_ent_program/
49 CFR PART 26
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ATTACHMENT 6
Demonstration of Good Faith Efforts - Forms 1 & 2
DISADVANTAGED BUSINESS ENTERPRISE (DBE) UTILIZATION
The undersigned bidder/offeror has satisfied the requirements of the bid specification in the following manner.
(Please mark the appropriate box)
The bidder/offeror is committed to minimum of __% DBE utilization on this contract.
Documentation will be submitted within 5 days of the bid opening.
The bidder/offeror, while unable to meet the DBE goal of __%, hereby commits to a minimum of
__________% DBE utilization on this contract and also submits documentation, as an attachment
demonstrating good faith efforts (GFE).
The bidder/offeror is committed to allow for competition amongst small businesses and will
document, as an attachment demonstrating good faith efforts (GFE)
Bidder’s/Offeror’s Firm Name
(Signature) (Title)
FORM TO BE COMPLETED AND SUBMITTED WITH THE BID
49 CFR PART 26
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DBE LETTER OF INTENT
TITLE 49 CFR 26
Disadvantage Business Enterprise
(This page shall be submitted for each DBE firm)
Bidder/Offer: Name:
Address:
City: State: Zip:
DBE Firm: DBE Firm:
Address:
City: State: Zip:
DBE Contact Person: Name: Phone: ( )
DBE Certifying Agency: Expiration Date:
Each DBE Firm shall submit evidence (such as a photocopy) of their certification status.
CLASSIFICATION: Prime Contractor Subcontractor Joint Venture
Manufacturer Supplier
DBE CATEGORY: Black American Hispanic American
Native American Subcont. Asian American
Asian Pacific American Non-minority Women
Work item(s)
to be performed by DBE Description of Work Item Cost Percentage of Total
Contract
The bidder/offeror is committed to utilizing the above-named DBE firm for the work described above in an effort to
meet the project DBE goal of %. The estimated participation is as follows:
DBE contract amount: $ Percent of total contract: %
AFFIRMATION:
The above-named DBE firm affirms that it will perform the portion of the contract for the estimated dollar value as
stated above.
By: _______________________________________________________________________
(Signature) (Title)
In the event the bidder/offeror does not receive award of the prime contract, any and all representations in this Letter of I ntent and Affirmation
shall be null and void.
FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF BID
OPENING
49 CFR PART 26
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ATTACHMENT 7
DBE Monitoring and Enforcement Mechanisms
The City of Ames has available several remedies to enforce the DBE requirements contained in its contracts,
including, but not limited to, the following:
1. Breach of contract action, pursuant to the terms of the contract;
2. Breach of contract action, pursuant to [insert State Code Section No.];
In addition, the Federal government has available several enforcement mechanisms that it may apply to firms
participating in the DBE problem, including, but not limited to, the following:
1. Suspension or debarment proceedings pursuant to 49 CFR Part 26
2. Enforcement action pursuant to 49 CFR Part 31
3. Prosecution pursuant to 18 USC 1001.
49 CFR PART 26
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ATTACHMENT 8
DBE Certification Application Form
(New form October 2, 2014)
49 CFR PART 26
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ATTACHMENT 9
FOSTERING SMALL BUSINESS PARTICIPATION
TITLE 49 CFR 26.39 (This page shall be submitted for each Small Business firm)
In accordance with Section 26.39, detailed information shall be completed by the Prime Contractor for work items. The
firms listed may or may not be certified DBE’s.
Bidder/Offer: Name:
Address:
City: State: Zip:
Small Business Firm: Small Business Firm
Address:
City: State: Zip:
Contact Person: Name: Phone:
CERTIFICATION: Is the firm a Small Business as defined by Section 26.65
Yes No
*Proof of eligibility may be requested
CERTIFIED DBE: Is the firm a Certified DBE?
Yes No
Work item(s)
to be performed by Small
Business Firm
Description of Work Item Cost Percentage of Total
Contract
The bidder/offeror is committed to utilizing the above-named Small Business firm for the work described above in an
effort to foster Small Business participation. The estimated participation is as follows:
Small Business contract amount: $ Percent of total contract: %
AFFIRMATION:
The above-named Small Business firm affirms that it will perform the portion of the contract for the estimated dollar
value as stated above.
By: _______________________________________________________________________
(Signature) (Title)
In the event the bidder/offeror does not receive award of the prime contract, any and all representations in this Letter of
Intent and Affirmation shall be null and void.
FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF THE BID OPENING
49 CFR PART 26
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ATTACHMENT 10
Small Business Element
A. Objective/Strategies
Recognizing that the DBE Program goals are met through a mixture of race conscious and race neutral
methods and, that by definition, DBE firms are small businesses; the Airport Sponsor seeks to implement
a small business element into its current DBE policy. The Airport Sponsor is including this element to
facilitate competition by and expand opportunities for small businesses. The Sponsor is committed to
taking all reasonable steps to eliminate obstacles to small businesses that may preclude their
participation in procurements as prime contractors or subcontractors. If necessary and where
appropriate, the Sponsor will meet its objectives using a combination of the following methods and
strategies:
1. Race-neutral small business set-asides:
Where feasible, the Sponsor will establish a percentage of the total value of all project contracts
over $1 million to be set aside for participation by small businesses on FAA-assisted contracts. A
“set-aside” is the reserving of a contract or a portion of a contract exclusively for participation by
small businesses. This encourages the prime contractors/ consultants set aside a portion of the
value of each contract for participation by small businesses. A small business set-aside is open to all
small businesses regardless of the owner’s gender, race or geographic location. The prime
contractor will review FAA-assisted purchases and contracts to assess the small business
opportunities, giving consideration to the size and scope of each purchase or contract to establish
the set aside percentage. This set aside is in addition to the DBE contract goals which may be
required pursuant to applicable law or policy.
2. Multi-year design/build contracts:
For larger “mega projects” that are compatible with the design/build procurement policy, the
Sponsor will require the bidders on the prime contract to specify elements of the contract or specific
subcontracts that are of a size that small business, including DBEs, can reasonably perform.
3. Unbundling larger projects:
To meet the portion of the overall DBE goal through race-neutral measures, the Sponsor, where
feasible, may “unbundle” projects or separate large contracts into smaller contracts which may be
more suitable for small business participation. The Sponsor will conduct contract reviews on each
FAA-assisted contract to determine whether portions of the project could be “unbundled” or bid
separately. Similarly, the Sponsor will encourage its prime contractors or prime consultants to
unbundle contracts to facilitate participation by small businesses.
49 CFR PART 26
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Ames Municipal Airport
4. Continued outreach:
The sponsor will continue to actively conduct outreach with organizations in accordance with
procedures of the DBE program.
B. Definitions
1. Small Business:
A small business is a business that is independently owned and operated, is organized for profit, and
is not dominant in its field. Depending on the industry, size standard eligibility is based on the
average number of employees for the preceding twelve months or on sales volume averaged over a
three-year period. Small businesses must meet the definitions specified in Section 3 of the Small
Business Act and the Small Business Administration regulations implementing it (13 CFR Part 121).
C. Implementation Schedule
The Sponsor will implement this small business element within 6 months of FAA’s approval of the
update of the DBE plan.
D. Assurances
The Sponsor makes the following assurances:
1. Assurance that the program is authorized under state law;
2. Assurance that certified DBEs that meet the size criteria established under the program are
presumptively eligible to participate in the program;
3. Assurance that there are no geographic preferences or limitations imposed on any federally assisted
procurement included in the program;
4. Assurance that there are no limits on the number of contracts awarded to firms participating in the
program but that every effort will be made to avoid creating barriers to the use of new, emerging, or
untried businesses;
5. Assurance that steps will be taken to encourage those minority and women owned firms that are
eligible for DBE certification to become certified; and
6. Assurance that the program is open to small businesses regardless of their location (i.e., that there is
no local or other geographic preference).
B) Approve the 2019-2021 DBE Program Update for the Ames Municipal Airport,
thereby setting the DBE goal of 0.3% for the FY 2020/21 Airport Improvements
Program (Electrical Vault & Lighting Project), all pending final FAA approval.
2. Do not proceed with these projects, and thereby forego the opportunity to obtain
100% federal funding for the projects.
MANAGER’S RECOMMENDED ACTION:
One of the primary goals of the Ames Municipal Airport is the safety of its users. By
approving these plans and specifications, the City Council will ensure the continued high
safety standard and quality of the facility currently seen at our airport through leveraging
federal funds.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as noted above.
ITEM#: 17
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: APPROVE 2020 CORONAVIRUS AID, RELIEF, AND ECONOMIC
SECURITY (CARES) ACT GRANT (AMES MUNICIPAL AIRPORT)
BACKGROUND:
As announced by the US Secretary of Transportation on April 14, 2020, the Ames
Municipal Airport was identified as receiving funds under the Coronavirus Aid, Relief, and
Economic Security Act (Public Law 116-136). These funds are meant to assist airports in
addressing the COVID-19 public health emergency and the resulting negative economic
impacts. Funds for airports were allocated based on a national formula-based calculation,
which resulted in the Ames Municipal Airport receiving $69,000 in Federal assistance.
Eligible items include any airport expenses for a four-year period retroactively beginning
January 20, 2020 through January 2024.
On April 20, 2020, the City of Ames received the grant offer by email for the $69,000.
Information on this program is continuously evolving. However, it is the understanding of
staff that the $69,000 can be used for any purpose for which airport revenues may be
lawfully used per the FAA’s “Policy and Procedures Concerning the Use of Airport
Revenues (Revenue Use Policy), 64 Federal Register 7696 (64 FR 7696), as amended
by 78 Federal Register 55330 (78 FR 55330).”
Because this is a program meant to provide expedited relief, staff plans to work with our
Fixed Based Operator (FBO), Central Iowa Air Service, to put together a prioritized list of
airport maintenance projects or other operational needs. Reimbursements for this grant
will occur through the FAA’s normal web portal system. In order to facilitate the quick
response desired as part of this program, the City Council can delegate to staff the ability
to accept the grant and to develop a list of eligible items that will be in the best interest of
the Ames Municipal Airport.
ALTERNATIVES:
1. Approve the 2020 CARES Act grant offer for the Ames Municipal Airport in the
amount of $69,000, thereby designating Damion Pregitzer, the City’s Airport
Manager, to be authorized to sign and accept the grant on behalf of the City of
Ames.
2. Reject the grant offer.
MANAGER’S RECOMMENDED ACTION:
This grant could provide for proceeding with deferred maintenance projects and/or
offsetting lost revenue. Public Works (Airport) staff and the City Manager will work with
the FBO to identify a prioritized needs list. Therefore, it is the recommendation of the City
Manager that the City Council adopt Alternative No. 1, as noted above.
ROMB Number: 4040-0004
Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
*1. Type of Submission:
Preapplication
Application
Changed/Corrected Application
*2. Type of Application
New
Continuation
Revision
* If Revision, select appropriate letter(s):
*Other (Specify)
*3. Date Received: 4. Applicant Identifier:
NA AMW (Ames Municipal) Ames, IA
*5b. Federal Entity Identifier:
190004
*5b. Federal Award Identifier:
State Use Only:
6. Date Received by State: 7. State Application Identifier:
8. APPLICANT INFORMATION:
*a. Legal Name: City of Ames
*b. Employer/Taxpayer Identification Number (EIN/TIN):
42-6004218
*c. Organizational DUNS:
61-937-1672
d. Address:
*Street 1: 515 Clarke Ave
Street 2:
*City: Ames
County:
*State: IA
Province:
*Country: USA: United States
*Zip / Postal Code 50010
e. Organizational Unit:
Department Name:
Division Name:
f. Name and contact information of person to be contacted on matters involving this application:
Prefix: Mr. *First Name: Damion
Middle Name:
*Last Name: Pregitzer
Suffix:
Title: Traffic Engineer
Organizational Affiliation:
*Telephone Number: (515) 239-5275 Fax Number:
*Email: dpregitzer@city.ames.ia.us
OMB Number: 4040-0004
Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
*9. Type of Applicant 1: Select Applicant Type:
X. Airport Sponsor
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
*Other (Specify)
*10. Name of Federal Agency:
Federal Aviation Administration
11. Catalog of Federal Domestic Assistance Number:
20.106
CFDA Title:
Airport Program
*12. Funding Opportunity Number:
NA
*Title:
NA
13. Competition Identification Number:
NA
Title:
NA
14. Areas Affected by Project (Cities, Counties, States, etc.):
*15. Descriptive Title of Applicant’s Project:
Any purpose for which airport funds may be lawfully used, as found in the Office of Airports Revenue Use Policy, except airport
development or land acquisition.
Attach supporting documents as specified in agency instructions.
OMB Number: 4040-0004
Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
16. Congressional Districts Of:
*a. Applicant: 4 *b. Program/Project:
Attach an additional list of Program/Project Congressional Districts if needed.
17. Proposed Project:
*a. Start Date: NA *b. End Date: NA
18. Estimated Funding ($):
*a. Federal
*b. Applicant
*c. State
*d. Local
*e. Other
*f. Program Income
*g. TOTAL
$69,000.
$0
$0
$0
$0
$69,000.
*19. Is Application Subject to Review By State Under Executive Order 12372 Process?
a. This application was made available to the State under the Executive Order 12372 Process for review on .
b. Program is subject to E.O. 12372 but has not been selected by the State for review.
c. Program is not covered by E. O. 12372
*20. Is the Applicant Delinquent On Any Federal Debt? (If “Yes”, provide explanation in attachment.)
Yes No
If “Yes”, provide explanation and attach
21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply
with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject
me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001)
** I AGREE
** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or
agency specific instructions.
Authorized Representative:
Prefix: Mr. *First Name: Damion
Middle Name:
*Last Name: Pregitzer
Suffix:
*Title: Traffic Engineer
*Telephone Number: (515) 239-5275 Fax Number:
* Email: dpregitzer@city.ames.ia.us
*Signature of Authorized Representative: *Date Signed:
1
ITEM # 18
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: ELECTRIC DISTRIBUTION PARKING LOT
BACKGROUND:
A project has been planned to replace the driveway and parking lot areas of the Electric
Distribution facility. The current asphalt material is showing advanced deterioration and
due to the nature of the Distribution work is subjected to heavy truck loads. This area
was resurfaced approximately 10 years ago but the repairs are starting to fail. There is
also a wooden retaining wall that is rotting away and could lead to erosion issues in the
parking area.
After reviewing the current conditions, it was decided to remove the existing parking lot
and to replace it with new concrete. This work will also include walkways next to the
building and will be designed for handicap access. The existing parking lot also
experiences occasional flooding due to the drainage. The new design improves the
drainage and slopes of the parking lot to alleviate this issue.
City staff have developed plans and specifications with estimated construction in the
amount of $271,451. Engineering costs are estimated at $41,000 bringing the total cost
of the project to $312,451. This project is shown in the Capital Improvements Plan in
Fiscal Year 2020/21 in the amount of $320,000.
ALTERNATIVES:
1. Approve the plans and specifications for the Electric Distribution Parking Lot
project and establish May 20, 2020, as the date of letting with May 26, 2020, as
the date for report of bids.
2. Do not approve this project.
CITY MANAGER’S RECOMMENDED ACTION::
By approving these plans and specifications the parking lot will receive a needed upgrade
so that the routine heavy truck traffic around this facility can be accommodated.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as described above.
ITEM # 19
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: AUTHORIZATION TO PURCHASE RADIO EQUIPMENT FROM RACOM
BACKGROUND:
In December 2018, the City Council authorized the City’s participation in StoryComm, an
entity created by a 28E Agreement with Iowa State University, Story County, and the
Story County 911 Service Board to own and operate a new radio system.
As part of that agreement, Iowa States University’s Procurement Services was delegated
the task of developing an RFP, implementing a purchasing process, and negotiating a
purchase contract for radio equipment.
In February 2019, Council authorized the City’s representative on the StoryComm Board
to proceed with a contract with RACOM Corp. for a new radio system “if the terms and
conditions of the contract remain within performance and financial expectation.” In May
2019, StoryComm entered into a contract with RACOM Corp.
Iowa State University agreed to serve as the fiscal agent for StoryComm. As the fiscal
agent, Iowa State University agreed to receive invoices on behalf of StoryComm, pay
those invoices, and then rebill the participating agencies for their share of the costs.
As the fiscal agent, Iowa State University developed procedures to manage the
StoryComm account. Within those procedures, it was determined that ISU should receive
invoices for, and bill back to the participating agencies only that radio order amount called
for in the contract. While the Ames contract guaranteed a minimum amount of
$728,978 for radio purchases, the actual amount for the purchases was $806,206.
This difference was anticipated. It includes adjustments reflecting changes in
accessories and final decisions about radio selection. It is important to emphasize
that this actual amount is still within the Council approved CIP budget.
Iowa State University decided that the difference ($77,228) should be billed directly to the
participating agency who would then pay the vendor, RACOM. Because the original
authorization from the City Council related to payments for radios were to be made
to Iowa State University as the fiscal agent of StoryComm, staff is now asking
Council for authorization to pay RACOM for the specific amount of $77,228, instead
of StoryComm.
ALTERNATIVES:
1. Authorize a Purchase Order to RACOM in the amount of $77,228 to cover the
difference between the radio contract guaranteed amount and the actual amount.
2. Do not authorize a Purchase Order to RACOM and direct staff to work with Iowa
State University to reconsider their procedure.
CITY MANAGER’S RECOMMENDED ACTION:
The City has made radio selections that result in an additional $77,228 in expenses
beyond the original minimum contract amount. Payment to RACOM must ultimately take
place for this purchase, and ISU has indicated this amount should come directly from the
City rather than through ISU to the vendor.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 and thereby authorize a Purchase Order to RACOM in the amount of
$77,228 to cover the difference between the radio contract guaranteed amount and the
actual amount.
ITEM #___20__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: AWARD OF CONTRACT FOR THE PURCHASE OF ROCK SALT
REQUIREMENTS FOR 2020/21 ICE CONTROL PROGRAM
BACKGROUND:
This contract is to furnish rock salt for the FY 2020/21 Ice Control Program. Materials are
to be delivered as requested by the City throughout the winter season. The estimated
total cost is based on 2,500 ton. The current contract is with Independent Salt Co. at
$72.50/ton. The FY 2020/21 budget includes $182,000 for rock salt.
The following bids were received on April 15, 2020:
ESTIMATED
BIDDER UNIT PRICE TOTAL COST
Independent Salt Co., Kanopolis, KS $74.80/ton $187,000.00
Central Salt LLC, Elgin, IL $78.45/ton $196,125.00
Cargill Inc., North Olmsted, OH $91.15/ton $227,875.00
Compass Minerals, Overland Park, KS NO BID
Morton Salt, Inc., Chicago, IL NO BID
ALTERNATIVES:
1. Award the contract for the FY 2020/21 rock salt requirements with Independent
Salt Co., Kanopolis, KS, in the amount of $74.80 per ton, to be delivered as
requested by the City throughout the winter season.
2. Approve a contract with one of the other bidders.
3. Reject all bids and attempt to purchase rock salt on an as-needed basis.
MANAGER’S RECOMMENDED ACTION:
The approved FY 2020/21 operating budget for the Public Works Department includes
$182,000 or snow and ice control chemicals. The estimated cost of this contract, based
on a quantity of 2,500 tons, is $187,000. If usage exceeds the budgeted amount, the
operating budget will be amended using savings from other street activities.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1.
Smart Choice
MEMO
515.239.5105 main
fax
To: Mayor and Members of the City Council
From: City Clerk’s Office
Date: April 28, 2020
Subject: Contract and Bond Approval
There is/are no Council Action Form(s) for Item No(s). 21. Council approval of the
contract and bond for this/these project(s) is simply fulfilling a State Code requirement.
/alc
ITEM # __22___
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: FY2020/21 PEBBLE LIME PURCHASE FOR WATER TREATMENT
BACKGROUND:
On May 14, 2019 Council awarded Pebble Lime purchase to Graymont Western Lime,
Inc. for the period of July 1, 2019 through June 30, 2020. Pebble lime is used in the water
treatment process to remove water hardness. Almost 3,000 tons are used annually and
it is the largest chemical cost for the Water Plant.
On April 23, 2019, bids were received for fiscal year 2019/20 with an optional extension
for fiscal year 2020/21.
BIDDER
The total estimated cost in the table above is for an estimated quantity of 3,000 tons per
12-month period. Actual usage will depend on water quality and consumption. The FY
2020/21 operating budget estimates 2,850 tons at $166 per ton for a total of $473,100.
ALTERNATIVES:
1) Renew the contract for the purchase of pebble lime to Graymont Western Lime Inc. of
West Bend, WI. The contract provides lime at $166 per ton for FY 2020/21.
2) Reject all bids and attempt to obtain the required services on an as-needed basis.
CITY MANAGER’S RECOMMENDED ACTION:
Acquiring an adequate supply of pebble lime is essential for the established water
softening process at the City's Water Treatment Plant. Graymont Western Lime Inc. has
demonstrated the ability to dependably provide this product at a competitive rate.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1.
1
ITEM: ___23__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: CONTRACT RENEWAL FOR RESOURCE RECOVERY PLANT
HAULING TO BOONE COUNTY LANDFILL AND RELATED SERVICES
BACKGROUND:
On June 25, 2019, Council awarded a contract to Waste Management of Ames for hauling
to Boone County Landfill and related services for the Resource Recovery Plant (RRP)
during the 2019/20 fiscal year. This bid has four optional renewal periods through June
30, 2024. Renewal periods are contingent upon approval of funding by Council.
This contract includes furnishing equipment and hauling of materials that cannot be
processed into refuse derived fuel (RDF) from the RRP to the Boone County Landfill. The
approved FY 2020/21 budget includes $300,000 for this work.
The contract is based on a per-mile, per-ton bid amount and a round trip distance of 36
miles per trip. There is a provision in the contract to allow longer hauls up to 120 miles
round trip as well as a provision to cancel the contract if this type of service is no longer
needed due to a change in disposal procedures.
This contract period is from July 1, 2020, through June 30, 2021. The contract price is
adjustable monthly throughout the contact period if diesel fuel is at or above $5.00 per
gallon or below $2.00 per gallon. This is based on the published index for monthly diesel
fuel prices for the Department of Energy’s (DOE) “Weekly Retail On-Highway Diesel
Prices” for the Midwest region on the first Monday of the month.
Waste Management of Iowa, Inc. was the single bidder at $14.14/ton for the initial
contract, with a 3.5% increase each year. Therefore, the FY 2020/21 renewal price will
be $14.63/ton. At this rate, the annual cost is projected to be approximately $300,000.
ALTERNATIVES:
1. Approve the renewal option for FY 2020/21 for hauling and related services for the
Resource Recovery Plant to Waste Management of Ames, Inc. at the base rate of
$14.63 per ton.
2. Reject the renewal option and re-bid for hauling and related services for the
Resource Recovery Plant.
2
MANAGER’S RECOMMENDED ACTION:
Landfill hauling and related services are an important part of our Resource Recovery
Plant's operations. Staff has analyzed the single bid and finds it in keeping with prior
contracts.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1.
ITEM # __24___
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: RIGHT-OF-WAY TREE TRIMMING & REMOVAL CONTRACT RENEWAL
BACKGROUND:
The Parks and Recreation Department requires various tree trimming, removal, and
stump grinding to be completed annually by a contractor in the City’s rights-of-way. On
May 28, 2019, Council awarded a contract to Pitts Lawn & Tree Service for the Right-of-
Way Tree Trimming & Removal Program for the Parks and Recreation Department for
the period of July 1, 2019 through June 30, 2020. This contract also includes four optional
renewal periods.
The period from July 1, 2020, through June 30, 2021, is the first of four optional renewal
periods. Pitts Lawn & Tree Service indicated a 3% price increase for each renewal period.
Specifications for FY 2019/20 were sent to prospective bidders and bids were due April
15, 2019. Results are as follows:
Pitts Lawn & Tree Service, Huxley, IA $49.50 $2.85
LawnPro LLC, Colo, IA $51.00 $2.95
Finco Tree & Wood Service LLC, Kelley IA $125.00 $4.00
Weiss Tree Service, Inc., Nevada, IA $140.00 $6.00
Arborpro Tree Service LLC, Fort Dodge, IA $225.00 $3.40
Pitts Lawn & Tree Service was low bid for both Bid Amount Per Crew Hour and the Stump
Grinding Costs. The amount of this contract is not-to-exceed $85,000. The FY 2020/21
budget includes $100,000 for this work.
ALTERNATIVES:
1. Renew the contract for the FY 2020/21 Tree Trimming & Removal Program with Pitts
Lawn & Tree Service, Huxley, IA, in an amount not to exceed $85,000.
2. Reject all bids and attempt to purchase tree trimming on an as-need basis.
MANAGER’S RECOMMENDED ACTION:
The approved FY 2020/21 operating budget for the Parks and Recreation Department
includes $100,000 for tree trimming and removal. The estimated cost of this contract is
$85,000. The City staff has been satisfied with the work that is being performed by Pitts
Lawn & Tree Service during the first year of the contract.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1.
ITEM #__25___
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: FACILITIES MAINTENANCE PROGRAM – OPTIONAL RENEWAL OF
CONTRACT FOR CUSTODIAL SERVICES AT CITY HALL
BACKGROUND:
All cleaning and custodial services for City Hall are provided by a third-party professional
cleaning service. The tasks included in this service are all the routine daily cleaning tasks,
carpet shampooing, vinyl and Terrazzo floor maintenance, ceramic tile cleaning, plumbing
fixture cleaning and sanitation, spot cleaning as needed, empty all trash receptacles,
glass cleaning, window washing, litter collection around the outside of the building. Litter
collection in parking lots M, MM, N, and the Veterans Memorial, and an occasional
emergency unplanned clean-up.
Council awarded a contract to Reliable Maintenance Co. for Fiscal Year 2018/19 with four
optional renewals. This would be the second optional renewal period starting July 1, 2020
through June 30, 2021.
On April 17, 2018, six bids were received as follows:
BIDDER – Base Bid TOTAL ANNUAL
COST
ADDITIONAL SERVICES
COST PER HOUR
BIDDER – Annual % Rate Increase by FY 19/20 20/21 21/22 22/23
Reliable Maintenance Company submitted the low acceptable bid of $52,028.44 for FY
2018/19. In addition, $1,000 was added for emergency callback. The total for FY 2020/21
of $53,028.44 is split for budget purposes for specific areas as follows:
City Hall and Police Dept: $39,963.44
Gym & Community Center: $ 5,332.50
Wellness/ Aerobics Room: $ 5,332.50
Auditorium: $ 2,400.00
$53,028.44
The approved operating budget for FY 2021 is $76,704. This optional renewal is for
the period of July 1, 2020, through June 30, 2021. Two (2) optional renewals remain
through June 30, 2023. Each renewal period is subject to successful past
performance and approval by Council. The bid also provides for a percentage
increase on base fees for each renewal period.
The base bid amounts include all routine services provided daily plus other services
provided periodically or less frequently. Also bid separately is a per-hour rate for
additional services requested, emergency clean up, and special events clean-up in the
Auditorium. These services will be billed at the hourly rate bid in addition to the planned
services.
The bid award recommendation is based on the lowest overall cost to the City over the
5-year period.
ALTERNATIVES:
1. Renew contract for FY2020/21 custodial services at Ames City Hall to Reliable
Maintenance Company, Des Moines, Ames, IA., in the amount of $53,028.44. The
action will approve the Base Bid in the amount $52,028.44, $1,000 for emergency
callback, and additional work as authorized at $16.00/hour.
2. Award the contract for custodial services for the Ames City Hall to one of the other
bidders.
3. Reject all bids and direct staff to re-bid custodial services.
CITY MANAGER’S RECOMMENDATION:
Reliable Maintenance Company has the lowest overall cost to the City over the five-year
contract. The Director of Fleet & Facilities has indicated that the services being provided
by the Reliable Maintenance Company currently are meeting performance expectations.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1.
ITEM#: 26
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: FIVE-YEAR RENEWAL OF SMARTCARD PARKING SYSTEM
AGREEMENT WITH IOWA STATE UNIVERSITY
BACKGROUND:
On April 22, 2014, City Council approved a unified Smartcard parking system agreement
with Iowa State University (ISU). This agreement makes it possible for users of both ISU
and City of Ames parking meter systems to use the same pre-paid card. It also provides
a method for ISU and the City to manage the revenues acquired through Smartcard use.
It should be noted that this system has been very successful for parking system users,
ISU, and the City alike.
The current agreement expired on June 30, 2019. There have been some unforeseen
delays in updating the agreement to reflect current conditions, revising the agreement
document, and having the changes agreed to by both agencies. However, all issues have
recently been resolved. Attached to this Council Action Form is the five-year renewal
agreement that will continue the unified Smartcard arrangement.
ALTERNATIVES:
1. Approve the five-year renewal of the unified Smartcard agreement between ISU
and the City of Ames retroactively starting on July 1, 2019 through June 30, 2024.
2. Reject the renewal agreement and direct staff to dissolve the unified Smartcard
system.
MANAGER’S RECOMMENDED ACTION:
The unified Smartcard system has been a positive customer service improvement for ISU
and the City of Ames parking users. The system allows for a seamless transition from
ISU parking meters to those in both Campustown and Downtown. Since the beginning of
the unified system, staff has experienced overwhelmingly favorable responses from our
citizens.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as noted above.
1
Pre-Pay Parking Smart Card Program Agreement
This Pre-Pay Parking Smart Card Program Agreement ("Agreement") is entered into by the City of
Ames, Iowa ("City") and Iowa State University of Science and Technology ("ISU").
Background
ISU and City each have parking meters that allow permit users to pay for parking using a smart
card. ISU and City desire to establish a program to allow ISU students, faculty, and staff and
citizens of Ames to use the same smart card with their respective parking meters that accept
payment through the use of a smart card. This Agreement sets forth the terms and conditions for
that program.
Terms and Conditions
1. Term. The term of this Agreement shall be from July 1, 2019 to June 30, 2024, unless
earlier terminated. The parties may mutually agree in writing to extend the term of this
Agreement.
2. Supported Meters. Each party currently owns parking meters that accept payment through
the use of a card with an embedded chip that stores information on the amount of funds
the card user has pre-paid for metered parking and the fees incurred by the user through
the use of metered parking ("Smart Cards"). The parking meters that each party owns that
utilize the Smart Card technology are referred to as "Supported Meters" in this
Agreement. Each party may increase or decrease the number of its Supported Meters or
relocate its Supported Meters. Each party is responsible for maintaining and repairing its
own Supported Meters, including Smart Card readers and related software, and ensuring
that its Supported Meters and related technology are compatible with the Smart Cards.
3. Smart Cards. ISU shall be responsible for maintaining a sufficient Smart Card stock for
sale by both parties and ordering additional Smart Cards as needed. The City shall be
responsible for timely notifying ISU when City needs additional Smart Cards. When
purchasing the new Smart Cards, ISU shall require the vendor to use a design on the
Smart Card that is mutually agreeable to ISU and City within any parameters set by the
vendor. The new Smart Card shall indicate that users may use the Smart Card at both ISU
and City Supported Meters. ISU shall invoice City for the cost of Smart Cards provided by
ISU to City, as well as half of the design or similar fees charged by the vendor in
connection with the production of the new Smart Cards. The City shall pay such invoice(s)
within thirty days of receipt.
4. Sale of Smart Cards to Users. Each party may sell Smart Cards to users.
a. User Forms and Master List. At the time a user purchases a Smart Card from a
party, the party shall require the user to complete and sign a form. ISU shall
create a form for such purpose, and the form shall require: the number of the
Smart Card issued; information on the user's name, address, telephone number,
email address, and university identification number (if applicable); and the value
added to the Smart Card. The form shall also set forth the terms and conditions
for using the Smart Card. The initial terms and conditions for using the Smart Card
are set forth in Exhibit A. The parties may mutually agree to modify the user
terms and conditions, and ISU shall modify the form accordingly. After the user
completes the form, the party receiving the form shall make a copy of the form
2
and give it to the user. ISU and the City shall create a master list of users and
update it regularly. The parties shall use the master list solely to provide services
contemplated by this Agreement.
b. Administrative Fee. Each party shall charge users an administrative fee for each
Smart Card purchased. The amount of the administrative fee shall be agreed upon
by the parties. Initially, the administrative fee shall be $5.00. The party who sells
the Smart Card may retain the administrative fee.
c. Addition of Value to Card. Each party may add value to a Smart Card and shall
charge the user an amount equal to the value added. Each party may establish
limits on the amount of value that may be added to a Smart Card in any one
transaction. In no event shall a party allow the maximum value on a Smart Card to
exceed $300.00 on any day. Each party shall deposit an amount equal to the value
added to a Smart Card into a designated account maintained by ISU ("ISU
Account"). The schedule for City to make such deposits shall be mutually agreed
upon by the parties, but in no event shall deposits be more frequently than
monthly. Neither party may reduce the amount of the deposit into the ISU Account
due to issues with the user's payment, such as canceled checks, insufficient funds,
and the like. Such issues shall be addressed by the party with the user.
d. Refunds and Replacements. Neither party shall issue refunds or provide
replacement Smart Cards to users whose cards are lost, stolen, or damaged. A
party may replace a malfunctioning Smart Card provided that the party has
reliable information regarding the value balance that should be added to the new
Smart Card.
5. Monthly Revenue Distributions.
a. Report. During the term of this Agreement, each party shall generate a monthly
report that accurately identifies parking fees paid at that party's Supported
Meters through the use of the Smart Card ("Meter Revenue"). The report shall
be generated using the party's vendor-provided meter software. By the 5th of
each month during the term of this Agreement, each party shall submit a copy of
the report for the prior month's Meter Revenue ("Monthly Meter Revenue
Report").
b. Revenue Distribution. Within thirty days of receiving an appropriate Monthly Meter
Revenue Report from a party, ISU shall distribute to such party from the ISU
Account an amount equal to the Meter Revenue set forth in the Monthly Meter
Revenue Report ("Monthly Meter Revenue Payment") provided that there are
sufficient funds in the ISU Account. If there are insufficient funds, then the parties
shall mutually agree upon how to handle the Monthly Meter Revenue Payment.
c. Supported Meter Malfunction. If a Supported Meter malfunction such that
information about Meter Revenue generated at that Supported Meter is unreliable,
then for the month during which the Supported Meter malfunctions, the parties will
substitute the average monthly Meter Revenue generated at the Supported Meter
during the prior twelve-month period rather than the actual Meter Revenue
reported for the month in calculating the Monthly Meter Revenue Payment. The
party that owns the Supported Meter shall take reasonable measures to promptly
repair the Supported Meter. If the Supported Meter is not repaired such that the
3
average monthly Meter Revenue has to be used for two consecutive months in
the calculation the Monthly Meter Revenue Payment, then in subsequent months
no Monthly Meter Revenue Payment will be issued for such Supported Meter until
the Supported Meter is repaired and properly functioning.
6. Annual Revenue Distributions. On or about August 15th each year during the term of this
Agreement, ISU shall make the following distributions of Meter Revenue from the ISU
Account:
i. Retain in the ISU Account $500.00 or such other amount mutually agreed
upon by the parties;
ii. Distribute to ISU Parking Division ten percent of the ISU Account
balance less the retainage in (i); and
iii. Distribute the remaining ISU Account balance based on an average
percentage of previously distributed Meter Revenue between ISU and
City.
The above payments are conditioned upon there being sufficient funds in the ISU
Account. If there are insufficient funds, then the parties shall mutually agree upon how to
handle the Annual Revenue Distributions.
7. Audit. Each party is responsible for conducting an audit on a weekly basis of the Smart
Cards and values placed on them and of Meter Revenue from that party's Supported
Meters. Each party shall maintain books, documents, and other records sufficient to
reflect properly its activities pursuant to this Agreement. Each party shall preserve and
make such records available to the other party, the Auditor of the State of Iowa or other
auditor designated by a party for a period of five years after termination of this
Agreement.
8. Termination.
a. Expiration. This Agreement shall terminate upon expiration of the term. If the
term is extended, then this Agreement shall terminate upon expiration of the
extended term.
b. For Convenience. Either party may terminate this Agreement by giving the other
party written notice 120 days prior to the intended date of termination.
c. For Cause. In the event of a material breach of any term or condition of this
Agreement by a party, the non-breaching party may issue a written notice of the
breach to the breaching party and demand the breach to be cured in thirty days. If
the breach is not cured within thirty days of receiving the notice, the non-breaching
party may send to the breaching party a written notice terminating this Agreement
and the termination will be effective upon the breaching party's receipt of the
notice.
d. Termination Procedures.
i. Notice to Users. Ninety days prior to the termination of this Agreement
pursuant to (a) or (b) above or promptly after the termination of this
4
Agreement pursuant to (c) above, ISU shall issue a notice to users that
the Smart Card program has been terminated and that users shall have
sixty days to use the remaining value balance on the Smart Card.
ii. Final Meter Revenue Report and Payment. Within thirty days of the
expiration the sixty day period, the parties shall each prepare a final Meter
Revenue Report for Meter Revenue generated from the period covered by
the prior Monthly Meter Revenue Report until the date on which the sixty
day period expired. Within thirty days of receiving an appropriate final
Meter Revenue Report from a party, ISU shall distribute to such party from
the ISU Account an amount equal to the Meter Revenue set forth in the
final Meter Revenue Report ("Final Meter Revenue Payment").
iii. Final Revenue Distribution. Within ten business days of distributing the
Final Meter Revenue Payments, ISU shall (a) distribute to ISU Parking
Division ten percent of the ISU Account Balance and (b) distribute the
remaining ISU Account balance based on an average percentage of
previously distributed Meter Revenue between ISU and City.
iv. Insufficient Funds in ISU Account. If there are insufficient funds to pay the
final Meter Revenue Payment and/or Final Revenue Distribution, any
funds that are available shall be distributed between the parties on an
average percentage of previously distributed Meter Revenue between ISU
and City.
v. Supported Meters. Within thirty days of the expiration of the sixty day
period for users to use the remaining value balance on the Smart Card,
City shall modify City's Supported Meters or its software system to that it
now longer accepts the Smart Card previously sold by the parties
pursuant to this Agreement.
9. Compliance with Law. The parties shall comply with all applicable laws, rules, and
ordinances, including but not limited to the Disposition of Unclaimed Property law and
regulations relating to prepaid access if applicable.
10. Relationship of Parties. ISU and City are independent contractors, and nothing in this
Agreement creates any partnership or joint venture.
11. Notices. Notices relating to this Agreement shall be in writing and shall be delivered by
email to the other party at the address set forth below or such other address as may be
given in writing in accordance with this Section. Notice shall be deemed effective upon
receipt.
Notices to ISU
For technical matters:
Mark Miller memiller@iastate.edu
For contract matters:
Pam E. Cain
pelliott@iastate.edu
5
Notices to City
For technical matters:
Damion Pregitzer damion.pregitzer@cityofames.org
For contract matters:
Diane Voss
diane.voss@cityofames.org
12. Miscellaneous. This Agreement (including Exhibit A) constitutes the entire Agreement
between the parties with respect to the subject matter of this Agreement and supersedes
all prior agreements, whether written, oral, or implied. This Agreement shall not be
modified without the written mutual consent of the parties. The failure of either party to
require performance of any term or condition of this Agreement by the other party shall
not constitute a waiver to subsequently enforce such term or condition. The invalidity or
illegality of one or more provisions of this Agreement shall not affect the enforceability of
the remaining provisions. The parties' rights and obligations in this Agreement that, by
their nature, would continue beyond the termination of this Agreement shall survive such
termination. This Agreement may not be assigned or transferred by either party without
the prior written consent of the other party, which shall not be unreasonably withheld. This
Agreement shall be construed in accordance with the laws of the State of Iowa, without
giving effect to its conflicts of law provisions, and any litigation or actions commenced in
connection with this Agreement shall be instituted in a court of competent jurisdiction in
the State of Iowa.
13. Counterparts; Authorization. This Agreement may be executed in any number of
counterparts and delivered by facsimile or by electronic transmission in PDF format,
each of which will be deemed to be an original and all of which shall constitute one
agreement that is binding upon each of the parties. Each party represents and warrants
that the person executing this Agreement on its behalf is authorized to do so.
By:
John A. Haila
Mayor
By:
Diane R. Voss
City Clerk
SCIENCE AND TECHNOLOGY
By:
Pam E. Cain
Interim Senior Vice President for
Operations and Finance
6
Exhibit A
User Terms and Conditions
By using the Pre-Pay Parking Smart Card, the holder agrees to the following terms and
conditions. Holder is responsible for using the value placed on the card. Meter revenue funds
become the property of Iowa State University/City of Ames at the time value is added to the
card. No refunds shall be granted. Holder agrees that Iowa State University/City of Ames shall
not be responsible for reimbursements of the card's value in cases of loss, theft, mutilation of
the card, or use by a third person.
• Card is valid in supported machines owned by either Iowa State University or the City
of Ames, which will be clearly marked.
• Inserting the card into any other card reader will disable the card, making it not usable.
• Card is NOT valid at the ISU Memorial Union Ramp.
• Card is NOT valid at the Ames lntermodal Facility.
• Card or amount on card is not replaceable if card is lost, stolen, or the chip on card is
damaged.
• Card does not guarantee availability of parking space.
• Cost to purchase card is currently $5.00.
• Maximum limit of $300 value may be added to cards. The maximum limit that may be
added in one transaction through ISU is $300 and through City is $50.
• Neither the cost of the card nor the value added to the card is refundable.
• ISU and/or City may, at any time, suspend or cancel the Smart Card program for any
reason. The cardholder will be given a 60-day advance notice in case of termination to
use the balance on the card. Cardholder shall ensure that either ISU or City has
cardholder's current contact information for this purpose.
ITEM # __27___
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: INSTALLATION SERVICES FOR 69 KV UG POWER CABLE TOP-O-
HOLLOW SUBSTATION - CONTRACT COMPLETION
BACKGROUND
On August 28, 2018, City Council awarded a contract to Primoris Aevenia, Inc., Johnston,
IA, in the amount of $171,732.50, for the installation of underground cable at the Top-O-
Hollow substation.
There was one change order to the contract.
Change Order #1: On August 30, 2018, a change was approved to increase the purchase
order by $27,267.45 to change the size of the 69 kV power cable and accessories.
The total contract amount including the one change order is $198,999.95. The
Engineer’s estimate of the cost of the construction was $350,000.
The material and the services in the contract with Primoris Aevenia, Inc have now been
delivered and accepted. Once completion is accepted, the 5% retainage that was held
can be released per the contract terms and conditions.
ALTERNATIVES:
1. Accept completion of the contract for the Installation Services for 69 kV UG Power
Cable Top-O-Hollow Substation with Primoris Aavenia, Inc., Johnston, IA.
2. Delay acceptance of this project.
CITY MANAGER’S RECOMMENDED ACTION:
The contractor has delivered all the materials and provided the services specified under
the contract, and the City is obligated to make final payment.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as stated above.
ITEM # ___28__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: POWER PLANT UNIT 7 TURBINE GENERATOR OVERHAUL
PROJECT – CONTRACT COMPLETION FOR HPI, LLC
BACKGROUND
On June 25, 2019, City Council awarded a contract to HPI, LLC, Houston, TX in the
amount of $411,464.
There were eleven change orders to the HPI, LLC contract.
Change Order #1: On September 13, 2019, to increase the purchase order by
$15,482.45 for the purchase of additional required generator testing.
Change Order #2: On September 17, 2019, to increase the purchase order by
$225,361.55 for shop rotor and diaphragm repairs.
Change Order #3: On September 19, 2019, to increase the purchase order by
$28,386.00 for additional work to ship Unit 7 turbine rotor and diaphragms for repairs.
Change Order #4: On September 30, 2019, to increase the purchase order by
$14,290.00 for shop repairs on steam seal bushing and spill strips plus freight.
Change Order #5: On November 6, 2019, to increase the purchase order by $3,412.50
for shipping of the Unit 7 turbine to Orbital Energy for erosion repairs and additional
charges due to crane delay.
Change Order #6: On November 26, 2019, to increase the purchase order by $18,600.75
for additional labor for IMD startup support.
Change Order #7: On December 11, 2019, to increase the purchase order by $26,709.00
for additional labor for HPI, LLC startup support.
Change Order #8: On January 2, 2020, to increase the purchase order by $23,204.94
for labor, remote monitoring and additional labor for change orders #3 and #4 due to an
unexpected crane downtime and additional onsite nozzle repair work.
Change Order #9: On February 25, 2020, to increase the purchase order by $2,675.00
for additional labor for screen replacement delay.
Change Order #10: On March 10, 2020, to increase the purchase order by $6,874.00 for
additional labor for the boiler delay on 1/2/20 and 1/3/20.
Change Order #11: On April 27, 2020, to decrease the purchase order by $11,484.32 to
adjust change orders #2, 3, 4, 5, 6, 7, 8 and 10 (estimated vs actual) and to add the Illinois
Electric Capital Works testing of the AVT device.
The total contract amount including these eleven change orders is $764,975.87.
The engineer’s estimate for the cost of the total project was $2,440,000.
Contracts awarded to date on this project are:
HPI LLC (Perform Overhaul) $764,975.87
General Electric (Field Engineering Services $360,386.22
MD&A (Turbine Parts) $139,936.42
Argo (Turbine Parts) $350,881.22
Burns & McDonnell (Engineering) 43,000.00
TOTAL $1,659,179.73
All of the requirements of the contract have been met by HPI, LLC.
ALTERNATIVES:
1. Accept completion of the contract for the Unit 7 Turbine Generator Overhaul with
HPI, LLC. This Council action form is to release the 5% retainage that was held
per the contract terms and conditions.
2. Delay acceptance of this project.
CITY MANAGER’S RECOMMENDED ACTION:
The vendor has completed the overhaul of Unit 7 Turbine Generator under the contract,
and the City is obligated to make final payment.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as stated above.
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ITEM # ___29__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: PLAT OF SURVEY FOR 1016 S DUFF
BACKGROUND:
The City’s subdivision regulations in Chapter 23 of the Ames Municipal Code include a
process for creating or modifying property boundaries and for determining if any
improvements are required in conjunction with the platting of property.
This proposed plat of survey is for a lot division of Lot 1 of Carney and Sons’
Subdivision, First Addition, which is addressed as 1016 S. Duff Avenue. Lot 1
includes 118,534 square feet and is zoned Highway Oriented Commercial (HOC). It
is currently undeveloped.
Lot 1 is divided within the plat of survey to create a new “Parcel A” and “Parcel B.” A
graphical representation as well as a complete and accurate description of each parcel
within the plat is included. The purpose of the plat is to create a parcel along Squaw
Creek for purchase by the City to facilitate a flood mitigation project.
Parcel A includes 51,625 square feet and will continue as a developable parcel. The plat
of survey was reviewed to ensure that the proposed lot dimensions for Parcel A comply
with the requirements found in the zone development standards of the Highway Oriented
Commercial District (HOC). The plat of survey does not require additional infrastructure
improvements to be installed as it was the subject site of prior subdivision approval..
Public sidewalk already exists across the street frontage of Lot 1.
Parcel B includes 66,909 square feet. The approval of the plat of survey will restrict the
use of Parcel B as unbuildable. Parcel B lies in part within the Special Flood Hazard Area
as shown on the FEMA FIRM Panel 19169C0163F, effective 10/16/2014. Parcel B has
been identified for use in the Squaw Creek Flood Mitigation Project and will be purchased
by the city. In the event the City’s purchase of Parcel B does not occur, the land will be
unbuildable by the limitations of the Plat of Survey
This type of division would normally be a Minor Subdivision, due to the lack of need for
public improvements. However, in this case is allowed as a plat of survey under Section
23.103 because it an appropriate process for creating an unbuildable parcel for city
purchase that typically occurs as an acquisition plat for right-of-way.
Approval of this plat of survey (Attachment B) will allow the applicant to prepare the official
plat of survey and submit it to the Planning and Housing Director for review. The Director
will sign the plat of survey confirming that it fully conforms to all conditions of approval.
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The prepared plat of survey may then be signed by the surveyor, who will submit it for
recording in the office of the County Recorder. Once it is recorded, the City can proceed
with its purchase of Parcel B.
ALTERNATIVES:
1. The City Council can adopt the resolution approving the plat of survey consistent with
the standards of Chapter 23 for approval of a lot division.
2. The City Council can deny the proposed plat of survey if the City Council finds that the
requirements for plats of survey as described in Section 23.308 have not been
satisfied.
3. The City Council can refer this back to staff and/or the owner for additional information.
CITY MANAGER'S RECOMMENDED ACTION:
Staff has determined that the proposed plat of survey satisfies all Subdivision Code
requirements for the lot division of an existing lot into two parcels and has made a
preliminary decision of approval. The developable parcel, Parcel A, conforms to the
underlying zoning standards for lot requirements. Parcel B is unbuildable and is noted as
such on the plat. Staff has determined that the proposed plat of survey does not trigger
City infrastructure requirements as defined within the Subdivision Code.
Therefore, it is the recommendation of the City Manager that the City Council
accept Alternative #1, thereby adopting the resolution approving the proposed plat
of survey.
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ADDENDUM
PLAT OF SURVEY FOR 1016 S DUFF AVENUE
Application for a proposed plat of survey has been submitted for:
Conveyance parcel (per Section 23.307)
Boundary line adjustment (per Section 23.309)
Re-plat to correct error (per Section 23.310)
Auditor’s plat (per Code of Iowa Section 354.15)
Waiver/Modification (per Section 23.103)
Owners: MKTM LLC; Jerry Carney & Sons
Existing Street Address: 1016 S Duff Avenue
Assessor’s Parcel #: 09-11-401-050
Legal Description:
Parcel A in Lot 1 Carney and Sons’ Subdivision, First Addition to Ames, Story County, Iowa,
more particularly described as follows:
Beginning at the Southwest (SW) Corner of Said Lot 1: Thence N 00˚20’33” W along the West
line of said Lot 1, 157.52 feet; Thence S 87˚58’22” E, 149.48 feet; Thence S 68˚21’33” E, 288.51
feet; Thence N 89˚28’47” E, 152.20 feet to the East Line of said Lot 1; Thence S 00˚31’13” E
along said East line, 37.53 feet to the Southeast (SE) Corner of said Lot 1; Thence N 89˚19’45”
W along the South line of said Lot 1, 428.79 feet; Thence S 00˚07’43” W along a boundary line of
said Lot 1, 16.05 feet; Thence N 89˚27’16” W along the South line of said Lot 1, 140.37 feet to
the Point of Beginning (POB).
Containing 51,625 square feet more or less. Subject to Easements recorded or unrecorded.
Parcel B in Lot 1 Carney and Sons’ Subdivision, First Addition to Ames, Story County, Iowa, more
particularly described as follows:
Commencing at the Southwest (SW) Corner of Said Lot 1; Thence N 00˚20’33” W along the West
line of said Lot 1, 157.52 feet, to the Point of Beginning (POB); Thence S 87˚58’22” E, 149.48
feet; Thence S 68˚21’33” E, 288.51 feet; Thence N 89˚28’47” E, 152.20 feet to the East Line of
said Lot 1; Thence N 00˚31’13” W along said East line, 133.31 feet to the Northeast (NE) Corner
of said Lot 1; Thence N 82˚38’17” W along the North line of said Lot 1, 573.86 feet to the Northwest
(NW) corner of said Lot 1; Thence S 00˚20’33” E along the West line of said Lot 1, 96.54 feet to
the Point of Beginning (POB).
Containing 66,909 square feet more or less. Subject to Easements recorded or unrecorded.
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Public Improvements:
The preliminary decision of the Planning Director finds that approval requires all public
improvements associated with and required for the proposed plat of survey be:
Installed prior to creation and recordation of the official plat of survey and
prior to issuance of zoning or building permits.
Delayed, subject to an improvement guarantee as described in Section
23.409.
Not Applicable. (No additional improvements required.)
Note: The official plat of survey is not recognized as a binding plat of survey for permitting
purposes until a copy of the signed and recorded plat of survey is filed with the Ames City
Clerk’s office and a digital image in Adobe PDF format has been submitted to the Planning
& Housing Department.
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Attachment A- Existing Conditions
6
Attachment B: Plat of Survey
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Smart Choice
Public Works Department 515.239.5160 main 515 Clark Ave. P.O. Box 811
Engineering 515.239.5404 fax Ames, IA 50010
www.CityofAmes.org
Public Works Department
515 Clark Avenue, Ames, Iowa 50010
Phone 515-239-5160 ♦ Fax 515-239-5404
Item No. 30
April 28, 2020
Honorable Mayor and Council Members
City of Ames
Ames, Iowa 50010
RE: Sunset Ridge 6th Addition Financial Security Reduction – Final
Mayor and Council Members:
I hereby certify that the sidewalk ramp required as a condition for approval of the final plat of
Sunset Ridge 6th Addition has been completed in an acceptable manner by Larson Concrete of
Ames, Iowa. The above-mentioned improvement has been inspected by the Engineering
Division of the Public Works Department of the City of Ames, Iowa, and found to meet City
specifications and standards.
As a result of this certification, it is recommended that the financial security for public
improvements on file with the City for this subdivision be released in full.
Sincerely,
John C. Joiner, P.E.
Director
JJ/nw
cc: Finance, Planning & Housing, Subdivision file
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ITEM #: _ 31__
DATE: 04-28-20
COUNCIL ACTION FORM
REQUEST: PRELIMINARY PLAT FOR 321 STATE AVENUE (BAKER’S
SUBDIVISION)
BACKGROUND:
The City of Ames is the property owner of a 10.86-acre site located at 321 State Avenue.
The property is located on the west side of State Avenue and east of Wilmoth Avenue.
The property is currently zoned Residential Low Density (RL) (See Attachment A). The
proposed subdivision will support affordable housing goals of the City as a mixed income
development with a minimum of 51% of the homes affordable to low- and moderate-
income households. The City of Ames will be the developer for the subdivision.
The proposed Preliminary Plat consists of 27 buildable lots; 26 single-family home lots
and 1 lot for future development. There are also three Outlots for purposes of open space,
stormwater management, and a future bike trail. (See Attachment B, C, D, E). The layout
includes the construction of one new public street named Latimer Lane. The proposed
plat follows the design chosen by the City Council as the preferred concept on
February 25th. Council directed staff on February 25th to proceed with the preferred
single-family layout that matches the proposed design, including a lot for future
development of multi-family housing to the south, single-family homes along Wilmoth,
creation of a loop street for single-family homes, and a central open space within the loop
street.
The 26 single-family home lots will be accessed from Wilmoth Avenue, Latimer Lane and
Tripp Street. Access to State Avenue from abutting homes along Latimer Lane is
restricted and no access from the alley along the north property line is planned. The
proposed street design meets City subdivision standards in regard to lot size and
orientation. Staff has included a landscaping easement along the State Avenue rear lot
lines in order to support a small buffer in this area. Due to the oversized right-of-way of
State Avenue, the proposed lots are approximately 50 feet from the street.
The single-family lots (1-26) are generally consistent in size throughout the development.
The lots range in size between .13 and .33 acres. All lots meet minimum size
requirements and frontage requirements for the RL zoning district. The proposed lot width
exceeds the minimum standard of 35 feet at street line and 50 feet at the building line,
the lot widths will allow for options to configure sites with modest sized homes and one
or two car wide driveways and parking options. Staff also reviewed options for including
additional lots within the Outlot Y area but settled upon the original open space proposal
depicted in February. The addendum provides additional information on lot design.
Lot 27 south of Tripp Street is planned for future multi-family development. The zoning
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designation of Lot 27 will be changed in the future to accommodate multi-family uses that
are not currently permitted in RL zoning. Any future rezoning will follow the established
process for a public hearing with Planning and Zoning Commission for their
recommendation and a public hearing with the City Council for a final decision. The City
Council has targeted this summer to review and discuss concepts for multi-family
development in this area.
There are three Outlots in the proposed subdivision, which total 1.78 acres. The Outlots
will function as open space, storm water detention, and a small city park. Outlot Y is
centrally located and will be used as open space toward a new .5-acre park to be owned
and maintained by the City. Outlot Z is located to the southeast along State Avenue and
is devoted to stormwater detention and treatment. If feasible, the pond design may in the
future also support an initiative of creating fishponds through a program of the Department
of Natural Resources (DNR). The far southeast boundary of the site is also subject to the
100-year flood plain. The floodplain will all be contained on Outlot Z, no individual lots will
be within the 100- year flood plain. Outlot X along the portion of the north property line
from Manning Avenue to State Avenue will contain the future bike trail as part of the
Shared Use Path Trail Connection South of Lincoln Way. The construction of the bike
path shown within Outlot X will be coordinated with development of this site consistent
with the infrastructure requirements of the Subdivision Code. The remaining portion of the
trail between South Wilmoth Avenue and Manning Avenue will be located in a combined
paved trail/alley design discussed in greater detail below.
An exciting new concept being introduced by Electric Services for this subdivision
is a distributed geothermal heating and cooling system. (See Attachment G) This
system will include loops and a pump house within Outlot Y and provide the
heating and cooling for each home in the subdivision and potential for multi-family
housing in the future. The proposed layout has been reviewed by the City’s engineer
for coordination with other public utility needs. The geothermal system will be installed,
owned and maintained by Ames Electric. The homes constructed within the subdivision
would be required to utilize geothermal heating and cooling. Staff estimates a
substantial energy savings from the efficiency of the system, with no substantial
increase in initial housing costs to have a heat pump in lieu of a conventional
heating and cooling system. There will also be ongoing savings for the
homeowners depending on cost of electricity compared to natural gas. This system
will serve as a trial concept to prove the viability for future subdivisions developed
by private sectors entities.
BIKE TRAIL DESIGN AND LOCATION:
The north boundary of the site is the planned location for the construction of the Shared
Use Path Trail Connection South of Lincoln Way from Wilmoth to State Avenue. This
segment is part of a larger City project that extends from Beedle Drive to Campustown.
Staff considered multiple configurations for this trail segment to address issues related to
lot size, utility locations, safety, and paving costs. Currently the alley is unimproved and
there are overhead power lines within the alley area.
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Staff is currently considering a 16-foot paved alley improvement as a combined
bicycle/vehicle improvement. This improvement also requires the undergrounding of
utility lines in the alley right-of-way. The alley paving is planned to be funded by CDBG
funds and removal of overhead electric lines by Ames Electric.
Although this is the preferred accommodation by staff for the bicycle path, its full
costs are not know at this time. If the overall expense is too great at the time of
bidding, the City will consider creating a lower cost (less paved area) option for a
separated bicycle path outside of the alley and adjusting the lot dimensions
accordingly. The alley project could also be deferred to a date when additional
CDBG funding is available. If the combined bicycle facility is not feasible, the alley
will not be paved as it does not serve the proposed subdivision.
PUBLIC OUTREACH:
On January 23, 2020, City staff from multiple departments participated in an Open House
meeting to address three potential City projects in the State Avenue area; the bike path,
relocation of Fire Station #2, and development of 321 State Avenue. Staff presented a
map of the 321 State development scenarios of either placing the multi-family or single-
family housing units on either the north or south side of the parcel and discussed different
attributes of the site. Staff shared the feedback received from the neighborhood with City
Council prior to proceeding to a preliminary design phase. Information from the meeting
can be found at Planning Division webpage under the CCOAMSproject link (College
Creek Old Ames Middle School).
On February 17, 2020, City staff along with Civil Design Advantage (CDA) Engineering,
the City’s consulting design engineer for the project, held a second neighborhood meeting
to share five (5) design concepts that included lot lay out configurations. There were
approximately 18 neighborhood residences in attendance who shared their feedback for
City Council’s consideration at the February 25, 2020 meeting. Residents were noticed
directly via mail about the neighborhood meetings in January and February.
The proposed subdivision includes a public notice requirement for all property owners
within 200 feet of the site prior to the Planning and Zoning Commission review. Although
no notice is required prior to City Council review, staff provided a courtesy notice
by mail to single-family property owners from Village Drive to Highland Avenue
south of Lincoln Way. Email notification was also provided to interested parties
for the City Council meeting.
PLANNING & ZONING COMMISSION RECOMMENDATION:
At the April 15, 2020, the Planning & Zoning Commission meeting staff reviewed the
proposed layout and discussed some of the design features that were still under review,
including the alley improvements and bike path options. The preliminary plat presented
to Commission included the bike path in a separate outlot at that time. The Commission
voted 6-0 to recommend approval of the Preliminary Plat for Baker’s Subdivision to City
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Council, reflective of the subdivision layout with the outlot for the bike path.
ALTERNATIVES:
1. The City Council can approve the preliminary plat for Bakers Subdivision if it finds the
preliminary plat complies with City zoning and subdivision standards.
2. The City Council can deny the preliminary plat for Bakers Subdivision, if the Council
determines the design does not meet the standards of the Municipal Code.
3. The City Council can direct changes to the plat or defer action on this request and
refer it back to City staff and/or the applicant for additional information.
CITY MANAGER’S RECOMMENDED ACTION:
The proposed subdivision design accomplishes many of the City Council’s goals for this
site that was acquired in 2015. The proposed single-family lot layout integrates with the
existing single-family homes to the west and north by the pattern of its design. The
proposed lots create usable lots for a mix of smaller and medium sized homes. The overall
street layout provides for connectivity and integration of the homes with each other. The
proposed layout conforms to the zoning requirements and infrastructure requirements of
the Subdivision Code. Future rezoning to accommodate a multi-family use south of
Tripp Street will occur at a later date after City Council has reviewed potential
development concepts.
Additionally, the development of the site includes coordination and cooperation with a
number of City departments to create a high-quality residential subdivision. This includes
department support by Parks and Recreation for the .5-acre park, Public Works for storm
water features and bicycle/shared use path improvements, and Ames Electric Services
for the geothermal trial project. Currently approximately $537,00 of the 2019-20 CDBG
funds (including $250,000 of GO Bonds) have been budgeted for this project, with
anticipated budget of approximately $489,000 of CDBG funds for 2020-21, totaling
1,026,000. This amount does not include any projected revenue from the sale of lots of
homes.
With City Council approval of the preliminary plat, staff and CDA can move forward on
finalizing design plans and prepare an estimated cost and bid package for public
improvements needed for the final plat.
Therefore, it is the recommendation of the City Manager that the City Council act
in accordance with Alternative #1 to approve proposed the preliminary plat.
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ADDENDUM
Project Description. The Preliminary Plat of “Baker’s Subdivision” includes 26 single-
family lots for development, 1 future development lot and, three Outlots (Outlots X, Y, Z).
Outlot X (.08 acres) is to be used as an Outlot for future bike trail construction in
conjunction with the abutting alley to the north. Outlot Y (.50 acres) is to be used as a
park land and other support functions. Outlot Z (1.20 acres) will be the primary
stormwater detention facility for the development and contains the 100- year flood plain
to the far south. (See Attachment B-E - Preliminary Plat)
The main access for the development is comprised of Tripp Street, Latimer Lane and
Wilmoth Avenue. The proposed Plat includes the construction of Latimer Lane, which
provides direct access to 13 single-family lots in the northern half of the subdivision. Tripp
Street, constructed in 2019, is designed to allow for a west to east roadway that provides
vehicle and pedestrian access to Latimer Lane and Lot 27 in conformance with
subdivision requirements through the subdivision. The remaining 13 single family lots in
the subdivision will gain frontage and driveway access from South Wilmoth Avenue.
The lots fronting on South Wilmoth Avenue will gain access from South Wilmoth and are
designed as such to make use of an existing street. This helps to minimize new street
construction. Excepting out corner lots which are 68-80 feet in width the majority of the
lots along South Wilmoth are anywhere from 53’ to 55’ feet in width. This allows for
adequate space to place driveways and allow for accessory building or garages with one-
or two-story homes. The majority of homes configured along Latimer Lane are slightly
smaller in width at the street line ranging from 37’ to 52’ feet but widen significantly from
the building line into the rear half which provide for adequate space to configure one or
two-story homes and accessory buildings or garages. The average size of the lots along
Latimer Lane are larger due to additional space in the rear of the lots.
The lot design allows for conformance to the subdivision standards. All of the homes will
have frontage on a local residential street. The homes along the east leg of Latimer Lane
will be “through lots” by design but are permitted when the rear of the lot abuts an arterial
street which in this case is State Avenue. A 5’ landscaping easement in shown along the
rear of these lots to provide greenspace between the edge of the State Avenue shared
use path and any fences that may be placed along the rear of these properties in order
to provide safety along the path and allow for additional buffering between the rear of the
homes and State Avenue.
All of the lots in the subdivision have public utility easements (P.U.E.) along the front and
rear to allow for future utility placement as well as storm sewer easements along the rear
of the lots. Development of the lots south of Tripp Street along South Wilmoth will require
more grading than those further north as the natural grade will be steeper due to the
topography of the site.
Density. The total net development area of the subdivision for single-family homes is
4.68 acres with lots that range in size from .13 acres to .33 acres. Density calculations
have been based on net area consistent with the allowance for the RL zone, by
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subtracting out of the gross lot area the total area to be held as Outlots, the future
development lot, and land to be dedicated to the City as public street right-of-way. With a
total net area of 4.80 acres the net density of 26 proposed single-family homes is 5.41
dwelling units per net acre, whereas up to 7.26 units per acre is permitted.
Outlot Y Development Options. City Council reviewed multiple design concepts at its
February 25th meeting. Council directed staff to prefer a single-family layout that match
the proposed design, including a lot for future development of multi-family housing to the
south, single-family homes along Wilmoth, creation of a loop street for single-family
homes, and a central open space within the loop street. In consultation with the City’s
consulting design engineer, Civil Design Advantage (CDA), staff explored additional lot
configurations for the loop street to ascertain optimal lotting configurations, including the
configuration of Outlot Y. During the review process staff explored options for use of
Outlot Y.
City staff concluded up to three additional single-family home lots could be configured
within the Outlot Y area and meet design standards and access limitations. Options
included one or two lots with open space and storm water treatment or fully developing
the area with three lots and provide for all open space and storm water facilities in the
Outlot to the south. Staff also considered using the Outlot exclusively for storm water to
reduce overall costs of development.
After discussion and review with other City departments it was determined that at this
time planning for Outlot Y as open space, subject to Council approval and final cost
estimates, is a desirable use of the site. It is believed that the open space and amenity of
a park adds value to the neighborhood environment. This configuration of Outlot Y and
the addition of additional storm water piping assists in providing the water necessary to
maintain fish in the pond in Outlot Z. The fishpond option is in response to a DNR program
for stocking ponds that the City would then maintain as a City facility.
Lot 27 Multi Family Development. City Council will continue discussions with the
surrounding neighborhood on possible configurations of multi-family development later
this summer. The intent is for the City to partner with an affordable housing developer
and prepare an application for financial assistance through Low Income Housing Tax
Credits (LIHTC). Numerous options could be chosen from duplex style housing to small
apartment buildings. To accomplish this goal of additional housing options, part or all of
the site would require a rezoning to a Planned Residence District (PRD) or to Medium
Density zoning. The proposed subdivision layout does not impact future rezoning options
for the City. Depending on future multi-family design a road extension from the
intersection of the west leg of Latimer Lane with Tripp Street into Lot 27 is possible.
Public Improvements. One new public street will be constructed known as Latimer
Lane. The street has a loop design that serves 13 lots in the north half of the subdivision.
On-street parking will be permitted on Latimer Lane. Latimer Lane will be a 55’ wide Right
of Way and will be a 26’ foot wide street as required by street design standards in the
Subdivision ordinance. Tripp Street which was constructed in 2019 has a 55’ right of way
and is a 26’ wide street which meets street design standards in the subdivision ordinance.
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Tripp Street connects to South Wilmoth Avenue on the west and State Avenue on the
east for outside connections. The State Avenue frontage will be graded to improve
drainage but will be left as a non-urban section that does not have curb and gutters. Street
lighting will be provided by Ames Electric throughout the subdivision.
Water. Water service is already provided along South Wilmoth Avenue to serve lots 1-
13. Existing water main is also located along State Avenue. Tripp Street also has 8”
water service currently in place. Latimer Lane will have 8” water main installed upon
construction to serve lots 14-26. Lot 27 will be serviced from the 8” Tripp Street main. The
water service will connect to the system at Tripp Street from South Wilmoth Avenue and
State Avenue. The water mains will primarily serve all of the proposed lots from the front
along and within the public rights-of-way.
Sanitary Sewer. Sanitary sewer currently exists as 8” main along South Wilmoth Avenue
to serve Lots 1-13 and will be installed along Latimer Lane to service lots 14-27 as 8”
main. The line will go from Latimer Lane south across Tripp Street in order to serve the
future development of Lot 27 and connect the city system near the south property line of
the subdivision in Outlot Z. The City has concluded that sanitary sewer capacity is
available to serve the proposed subdivision.
Geothermal Heating & Cooling. A distributed or neighborhood geothermal system is
planned to be installed for the heating and cooling of the proposed homes in this
subdivision. Ames Electric will own the geothermal system. Each home will have
appropriate connections for the system and must hook up to the system for heating and
cooling services to replace the need for a furnace and air conditioning unit. The system
will originate underneath Outlot Y via subterranean vertical boreholes and a surface level
pump house. The system will deliver heating and cooling to the subdivision via delivery
lines along South Wilmoth Avenue, Tripp Street and Latimer Lane. A layout and design
are included in attachment G. In the event the geothermal does not materialize, the layout
of the subdivision will not change.
Transit. Cy Ride currently has bus stop locations at the intersection of Lincoln Way and
State Avenue approximately 3 blocks north of the proposed subdivision and near the
intersection of South Wilmoth and Lincoln Way approximately 3 blocks to the northwest
of the proposed subdivision. CyRide currently has no plans to extend service into Baker’s
subdivision. As such this subdivision will not have direct CyRide service from within the
subdivision. Pedestrian access to the two nearby Lincoln Way CyRide stops is available
from the proposed subdivision site.
Sidewalks, Pedestrian Trails and Street Trees. Across the northeast edge of the
subdivision between Manning Avenue and State Avenue a 20-foot wide outlot labeled as
Outlot X is proposed with a 10-foot wide bicycle trail connection to the alley. The trail is
part of the Shared Use Path Trail Connection South of Lincoln Way project that will
eventually extend from Dotson Drive to Campustown. The remainder of the trail will be
located within the alleyway north of the subdivision abutting the property line west of
Manning Avenue. The improvement would include a division between the alley and bike
trail with detectable warning panels at the trail access point with the alley at Manning
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Avenue. The trail access point into the alley has a tapered design at the access point with
the alley at the south end of Manning Avenue. The alley would not be paved unless it was
part of a combined bicycle facility design.
At the Planning and Zoning Commission meeting an earlier version of the Preliminary Plat
included Outlot X as a 15-foot wide area for the bike path located outside of the alley
right-of-way. However, the bike path was planned to transition into the alley to make a
connection across Wilmoth. In the event the alley improvement option is not determined
to be feasible, the original concept could be reinstated. This would result in a reduction
of lot size for the abutting lots and the construction of a 10-foot path with 2.5 foot shoulders
areas between the property lines and the alley right-of-way.
Tripp Street currently has a 5’-foot sidewalk installed along the south side of the street. A
5-foot sidewalk will be installed along the north side of the street as part of the subdivision.
South Wilmoth Avenue has sidewalk in place from the north edge of the subdivision to
Tripp Street. A 5-foot sidewalk will be extended south along South Wilmoth to the south
edge of Lot 1. A shared use path is currently in place along the west side of State Avenue
and will provide pedestrian access to and from the subdivision. Latimer Lane will have 5’
wide sidewalks installed on along the single-family home frontage. Sidewalks will be
replaced and improved in certain locations along the east side of South Wilmoth Avenue.
Chapter 23 of the Municipal Code, requires street trees for residential subdivisions along
both sides of the street at a spacing of 30-50 feet on center to allow for the growth of the
tree canopy, however, adjusted spacing is permitted by the Code for obstructions in the
right-of-way including driveway locations, underground utilities, and the location of street
lights. Adequate spacing is available in most areas for street tree planting on the
proposed plat. The 5’ wide landscaping easement north of Tripp on the rear of the
properties abutting State Avenue will contain trees planted in lieu of street trees in the
ditch along State Avenue.
Storm Water Management.
Storm Water Management is principally provided via a detention basin along the
southeast side of the subdivision where it will collect stormwater from the north and west
within the subdivision. The stormwater lines are proposed along the rear property lines of
the homes abutting South Wilmoth, along Tripp Street, along the north edge of the
subdivision along the rear property lines of the homes facing Latimer Lane near the bike
path then flowing south along Latimer Lane into the basin inside Outlot Z. The stormwater
will discharge to the south according to stormwater management regulations into College
Creek. The Public Works Department would like to pursue a DNR certification in the future
to stock the detention pond with fish. This will allow fishing to occur at the pond to be
overseen by the Parks & Recreation Department. The ability to design the pond for fish
may be revised depending on cost based on final bids for this project. If financially the
timeline for the DNR certification has not yet been determined and will be dependent on
budgetary abilities for small improvements around the pond such as paths and benches.
If found to be unfeasible the grading design of the pond can be changed without a Major
Amendment to the preliminary plat.
9
Applicable Law.
Laws pertinent to the proposal are described on Attachment F – Applicable Law. Pertinent
for the Planning and Zoning Commission are Sections 23.302(3) and 23.302(4).
Public Notice. Courtesy mailed notice was provided to single-family home property
owners south of Lincoln Way between Hyland and Village. Staff provided additional
notice to an interested parties list and the CCOAMS neighborhood representative. A
sign notifying the public of a pending zoning action was also placed at the site.
10
Attachment A- Location & Zoning
11
Attachment B- Preliminary Plat
12
Attachment C- Grading Plan
13
Attachment D- Utility Plans
14
Attachment E- Street Tree Plan
15
Attachment F
Applicable Subdivision Law
The laws applicable to this Preliminary Plat Subdivision include, but are not limited to, the
following: (verbatim language is shown in italics, other references are paraphrased):
Code of Iowa Chapter 354, Section 8 requires that the governing body shall determine
whether the subdivision conforms to its Land Use Policy Plan.
Ames Municipal Code Chapter 23, Subdivisions, Division I, outlines the general
provisions for subdivisions within the City limits and within two miles of the City limits of
Ames.
Ames Municipal Code Section 23.302(3):
(3) Planning and Zoning Commission Review:
(a) The Planning and Zoning Commission shall examine the Preliminary Plat, any
comments, recommendations or reports assembled or made by the
Department of Planning and Housing, and such other information as it deems
necessary or desirable to consider.
(b) Based upon such examination, the Planning and Zoning Commission shall
ascertain whether the Preliminary Plat conforms to relevant and applicable
design and improvement standards in these Regulations, to other City
ordinances and standards, to the City’s Land Use Policy Plan, and to the
City’s other duly adopted Plans.
Ames Municipal Code Section 23.302(4):
(4) Planning and Zoning Commission Recommendation: Following such examination
and within 30 days of the regular meeting of the Planning and Zoning Commission
at which a complete Application is first formally received for consideration, the
Planning and Zoning Commission shall forward a report including its
recommendation to the City Council. The Planning and Zoning Commission shall
set forth its reasons for any recommendation to disapprove or to modify any
Preliminary Plat in its report to the City Council and shall provide a written copy of
such reasons to the developer.
16
Attachment G-Preliminary Geothermal Design (*Lot labels Have Changed*)
Staff Report
Future Land Use Designations and Map
April 28, 2020
BACKGROUND:
City Council held a workshop on April 21, 2020 to discuss draft land use designations and
mapping of the land use designations for the city. The original staff report and attachment are
attached to this document. It was noted during the workshop that RDG and staff are continuing
to refine the land use designation names and cleaning up mapping errors. However, staff has
not yet finalized this work.
RDG and staff are seeking direction from the City Council regarding the following two options
related to the draft land use designations and mapping.
Option 1- Accept Draft Designations As Presented On April 21, 2020
If City Council is comfortable with the categorization of land use designations as described on
April 21, 2020 including residential, commercial, employment, and various redevelopment and
overlay designations; the Council can direct RDG to move forward with refining the naming
and city-wide mapping of designations.
In addition, approve the following adjustments based upon input received during the
workshop discussion:
1)Correct erroneous mapping of designations,
2)Continue developing commercial descriptions,
3)Adjust the Core/Redirection designation for area between 6th and 7th Street/
Grand to Clark,
4)Include commercial land in relation to the Cherry Street extension, and
5)Review the Residential Neighborhood 1 (Traditional) neighborhood designation
for additional neighborhoods south and west of campus.
Option 2- Provide Feedback and Direct Changes to Designations or Mapping
City Council can provide specific feedback to change the designations and/or mapping of
specific areas that were provided during the workshop discussion. With this option, staff
will make the requested changes and, if they are major changes, return for verification of
the edits at the next regular City Council meeting.
Item No. 33
Land Use Categories: Neighborhoods
Category Characteristics Policies
RESIDENTIAL NEIGHBORHOODS 1
(Traditional Areas)
•Typically early 20th Century development
•Largely but not exclusively residential.
•Mixed housing densities and configurations, including SF
detached & attached, individual multifamily buildings.
•Generally small site, fine-scale
•Connected traditional grid, street/sidewalk continuity.
Sometimes with alleys
•Transit access in some dense areas
•Residential neighborhood conservation is primary goal
•Permitted density < 8-10 du/A
•Maintenance of SF character on residential blocks
•Selected infill, including attached units and small townhome
developments
•Small-scale office and commercial uses with limited traffic generation
that preserve residential scale.
•Infrastructure rehabilitation where necessary
•Support for owner-occupied housing stock options
•Maintain transit support in denser areas, plan for alternative modes of
transportation and access
•Use design and character priorities in place of density for planned
developments/small infill options
RESIDENTIAL NEIGHBORHOODS 2
(Established Areas)
•Typically mid to late-20th century through 21st century
development
•Largely but not exclusively single-family, with some
attached and small-scale multi-family
•Relatively large single-use blocks
•Common pattern of automobile-oriented design with
front-loaded garages.
•Variety of lot sizes, many smaller home sizes
•Larger scale grid and curvilinear streets, cul-de-sacs and
loops
•In some cases, internal pathways and cluster
development
•Limited or no transit access
•Maintenance of SF character on residential blocks
•Recognize much of the housing stock as affordable ownership options
•Density typically less than 5 du/A
•Selected infill, including attached units and small townhome
developments adjacent to existing attached units and adjacent to public
uses. Design and character priorities for planned developments/infill
options
•Neighborhood identification and strategic enhancements
•Small-scale office and commercial uses with limited traffic generation as
a special use on thoroughfares/boulevards and mixed use avenues
•Infrastructure rehabilitation where necessary
•Recognize street hierarchy when considering changes in land use and
transportation, including alternative modes
•Support transit service extensions in select areas
Land Use Categories: Neighborhoods
Category Characteristics Policies
RESIDENTIAL NEIGHBORHOODS-3
(Expansion areas, Northridge
Heights, Ringgenberg)
•Contemporary but diverse development options in planned
expansion areas of the City, known as FS zoned areas
•Primarily residential and largely single-family at low and
medium densities
•Conventional suburban lot sizes are common
•Access to green space and internal paths is common
•Curvilinear street networks, minimizing cul-de-sacs, but
somewhat limited connectivity at times
•Common pattern of automobile-oriented design with front-
loaded garages.
•Includes small commercial nodes
•Limited or no transit access
•Commonly incorporate open space and trails
•Support for wide range of housing types and price points, need to
incorporate attainably priced owner occupied housing
•Planned development concepts based on Core nodes with higher
intensity and corridors through developing areas
•Use design standards to address design flexibility for smaller lots,
multi-family, architectural character, environmental factors, and open
space
•Higher residential densities encouraged on multimodal streets and
potential transit routes, including Core areas with mixed use
•Support for diverse housing types in planned development areas,
including attached SF, accessory units, detached SF
•Minimum gross density of 5 du/A for new development in single-
family areas (target net density minimum of 3.75 du/A)
•Development densities in Core areas may exceed 20 units per acre
to create diverse opportunities and transit serviceable areas.
•Use planned housing mix to achieve diversity, not just density. Allow
for planned Villages with commercial in some areas.
•Low-impact office/commercial development as part of original plats
•Street, sidewalk, and trail connectivity
•Provision for neighborhood parks and trail connections
•Plan to accommodate transit extensions into developing areas by
design and density levels
Land Use Categories: Neighborhoods
Category Characteristics Policies
MULTI-FAMILY NEIGHBORHOODS •Large groupings or concentrations of attached,
townhomes, low-story multifamily
•May include some commercial or community services
•Single-family is atypical and not desired
•Often but not always in unified developments
•Parking and circulation are sometimes internalized
•New developments may include private amenity space
for residents
•Higher residential densities encouraged on multimodal streets
and potential transit routes
•Typical gross density > 16-20 du/A, some areas are medium
density of approximately 10-15 du/A
•Low-impact office/commercial development integrated into
original project design
•High priority for transit accessible development
•Building design and housing types should serve a diverse
market and not be designed as student housing
•Consider reduced parking rates in walkable and transit
accessible areas
•Some older areas may redevelop housing stock from lower
density multifamily to higher density housing. Ensure capacity
exists to serve higher density infill and fits surrounding
character and scale
•Some areas may be designated for redevelopment with a goal
of increasing density compared to current conditions
•Consider measuring intensity by bedroom configurations
compared to dwelling units due to larger apartment sizes
Land Use Categories: Neighborhoods
Category Characteristics Policies
VILLAGE NEIGHBORHOODS
(Principally Expansion area or
potentially a sub area plan)
•Based on master development plan
•Strongly connected mixed uses as a “place” or district
•High street and path connectivity, highly walkable design
where vehicles are secondary
•Individual development areas may have separate dominant
uses but relate to each other
•Interior planned “village center”
•Common open space and community streets as elements of
urban structure
•Thematic street character
•Flexible infrastructure standards suited to village concept
•Recognition of multiple ways to accomplish village design with an
emphasis on walkability, functional public space, appropriate street
design, and green infrastructure; provide flexibility in how these
goals are accomplished
•Similar design approach to a PUD to ensure details for mixed use
and design are successful, allowing for greater density and
commercial uses more than other options
•Overall minimum gross density > 5 du/A; some Centers may have
much higher density
•Encourage a mix of housing types and urban character rather than
spacing of suburban home lots
•Avoid dictating specific architectural style; however some styles
(e.g. craftsman) have features more consistent with intended
character than others (e.g. colonial)
•Plan for future transit service and alternative modes of
transportation
UNIVERSITY NEIGHBORHOODS
(Potential Overlay)
•Strong of influence of ISU campus
•Largely multi-family, high-density, plus other campus related
residential
•Concentrations of off-campus student housing in SF dwellings
•Land use controversy at interface with surrounding
neighborhoods or single-family enclaves
•Street grid with some interruptions
•High density of CyRide service
•Include some secondary commercial, sometimes at street
level
•Unique housing influences based upon percentage of student
occupied housing and higher rates of transient housing
•Support policies of upkeep and reinvestment to maintain a balance
of housing types within individual neighborhoods.
•Infill and redevelopment is generally not expected in these area in
order to maintain a balance of housing types and manage pressure
for conversion of neighborhoods.
•Other planning goals along Lincoln Way or near centers may
influence redevelopment policies and options seperately
Land Use Categories: Centers
Category Characteristics Policies/Examples
COMMUNITY
COMMERCIAL/RETAIL
Examples: North Grand Mall, 13th and
I-35 commercial, South Duff from 3rd
to 5th
•Major commercial destinations
•Includes both Mall and large-format free-standing
commercial
•Usually auto-oriented with large parking lots, often sized
to peak parking needs
•Typically separated from street by parking
•Arterial or interstate visibility and access
•In built-up areas, proposed retrofits for better alternative
transportation access, new uses
•Re-evaluate parking needs in light of potential alternative
transportation modes and actual parking demands
•Redesign large parking areas for better user orientation and
pedestrian/bicycle access, reduce influence of parking
•Improve street orientation and connection of building entrances
to the public domain
•Implement access management along corridors, reduce the
number of curb cuts, and encourage interconnectivity of
parking areas and shared access points
•Consider incorporating multi-family residential or other
complementary uses and development types on selected sites
and corridors when furthering establishment of a neighborhood
•Provide secondary circulation where possible to separate local
and through traffic streams
•Improve the physical appearance and safety and functionality
of transportation alternatives, including transit
Land Use Categories: Centers
Category Characteristics Policies/Examples
NEIGHBORHOOD
CORE/NEIGHBORHOOD CORE
MIXED USE
Examples: Lincoln Way from Franklin
to Beedle, Somerset town center
•Serves local consumer needs for a district of the city or
group of neighborhoods
•Smaller scale development may include convenience
commercial, personal services, specialty or small-retail,
grocery, small multitenant building, child care, local
services and office uses,
•Many older sites nonconforming to modern design
standards
•New development to enhance pedestrian/bicycle access,
deemphasize parking
•Usually at arterial or arterial/collector intersections
•In planned village developments, locations may be
internal, established as a central element of a
surrounding neighborhood environment
•Includes or adjacent to multifamily for service
convenience.
•Mixed use areas may include a residential component
•Transit access is common
•Encourage walkability and planned relationships and linkages
among separate buildings
•Provide a strong relationship and orientation to surrounding
public streets
•Explore innovative site design, especially when adjacent to
residential areas, including 360 degree design and
pedestrian/bicycle connectivity to surrounding neighborhoods
•Incorporate residential uses at low to medium densities with
household living above commercial into planned developments
or in mixed use core areas
•Develop a high quality, human scale streetscape as part of
development design; incorporate small and effective public
spaces
•Accommodate existing or future transit accommodations
•Support incremental upgrades to nonconforming properties
•Maintain a mix of uses for everyday needs, not a concentration
of employment or specialty medical type uses in core areas.
Land Use Categories: Centers
Category Characteristics Policies/Examples
CORE DISTRICTS
Examples: Downtown Ames,
Campustown
•Principal mixed use central districts and image centers
for Ames: Downtown and Campustown
•Variety of uses, with a focus on street-oriented “main
street” retail, food and beverage establishments, civic
and public facilities, offices, services, medium and high-
density residential, and innovation/maker space
•Include significant public space, capable of
accommodating a range of activities, from individual
passive use to public events
•Pedestrian orientation, with important sidewalk
environments
•Parking provided on-street or in public lots or structures,
rather than by individual businesses
•Major transit centers
•Continued investment and updating of the public environment
as community destinations
•Recognize areas as employment and activity areas, including
support for nightlife
•Improvement of routes and facilities for alternative
transportation, including bicycle infrastructure and parking;
comfortable and direct connections to the city shared use path
system
•Support for continued urban commercial and mixed use
development
•Marketing and management programs for maintenance, event
programming, and district promotion
•Updating of specific district development plans and design
guidelines
•Evaluation of street sections to retain customer convenience
but emphasis use by pedestrians, bicyclists, and users of
micro-mobility modes
•Allow for high intensity infill development options that meet
street level design objectives
•Support Historic District design character for Downtown.
Land Use Categories: Special Development
Category Characteristics Examples
URBAN CORRIDOR
Examples: Lincoln Way, Potentially
South Duff, 13th ,16th
•Major strategic arterial corridors
•May connect regional, community, and neighborhood mixed
use nodes
•Auto-dominated now, require greatly improved connectivity
for other modes
•Potential for denser redevelopment with more efficient site
design, use of unnecessary parking, infilling of left-over
sites
•Potential for increased residential presence,
•Repurpose of aging and out dated buildings
•Different community roles and commercial mixes
•Often are identifiable images of the community, for better or
worse
•May require specific development plans and zoning
overlays to address unique needs, such as the Lincoln Way
Corridor Plan
•May be important transit corridors, but only with adequate
supporting residential density
•Provide greater connectivity and accommodation for active
transportation modes
•Re-evaluate parking needs in light of potential alternative
transportation nodes and actual parking demands
•Manage street access and increase parking efficiency by
consolidating access points, interconnecting parking lots,
and sharing common access points
•Incorporate medium-and high-density residential use on
underused sites, unnecessary parking areas, and gaps
along the corridor of Lincoln Way
•Follow principles of Lincoln Way Corridor Plan, not all areas
for high density development, contextual infill desired
•Improve direct pedestrian connections from public sidewalks
to business entrances
•Improve the quality and character of the public street
environment, consider beautification efforts as identity of City
•Organize corridors increasingly as “districts” with common
theming, promotion, and maintenance
•Provide functional small public places at key locations and
nodes
•Improve customer accommodation for transit
Land Use Categories: Special Development
Category Characteristics Examples
REDIRECTION AREAS
Examples: East Lincoln Way, Duff to
Sondrol; 6th and Grand “triangle,”
West Lincoln Way sites
•Opportunities for major redevelopment
•May include a variety of current uses, including low-density
or scattered residential, small industrial uses, transitional or
interim commercial uses, storage, and other marginal
activities
•In many cases, location near major activity centers or
community features produce a market demand for
upgraded land use
•Currently low-density/low yield areas
•Develop and implement concept plans to guide future
development and decision-making
•Support private land assembly and redevelopment activity
•Ensure public facilities support desired redevelopment
intensity
•Incorporate important existing community assets in
redirection proposals, including existing strong businesses
and important structures
•When applicable, make surplus public properties available to
redevelopers
•Residential redevelopment should encourage housing
variety, income diversity, and other public policy goals
•Commit to redevelopment plans when considered as part of
cohesive plan for an area
Land Use Categories: Employment
Category Characteristics Policies/Examples
GENERAL COMMERCIAL
(mix of commercial and light
industrial, service uses)
Examples: East Lincoln Way
•Wide variety of commercial uses, including non-retail
commercial such as trade services and automotive sales
and services
•May also include more consumer-oriented uses and
services
•Also includes light and small-scale industrial
•Sites may include substantial outdoor storage and activity
•Utilitarian site use, generally minimum landscaping
•Generally small to medium sites differentiated from
larger industrial operations
•Improve street appearance to the degree feasible, with
strategic landscaping, definition of parking areas and driveway
access, upgraded building facades or features
•Apply commercial design standards for compatibility and
transitioning rather than industrial standards
•Screen outdoor storage or minimize exposure from public right-
of-way
•Provide screening and landscaped buffering against any
adjacent residential uses.
•Where possible, manage street access with shared driveways
and parking/service area interconnections
Land Use Categories: Employment
Category Characteristics Policies/Examples
Employment
(Industrial areas of City)
•Mix of traditional manufacturing warehouse activities east
side of the City and office and R&D uses in ISU Research
Park and areas near South Bell.
•Older areas single purpose larger lots, minimal business
park style of development
•High impact and heavy industrial uses
•Very large blocks and street lengths are typical outside of
office areas
•Truck traffic and access to regional facilities is good
•Apply aesthetic enhancements to sites along major corridors
•Use economic development tools and standard to support
resource and environmentally conscious uses, minimize water
and sewer capacity demand
•Screen outdoor storage or minimize exposure from public right-
of-way
•Provide screening and landscaped buffering to address
building scale and typical utilitarian appearance
•Plan for improved pedestrian connectivity and access for
alternative modes of transportation
•Plan for truck traffic on established routes to minimize
disruption to other areas of the City.
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ITEM # ___34__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: EAST INDUSTRIAL AREA UTILITY EXTENSION PROJECT
BACKGROUND:
The East Industrial Area Utility Extension Project consists of the extension of water and
sanitary sewer to the recently annexed area east of Interstate 35 (I-35). More specifically,
it involves the installation of water main and gravity sewer between I-35 and Potter Ave
(formerly 590th), force sewer from Teller Ave (formerly 580th) to west of Freel Drive, and
construction of a sewer lift station. Most of this new area to be served by City utilities east
of I-35 has been certified by the Iowa Economic Development Authority as the Prairie
View Industrial Center.
During the bid advertisement period, two (2) Addendums were issued for this project, and
on March 4, 2020, bids were received as follows:
Assuming the low bid is accepted and adding in $771,000 for engineering and
administration costs, the total project cost was estimated to be $7,869,946. This
project is shown in the 2016/17 Capital Improvement Plan funded with $5,300,000
in G.O. Bond revenue with the understanding that the annual debt obligation on
these bonds would be abated from Water and Sewer utility revenues.
The City Council has indicated a desire to establish a Connection District in an effort to
recoup these expenditures. Under this strategy, the City does not realize any revenue
until a property owner connects to our water and/or sewer services. In this situation, it
could take twenty or more years before the approximately 1,300 acres that could be
served by these utility lines are developed and revenues realized from any service
connections. Therefore, on July 1, 2013 the City Council approved a .7% rate increase in
the Water utility and a 4.2% rate increase in the Sewer Utility to finance the G.O. Bond
debt service for this project based on the previous cost estimates.
Because the two bids that were submitted for this project greatly exceeded the amount
budgeted, on March 10, 2020 the City Council accepted the report of bids for this project.
Bidder Bid Amount
Engineer’s estimate
SM Hentges & Sons Inc. 7,098,946.00
Since that time, the engineering design consultant on this project, Stanley Consultants,
Inc. and city staff have evaluated the bids received and the design to identify potential
causes of the high bids received.
It should be noted that, based on these bids, the current amount budgeted for water main
improvements ($1,100,000) is sufficient to cover those items. The majority of the higher
bid items are related to sanitary sewer installation and lift station construction.
The table below provides a cost breakdown.
Engineering & Inspection
(est.) $103,000 $668,000
Funding
A few design modifications that are currently being considered include:
- Provide additional bid item requirements and construction technique details in the
plans and specifications in an attempt to reduce the perceived risks to the
contractor.
- Provide more construction area for equipment and material by obtaining additional
temporary and/or permanent easements.
- Evaluate lift station design and site layout for minimum requirements.
- Remove the gravity sewer main east of Teller Ave. (580th) from this project. This
approach would require the removed section of sewer to be constructed later as
part of a future project.
- Extend construction schedule to open opportunity to reduce costs.
If these modifications are pursued, a change in the project scope will be required.
If directed, the design team will work to come back to the City Council with modified
design plans for re-bidding the project.
ALTERNATIVES:
1. Reject the bids and direct staff to contract with Stanley Consultants Inc. to create
revised plans and specifications for a utility extension project along East Lincoln
Way at a reduced cost (stopping sanitary sewer at Teller Ave.) with the goal to
rebid the project in the summer 2020.
2. Approve the contract with SM Hentges & Sons Inc. in the amount of $7,098,946
for the East Industrial Area Utility Extension Project.
Should the City Council choose to pursue this alternative, approximately
$3,000,000 of additional G.O. Bonds will have to be sold to complete the
project as bid. In order continue the philosophy that the annual debt service
payments related to this bond issue be abated, it is currently estimated that
the City Council will have to increase the Sewer rates by an additional 2.6%
in FY 2021/22 to finance the project as currently designed. It should be noted
that our current five-year planning estimates call for a water rate increase of
8% and no Sewer rate increase in FY2021/22.
3. Reject the bids and wait until the next round of Coronavirus Aid, Relief, and
Economic Security Act (CARES) is issued.
There has been talk that this next round of federal relief will be made
available to local governments for shovel ready infrastructure projects.
However, at this time there is no guarantee this grant funding will be
available from Congress, nor what date it will be distributed if it is made
available.
MANAGER'S RECOMMENDED ACTION:
The extension of water and sanitary sewer mains along East Lincoln Way has been a top
priority for the Ames Economic Development Commission for a number of years. Alliant
Energy has contributed a significant amount of funding to achieve the State of Iowa’s
Super Park certification for the Prairie View Industrial Center as well as obtained purchase
options on over 700 acres of the approximately 1,300 acre site.
While staff agrees with the importance of this project to accomplish our economic
development goals, it is difficult to justify moving ahead with a project where the bids
came in over 50% higher than estimated. It would seem advisable to continue to work
with our consultants to redesign the project in an effort to reduce the overall cost,
especially as it relates to the Sewer Fund portion of the project.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as described above.
If the staff approves a change order with Stanley Consultants, Inc. (currently estimated to
be $35,000) immediately after this Council meeting, it is our expectation to have revised
plans completed by June, a bid letting in July, and construction start in September.
It must be emphasized that it is unlikely that a redesign of the project will yield
$3,000,000 of savings. Therefore, if the City Council hopes to move ahead with this
project, you should be prepared to support an additional Sewer rate increase in an
amount greater than currently planned, but hopefully less than 2.6%, in FY 2021/22.
1
ITEM # ___35a___
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: FY 2019/20 ASSET CONTRACTS AND ADDITIONAL FUNDING
REQUEST DUE TO COVID-19 PANDEMIC
BACKGROUND:
The City Council has contracts with 24 human services agencies providing 70 services
for FY 2019/20. These contracts total $1,466,202 in City funding (See Attachment).
As of April 22, City funds have been exhausted for 33 services, totaling $663,205. Only
the remaining 37 services (18 agencies) have a funding balance as follows:
AGENCIES WITH CITY
FUNDS REMAINING
CONTRACT PAID AS OF 4/22 REMAINING
TOTAL AMOUNT REMAINING TO BE PAID $ 271,283.49
The outbreak of COVID-19 has impacted service delivery for agencies. To better
determine the impact, the ASSET Administrative Staff sent a Status of Services Survey
to agencies and 27 agencies responded to the following questions:
1. Has your agency laid off staff due to COVID-19?
o 13 agencies have laid off or reduced hours for staff
2
2. Has your agency continued, modified, or stopped services?
o 18 services continue with no modifications
o 38 services have been modified
o 14 services have been stopped
3. When do you anticipate services being reinstated?
o Most responded with “unknown” or “when social distancing restrictions are
lifted”
o Others responded “when pandemic declaration is lifted” or “when school
resumes”
4. What revenue sources and anticipated amounts has your agency lost (April
– June)?
o Program fees, donations/pledges, Medicaid reimbursement, inability to
host planned fund-raisers
o Amounts range between $2,000 – $95,000
5. Does your agency have reserves?
o 16 agencies indicate having reserves; reserve amounts vary
6. Has your agency applied for federal funding through the CARES Act?
o 16 agencies applied for federal funding such as Payroll Protection Fund,
Economic Disaster Injury Loan, SBA, etc.
o 4 agencies may receive additional funding through existing sources
(Emergency Solutions Grant, Transit, Community Services Block Grant)
Agencies also provided comments on the continued need for ASSET funds
through June 30, 2020 with services being modified or stopped altogether.
Reasons cited include existing fixed costs such as buildings, insurance, utilities,
staff, and benefit expenses.
ASSET Administrative Staff reviewed the survey responses and collectively agreed that
funding should continue to be available to: 1) those services being provided in the same
manner with no modifications, and 2) modified services that meet the unit of service
definition as outlined in the ASSET Reference Manual. The Administrative Team
recommended that services that have stopped should not be funded unless they
are reinstated, and units of services are provided prior to June 30, 2020.
3
ALTERNATIVES:
1. Direct staff to issue reimbursement based on contracted units of service actually
provided through June 30, 2020. If there are remaining funds:
a. Allow agencies to request a re-allocation of funding to a service area that
demonstrates a need for additional funds and those services can be
provided through June 30, 2020.
b. If funds still remain as of June 30, 2020, allow agencies to carry FY
2019/20 funds over into FY 2020/21 if they are not drawn down due to
COVID-19.
c. The City Council should authorize staff to review and approve re-
allocations and/or rollover requests.
In this alternative, staff would work with agencies to ensure appropriate
units of service are billed given the modification of many services and how
they are provided due to COVID-19.
2. Direct staff to issue reimbursements to the agencies for the full FY 2019/20
contract amount based on 1/12th of the remaining allocation.
In this alternative, agencies would receive the entire funding amount
allocated, but would not be obligated to provide all the services outlined in
the contract.
3. No action taken.
If no action is taken by the City Council, the agencies would be able to
draw down funds only for units of service provided for in their current
contracts. Unspent funds would return to the Local Option Sales Tax Fund
balance.
CITY MANAGER’S RECOMMENDED ACTION:
The impact of COVID-19 has altered the way in which local human service
organizations provide services. Adhering to social distancing and other recommended
health and safety practices while trying to maintain service levels to clientele is very
challenging. Therefore, some modification to the existing human services
contracts is warranted.
The majority of the services can continue to be provided with modifications while other
services have stopped for the time being. Allowing flexibility to agencies to re-allocate
funds or carry-over to FY 2020/21 addresses short-term and longer-term service needs.
4
Therefore, in accordance with the direction discussed by the ASSET Funders’ staff
(City, Story County, United Way of Story County), it is the recommendation of the City
Manager that the City Council adopt Alternative No. 1, as described above.
1
ITEM # ___35b___
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: REQUEST FROM EMERGENCY RESIDENCE PROJECT (ERP) FOR
ADDITIONAL FUNDING DUE TO COVID-19
BACKGROUND:
Emergency Residence Project (ERP) has requested additional funds through ASSET
for Emergency Shelter services (Attached). ERP closed their shelter facility on March
22nd in order to safely implement social distancing amongst clients and staff. ERP is
presently utilizing motel rooms to shelter individuals, and this has significantly increased
the cost of the service. The unit of service cost increases from $28.75 to $143.84
per day.
ERP is able to operate at half of the bed capacity under these circumstances but needs
$52,650 to return to full capacity through June 30, 2020. Of the $52,650 request,
$22,600 is being asked of the City, $20,007 from United Way of Story County, and
$10,000 from Story County. As long as the social distancing requirements are in effect,
ERP will need to utilize the hotel rooms option to help in reducing the spread of COVID-
19.
ERP exhausted City funds in the amount of $76,909 for Emergency Shelter services in
February 2020. At the April 14th Council Meeting, Council approved ERP’s request to
re-allocate $6,569.31 from Service Coordination to Emergency Shelter services. This
brings the City’s current total funding for Emergency Shelter services for FY 2019/20 to
$83,478.31.
Given the negative impact that COVID-19 has had on the Local Option Sales Tax
Fund, it is difficult to justify additional funding from that source at this time.
However, a possible funding source for Council to consider using in these
extenuating circumstances are the remaining funds from the Human Services
Capital Funding Program. United Way of Story County is the contracted entity
administering this program on the City’s behalf and reports a balance of $121,500
for a second round of project requests. The total amount requested for the
projects submitted is $90,500 and if the total amount is approved, then that would
leave a balance of at least $31,000.
2
ALTERNATIVES:
1. Approve ERP’s request of $22,600 in additional funding to help increase bed
capacity for Emergency Shelter services. Funding for this request would come
from the balance of the Human Services Capital Funding Program.
2. Modify ERP’s request for additional funding to help increase bed capacity for
Emergency Shelter services. Funding for this request would come from the
balance of the Human Services Capital Funding Program.
3. Deny ERP’s request.
CITY MANAGER’S RECOMMENDED ACTION:
The additional funds requested by ERP would enable them to increase bed capacity for
Emergency Sheltering while practicing pandemic guidelines that support the health and
safety of clients and staff and is justified because of the additional costs to continue
serving clients during the pandemic.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as described above.
1
ITEM # ___35c___
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: MODIFICATIONS TO FY 2019/20 COTA CONTRACTS DUE TO COVID-
19 OUTBREAK
BACKGROUND:
The City enters into contracts with performing arts agencies as recommended by the
Commission on the Arts (COTA). COTA contracts are currently in place for FY 2019/20
Annual Grants and for FY 2019/20 Spring Special Project Grants. The activities under
these grants must be completed by June 30.
The outbreak of COVID-19 has affected several of the activities planned to be held as
part of these contracts. Depending on the duration of social distancing and other public
health requirements, disruption of activities may continue through the end of the fiscal
year.
FY 2019/20 ANNUAL GRANTS:
The City has entered into contracts with 16 arts organizations for FY 2019/20 COTA
Annual Grants. The activities required to be completed under the contracts vary from
agency to agency. Some COTA contracts require specific performances to take place,
while others provide payment to offset general operating costs.
As of April 1, seven of the 16 COTA organizations have drawn down their full annual
grant allocation. Of the remaining nine organizations, three have contracts that do not
specify that particular performances or events must be held (ACAC, CoMotion Dance,
KHOI). Therefore, City staff believes that according to the contracts, these three
agencies can still draw down their full allocation this year without further Council action.
A fourth organization (Kids CoMotion) has already completed its required performance
and is eligible to request payment for the full contract amount.
The remaining five organizations have been impacted by the COVID-19 outbreak
because they have yet to draw down all their funds and their contracts specify
either 1) particular performances that must take place, or 2) they must be open to
the public for certain operating hours. The funds remaining to be drawn for these
organizations are as follows:
2
Contract Paid Remaining
AIOFA $ 9,760.00 $ - $ 9,760.00
Ames Children’s Choirs 13,770.00 7,608.57 6,161.43
Ames Town and Gown 18,140.00 880.00 17,260.00
Good Company 1,950.00 - 1,950.00
Octagon Center for the Arts 47,220.00 33,500.00 13,720.00
The following is a list of contracted activities that have been impacted or will be
impacted in the coming weeks:
AIOFA – The contract calls for two performances to be held (April 28 and April 30), in
addition to educational activities. The concerts have been rescheduled for September
28 and 29, which are outside the contract period. Under the terms of the contract, these
performances would therefore not be eligible to receive the allocated funding.
Ames Childrens’ Choirs – The contract specifies that a festival on April 24 and a
spring concert on May 16 will be held. The festival has been cancelled and the Spring
concert will be held online. Therefore, a portion of the funds for the April 24 performance
would not be eligible to be drawn down under the current contract.
Ames Town and Gown – The contract indicates five events will be held. The fifth and
final concert is to be held on May 1. If not held this fiscal year, the full contract amount
would be ineligible to be drawn down.
Good Company – The contract calls for two concerts to be held. One was held in
December; the other was the May 3 spring concert, which has been canceled.
Therefore, the full contract amount is not eligible for drawdown.
Octagon Center for the Arts – The contract does not specify particular events to take
place; however, it calls for the Octagon facility to be used for galleries, the shop,
classes, and other programming. The Octagon has announced closures from March 15
through May 18.
FY 2019/20 SPRING SPECIAL PROJECT GRANTS:
The City awarded seven Spring Special Project Grants for FY 2019/20. Of these, one
agency has drawn its funding. Two agencies have held their performances and are
eligible to draw funds down. The remaining organizations, with contracts totaling
$2,729, are:
Central Iowa Touring Ensemble ($877.40) – The planned performances have been
canceled.
3
Ames Children’s Choirs ($759.60) – The performance was scheduled for May 16. It
has been postponed until May 2021.
India Cultural Association ($757.40) – The performance has been postponed at least
until after the grant period expiration.
Story Theater Company ($334.60) – The show is scheduled for June 28.
COTA RECOMMENDATION:
COTA met on April 6 and reviewed the list of contracts potentially impacted by COVID-
19. It was the recommendation of COTA that funds for all agencies be paid to the
agencies even if the COVID-19 outbreak means the agencies will not be able to
hold their performances. COTA noted that many of the organizations have expended
funds in preparation for the performances, even if the performances are not held.
It was expressed during the meeting that this was an unusual circumstance, and that in
this situation it made sense to the commissioners to be more lenient with funding
requirements, with an understanding that after the start of the next fiscal year, the
organizations would be held to the contract requirements.
ALTERNATIVES:
1. Direct staff to issue reimbursements to the agencies for the full FY 2019/20
contract amounts, even if the activities are not all completed.
In this alternative, agencies would receive the entire funding amount
allocated for their annual grants and special project grants, but would not
be obligated to provide all the deliverables outlined in the contract.
Performances delayed into the next grant period would not be eligible for
future COTA funding, since the funds already granted would be put
towards them.
2. Direct staff to issue reimbursement based on contracted activities actually
provided through June 30, 2020. If there are remaining funds:
a. Allow agencies to request a re-allocation of funding to an activity area that
demonstrates a need for additional funds and those activities can be
provided through June 30, 2020.
b. If funds still remain as of June 30, 2020, allow agencies to carry FY
2019/20 funds over into FY 2020/21 if they are not drawn down due to
COVID-19.
4
c. The City Council should authorize staff to review and approve re-
allocations and/or rollover requests.
In this alternative, staff would work with the organizers to identify
appropriate alternative uses for the funds. If activities Funds for events that
are canceled outright in FY 2019/20 could be put towards alternative events
in FY 2020/21.
3. Do nothing.
If no action is taken by the City Council, the agencies would be able to
draw down funds only for completed tasks and deliverables. Any tasks not
completed in FY 2019/20 would be ineligible for drawdown at the
conclusion of the contract, and unspent funds would return to the Local
Option Sales Tax Fund balance.
CITY MANAGER’S RECOMMENDED ACTION:
These COTA contracts include activities that involve generating large crowds of people.
Due to the public health emergency, these large public gatherings cannot take place in
the near future.
The Commission on the Arts has reviewed the situation and notes that many
organizations have already expended funds in preparing for their performances, even if
the performances will not be held. COTA recommends allowing agencies to draw down
their full contract amount, even if the event has been cancelled due to COVID-19.
Therefore, in accordance with the direction discussed by the Commission on the Arts, it
is the recommendation of the City Manager that the City Council adopt Alternative No. 1
as described above.
1
ITEM # ___35d___
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: MODIFICATIONS TO OUTSIDE FUNDING REQUEST CONTRACTS
FOR FY 2019/20 DUE TO COVID-19 OUTBREAK
BACKGROUND:
The City Council has entered into contracts with eight organizations for the FY 2019/20
Outside Funding Request process. Two of the eight organizations have drawn all their
funds for the year. The other six organizations have funding balances as follows:
Contract Paid Remaining
The outbreak of COVID-19 has affected several the activities planned to be held as part
of these contracts. Depending on the duration of social distancing and other public
health requirements, additional activities may be affected through the end of the fiscal
year.
Activities required by the contracts that have been, or may be, impacted include:
AIPCA ($XXXX) – Trip to Podujeva, Kosovo ($2,500), trip leader expenses to Koshu
City, Japan ($2,000), Materials and supplies ($1,292.64)
Ames Main Street ($4,500) – Host Art Walk ($2,500), Host District-wide retail
promotion ($2,000)
Campustown Action Association ($11,000) – Host Summerfest ($8,000), Coordinate
spring Campustown cleanup ($3,000)
Ames Historical Society ($11,000) – One quarter of services will not be able to be
drawn down (presentations, open houses, public open hours, presentation of new
exhibits, etc. ($11,000)
2
Except for the activities outlined above, City staff believes that other activities
outlined in the contracts can continue to be pursued by the organizations and
funds drawn down, irrespective of the COVID-19 outbreak.
ALTERNATIVES:
1. Direct staff to issue reimbursement based on contracted services actually
provided through June 30, 2020. If there are remaining funds:
a. Allow agencies to request a re-allocation of funding to a task that
demonstrates a need for additional funds and those services can be
provided through June 30, 2020.
b. If funds still remain as of June 30, 2020, allow agencies to carry FY
2019/20 funds over into FY 2020/21 and be allocated to new activities
through a contract amendment for FY 2020/21.
c. The City Council should authorize staff to review and approve re-
allocations and/or rollover requests.
In this alternative, staff would work with the organizations to identify
appropriate alternative activities for the unspent funds.
2. Direct staff to issue reimbursements to the agencies for the full FY 2019/20
contract amount, even if the activities are not all completed.
In this alternative, agencies would receive the entire funding amount
allocated, but would not be obligated to provide all the deliverables
outlined in the contract.
3. Do nothing.
If no action is taken by the City Council, the agencies would be able to
draw down funds only for completed tasks and deliverables. Any tasks not
completed would be ineligible for drawdown at the conclusion of the
contract, and unspent funds would return to the Local Option Sales Tax
Fund balance.
CITY MANAGER’S RECOMMENDED ACTION:
These contracts with outside organizations include activities that involve generating
large crowds of people. Large gatherings cannot take place in the near future due to the
ongoing public health emergency. Activities planned for later this fiscal year may be in
jeopardy as well. The organizations receiving funds could use these funds in the next
3
fiscal year to hold alternative events or related activities that meet the needs of the
community.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1, as described above.
1
ITEM # ____35e__
DATE 04-28-20
COUNCIL ACTION FORM
SUBJECT: REQUEST FROM AMES MAIN STREET FOR ADDITIONAL FUNDS
FOR LANDSCAPING PROJECT
BACKGROUND:
The City uses an annual application process to evaluate requests for funds from outside
organizations. In this process, requests are considered all at one time, rather than
throughout the year. The application indicates: “Requests for funding may be made at
other times of the year in the event that an unforeseen need or opportunity arises that
could not be fulfilled using the normal application timeline. To be considered, the
applicant must demonstrate why the request could not be made before the normal
funding deadline.”
In FY 2019/20, Ames Main Street (AMS) received an allocation of $47,297, including
$7,500 for beautification (FY 2019/20 contract is Attachment 1 at the end of this report).
The beautification funds have typically been used to fund the planting of the large round
planters in the downtown area.
For FY 2020/21, the City Council established a pool of $205,374 in Local Option Sales
Tax funds to be used towards outside funding requests. Following an evaluation of
requests, City staff recommended, and City Council approved, an allocation of $50,035
to AMS for FY 2020/21. Ames Main Street’s proposal included several activities that
have been performed in prior years by the organization, including organizing special
events and conducting beautification activities. In total, Ames Main Street’s application
for FY 2020/21 requested funding in the amount of $60,000.
The proposal included a significant increase in the beautification activity. In the current
year, as in prior years, this activity has been funded at $7,500. For FY 2020/21, AMS
proposed expanded beautification efforts for a total of $20,200. The application
indicated the beautification activity would include: “Conduct beautification efforts
throughout Downtown Ames and in the public right of way (contract with landscaping
company to maintain planters and flowerbeds and update signage to new brand are
new expenses and are responsible for the increase from $7,500).” The beautification
activity was listed as the highest priority activity in AMS’s application.
In the application evaluation process, City staff noted that this was a substantial
increase for beautification, and that a portion of it appeared to involve a one-time effort
to replace signage. City staff noted in the Council’s report on January 31 that the
Council could consider allocating one-time funds for the signage update, if the Council
was interested. The use of one-time funding from General Fund savings for one-time
2
projects has been used in the past by the City Council as a way of avoiding building
funds into the annual operating funding allocation through this program. One-time funds
have been provided to Ames Main Street in the past for the downtown lighting project.
During the Budget Wrap-Up Session, however, the City Council did not take
action to provide any one-time funds.
Following the allocation of funds in the budget for AMS and the other outside
organizations, contracts were prepared. City staff included an allocation of $7,500 for
the FY 2020/21 beautification task in the draft contract (Attachment 2). AMS has signed
and returned the contract, which will be presented to the City Council for approval in
May along with other outside organization contracts.
The City Council received a letter dated April 6 from AMS, which was subsequently
referred to staff (Attachment 3). AMS indicated it had obtained a quote from Country
Landscapes to plant and maintain the downtown flower beds, in the amount of
$30,422.72 (discounted to $29,422.72 if agreed to “in the next few weeks.” AMS
proposes using its $7,500 current year allocation for a portion of these expenses,
leaving $21,922.72 unfunded. AMS requests City funds for that unfunded amount,
to complete the landscaping project. AMS has indicated that the signage updates
that were included in the proposed FY 2020/21 grant application would not be
funded as part of this project.
If additional funds were approved by the City Council for landscaping, the current FY
2019/20 contract with AMS would be amended to reflect a total of $29,423 for
beautification activities. The funds would be provided from the Local Option Sales Tax
Fund. In accordance with the existing agreement, this project would need to be
completed by June 30 to be eligible for drawdown.
ALTERNATIVES:
1. Do not approve additional funds for AMS to conduct expanded beautification
activities.
2. Direct staff to work with AMS to reallocate funds in AMS’ FY 2020/21 contract to
provide additional funding for beautification by eliminating other contracted tasks.
This funding would be available after July 1, and Council direction would be
required to determine which tasks to reduce.
If the Council approves this alternative, City staff can explore whether the
funding can be advanced into FY 2019/20, allowing the project to proceed
this spring.
3
3. Approve the request and:
a. Amend the FY 2019/20 contract with AMS to include a total of $29,923 for
beautification activities, with a total contract amount not-to-exceed
$69,720.
b. Allocate an additional $21,923 in the Local Option Sales Tax Fund
balance for AMS to be used for beautification activities.
CITY MANAGER’S RECOMMENDED ACTION:
The City Council has adopted a process to consider outside funding requests and make
funding decisions. That process involves reviewing the requests at one time during the
fall budget preparation season and making final decisions in the winter. The City
Council was alerted to the possibility of making a one-time allocation to AMS for
increased beautification activities in February but declined to take action.
In addition, given the negative impact that COVID-19 is having on the City’s Local
Option Sales Tax revenues, staff believes it would not be advisable to increase
expenditures from this fund at this time.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as described above.
CONTRACT FOR SERVICES
THIS AGREEMENT, made and entered into the 1st day of July, 2020, by and between the
CITY OF AMES, IOWA, a municipal corporation organized and existing pursuant to the laws of
the State of Iowa (hereinafter sometimes called "City") and Ames Chamber of Commerce (an
entity organized and existing pursuant to the laws of the State of Iowa and hereinafter called
"Provider") for Ames Main Street;
WITNESSETH THAT:
WHEREAS, the City of Ames has, by its City Council acting in open and regular session,
determined that certain services and facilities to be provided to the City of Ames and its citizens by
Provider, such services and facilities being hereinafter described and set out, should be purchased in
accordance with the terms of a written agreement as hereinafter set out, in accordance with all
applicable Federal, State, and Local laws or regulations;
NOW, THEREFORE, the parties hereto have agreed and do agree as follows:
I
PURPOSE
The purpose of this Agreement is to procure for the City of Ames and its citizens certain
services and facilities as hereinafter described and set out; to establish the methods, procedures,
terms and conditions governing payment by the City of Ames for such services; and, to establish
other duties, responsibilities, terms and conditions mutually undertaken and agreed to by the parties
hereto in consideration of the services to be performed and monies paid.
II
SCOPE OF SERVICES
A. For an amount not to exceed $50,035, the City agrees to purchase the Provider’s
services and facilities as generally described in the box below:
Drawdown Schedule:
Task Date Amount
-Host 4th of July Parade July 2020 $6,800
-Fulfill req’ts to maintain Ames as an MSI community and Iowa
Great Place, including seeking and managing grants (Part 1)
Aug. 2020 $6,500
-Maintain a current building and business inventory, district
statistics, per the requirements of the MSI program
Dec. 2020 $2,000
-Serve as a point of contact regarding downtown public policy
issues and inform property owners and tenants about policy
changes, construction projects, and other issues that may affect
ATTACHMENT 2
-Fulfill req’ts to maintain Ames as an MSI community and Iowa
Great Place, including seeking and managing grants (Part 2)
Feb. 2021 $6,500
-Conduct beautification efforts in the public right-of-way May 2021 $9,000
-Host ArtWalk June 2021 $3,000
-Host district-wide retail promotions June 2021 $2,000
-Serve as a point of contact for special events, whether organized
by Ames Main Street or others
June 2021 $3,235
-Serve as a point of contact regarding downtown public policy
issues and inform property owners and tenants about policy
changes, construction projects, and other issues that may affect
III
METHOD OF PAYMENT
A. All payments to be made by the City of Ames pursuant to this Agreement shall be
reimbursement for actual costs incurred by Provider in providing services required by Section II
above. Any alternate payment arrangements must be approved by the City Council.
B. The City will disburse payment monthly on requisition of Provider.
C. Requisitions for disbursement shall be made in such form and in accordance with such
procedures as the Director of Finance for the City shall prescribe. Said form shall include but not be
limited to an itemization of the nature and amount of costs for which reimbursement is requested,
and must be filled out completely.
D. The maximum total amount payable by the City of Ames under this agreement is
detailed in the SCOPE OF SERVICES (Part II of this contract), and no greater amount shall be paid.
E. All unobligated amounts disbursed to the Provider shall be repaid to the City as of the
effective date of termination of this agreement. The Provider shall repay to the City any disbursed
funds for which documentation of actual expenses is not provided.
F. The Provider shall requisition for funds no more frequently than once per month. If
Provider wishes to request disbursement of funds on other than a monthly basis, the Provider must
submit a request in writing to be approved by the City Manager’s Office. Failure to request
reimbursement in a timely manner shall be grounds for termination of this agreement. In no case will
a disbursement request be accepted for reimbursement after July 15th of the following fiscal year.
IV
FINANCIAL ACCOUNTING AND ADMINISTRATION
A. All monies disbursed under this Agreement shall be accounted for by the accrual
method of accounting.
B. Monies disbursed to Provider by the City will be deposited by Provider in an account
under the Provider’s name. All checks drawn on the said account shall bear a memorandum line on
which the drawer shall note the nature of the costs for which the check is drawn in payment, and the
program(s) of service.
C. All costs for which reimbursement is claimed shall be supported by documentation
evidencing in proper detail the nature and propriety of the charges. All checks or other accounting
documents pertaining in whole or in part to this Agreement shall be clearly identified as such and
readily accessible for examination and audit by the City or its authorized representative.
D. All records shall be maintained in accordance with procedures and requirements
established by the City Finance Director, and the City Finance Director may, prior to any
disbursement under this Agreement, conduct a pre-audit of record keeping and financial accounting
procedures of the Provider for the purpose of determining changes and modifications necessary with
respect to accounting for funds made available hereunder. All records and documents required by
this Agreement shall be maintained for a period of three (3) years following final disbursement by
the City.
E. At such time and in such form as the City may require, there shall be furnished to the
City such statements, records, reports, data, and information as the City may require with respect to
the use made of monies disbursed hereunder.
F. At any time during normal business hours, and as often as the City may deem
necessary, there shall be made available to the City for examination all records with respect to all
matters covered by this Agreement and Provider will permit the City to audit, examine, and make
excerpts or transcripts from such records.
G. The Provider must submit a final report to the City within thirty (30) days of the
submission of the final requisition for reimbursement or the concluding date of this contract,
whichever is earlier. The final report shall describe, at minimum, the services and facilities provided
under the contract, an accounting of the number of individuals to whom services or facilities were
provided, and any supporting documentation to substantiate these descriptions. Failure to submit a
final report as required may result in any funds awarded to the Provider through subsequent contracts
being held in sequestration until the final report is complete.
V
DURATION
This Agreement shall be in full force and effect from and after July 1, 2020, until June 30,
2021. The City Council may terminate this Agreement by giving written notice to the Provider at
least sixty (60) days before the effective date of such termination. From and after the effective date
of termination, no further disbursement under this Agreement shall be made by the City. Any
money disbursed to the Provider and unencumbered or unspent as of the effective date of
termination, shall be repaid to the City.
VI
DISCRIMINATION PROHIBITED
In accordance with Chapter 14 of the Municipal Code, no person shall, on the grounds of age,
race, color, creed, religion, national origin, disability, sexual orientation, sex, or gender identity be
excluded from participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity funded in whole or in part with funds made available under this Agreement.
IN WITNESS WHEREOF the parties hereto have, by their authorized representatives, set
their hand and seal as of the date first above written.
CITY OF AMES, IOWA ATTEST:
BY______________________________ __________________________________
John Haila, Mayor Diane Voss, City Clerk
Ames Chamber of Commerce, for
Ames Main Street
BY______________________________
Authorized Representative
April 6, 2020
Ames Mayor and City Council
515 Clark Ave
Ames, IA 50010
Dear Mayor Haila and Members of the Ames City Council,
I submit this letter today for your consideration of a one-time payment totaling $21,922.72 to
assist with Ames Main Street’s downtown beautification efforts. If you recall AMS’ FY2021
Outside Funding Request, the organization asked for additional funds for downtown
beautification, but the City was understandably unable to do so at that time. It was noted in the
Council Action Form (included) however, that a one-time payment may be possible to assist with
these beautification efforts, which will need to take place in the next month or two.
With that in mind, the Ames Main Street organization contacted Country Landscapes, who we
have worked with before for downtown landscaping and beautification, but went away from
them for a few years as we tried to achieve this objective with very generous donations from
Lowe’s and volunteer labor. While the donations from Lowe’s of product, supplies, and VTO for
Lowe’s employees to assist with the downtown plantings are greatly appreciated, we found that
maintenance and keeping the plants clean, alive, and weeded were more than volunteers could
possibly handle. There are over 25 flower beds alone on Main Street, and volunteers were simply
not able to maintain all of them throughout the year.
Therefore, we have been working with Country Landscapes to plant all the flower beds
throughout downtown, as well as water, maintain, and replant them as necessary. We have done
our best to attain the best value possible, and after much time and effort and much generosity,
flexibility, and patience from Country Landscapes, we have come to the total amount of
$30,422.72 for the entire landscaping package. That said, Country Landscapes has offered to
provide $1,000 off the total price if we are able to come to terms in the next few weeks,
bringing the total price down to $29,422.72. Since the city has already included $7,500 in the
FY2020 AMS contract for downtown beautification, that then brings the final price down to the
aforementioned $21,922.72.
You may ask, if we provide a one-time payment for this year’s landscaping, how will it be paid
for going forward? Ames Main Street is currently working on alternative funding models to ensure
this can be continued in future years, but we truly believe we need to work with Country
Landscapes for one-year and allow them to showcase their work and expertise in a way that will
provide a value proposition to people we may ask to support financing such work in future years.
Ames Main Street certainly understands the City has many obligations and requests, especially at
this critical juncture in time, but we hope you will strongly consider assisting us in the manner
described to bring beauty, color, and liveliness to Downtown Ames for the spring, summer, and
fall of 2020.
Providing beautiful and welcoming places to socialize and interact is such a critical role of
downtown areas, which is why the city invests in downtown beautification every year as part of
our annual funding agreement. Ames Main Street believes moving forward in this way will do just
that and build significant good will throughout the community.
In closing, we hope the Council will decide to place this request for one-time funds in the amount
of $21,922.72 on your next agenda for discussion and consideration.
Downtown beautification is a critical partnership between the City and Ames Main Street, and we
want to ensure we provide a beautiful landscape and area for residents and visitors alike to
enjoy while spending time in Downtown Ames.
We thank you for your consideration and look forward to continuing to work with the City on this
and many other items in the time ahead.
Sincerely,
Drew Kamp
Executive Director
Ames Main Street
Corporate Office • 3801 East Lincoln Way, Ames, IA 50010
Toll Free 1.800.794.9795 • Corporate Fax 515.232.8325 • www.countrylandscapes.com
Page:1
0215422
1/15/2020
AMEFOU
PROPOSAL #:
ORDER DATE:
CUSTOMER NO:
SALESPERSON:Ben Hershey
JOB TITLE: JANUARY 2020 - MAIN STREET BEAUTIFICATION (REVISED 4.3.20)
AMES FOUNDATION
304 MAIN ST
AMES, IA 50010
Sold To:
MAIN STREET BEAUTIFICATION
MAIN STREET
AMES, IA 50010
Ship To:
ITEM SIZEQTY
02. PLANTING BEDS
SHREDDED HARDWOOD MULCH 980.00
PREEN - PRE EMERGENT 980.00
980.00 ASSORTED PERENNIALS/GRASSES
ASSUMES 12" ON CENTER PLANTING FOR EACH BED
NO WARRANTY DUE TO HIGH TRAFFIC AREA
SECTION TOTAL: $24,841.97
ITEM SIZEQTY
03. WATERING
1.00 WATERING PER TRIP - BILL AS NEEDED
SECTION TOTAL: $197.00
ITEM SIZEQTY
04. MAINTENANCE
20.00 LANDSCAPE MAINTENANCE
(1) VISIT PER WEEK FOR (20) WEEKS
INCLUDES WEEDING, DEAD HEADING & FERTILIZING.
FALL CLEANUP-BEDS 1.00
SECTION TOTAL: $5,383.75
0.00 Sales Tax:
WE PROPOSE to furnish material and labor in accordance with the above specifications for the sum of
$ 30,422.72.
A minimum deposit of $ 7,605.68 is due with signed proposal before work can be scheduled.
In the event that the specified varieties or sizes of nursery stock are not available, we reserve the right
to make substitutions of variety and size at no additional cost when such substitutions do not
compromise the integrity of the design. If no substitutions are available, the items will be backordered
to be installed and invoiced as a separate job. Invoicing will occur either at completion or at month's end
(for projects exceeding one month in duration).
AUTHORIZED SIGNATURE ________________________________________ DATE ______________
Net Order:
Order Total:
$30,422.72
$30,422.72
ACCEPTANCE OF PROPOSAL - The above prices, specifications, and conditions
(including those in Attachment A) are satisfactory and are hereby accepted.
Country Landscapes, Inc. is authorized to do the work as specified.
$_______________ is hereby paid as a deposit with check # ___________
The balance of received invoices will be paid within 10 days of invoice date.
A finance charge of 1 1/2 % per month, which is an annual percentage rate of
18%, will be charged on accounts over 30 days past due, plus attorney's fees
and costs related to the collection of amounts owed & not paid when due.
Date of Acceptance: _____________________________________
Signature ______________________________________________
Signature ______________________________________________
This proposal may be subject to repricing after *** 2/14/2020 ***
SALE PRICED NURSERY STOCK CARRIES A 1-YEAR WARRANTY LIMITED TO SALE PRICE PAID.
SALE PRICED PERENNIALS CARRY NO WARRANTY. • DISCONTINUED ITEMS CARRY NO WARRANTY.
N - Indicates Sales Nursery Stock • P - Indicates Sale Perennial • D - Indicates Discontinued Item • S - Indicates Sale
1
OUTSIDE FUNDING REQUESTS SUMMARY
January 31, 2020 The City uses an application process to evaluate funding requests from outside organizations. Applications are evaluated by a team of City staff members. Requests were given preference if they involved activities that would otherwise be conducted by the City at a greater cost, had a broad-based appeal to the community, provided a unique benefit or service, or pursued current City Council goals. The City Council authorized a total of $205,374 for the requests, or an increase of 4% over the adopted FY 2019/20 amount. These requests would be funded by the Local Option Sales Tax Fund. This excludes the request from the Ames Economic Development Commission (AEDC) for the Workforce Development Program, which is paid from Hotel/Motel Taxes. For FY 2019/20, The Community Academy received $15,000, which the City Council authorized to come from Council Contingency funds. Therefore, it is not counted in the FY 2019/20 budgeted total. The Community Academy did not request funds for FY 2020/21. Agencies’ budget submittals are attached. Recommendations for funding are as follows:
Ames Historical Society
• 19/20 Received: $45,512
• 20/21 Request: $49,500
• Recommendation: $46,927
Funds will also be used to purchase new scanning equipment. The requested funding supports a variety of programming activities including preparing exhibits, answering research requests, presenting programs, and collaborating with community organizations on special projects. Specifically this year, AHS requested funds to increase the number of programs, including a new program recognizing the 100th anniversary of the 19th Amendment.
Ames International Partner
Cities Association
• 19/20 Received: $6,000
• 20/21 Request: $7,000
• Recommendation: $5,525
AIPCA requested funds to potentially host or send a delegation to a new partner city in Kosovo. Additionally, a youth delegation will be hosted from Japan. It should be noted that a significant reason for the decrease in funding is related to the grant criterion that states grant funds can make up no more than 50% of the project revenues. AIPCA’s budget shows $8,800 in total revenues, with $7,000 requested from the City. Some review team members felt this criterion had not been enforced in the past and therefore, AIPCA should not be held to it; others felt it should be adhered to. The average recommendation was $5,525.
2
Ames Main Street
• 19/20 Received: $47,297
• 20/21 Request: $60,000
• Recommendation: $50,035
AMS requested funds to conduct beautification efforts Downtown and to support ArtWalk, Snow Magic, the 4th of July Parade and retail events. In prior years, the City provided $7,500 for beautification efforts; AMS is requesting $20,200 for this activity in part due to the cost of installing new “Ames Main Street” branded signage. For this one-time signage update, the City Council could consider allocating one-time funds, if it is interested in supporting that program.
Campustown Action
Association
• 19/20 Received: $32,965
• 20/21 Request: $37,000
• Recommendation: $35,168
CAA has requested funds for hosting Summerfest and two fall events. CAA would also use funds for beautification efforts, explore and promote façade improvements, and recruit outside organizations to hold events in Campustown.
Hunziker Youth Sports
Complex
• 19/20 Received: $30,700
• 20/21 Request: $32,000
• Recommendation: $31,876
Complex, which results in lower fees charged to participants.
Story County Housing Trust
• 19/20 Received: $35,000
• 20/21 Request: $36,500
• Recommendation: $35,843
This request is to fund owner-occupied home repairs and rental assistance programs for individuals and families in the City of Ames and Story County. Funds will be used to partially meet the 25% local match monies for the state annual grant award.
Request from Hotel/Motel Tax Fund:
AEDC
• 19/20 Received:$15,000
• 20/21 Request: $15,000
• Recommendation: $15,000
Funds requested are to support the AEDC’s workforce development programming. Funds would be used for a women in manufacturing event, a parent/student manufacturing event, online marketing, and sponsorship of a child care program.
3
FY 2020/21 Operational Funding Recommendations (Local Option)
2019/20
Adopted
2020/21
Request
2020/21
Recomm. or
or
Ames Historical Society 45,512 49,500 46,927 1,415 3.1% Ames Int’l Partner Cities 6,000 7,000 5,525 -475 -7.9% Ames Main Street 47,297 60,000 50,035 2,738 5.8% Campustown Action Ass’n 32,965 37,000 35,168 2,203 6.7% Hunziker Youth Sports Complex 30,700 32,000 31,876 1,176 3.8% Story County Housing Trust 35,000 36,500 35,843 843 2.4%
$222,000
FY 2020/21 Operational Funding Recommendations (Hotel/Motel Tax Fund )
2019/20
Adopted
2020/21
Request
2020/21
Recomm.
$ 15,000
TOTAL $ 15,000 $ 15,000 $ 15,000
Caring People Quality Programs Exceptional Service
515.239.5101 main
5142 fax
Ave.
MEMO
Item No. 36
To: Mayor and Ames City Council Members
From: Steven L. Schainker, City Manager
Date: April 24, 2020
Subject: FY 2019/20 Final Budget Amendments
At this time of the year we bring before the City Council for your approval
the Final Budget Amendments for the fiscal year that will end on June 30th
of that year. Historically, the approval of these budgets estimates for
revenues and expenditures is perfunctory. However, this is not the case
this year! Because of the outbreak of the Corona virus, our FY 2019/20
will be negatively impacted by a projected loss of $9,100,000 in revenue
from the amount we estimated back in February. Assuming the
emergency continues into the next fiscal year, the total loss in expected
revenue no doubt will exceed the $9,100,000 level. The actual amount
will depend on how long the public and private buildings are shut down
and how long our residents choose not to utilize these services once they
are opened.
While keeping an emphasis on implementing our COVID-19 Response
Plan, it is now time to focus attention on a COVID-19 Financial Recovery
Plan as well. Thus, we must now think about the financial safety of our
city as well as the physical safety of our residents!
The two goals of the Financial Recovery Plan are 1) to end FY 2019/20
and 2) end FY 2020/21 with the same ending balances in the major funds
that were approved when you certified the budget back in March. In order
to accomplish these goals, reductions in the operating and capital
improvement expenditures will be required to offset the projected loss in
revenue.
The approval of the Final Amendments for FY 2019/20 represents the
Staff’s attempt to accomplish Goal 1 of this plan. With the assistance
of a dedicated group of Departments Heads, along with their city
employees, we are able to meet this first goal for most of the major
funds except the Parking, Hotel/Motel, and Ice Arena
Funds.
Because of the uncertainly as to how long the crisis will extend into the
next fiscal year, more time is needed to develop our recommendations
regarding possible expenditure reductions in FY 2020/21 to meet Goal 2.
We will likely wait until August to present these recommendations since we
will know more about expected duration of the COVID-19 crisis and its
financial impact on the City at that time.
2019/20 Final Fund Balances by Fund
2019/20 2019/20 2019/20 2019/20 Percentage
Adjusted Final Final 2019/20 Final Change
Fund Revenue Expense Net Fund from
Balance Change Change Change Balance Adjusted
General Fund 9,865,175 (1,610,790) (1,610,790) -9,865,175 0.0%
Special Revenue Funds:
Local Option Sales Tax 2,061,120 (507,749) (507,749) - 2,061,120 0.0%
Hotel/Motel Tax 1,136,131 (759,500) (651,000) (108,500) 1,027,631 -9.6%
Road Use Tax 3,571,508 (405,384) (405,384) - 3,571,508 0.0%
Animal Shelter Donations Fund 221,292 - 34,116 (34,116) 187,176 -15.4%
City-Wide Housing Programs 473,208 - (73) 73 473,281 0.0%
CDBG Program 20,594 - -- 20,594 0.0%
HOME Program - - - - -
Employee Benefit Property Tax - - - - -
Police/Fire Retirement 324,439 - - - 324,439 0.0%
Parks & Rec Grants/Donations 898 - 20,000 (20,000) (19,102) -2227.2%
Library Direct State Aid - - - - -
Library Friends Foundation 53,607 - - - 53,607 0.0%
Library Future Needs 187,809 - - - 187,809 0.0%
Library Grants/Donations 43,423 - - - 43,423 0.0%
Utility Assistance 12,388 - - - 12,388 0.0%
Miscellaneous Donations 1,737 - - - 1,737 0.0%
Developer Projects 226,096 - - - 226,096 0.0%
Economic Development 547,166 - - - 547,166 0.0%
Tax Increment Financing (TIF)(329,398) - - - (329,398) 0.0%
Total Special Revenue Funds 8,552,018 (1,672,633) (1,510,090) (162,543) 8,389,475 -1.9%
Capital Project Funds:
Special Assessments (517,986) - - - (517,986) 0.0%
Street Construction 334,969 (900,000) (900,000) - 334,969 0.0%
Airport Construction 481,563 - - - 481,563 0.0%
Park Development 2,507,069 - 449,845 (449,845) 2,057,224 -17.9%
General Obligation Bonds 451,464 - (136) 136 451,600 0.0%
Total Capital Project Funds 3,257,079 (900,000) (450,291) (449,709) 2,807,370 -13.8%
Permanent Funds:
Cemetery Perpetual Care 1,017,523 - - - 1,017,523 0.0%
Furman Aquatic Center Trust 1,170,468 - - - 1,170,468 0.0%
Total Permanent Funds 2,187,991 - - - 2,187,991 0.0%
1
2019/20 2019/20 2019/20 2019/20 Percentage
Adjusted Final Final 2019/20 Final Change
Fund Revenue Expense Net Fund from
Balance Change Change Change Balance Adjusted
Enterprise Funds:
Water Utility 11,797,687 (282,200) (282,200) -11,797,687 0.0%
Water Construction - - - - -
Water Sinking 352,425 - - - 352,425 0.0%
Sewer Utility 9,101,740 (479,000) (479,000) -9,101,740 0.0%
Sewer Improvements - - - - -
Sewer Sinking 44,566 - - - 44,566 0.0%
Electric Utility 34,639,654 (4,549,597) (4,549,597) -34,639,654 0.0%
Electric Sinking 80,776 - - - 80,776 0.0%
Parking 110,700 (289,900) (283,228) (6,672) 104,028 -6.0%
Parking Capital Reserve 353,903 (241,509) - (241,509) 112,394 -68.2%
Transit Operations 4,899,435 - 91,101 (91,101) 4,808,334 -1.9%
Transit Student Govt Trust 763,053 - -- 763,053 0.0%
Transit Capital Reserve 784,144 102,520 - 102,520 886,664 13.1%
Storm Water Utility 1,202,222 - (35,391) 35,391 1,237,613 2.9%
Storm Water Improvements - 3,747,450 3,747,450 - -
Ames/ISU Ice Arena 179,066 (71,899) (59,749) (12,150) 166,916 -6.8%
Ice Arena Capital Reserve 138,173 - 80,000 (80,000) 58,173 -57.9%
Homewood Golf Course 201,450 (44,019) (44,019) -201,450 0.0%
Resource Recovery 345,399 - (388,643) 388,643 734,042 112.5%
Total Enterprise Funds:64,994,393 (2,108,154) (2,203,276) 95,122 65,089,515 0.2%
Debt Service Fund 1,220,541 - - - 1,220,541 0.0%
Internal Service Funds:
Fleet Services 250,000 - (4,567) 4,567 254,567 1.8%
Fleet Reserve 9,832,775 3,000 33,243 (30,243) 9,802,532 -0.3%
Information Technology 122,544 - (12,685) 12,685 135,229 10.4%
Technology Reserve 1,971,130 14,895 - 14,895 1,986,025 0.8%
Shared Communications - - - --
Risk Management 2,733,755 - (2,699) 2,699 2,736,454 0.1%
Health Insurance 5,594,802 - (7,548) 7,548 5,602,350 0.1%
Total Internal Service Funds:20,505,006 17,895 5,744 12,151 20,517,157 0.1%
Totals 110,582,203 (6,273,682) (5,768,703) (504,979) 110,077,224 -0.5%
2
General Fund
2019/20 Final Amendment Changes
Revenues:
Hotel/Motel tax receipts (759,500)
ISU Fire revenue (27,720)
Building permit revenue 27,024
Library fines/copying revenue (32,839)
Parks & Recreation program revenue (460,259)
Cemetery revenue (8,537)
Airport revenue (5,250)
LOT transfer (property tax relief)(278,609)
H/M transfer (property tax relief)(65,100)
Total Revenue Change (1,610,790)
Expenses:
Operations:
City Council Contingency (24,146)
City Manager (20,987)
Media Production Services (6,000)
Planning/Economic Development (7,076)
Finance (22,997)
Legal Services (6,882)
Human Resources:(13,230)
Fire (80,390)
Inspections (24,183)
Police/Animal Control (41,909)
Library (36,160)
Facilities (4,500)
Parks and Recreation (330,720)
Cemetery (2,986)
Public Works/Airport Operations (10,779)
Total Operations (632,945)
CIP:
Fire Station 2 relocation study (35,000)
Fire project savings (44,345)
Library door replacement (30,000)
Indoor Aquatic Facility study (75,000)
Auditorium LED stage lights (34,000)
Total CIP (218,345)
Transfers:
Hotel/Motel tax receipts to H/M fund (759,500)
Total Expense Change (1,610,790)
Net Fund Change -
3
Local Option Sales Tax
2019/20 Final Amendment Changes
Revenues:
Community Betterment (40%)(185,740)
Property Tax Relief (60%)(278,609)
H/M Tax transfer (43,400)
Total Revenue Change (507,749)
Expenses:
Operations:
Municipal Band (7,000)
CIP:
Neighborhood Improvement Program (36,843) Remaining budget: 13,157
Downtown Façade Grant Program (29,150) Remaining budget: 64,001
Campustown Façade Grant Program (110,370) Remaining budget: 34,000
Fire Station Signage (16,245)
City Hall Improvements (29,532) Remaining budget: 188,279
Accessibility Enhancements (4,440)
Campustown Improvements (signal)4,440
Total CIP (222,140)
Transfers:
General Fund (property tax relief)(278,609)
Total Expense Change (507,749)
Net Fund Change -
4
Hotel/Motel Tax
2019/20 Final Amendment Changes
Revenues:
Transfer from General Fund (759,500)
Total Revenue Change (759,500)
Expenses:
Passthrough to ACVB (542,500)
Transfer to General Fund (65,100)
Transfer to Local Option Sales Tax (43,400)
Total Expense Change (651,000)
Net Fund Change (108,500)
5
Road Use Tax
2019/20 Final Amendment Changes
Revenues:
Road Use Tax (405,384)
Total Revenue Change (405,384)
Expenses:
Operations:
Financial Services (1,016)
Human Resources (2,703)
Parks and Recreation/ROW Maintenance (23,180)
Public Works Administration (2,591)
Traffic Operations (29,524)
Traffic Engineering (7,750)
Street Maintenance 500
Snow/Ice Control (142,987)
Public Works Engineering (9,083)
Public Works GIS (1,283)
Total Operations (219,617)
CIP:
Traffic Calming (20,000)
Signal Upgrades (9,297)
Main Street Pavers (165,697) Remaining budget: 366,303
19/20 Collector/Bloomington (signals)9,227
Multi-Model Improvements (210,000)
Multi-Modal/13th and Clark 210,000
Total CIP (185,767)
Total Expense Change (405,384)
Net Fund Change -
6
Animal Shelter Donations
2019/20 Final Amendment Changes
Expenses:
Animal Control:
Additional funds for dog kennels 34,116
Total Expense Change 34,116
Net Fund Change (34,116)
7
City-Wide Housing
2019/20 Final Amendment Changes
Expenses:
Financial Services:
Accounting charges (73)
Total Expense Change (73)
Net Fund Change 73
8
Parks and Rec Donations/Grants
2019/20 Final Amendment Changes
Expenses:
Parks and Recreation CIP:
Homewood Clubhouse 20,000
Total Expense Change 20,000
Net Fund Change (20,000)
9
Street Construction
2019/20 Final Amendment Changes
Revenues:
Street Engineering CIP:
MPO funding for 19/20 Arterial/13th Street (900,000)
Total Revenue Change (900,000)
Expenses:
Street Engineering CIP:
19/20 Arterial/13th Street/Wilson to Duff (900,000)
Total Expense Change (900,000)
Net Fund Change -
10
Park Development
2019/20 Final Amendment Changes
Expenses:
Parks and Recreation CIP:
Homewood Clubhouse 449,845
Total CIP 449,845
Total Expense Change 449,845
Net Fund Change (449,845)
11
General Obligation Bonds
2019/20 Final Amendment Changes
Expenses:
Financial Services:(136)
PW/Engineering CIP:
19/20 Concrete Pavement (600,000)
Campustown Improvements 600,000
Total CIP -
Total Expense Change (136)
Total Fund Change (136)
12
Water Utility Fund
2019/20 Final Amendment Changes
Revenues:
IDALS grant (Campustown Imp)100,000
ISU contract sales (172,200)
Metered charges (210,000)
Total Revenue Change (282,200)
Expenses:
Operations:
City Manager (3,816)
Financial Services (4,351)
Legal Services (1,140)
Human Resources (1,763)
W & PC Control Administration (5,767)
W & PC Lab Services (12,280)
Water Treatment Plant (122,190)
Public Works Administration (2,593)
Public Works Engineering (14,480)
Total Operations (168,380)
CIP:
Remote Storage Building 21,800
New Water Treatment Plant (21,800)
South Skunk Well Field (100,000) Remaining budget: 477,500
Campustown Improvements (IDALS grant)100,000
Water System Improvements (113,820) Remaining budget: 3,629,990
Total CIP (113,820)
Total Expense Change (282,200)
Net Fund Change -
13
Sewer Utility Fund
2019/20 Final Amendment Changes
Revenues:
ISU contract sales (307,000)
Metered charges (157,000)
FOG surcharge (15,000)
Total Revenue Change (479,000)
Expenses:
Operations:
City Manager (3,816)
Financial Services (2,832)
Legal Services (1,140)
Human Resources (1,320)
WPC Facility Operations (110,260)
W & PC Administration (5,768)
W & PC Lab Services (22,807)
Public Works Administration (2,593)
Public Works Engineering (16,751)
Total Operations (167,287)
CIP:
Watershed Nutrient Reduction (120,000) Remaining budget: 80,000
Clarifier Drives (108,340)
E30 Lift Station 108,340
Digester Improvements (191,713) Remaining budget: 1,281,287
Campustown Improvements 156,000
Sanitary Sewer Improvements (156,000)
Total CIP (311,713)
Total Expense Change (479,000)
Net Fund Change -
14
Electric Utility Fund
2019/20 Final Amendment Changes
Revenues:
Metered charges (3,687,500)
Renewable energy credits (25,000)
ISU/Administration (20,000)
ISU/Transmission system (174,757)
Street light construction 30,571
Fines 1,089
BP Canada gas sales (1,000,000)
Investment interest 300,000
Miscellaneous revenue 10,000
Damage claims 16,000
Total Revenue Change (4,549,597)
Expenses:
Operations:
City Manager (8,072)
Financial Services (13,908)
Customer Service (2,480)
Purchasing Services (2,475)
Legal Services (1,812)
Human Resources (5,478)
Electric Administration 42,949
Production (250,527)
Fuel/Purchased Power (2,401,286)
Electric Dist/Oper/Maint (62,437)
Extension/Improvements (375,000)
Technical Services (37,100)
Total Operations (3,117,626)
CIP:
Unit 8 Superheat Replacement (1,431,582) Remaining budget: 5,099,455
PW/Engineering:
Electric share of PW GIS savings (389)
Total Expense Change (4,549,597)
Net Fund Change -
15
Parking
2019/20 Final Amendment Changes
Revenues:
Parking (82,500)
East Parking (124,950)
Campustown Parking (82,450)
Total Revenue Change (289,900)
Expenses:
Operations:
Financial Services (1,135)
Legal Services (552)
Human Resources (282)
Parking Enforcement (39,000)
Parking Operations (750)
Total Operations (41,719)
Transfers:
Parking Capital Reserve Fund (241,509)
Total Expense Change (283,228)
Net Fund Change (6,672)
16
Parking Capital Reserve
2019/20 Final Amendment Changes
Revenues:
Transfers:
Parking Operations transfer (241,509)
Total Revenue Change (241,509)
Expenses:
(241,509)
17
Transit Operations
2019/20 Final Amendment Changes
Revenues:
-
Expenses:
Operations:
Financial Services (6,151)
Legal Services (174)
Human Resources (5,094)
Total Operations (11,419)
Transfers:
Transfer to CyRide Capital Reserve 102,520
Total Expense Change 91,101
Net Fund Change (91,101)
18
Transit Capital Reserve
2019/20 Final Amendment Changes
Revenues:
Transfer from CyRide operations 102,520
Total Revenue Change 102,520
Expenses:
Transit CIP:
Transfers
-
102,520
19
Storm Water Utility
2019/20 Final Amendment Changes
Revenues:
-
Expenses:
Operations:
Purchasing Charges (45)
Human Resources Charges (245)
PW Engineering (7,317)
Storm Water Permit Program (18,754)
Total Operations (26,361)
CIP:
Campustown Improvements 70,000
Flood Response/Mitigation (504,418)
River Flooding Mitigation 504,418
15/16 Facility Rehab/Cooper Subdivision (8,990)
19/20 Facility Rehab/Bloomington Hgts (40)
17/18 Erosion/Kinyon/Clark 16,313
Storm Water Imp (to cover Kinyon/Clark)(16,313)
Storm Water Imp (to Campustown Imp)(70,000)
Total CIP (9,030)
Total Expense Change (35,391)
Net Fund Change 35,391
20
Storm Water Improvements
2019/20 Final Amendment Changes
Revenues:
FEMA River Flooding Mitigation funds 3,747,450
Total Revenue Change 3,747,450
Expenses:
Storm Water CIP:
River Flooding Mitigation 3,747,450
Total CIP 3,747,450
Total Expense Change 3,747,450
Net Fund Change -
21
Ames/ISU Ice Arena
2019/20 Final Amendment Changes
Revenues:
Pooled Cash Interest 195
Child Daily Admission (1,237)
Adult Admissions (1,833)
Noon Skate (939)
Pick-Up Hockey (576)
Skate Sharpening (500)
ISU Skating Class (930)
Skate Rental (10,572)
Ice Rink Rental (14,484)
Ice Rink Rental Nontaxable (30,580)
Figure Sessions (1,000)
Birthday Packages (728)
Pro Shop Sales (910)
Concessions and Pop (7,552)
Soda Machine (253)
Total Revenue Change (71,899)
Expenses:
Operations:
Ice Arena Operations (59,749)
Total Expense Change (59,749)
Net Fund Change (12,150)
22
Ice Arena Capital Reserve
2019/20 Final Amendment Changes
Expenses:
Ice Arena CIP:
Concession/office area (early start)5,000
Parking lot reconstruction (early start)75,000
Total CIP 80,000
Total Expense Change 80,000
Net Fund Change (80,000)
23
Homewood Golf Course
2019/20 Final Amendment Changes
Revenues:
Pooled Cash Interest 417
Green Fees (16,000)
Season Tickets (11,000)
Golf Punchcards (4,000)
Rentals (10,000)
Miscellaneous Revenue 264
Pro Sho Sales (500)
Beer Sales (2,400)
Concessions and Pop (800)
Total Revenue Change (44,019)
Expenses:
Operations:
Purchasing charges (5)
Human Resources charges (59)
Course Administration (34,219)
Course Maintenance (9,736)
Total Operations (44,019)
Total Expense Change (44,019)
Net Fund Change -
24
Resource Recovery
2019/20 Final Amendment Changes
Revenues:
-
Expenses:
Operations:
Financial Services (6,607)
Legal Services (300)
Human Resources (894)
PW Administration (2,593)
Resource Recovery Operations (67,000)
Total Operations (77,394)
CIP:
System Improvements (311,249)
Total CIP (311,249)
Total Expense Change (388,643)
Net Fund Change 388,643
25
Fleet Maintenance
2019/20 Final Amendment Changes
Expenses:
Operations:
Financial Services (2,075)
Human Resources (492)
Fleet Maintenance (2,000)
Total Operations (4,567)
Total Expense Change:(4,567)
Net Fund Change 4,567
26
Fleet Reserve
2019/20 Final Amendment Changes
Revenues:
Public Works transfer 3,000
Total Revenue Change 3,000
Expenses:
Operations:
Fleet Replacement 33,243
Total Operations 33,243
Total Expense Change:33,243
Net Fund Change (30,243)
27
Information Technology
2019/20 Final Amendment Changes
Expenses:
Operations:
Financial Services (68)
Human Resources (597)
Data Services (12,020)
Total Operations (12,685)
Total Expense Change (12,685)
Net Fund Change 12,685
28
Technology Reserve
2019/20 Final Amendment Changes
Revenues:
Body-worn cameras replacement funds 14,895
Total Revenue Change 14,895
Expenses:
Technology Replacement:
-
14,895
29
Risk Insurance
2019/20 Final Amendment Changes
Expenses:
Operations:
Human Resources charges (73)
Risk Insurance Administration (2,626)
Total Operations (2,699)
Total Expense Change (2,699)
Net Fund Change 2,699
30
Health Insurance
2019/20 Final Amendment Changes
Expenses:
Operations:
Human Resources charges (98)
Health Insurance Administration (1,850)
Health Promotion Program (5,600)
Total Operations (7,548)
Total Expense Change (7,548)
Net Fund Change 7,548
31
1
ITEM #: 37
DATE: 04-21-20
COUNCIL ACTION FORM
REQUEST: APPROVE VACATION OF THE REMOTE PARKING EASEMENT FOR
PROPERTY LOCATED AT 901 N. 4TH STREET
BACKGROUND:
Kori Heuss is requesting that the City Council vacate a remote parking easement on
property located at 901 N. 4th Street (Lot #1, Cooper’s First Addition). (See Attachment A:
Location Map). This easement was granted by Kent and Joan Cooper to Donald
Heuss on July 8, 1992 to provide not more than nine remote parking spaces for
customers of the Heuss Printing office (903 N. 2nd Street). The location of the
remote parking spaces was to be on land later described as Cooper’s First
Addition, including all five lots. There are no defined parking spaces at 901 N. 4th
Street for this easement, nor have any been constructed in any area of the easement as
approved by City Council in 1992. (See Attachment B: Remote Parking Easement, and
Attachment C: Final Plat of Cooper’s First Addition.)
MetroNet, a telecommunications company, is proposing to construct a 70-foot tower and
equipment shelter at 901 N. 4th Street. They are asking the current property owner (Heuss
Property Management LLC) to have the remote parking easement removed by the City
Council, prior to finalizing purchase of the property.
In an email (dated March 23, 2020) written to the Mayor and City Council, Kori Heuss
states that the remote parking easement would prevent sale of the property to MetroNet
from going through if the City Council does not remove the easement from the property
at 901 N. 4th Street. Ms. Heuss asked that staff be directed by the City Council to
investigate this issue, and that the City Council take action at their next meeting to allow
MetroNet to move forward with purchase of the property and to proceed with their
construction. (See Attachment D: Email from Kori Heuss.) On March 24, 2020, the City
Council referred the request from Ms. Heuss to City staff for further analysis and a report
back to City Council.
The property at 903 N. 2nd Street was occupied by Heuss Printing in 1988 and was later
purchased by Donald Heuss in 1991. Heuss Printing was remodeled into offices in 1992,
which brought about creation of the remote parking easement to provide parking for the
new use. The property at 827 N. 2nd Street was purchased by Heuss in 1993, and is used
as a warehouse to store paper, and other miscellaneous items as needed.
If the City Council chooses to vacate the Remote Parking Easement on Lot #1, at 901
N. 4th Street, the remainder of the remote parking easement on Lots #2, #3, #4 and
#5 would remain in place. If the need arises in the future to provide remote
parking
2
spaces for Heuss Printing, Lot #2 at 827 N. 2nd Street (a property now owned by
Heuss) could accommodate the remote parking necessary to bring the Heuss
Printing office into compliance with the current Code. Ms. Heuss has expressed to
staff that there is more than enough parking in existence to accommodate the need
for parking by customers and employees, and that the remote parking easement is
no longer needed.
ALTERNATIVES:
1. The City Council can approve Vacation of the Remote Parking Easement for Property
Located at 901 N. 4th Street (Lot #1, Cooper’s First Addition).
2. The City Council can choose not to Vacate the Remote Parking Easement for
Property Located at 901 N. 4th Street (Lot #1, Cooper’s First Addition).
CITY MANAGER'S RECOMMENDED ACTION:
The lot being purchased by MetroNet (901 N. 4th Street) has never been used to provide
the nine remote parking spaces for Heuss Printing at 903 N. 2nd Street. If the need for
remote parking arises, there is adequate space available to establish remote parking
spaces across the street from Heuss Printing at 827 N. 2nd Street, on property that they
currently own. Partially vacating the remote parking easement, to remove Lot #1 at
901 N. 4th Street, will not affect the ability of property at 903 N. 2nd Street from
complying with parking requirements with remote parking if it is needed.
Therefore, it is the recommendation of the City Manager that the City Council act in
accordance with Alternative #1 and approve vacation of the remote parking
easement for property located at 901 N. 4th Street (Lot #1, Cooper’s First Addition).
3
ADDENDUM
On March 24, 2020, the City Council approved a Major Site Development Plan (MSDP)
for MetroNet to establish a basic utility use and construct a communications tower at 901
N. 4th Street (See Attachment A: Location & Zoning Map). The property is legally
described as Lot #1 of Cooper’s First Subdivision and includes 7,868 square feet.
On March 25, 2020, the Zoning Board of Adjustment granted a Special Use Permit to
MetroNet for a wireless communications facility at 901 N. 4th Street.
In an email (dated March 23, 2020) written to the Mayor and City Council, Kori Heuss
requests that the City Council remove the remote parking easement established on the
property at 901 N. 4th Street in 1992. (See Attachment D: Email from Kori Heuss.)
MetroNet has a sale agreement with Heuss for purchase of the property; however, without
removal of the easement on the property by the City Council, Ms. Heuss says the property
sale will not go through. The email provides additional background information including
properties owned by Heuss Property Management in the immediate vicinity, and numbers
of parking spaces for each Heuss Printing facility. (See Attachment E: Heuss Properties.)
The table below lists the properties owned by Heuss Property Management LLC, and
provides information on the type of use, number of existing parking spaces, the parking
surface and location and the required parking by current standards in the Municipal
Code.
Existing Use and Parking for Heuss Properties (Per Current Zoning)
to Meet Parking Parking Surface
MetroNet
St. Copy Center R.O.W.
N. 2nd St. &
St. Warehouse Building/Gravel
*There is adequate space to provide additional parking at 827 N. 2nd Street that could be
used as remote parking for the Heuss Printing office at 903 N. 2nd Avenue, if the gravel
surface was paved.
4
Attachment A: Location Map
5
Attachment B: Remote Parking Easement
6
Attachment B: Remote Parking Easement
7
Attachment C: Final Plat of Cooper’s First Addition
(Remote Parking Easement Includes All Five Lots)
8
Attachment D: Email from Kori Heuss
9
Attachment D: Email from Kori Heuss
10
Attachment E: Heuss Properties
(827, 903 & 911 N. 2nd St. - 901 & 908 N. 4th St.)
1
ITEM: ___38___
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: ZONING TEXT AMENDMENT RELATING INDUSTRIAL PARKING
STANDARDS
BACKGROUND:
The City of Ames applies minimum parking standards to a wide range of residential,
commercial, and industrial uses within Section 29.406(2) of the Ames Municipal Code
(Zoning Ordinance Excerpt Attachment A). As the City looks to expand its Industrial Use
base, i.e. manufacturing use, it is appropriate to review our minimum parking standars in
light of trends related to automated processes and potentially fewer employees per
square foot of manufacturing space.
The current standards are based upon gross square footage of use, rather than the
number of employees. This is an appropriate method overall, especially when considering
speculative development and the goal of the City to support a diverse set of future users.
However, we also want to be able to accommodate unique operational aspects of larger
single-use businesses, such as Barilla, that could have much lower employee intensities.
Staff presented two options to Planning and Zooming Commission for its review and
recommendation. One option was to allow for deferral of construction of required parking
through a Site Development Plan review. The second option was to lower the required
parking requirement overall. The Planning and Zoning Commission recommends, and
staff supports, the following reduction in manufacturing parking rates.
Ames Municipal Code 29.406(2)
Industrial Service, Manufacturing and Production, Resource Production and Extraction 1
space/500 sf plus 1/space/company vehicle. For manufacturing uses exceeding 50,000
square feet, 1 space/1000 sq. ft.
ALTERNATIVES:
1. Approve on first reading a reduction to the parking requirements for manufacturing
buildings greater than 50,000 square feet to a requirement of 1 space per 1,000
square feet of floor area.
This change is a reduction for manufacturing uses exceeding 50,000 sq. ft.
from 1 space/500 sq. ft. to 1 space/1,000 sq. ft.
2. Provide a direction on an alternative parking standard.
3. Decline to proceed with an amendment to the parking standards for manufacturing
uses.
2
CITY MANAGER’S RECOMMENDED ACTION:
The proposed change is intended to provide more flexibility in parking requirements for
manufacturing uses that may have a wide variability in the number of employees involved
in their industrial process. It should be noted that for office components of a facility, a
higher parking standard would still apply, reflecting the higher employee counts for this
type of space. Staff believes adequate flexibility exists for smaller operations with the
current parking ratio, but larger plants would benefit from the reduced standard.
Therefore, it is the recommendation of the City Manager that City Council adopt
Alternative #1 to reduce the parking standard for manufacturing buildings greater
than 50,000 square feet to a standard of 1 space per 1,000 square feet of floor area.
Attachment A-Existing Standards
Sec. 29.406. OFF-STREET PARKING. (1) Applicability. The off-street parking requirements set
forth in this Section apply to all off-street parking uses, whether required by this Ordinance or in
excess of the requirements of this Ordinance; whether accessory to the principal use of a site, or
operated as a commercial enterprise.
(2) Required Parking Spaces. Off-street parking spaces must be provided in accordance with the
minimum requirements set forth in Table 29.406(2) below, for any new building constructed and
for any new use established.
(a) The off-street parking space requirement for a use not specifically mentioned herein is the same
as required for a use of similar nature.
(b) Whenever a building or use lawfully existing on the effective date of this Ordinance, May 1,
2000, is enlarged in floor area, number of employees, number of dwelling units, seating capacity,
or otherwise to create a need for an increase of 10% or more in the number of required parking
spaces, such spaces shall be provided on the basis of such enlargement or change.
(c) The Planning Director may reduce required parking for non-residential uses by 10% in order
to increase landscape area within parking lots that exceed 30 or more spaces. (Ord. 4312, 6-27-
17; Ord. No. 4329, 12-12-17)
(d) The Planning Director may approve a reduction of up to three required parking stalls to
accommodate a vehicular cross-access route to an adjoining property. (Ord. 4329, 12-12-17)
(e) The Planning Director may approve a reduction of required parking spaces for nonresidential
uses that have adequate vehicle parking, at a ratio of one parking space for every six Qualified
Bicycle Parking System spaces up to a maximum reduction of five spaces.
29.406(2) Industrial Parking Standards
Industrial Service, Manufacturing and Production, Resource Production and Extraction 1
space/500 sf plus 1/space/company vehicle.
Warehouse One (1) parking space per 5,000 sq.ft.
ORDINANCE NO.
AN ORDINANCE TO AMEND THE MUNICIPAL CODE OF THE
CITY OF AMES, IOWA, BY REPEALING PART OF SECTION
29.406(2) FOR INDUSTRIAL USES AND ENACTING A
REPLACEMENT SECTION 29.406(2) FOR INDUSTRIAL USES
THEREOF, FOR THE PURPOSE OF MODIFYING PARKING
REQUIREMENTS FOR INDUSTRIAL USES; REPEALING ANY
AND ALL ORDINANCES OR PARTS OF ORDINANCES IN
CONFLICT TO THE EXTENT OF SUCH CONFLICT; AND
ESTABLISHING AN EFFECTIVE DATE.
BE IT ENACTED, by the City Council for the City of Ames, Iowa, that:
Section One. The Municipal Code of the City of Ames, Iowa shall be and the same is hereby
amended by enacting a new Section as follows:
“Sec. 29.406. OFF-STREET PARKING.
. . .
(2)…
PRINCIPAL LAND USE ALL ZONES EXCEPT
DOWNTOWN AND CAMPUS
TOWN SERVICE CENTER
DOWNTOWN AND CAMPUS-
TOWN
SERVICE CENTER ZONES
………
INDUSTRIAL
Industrial Service, Manufacturing
and Production, Resource
Production and Extraction
1 space/500 sf plus
1/space/company vehicle
For manufacturing uses exceeding
50,000 sf: 1 space/1,000 sf
NONE
Warehouses One (1) parking space per 5,000
sf
NONE
………
Section Two. All ordinances, or parts of ordinances, in conflict herewith are hereby repealed to
the extent of such conflict, if any.
Section Three. This ordinance shall be in full force and effect from and after its passage and
publication as required by law.
Passed this day of , .
_____________________________________________________________________________
Diane R. Voss, City Clerk John A. Haila, Mayor
1
ITEM # ___39__
DATE: 04-28-20
COUNCIL ACTION FORM
SUBJECT: BOILER TUBE SPRAY COATING AND RELATED SERVICES AND
SUPPLY CONTRACT FOR POWER PLANT
BACKGROUND:
On February 11, 2020, City Council approved preliminary plans and specifications for
the Boiler Tube Spray Coating and Related Services and Supplies Contract. This
contract is for a contractor to provide and install boiler tube coating and surface
preparation at the City’s Power Plant on an as-needed basis. This coating protects the
water wall tubes in Unit 8 boiler from corrosion.
This contract is to provide boiler tube spray coating services for the period from the
award date through June 30, 2021. This contract term will enable future renewals to
coincide with the City’s fiscal year. The contract includes a provision that would allow
the City to renew the contract for up to three additional one-year terms.
Bid documents were issued to eight companies and sent to three plan rooms. The bid
was advertised on the Current Bid Opportunities section of the Purchasing webpage
and a Legal Notice published on the websites of a contractor plan room service with
statewide circulation and the Iowa League of Cities.
On March 11, 2020, four responsive bids were received. On March 24, 2020, bids were
reported to City Council and award of contract was delayed allowing staff to more
thoroughly evaluate the bids.
Staff reviewed the bids (See attached bid summary) and determined that the low
bid from Whertec, Inc., Jacksonville, FL, is acceptable.
Having this contract reduces the City’s exposure to market forces regarding prices and
availability for labor, travel, and supplies in preparation for a scheduled outage. In
addition, City staff will save considerable time obtaining quotes, evaluating proposals,
and preparing specifications and other procurement documentation for outages.
Funding is available in the amounts of $350,000 from the approved FY 2019/20 Power
Plant operating budget and $200,000 from the approved FY 2020/21 Power Plant
operating budget. Invoices will be based on contract rates for time and materials for
services actually received.
ALTERNATIVES:
1. Award the contract for the Boiler Tube Spray Coating and Related Services and
Supplies Contract to the lowest bidder, Whertec, Inc., Jacksonville, FL, for hourly
rates and unit prices bid, in an amount not-to-exceed $350,000 for FY 2019/20
and $200,000 for FY 2020/21.
2. Award a contract to one of the other bidders.
3. Reject all bids and purchase boiler tube spray coating services on an as-needed
basis.
MANAGER'S RECOMMENDED ACTION:
This contract is needed to carry out emergency and routine boiler tube spray coating
services at the Power Plant to maintain protection of the water wall tubes replaced in
2011. Failure to maintain the coating will result in increased wear and early tube
deterioration. The contract will establish rates for service and provide for guaranteed
availability, thereby setting in place known rates for service. The rates included in this
contract are comparable to the rates from the previous provider of this service.
Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No.1 as stated above.
DESCRIPTION
Supervisor:$75.00 $105.00 $131.00 $70.00
Apprentice:$60.00
Foreman:$61.00 $85.00 $107.00
Journeyman:
Technician:$51.00 $71.00 $89.00 $62.00
Safety Supervisor $75.00 $105.00 $131.00
$75.00 $105.00 $131.00 $67.00
Travel Supervisor:$121.18 $156.62 $192.06
Travel Painter:$103.24 $131.82 $160.41
Local Painter:$56.84 $73.44 $90.05
Brock General Foreman:$121.22 $152.18 $183.14
$101.36 $127.45 $153.54
Local Carpenter:$65.05 $81.43 $97.81
Project Management $157.50 $76.00
Shift Management $141.67
Operators and QC $137.50
Project Support $90.00
Subsistence:
Travel:
Mileage:see attached T & M rate sheets
see attached T & M rate sheets
ITB 2020-105 Boiler Tube
Spray Coating and Related
$100.00 per day
$250 per visit per person
N/A
Whertec, Inc.
Jacksonville, FL
cost + 10% (Airfare and Car Rental)see attached T & M rate sheets $850 per person plus $140 pp/day
(car and per diem)
Integrated Global Services, Inc.
Richmond, VA
GE Steam Power, Inc.
Windsor, CT
Brock Industrial Services
Joliet, IL
Whertec, Inc.
Jacksonville, FL
Integrated Global Services, Inc.
Richmond, VA
GE Steam Power, Inc.
Windsor, CT
Shipping of Equipment
and Materials:
Material Costs:
Spray Material Alloy
812:
(Al2O3):
Surface passivator
(HCA-4OH)
IGS 5470:
Sand (Starblast):
Abrasvie Media
(Aluminum Oxide):
IGS 6003H:
Safety Supplies:
Consumable Supplies:
Add iGS: ???
DESCRIPTION
Large Air Compressor
Sandblasting Rig
Metal Spray Rig
HVAS (each)
Labor Rates:
Travel & Subsistence:
1% per year
Proposed Price Increase for Renewal Periods:
1% per year
$400.00/per day (no fuel)
$25.00 per day
$400.00 per day
1% per year
0% per year
see attached T & M rate sheets
see attached T & M rate sheets
see attached T & M rate sheets
cost plus 7%
Rate per U/M Rate per U/M
$1,400 per ton
MISCELLANEOUS TOOLS AND EQUIPMENT RATES:
Rate per U/M
TBD
TBD
TBD
Rate per U/M
Not Addressed
Not Addressed
One-time
N/A cost + 10%(material), cost plus 15% (smaller
shipments)
$71.50 per lb.
$720.00 per gallon
$70 per lb.
$0.48 per pound
$1.03 per pound
$830.00 per gallon
$2.40 per hour
$2.40 per hour
$25.00 per pound
$400.00 per week
$300.00 per day