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Home My WebLink About~Master - January 14, 2025, Regular Meeting of the Ames City Council1.Proclamation for "Slavery and Human Trafficking Prevention Month," January 2025 2.Motion approving payment of claims 3.Motion approving Summary of Minutes of Regular City Council Meeting on December 17, 2024, and Special City Council Meeting on December 26, 2024 4.Motion approving Report of Change Orders for period December 1-15, 2024, and December 16- 31, 2024 5.Motion approving Civil Service Candidates 6.Motion approving new Special Class C Retail Alcohol License - Staybridge Suites Ames, 2111 Isaac Newton Drive 7.Motion approving the renewal of the following Beer Permits, Wine Permits, and Liquor Licenses: a. Fuji Japanese Steakhouse, 1614 S. Kellogg Avenue, Class C Retail Alcohol License b. American Legion Post #37, 225 Main, Class F Liquor License, Pending Dramshop Review c. Springhill Suites, 1810 SE 16th St, Special Class C Retail Alcohol License d. Dublin Bay, 320 S 16th, Class C Liquor License with Outdoor Service and Catering Privilege, Pending Dramshop Review e. The Filling Station, 2400 University Blvd., Class E Liquor License f. Clouds Coffee, 119 Stanton Ave Suite 701, Class C Retail Alcohol License g. Hy-Vee Market Café, 3800 Lincoln Way, Class C Retail Alcohol License with Catering Privilege, Pending Dramshop Review h. Chipotle Mexican Grill, 435 S. Duff Avenue, Class C Retail Alcohol License i. Perkins #1025, 325 South Duff Avenue, Special Class C Retail Alcohol License j. Cy's Roost, 121 Welch Avenue, Class C Retail Alcohol License with Outdoor Service, Pending Dramshop Review 8.Resolution approving requests from Fitness Sports Ames' Turkey Trot on November 27, 2025 for partial road closures on: a. 5th Street from Burnett Avenue to Clark Avenue b. Clark Avenue from 5th Street to Main Street c. Main Street from Clark Avenue to 6th Street d. 6th Street from Northwestern Avenue to Brookside Park AGENDA REGULAR MEETING OF THE AMES CITY COUNCIL COUNCIL CHAMBERS - CITY HALL JANUARY 14, 2025 NOTICE TO THE PUBLIC: The Mayor and City Council welcome comments from the public during discussion. The Standards of Decorum, posted at the door and available on the City website, define respectful conduct for public participation. If you wish to speak, please fill out the form on the tablet outside the door to the Council Chambers or scan the QR Code to the right to fill out the same form on a personal device. When your name is called, please step to the microphone, state your name for the record, and keep your comments brief so that others may have the opportunity to speak. CALL TO ORDER: 6:00 p.m. PROCLAMATIONS: 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. 1 e. Ridgewood Avenue from 13th Street to 6th Street f. Burnett Avenue from Main Street to 5th Street 9.Resolution approving contract and bond for the Carr Park Agility Course Project with Caliber Concrete, LLC of Adair, Iowa 10.Lloyd Kurtz Park Mini-Pitch Project: a. Resolution approving contract and bond for Bid Package 1 – Concrete & Grading with Caliber Concrete, LLC of Adair, Iowa b. Resolution approving Contract and bond for Bid Package 2 – Mini-Pitch System, Lights, and Acrylic Surfacing with Caliber Concrete, LLC of Adair, Iowa c. Resolution approving contract and bond for Bid Package 3 – Electrical with Van Maanen Electric Inc, of Newton, Iowa 11.Resolution waiving formal bidding requirements and awarding a contract to Stiver's Ford, of Waukee, IA for two Ford Hybrid Police Interceptors in the amount of $94,638 12.Resolution awarding contract to JHB Group, Inc. of Richmond, IL in the amount of $208,804.68 for a Fire Safety Trailer 13.Resolution awarding contract to RESCO of Ankeny, IA for the purchase of three-phase pad mounted transformers in the amount of $236,394.03 14.Resolution awarding contract to WHKS & Co., of Ames, IA, for Engineering and Design Services for Ada Hayden Heritage Park Path Reconstruction, in an amount not to exceed $88,600 15.Resolution awarding contract renewal to Insight Public Sector, of Dallas, TX for Microsoft software licensing and support in the amount not to exceed $216,028.28 16.Resolution approving contract documents for Pharmacy Benefit Manager (PBM) Services with Wellmark Blue Cross Blue Shield of Iowa effective April 1, 2025 17.Resolution waiving the purchasing policy and awarding a contract to Ion Wave Technologies, Inc. for Vendor Management and Electronic Bidding System Software in the amount of $69,580 18.Resolution approving Change Order No. 1 to Con-Struct, Inc. of Ames, IA for the 2023/24 Shared Use Path System Expansion 19.Resolution approving change order to Simmons, Perrine, Moyer, Bergman PLC of Cedar Rapids, IA, for Outside Legal Services related to the Steven L. Schainker Plaza 20.Resolution approving Amendment No. 2 to WHKS & Co. Ames, IA, for the Engineering Services Agreement for the 2022/23 Shared Use Path System Expansion - Grand Avenue 21.Resolution approving the plans and specifications for the 2024/25 Arterial Street Pavement Improvements (Hyland Ave), setting February 18, 2025, as the bid due date through the Iowa DOT and February 25, 2025, as the date of Public Hearing 22.Resolution accepting completion of CyRide 2023 HVAC Improvement Project and releasing the retainage in the amount of $27,024.32 to Mechanical Comfort Inc. of Ames, IA 23.Resolution accepting completion of CyRide Electric Bus System Upgrades Project and releasing the retainage in the amount of $14,302.15 to Jaspering Electric Inc. of Ames, IA 24.Resolution accepting completion of CyRide's 2023 Shop Rehabilitation Project and releasing the retainage in the amount of $23,044.03 to R.H. Grabau Construction Inc. of Boone, IA 25.Resolution accepting completion of the City Hall Interior Improvements (Carpet and Base in Hallways and Conference Rooms) by Phillips' Floors Inc., of Indianola, IA in the amount of $128,777 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. ADMINISTRATION: 2 26.Resolution awarding a contract to Resource Consulting Engineers, LLC of Ames, IA for energy audit services for City of Ames facilities and the add alternate assessment for rooftop solar PV feasibility, in an amount not to exceed $102,600 27.Resolution approving the reallocation of $11,250 towards Homelessness Outreach 28.Staff Report on Community-wide Inclusion Plan Models 29.Request for Initiation of Voluntary Annexation Within North Ames of Multiple Properties Generally Between George W. Carver Avenue and Hyde Avenue a. Motion to initiate a Voluntary Annexation with non-consenting properties to avoid islands and make more uniform boundaries b. Motion directing staff to prepare a pre-annexation Developer Agreement related to the Borgmeyer Properties 30.Workiva Economic Development Agreement Employment Calculation a. Motion directing staff 31.Animal Shelter Relocation Project Update 32.Purchase of 750 copper, 15 kV cable: a. Resolution rescinding Resolution No. 24-654 b. Resolution awarding a contract to WESCO Distribution of Des Moines, IA in the amount not to exceed $179,439.00 (inclusive of Iowa sales tax) with payments based on unit prices and quantities ordered c. Motion authorizing the City Attorney to take further action 33.Hearing on Text Amendments to Chapter 23 Conservation Subdivision Ordinance: a. First passage of ordinance 34.Hearing on Text Amendment creating Criteria and Associated Permit for Special Temporary Events in Chapter 29 Article 13 and Article 15: a. First passage of ordinance 35.Second reading of Zoning Text Amendment to allow Social Service Providers in the Single- Family Conservation Overlay (O-SFC) Zoning District with the approval of Special Use Permit for certain Properties abutting Commercial Zoning (continued from December 17, 2024) 36.Third reading and adoption of ORDINANCE NO. 4544 Industrial Tax Abatement for Wyffels Site Plan at 220 S. Teller Avenue (continued from December 10, 2024) 37.Participation with agencies, boards, and commissions: a. Discover Ames (ACVB) b. Ames Regional Economic Alliance (AREA) c. Story County Emergency Management Agency (SCEMA) d. Ames Transit Agency Board of Trustees PLANNING AND HOUSING: FINANCE: POLICE: ELECTRIC: HEARINGS: ORDINANCES: DISPOSITION OF COMMUNICATIONS TO COUNCIL: REPORT OF GOVERNING BODY: 3 38.Resource Recovery and Recycling Campus Location Updates 39.Motion to hold Closed Session as provided by Section 21.5(1)(j), Code of Iowa, to discuss purchase of particular real estate 40.Motion to hold Closed Session as provided by Section 20.17(3), Code of Iowa, to discuss collective bargaining strategy a. Resolution approving collective bargaining agreement with International Union of Operating Engineers, Local 234 (CyRide) COUNCIL COMMENTS: PUBLIC WORKS : CLOSED SESSION: CLOSED SESSION: 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. 4 To:Members of the City Council From:John A. Haila, Mayor Date:January 14, 2024 Subject:Proclamation for "Slavery and Human Trafficking Prevention Month," January 2025 Item No. 1 MEMO Proclamation for "Slavery and Human Trafficking Prevention Month," January 2025 City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 5 To:Mayor and City Council From:City Clerk's Office Date:January 10, 2025 Subject:Approval of Minutes Item No. 3 MEMO Attached are the minutes for the Regular Meeting of the Ames City Council on December 17, 2024, and Special City Council Meeting on December 26, 2024. ATTACHMENT(S): C24-1217 Summary.pdf C24-1226.pdf City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 6 1 SUMMARY OF MINUTES OF THE REGULAR MEETING OF THE AMES CITY COUNCIL AMES, IOWA DECEMBER 17, 2024 The Regular Meeting of the Ames City Council was called to order by Mayor John Haila at 6:00 p.m. on the 17th day of December, 2024, in the City Council Chambers in City Hall, 515 Clark Avenue, pursuant to law. Present were Council Members Bronwyn Beatty-Hansen, Gloria Betcher, Amber Corrieri, Tim Gartin, Rachel Junck, and Anita Rollins. Ex officio Emily Boland joined the meeting electronically. CONSENT AGENDA: Moved by Betcher, seconded by Junck, to approve the consent agenda. 1. Motion approving payment of claims 2. Motion approving Summary of Minutes of Regular City Council Meeting on December 10, 2024 3. Motion accepting Fitch Family Indoor Aquatic Center Monthly Update 4. RESOLUTION NO. 24-671 approving Records Retention Schedule 5. RESOLUTION NO. 24-672 authorizing City staff to apply for the EPA Solid Waste Infrastructure for Recycling Grant in the amount of $5,000,000 6. RESOLUTION NO. 24-673 authorizing staff to issue cancelation notice to CarelonRx and negotiate with Wellmark Blue Cross/Blue Shield of Iowa for Pharmacy Benefit Manager Services 7. RESOLUTION NO. 24-674 approving Change Order #1 to Woodruff Construction for the Water Pollution Control Facility Nutrient Reduction Modifications Phase 1 Project in the deduct amount of $231,878.79 8. RESOLUTION NO. 24-675 approving Change Order #3 to Brockway Mechanical & Roofing Co., Inc, Des Moines, IA, Bid Package, 22-1 Plumbing & HVAC Work for the pool CO2 & AHJ modifications that was not anticipated in the contract for the Fitch Family Indoor Aquatic Center in the amount of $12,066 9. RESOLUTION NO. 24-676 approving contract and bond for the 2019/20 Storm Water Erosion Control Program (Ioway Creek - 6th to 13th St) with Iowa Earthworks, of Huxley, Iowa 10. RESOLUTION NO. 24-677 approving contract and bond for the 2023/24 Ames Plan 2040 Sanitary Sewer Utility Infrastructure (265th Street Extension) with S.M. Hentges and Sons, Inc., of Jordan, Minnesota 11. RESOLUTION NO. 24-678 approving contract and bond for the Ames City Hall Interior Updates Phase II with GTG Construction, LLC, of Des Moines, Iowa 12. RESOLUTION NO. 24-679 approving contract and bond for the Ames/ISU Ice Arena Radiant Heat Replacement Project with Converse Conditioned Air, Inc., of Ames, Iowa 13. RESOLUTION NO. 24-680 approving partial completion of public improvements and reducing financial security on file for Scenic Valley 6th Addition to $16,102.75 14. RESOLUTION NO. 24-681 accepting the North Sunset Ridge Sanitary Sewer (798 N. 500th Avenue) project as completed by Rognes Corp. of Ankeny, Iowa in the amount of $939,949.84 Roll Call Vote: 6-0. Motions/Resolutions declared carried/adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. 7 2 PUBLIC FORUM: Mayor Haila opened the Public Forum. Richard Deyo, Ames, shared ideas that he presented to the Ames Human Relations Commission related to the Martin Luther King Jr. Day Celebration Essay Contest. Mayor Haila closed the Public Forum when no one else came forward to speak. FY 2024/25 FALL DOWNTOWN FACADE GRANTS: Planner Benjamin Campbell provided an overview of the three grant applications received. The Public Input was opened and closed by Mayor Haila when no one came forward to speak. Moved by Gartin, seconded by Corrieri, to adopt RESOLUTION NO. 24-682 approving the Downtown Facade Improvement Grants as proposed by the applicants for: a. 220 Main Street for up to $15,960 in estimated eligible costs for a new facade and $2,000 in design fees. b. 502 Burnett Avenue for up to $18,000 in estimated eligible costs and $2,000 in design fees with the condition of approval of obtaining an encroachment permit prior to staff's approval of a Notice to Proceed. c. 409 Douglas Avenue for up to $21,825 in estimated eligible costs and $2,000 in design fees with no additional conditions. Roll Call Vote: 5-1, Betcher dissenting. Resolution declared adopted, signed by the Mayor, and hereby made a portion of these minutes. PLAT OF SURVEY AND WAIVER OF SUBDIVISION ACCESS STANDARDS FOR 1420 SOUTH GRAND AVENUE AND 623 SOUTH 16TH STREET: Planning and Housing Director Kelly Diekmann presented the Plat of Survey and detailed the waiver request. Mayor Haila opened and closed the Public Input when no one came forward to speak. Moved by Gartin, seconded by Betcher, to adopt RESOLUTION NO. 24-683 approving the request for a waiver from the Subdivision regulations, in accordance with Section 23.103(1), of the restriction for access from a lot to an arterial street, as specified in in Section 23.403(9)(b) of the Municipal Code, and authorize the Planning & Housing Director to approve the Plat of Survey for the properties located at 1420 S. Grand Avenue and 623 S. 16th Street. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these minutes. FITCH FAMILY INDOOR AQUATIC CENTER PROPOSED OPERATING BUDGET: Director of Parks and Recreation Keith Abraham reviewed the proposed operating budget, highlighting that staff was seeking approval of the budget concept to further direct by staff. Moved by Betcher, seconded by Rollins, to approve Option 1: Approve in concept the proposed budget for the Fitch Family Indoor Aquatic Center as presented by staff. Vote on Motion: 6-0. Motion declared carried unanimously. 8 3 HEARING ON AMENDMENT TO THE CITY-WIDE URBAN REVITALIZATION AREA DESIGNATION AND PLAN: Director Diekmann presented the amendment. The Public Hearing was opened and closed by Mayor Haila when no one came forward to speak. Moved by Betcher, seconded by Rollins, to adopt RESOLUTION NO. 24-684 amending the plan to include an alternative tax exemption schedule and an additional eligibility requirement for solar installation for new construction of ownership housing. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these minutes. Moved by Betcher, seconded by Rollins, to adopt RESOLUTION NO. 24-685 amending plan boundaries to include property that has been annexed to the city through December 31, 2024. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these minutes. HEARING ON ACCEPTANCE AND SUBMITTAL OF THE CITY'S 2023-24 CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT (CAPER) IN CONNECTION WITH THE CITY'S COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) AND HOME PROGRAMS: Housing Coordinator Vanessa Baker-Latimer reviewed the report and program accomplishments for FY 2023/24. Mayor Haila opened and closed the Public Hearing when no one came forward to speak. Moved by Betcher, seconded by Gartin, to adopt RESOLUTION NO. 24-686 approving the submittal of the City's 2023-24 CAPER. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these minutes. SECOND READING OF ZONING TEXT AMENDMENT (ZTA) TO ALLOW SOCIAL SERVICE PROVIDERS IN THE SINGLE- FAMILY CONSERVATION OVERLAY (O- SFC) ZONING DISTRICT WITH THE APPROVAL OF SPECIAL USE PERMIT FOR CERTAIN PROPERTIES ABUTTING COMMERCIAL ZONING: Mayor Haila noted that the ZTA was pending appeal with the Zoning Board of Adjustment (ZBA) and City Attorney Lambert advised the City Council to continue the second reading to the next Regular Meeting of the City Council. Moved by Gartin, seconded by Junck, to continue the second reading of an Ordinance relating to a ZTA to allow Social Service Providers in the Single- Family Conservation Overlay (O-SFC) Zoning District with the approval of Special Use Permit for certain Properties abutting Commercial Zoning to January 14, 2024. Vote on Motion: 6-0. Motion declared carried unanimously. THIRD READING AND ADOPTION OF ORDINANCE NO. 4542 FOR REZONING OF 3200 UNIVERSITY BOULEVARD FROM "RI" (RESEARCH PARK INNOVATION DISTRICT) TO "FS-RM (FLOATING SUBURBAN - RESIDENTIAL MEDIUM 9 4 DENSITY) WITH "PUD" PLANNED UNIT DEVELOPMENT OVERLAY: Moved by Beatty-Hansen, seconded by Rollins, to pass on third reading and adopt ORDINANCE NO. 4542 for rezoning of 3200 University Boulevard from "RI" (Research Park Innovation District) to "FS-RM (Floating Suburban - Residential Medium Density) with "PUD" Planned Unit Development Overlay. Vote on Motion: 6-0. Motion declared carried unanimously. THIRD READING AND ADOPTION OF ORDINANCE NO. 4543 FOR REZONING OF 3300 UNIVERSITY BOULEVARD FROM "RI" (RESEARCH PARK INNOVATION DISTRICT) TO "FS-RM (FLOATING SUBURBAN - RESIDENTIAL MEDIUM DENSITY) WITH "PUD" PLANNED UNIT DEVELOPMENT OVERLAY: Moved by Betcher, seconded by Beatty-Hansen, to pass on third reading and adopt ORDINANCE NO. 4543 for rezoning of 3300 University Boulevard from "RI" (Research Park Innovation District) to "FS-RM (Floating Suburban - Residential Medium Density) with "PUD" Planned Unit Development Overlay. Vote on Motion: 6-0. Motion declared carried unanimously. CT-1 COMBUSTION TURBINE RETURN TO SERVICE REPAIRS: Assistant Director of Electric Services Curtis Spence reviewed the item history and solution proposed by the contractor. The Public Input was opened and closed by Mayor Haila when no one came forward to speak. Moved by Gartin, seconded by Junck, to approve Alternative 1 and adopt RESOLUTION NO. 24-687 approving Change Order No. 2 with Sulzer Turbo Services of La Porte, Texas, in the amount of $1,509,269.57 (inclusive of Iowa sales tax) to provide a temporary lease engine and provide a permanent, overhauled engine to be installed at CT-1 combustion turbine. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these minutes. PRESENTATION ON ELECTRIC SERVICES LONG RANGE PLAN: Director of Electric Services Donald Kom and Assistant Director Spence presented the long-range plan, highlighting the utility’s long-term considerations of affordability, reliability, and sustainability. The meeting was recessed at 8:13 p.m. by Mayor Haila and reconvened at 8:19 p.m. BUDGET GUIDELINES: Finance Director Corey Goodenow, Budget Manager Nancy Masteller, Assistant City Manager Brian Phillips, and Assistant City Manager Pa Vang Goldbeck detailed the guidelines. Moved by Betcher, seconded by Beatty-Hansen, to approve a 5% increase over the FY 2024/25 Analysis of Social Services Evaluation Team (ASSET) Budget for FY 2025/26. Vote on Motion: 5-1, Gartin dissenting. Motion declared carried. Moved by Junck, seconded by Corrieri, to approve a 5% increase over the FY 2024/25 Commission on the Arts (COTA) Budget for FY 2025/26. 10 5 Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Junck, seconded by Beatty-Hansen, to approve a 5% increase over FY 2024/25 to the Local Option Sales Tax Funding for Outside Funding Requestions for FY 2025/26. Vote on Motion: 6-0. Motion declared carried unanimously. DISPOSITION OF COMMUNICATIONS TO COUNCIL: Mayor Haila noted that there were two items for consideration, a letter from Chuck Winkleblack and Justin Dodge regarding the additional tax abatement incentive for all electric homes and an update from Assistant City Manager Phillips concerning the Downtown Master Plan, both of which were for information only. REPORT OF GOVERNING BODY: None. COUNCIL COMMENTS: The Mayor and City Council Members reported on various events attended, upcoming meetings, community events, and items of interest. ADJOURNMENT: Moved by Rollins, seconded by Beatty-Hansen, to adjourn the meeting at 9:46 p.m. Vote on Motion: 6-0. Motion declared carried unanimously. __________________________________ ____________________________________ Carly M. Watson, Deputy City Clerk John A. Haila, Mayor __________________________________ Renee Hall, City Clerk 11 MINUTES OF THE SPECIAL MEETING OF THE AMES CITY COUNCIL AMES, IOWA DECEMBER 26, 2024 The Special Meeting of the Ames City Council was called to order by Mayor John Haila at 2:03 p.m. on the 26th day of December, 2024, pursuant to law. As it was impractical for the Council Members to attend in person, Council Members Bronwyn Beatty-Hansen, Gloria Betcher, Tim Gartin, Rachel Junck, and Anita Rollins joined the meeting electronically. Council Member Amber Corrieri and ex officio Emily Boland were absent. PROFESSIONAL CONSULTING AND PLANNING SERVICES FOR ANIMAL SHELTERING FACILITY PROJECT PHASE 1 & 2: Director of Fleet and Facilities Corey Mellies stated that the consultant would provide a report to staff by February 1, 2025, which staff would utilize to prepare agreements to bring to the City Council at a later meeting. Moved by Beatty-Hansen, seconded by Junck, to adopt RESOLUTION NO. 24-688 awarding a contract to INVISION Architecture LTD, Des Moines, Iowa for Professional Consulting and Planning Services to Review the Animal Sheltering Facility Project for Phase 1 & 2 in the amount not-to-exceed $66,360. Roll Call Vote: 5-0. Resolution declared carried unanimously, signed by the Mayor, and hereby made a portion of these Minutes. COUNCIL COMMENTS: None. ADJOURNMENT: Moved by Beatty-Hansen to adjourn the meeting at 2:06 p.m. Vote on Motion: 5-0. Motion declared carried unanimously. _______________________________________ __________________________________ Grace Bandstra, Deputy City Clerk John A. Haila, Mayor _____________________________ Renee Hall, City Clerk 12 To:Mayor & City Council From:City of Ames Purchasing Division Date:January 9, 2024 Subject:Report of Contract Change Orders Item No. 4 MEMO The Report of Change Orders for periods December 1-15, 2024, and December 16-31, 2024, are attached for your review and consideration. ATTACHMENT(S): Change Order Report - December 1-15, 2024.docx Change Order Report - December 16-31, 2024.docx City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 13 REPORT OF CONTRACT CHANGE ORDERS Department General Description of Contract Contract Change No. Original Contract Amount Contractor/ Vendor Total of Prior Change Orders Amount this Change Order Change Approved By Purchasing Contact (Buyer) Electric Services Engineering Services for Standby Generation for the Power Plant 1 $100,118.00 Farris Engineering $0.00 $5,600.00 D. Kom AM Public Works 2022/23 North Sunset Ridge Sanitary Sewer 2 $941,044.50 Rognes Corporation $0.00 $-(1,094.66)J. Joiner KS Parks & Recreation Construction Materials Testing Services for Fitch Family Indoor Aquatic Center 2 $89,338.00 Terracon Consultant Inc.$92,965.00 $4,110.00 K. Abraham KS Facilities / Parks & Recreation Ames Downtown Plaza 16 $4,633,000.00 Henkel Construction Company $-(2,039.69)$0.00 C. Mellies KS Transit CyRide 2023 Shop Rehabilitation 8 $390,165.00 R.H. Grabau Construction Inc. $75,880.54 $-(5,165.00)J. Rendall AM Water & Pollution Control Lagoon Biosolids Disposal 1 $105,625.00 Wulfekuhle Injection and Pumping $0.00 $1.61 T. Ver Meer QE Period:1st – 15th 16th – End of Month Month & Year:December 2024 For City Council Date:January 14, 2025 14 REPORT OF CONTRACT CHANGE ORDERS Department General Description of Contract Contract Change No. Original Contract Amount Contractor/ Vendor Total of Prior Change Orders Amount this Change Order Change Approved By Purchasing Contact (Buyer) Public Works Ames Plan 2040 Sanitary Sewer Infrastructure (256th St Extension) Design 1 $273,330.00 WHKS & Co.$0.00 $0.00 Change in Scope M. Bryngelson KS $$$ $$$ $$$ $$$ $$$ Period:1st – 15th 16th – End of Month Month & Year:December 2024 For City Council Date:January 14, 2025 15 To:Mayor & City Council From:City Clerk's Office Date:December 19, 2024 Subject:Approval of Civil Service Candidates Item No. 5 MEMO Attached are the minutes for the Regular Meeting of the Civil Service Commission held on December 19, 2024. ATTACHMENT(S): Dec 19 Civil Service Minutes.pdf City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 16 MINUTES OF THE REGULAR MEETING OF THE AMES CIVIL SERVICE COMMISSION AMES, IOWA NOVEMBER 21, 2024 The Regular Meeting of the Ames Civil Service Commission met in regular session in the Council Chambers of City Hall, 515 Clark Avenue, with Commission Members, Harold Pike, and Kim Linduska, Commission Chair present. Commission Member, Larry Conley and HR Director, Bethany Ballou were brought in telephonically. Also in attendance was Commission Clerk, Vicki Hillock. APPROVAL OF MINUTES OF NOVEMBER 21, 2024: Moved by Pike, seconded by Linduska, to approve the Minutes of the November 21, 2024, Regular Service Commission meeting. Vote on Motion: 3- 0. Motion declared carried unanimously. CERTIFICATION OF ENTRY-LEVEL APPLICANTS: Moved by Conley, seconded by Linduska, to certify the following individuals to the Ames City Council as Entry-Level Applicants: Civil Engineer I Noel Steckelberg 81 Human Resources Officer I Emily Newton 84 Jessica Fincham 80 Amber Davis ** Parks and Facilities Supervisor Joel Bender 90 Hugo Swanepoel 83 Jeff Hartwig 81 Power Plant Auxiliary Operator Leslie Glandon 83 Colton Visek 77 Philip Fortner 74 Lance Meade 71 WPC Laboratory Analyst Alex Malone 83 Kalena Clauer 80 Chelsea Shimp 78 Derek Crawford 77 Christy McCloud 75 Joshua Staab 71 ** Indicates carryover from prior certified list Vote on Motion: 3-0. Motion declared carried unanimously. COMMENTS: The next Regular Meeting will be held in-person on Thursday, January 23, 2025, at 8:15 am in Council Chambers of City Hall. ADJOURNMENT: The meeting adjourned at 8:19 AM. __________________________________ _______________________________________ Kim Linduska, Chairperson Vicki Hillock, Commission Clerk 17 To:Mayor and City Council From:Grace Bandstra, Deputy City Clerk Date:January 14, 2025 Subject:New Special Class C Retail Alcohol License - Staybridge Suites Ames, 2111 Isaac Newton Drive Item No. 6 MEMO Please see the attached documentation for a new Special Class C Retail Alcohol License - Staybridge Suites Ames, 2111 Isaac Newton Drive. ATTACHMENT(S): Staybridge Suites Application.pdf City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 18 19 20 To:Mayor John Haila and Ames City Council Members From:Lieutenant Mike Arkovich, Ames Police Department Date:Janaury 14, 2024 Subject:Beer Permits & Liquor License Renewal Reference City Council Agenda Item No. 7 MEMO The following licenses are eligible for renewal: a. Fuji Japanese Steakhouse, 1614 S. Kellogg Avenue, Class C Retail Alcohol License b. American Legion Post #37, 225 Main, Class F Liquor License, Pending Dramshop Review c. Springhill Suites, 1810 SE 16th St, Special Class C Retail Alcohol License d. Dublin Bay, 320 S 16th, Class C Liquor License with Outdoor Service and Catering Privilege, Pending Dramshop Review e. The Filling Station, 2400 University Blvd., Class E Liquor License f. Clouds Coffee, 119 Stanton Ave Suite 701, Class C Retail Alcohol License g. Hy-Vee Market Café, 3800 Lincoln Way, Class C Retail Alcohol License with Catering Privilege, Pending Dramshop Review h. Chipotle Mexican Grill, 435 S. Duff Avenue, Class C Retail Alcohol License i. Perkins #1025, 325 South Duff Avenue, Special Class C Retail Alcohol License j. Cy's Roost, 121 Welch Avenue, Class C Retail Alcohol License with Outdoor Service, Pending Dramshop Review A review of police records for the past 12 months found no liquor law violations for American Legion Post #37, Springhill Suites, Dublin Bay, The Filling Station, Clouds Coffee, Hy-Vee Market Café, Chipotle Mexican Grill, and Perkins #1025. The Police Department recommends the license renewal for these businesses. A review of police records for the past 12 months found the following violations: Fuji Steakhouse had one compliance check failure. They passed two follow up compliance checks. The Police Department will encourage Fuji Japanese Steakhouse to continue utilize safeguards such as scanner use, training, conducting their own compliance checks, management training and accountability, etc. We recommend their employees attend the ID training, the I-PACT training provided by the State of Iowa, and conduct their own compliance checks. There were no other liquor law violations. The Police Department recommends the license renewal for the businesses. City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 21 A review of police records for the last 12 months found the following violations: Cy’s Roost had three On-Premise violations. Of those three violations all involved fake IDs. The Police Department will encourage Cy’s Roost to continue to utilize safeguards such as scanner use, training, conducting their own compliance checks, management training and accountability, etc. In addition, the Police Department will continue to monitor the above location by conducting regular foot patrols, bar checks, evaluating their use of safeguards and educating the bar staff through monthly ID training. The Police Department encourages the employees to attend I-PACT training provided by the State of Iowa. Cy’s Roost have passed all compliance checks. The Police Department recommends license renewal for this business. City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 22 ITEM #:8 DATE:01-14-25 DEPT:ADMIN SUBJECT:REQUESTS FROM FITNESS SPORTS AMES FOR TURKEY TROT ON NOVEMBER 27, 2025 COUNCIL ACTION FORM BACKGROUND: Fitness Sports Ames has requested to host a Thanksgiving morning 5k, known as a "Turkey Trot", on November 27, 2025. This is the second year of the event. An estimated 300 people will enter the race. The event will begin and end in the downtown area. A portion of the route along 13th Street will utilize a shared-use path. Other portions of the route will require street closures. In order to facilitate this event, organizers are requesting partial street closures on Thursday, November 27, 2025, at the following locations: 5th Street from Burnett Avenue to Clark Avenue Clark Avenue from 5th Street to Main Street Main Street from Clark Avenue to 6th Street 6th Street from Northwestern Avenue to Brookside Park Ridgewood Avenue from 13th Street to 6th Street Burnett Avenue from Main Street to 5th Street Metered parking spaces along the route will also be closed. Since Thanksgiving is a City holiday, no parking meter revenue will be lost. Volunteers will be stationed at intersections along the route to assist traffic. Furthermore, because several blocks of residences between Ioway Creek and Ridgewood Avenue rely on Ridgewood Avenue to gain access, organizers will ensure runners are primarily concentrated on the left side of the road while on Ridgewood to ensure maximum visibility to motorists. City staff will provide barricades and traffic cones to facilitate this event, blocking a dedicated running lane while allowing vehicle traffic to continue using other lanes. A letter of support has been obtained from Ames Main Street for the event. ALTERNATIVES: 1. Approve the requests for the Turkey Trot on November 27, 2025, as outlined above. 2. Do not approve the requests for the Turkey Trot. CITY MANAGER'S RECOMMENDED ACTION: The Turkey Trot offers an opportunity to attract the public to Downtown Ames for a unique event. The applicant has provided all necessary documentation to support these requests. Therefore, it is the recommendation of the City Manager that the City Council approve Alternative 1, as described above. ATTACHMENT(S): 2025 Turket Trot Fitness Sports Ames Letter of Support.pdf Special Event Application.pdf 23 Travis Toliver, IOM Executive Director travis@amesalliance.com 304 Main Street, Ames, IA 50010 | 515.233.3472 | DowntownAmes.org Ames Main Street advances and promotes Downtown Ames as the heart of the Ames community. December 11, 2024 Mayor and City Councill City of Ames 515 Clark Ave Ames, IA 50010 Mayor Haila and Members of the Ames City Council, Ames Main Street is pleased to offer its support for the 2025 Ames Turkey Trot, hosted by Fitness Sports-Ames, on November 27, 2025. We also endorse the closure of the streets in the Downtown Ames district to make this event happen, to keep all runners, walkers, and spectators safe. Events of this nature help Downtown Ames achieve its vision of making it the primary destination of Central Iowa by creating an economically vibrant district with unique living, dining, and entertainment experiences. Onward! 24 1 For Office Use Only Documents Received Date: ____________________ ___ Completed Application ___ Fireworks Application ($25 fee) ___ Insurance Certificate ___ Public Safety & Event Management Plan ___ Site Plan/Route Map ($25 fee) (Road Race) ___ Vendor List ($50 fee/each) ___ Parking fees Special Events Meeting Date ____________________ Time ____________________ Room ___________________ Documents Sent: ___ Alcohol License ABD ________________ ___ Fireworks Permit ___ Road Race Permit ___ TOP ___ Vending Permit ___ Other ________________ Departments Included ___ City Manager: Brian Phillips and Tasheik Kerr ___ CyRide: Jenny Bethurem or Rob Holm ___ Electric: Mark Imhoff ___ Fire: Jason Ziph or Rich Higgins ___ Parks & Rec: Craig Kaufman or Joshua Thompson ___ Public Works: Brad Becker or Dave Cole ___ Police: Tom Shelton or Mike Arkovich ___ Water: Heidi Petersen ___ Risk Management: Bill Walton CAA: Sarah Dvorsky AMS: Sarah Dvorsky ISU: Events Authorization Committee City Council Meeting Date _____________________ ___ Added to Agenda with CAF Approved Y N Reminder Date ____________ SPECIAL EVENT APPLICATION Applications received less than thirty (30) days before the event may not be processed by the City in time for the event and will automatically be denied. Each application is viewed as a new event regardless of previous occasions. Event Name Location/Address Region (Select one or more) Ames Main Street (Downtown) Campustown District Iowa State University Property City Parks Other (please explain) Please note that events occurring in the Downtown, Campustown, in City parks, or on ISU property require prior approvals. A letter of support will be required from CAA if the event occurs in Campustown or from Ames Main Street if the event occurs in Downtown. Please contact the appropriate office well in advance: Downtown - Ames Main Street: (515) 232-2310 Campustown Action Association: (515) 232-2310 ISU - Events Authorization Committee: (515) 294-1437 director@amesdowntown.org sarahd@ameschamber.com eventauthorization@iastate.edu TIMELINE Detailed Description of Event Activities (written overview of event and what’s going to happen) Event Ends Date Time M T W R F Sa Su Teardown Complete Date Time M T W R F Sa Su Event Category Concert/Performance Farmer/Outdoor Market Other (please explain) Athletic/Recreation Exhibits/Misc. Festival/Celebration Parade/Procession/March Rain Date Rain Location Yes No Is this an annual event? If yes, how many years? Setup Event Starts or Kevin Gries 25 2 CONTACTS State Zip Code Cell Phone Cell Phone Sponsor/Applicant Name Address City Daytime Phone E-mail Alternate Contact Name Daytime Phone E-mail ATTENDANCE Anticipated Daily Attendance Yes No Is this event open to the public? Is your event being held in conjunction with another event (e.g. Farmers' Market, 4th of July, etc.)? If yes, please list: ORGANIZATION STATUS/PROCEEDS For-Profit Bona Fide Tax Exempt Nonprofit Yes No Are patron admission, entry, or participant fees required? If yes, please describe and provide amounts: Are vendor or other fees required? If yes, please provide amounts: Percentage of net proceeds going towards fundraising % Percentage of net proceeds going towards for-profit entity % SECURITY Ames Police Department 24 hour non-emergency phone number: 515-239-5133 Please complete the course at https://www.crowdmanagers.com/training for crowd management training. Yes No Have you hired a professional security company to develop and manage your event’s security plan? If yes, please fill out the following information: Security Organization State Zip Phone Address City Email 26 To:Mayor and City Council From:City Clerk's Office Date:January 10, 2024 Subject:Contract and Bond Approval Item No. 9 MEMO There is no Council Action Form for the Carr Park Agility Course Project with Caliber Concrete, LLC of Adair, Iowa. City Council approval of the contract and bond for the project is simply fulfilling a State Code requirement. City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 27 To:Mayor and City Council From:City Clerk's Office Date:January 10, 2024 Subject:Contract and Bond Approval Item No. 10 MEMO There is no Council Action Form for the Lloyd Kurtz Park Mini-Pitch Project. City Council approval of the contract and bond for the project is simply fulfilling a State Code requirement. City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 28 ITEM #:11 DATE:01-14-25 DEPT:FLEET SUBJECT:PURCHASE OF TWO FORD HYBRID POLICE INTERCEPTORS FOR POLICE PATROL COUNCIL ACTION FORM BACKGROUND: Over the past several years, the City has increased the proportion of hybrid vehicles in the Police Patrol vehicle fleet. The hybrid Ford Police Interceptors have a marginally increased purchase price compared to standard gasoline-only version of the vehicle, but consume substantially less fuel and require less frequent oil changes and brake services. The hybrids, therefore, have a lower life-cycle cost to operate and better align with the City's climate goals in reducing greenhouse gas emissions. Unfortunately, in the past several years, supply chain constraints have resulted in a severe shortage of the number of these new vehicles being produced, especially hybrid Police Interceptor models. Recently, the City had to order non-hybrid Police vehicles and extend the operating life of several vehicles to ensure that there were enough operational vehicles for the department. Police vehicles operate in challenging conditions and are typically rotated out of service after only a few years of operation because of the accelerated wear and tear use. Due to the age and condition of the current Police fleet, staff determined that new vehicles were needed immediately to prevent operational issues from occurring. Staff contacted Stiver's Ford, as that dealership has the bid for the State of Iowa contract. Stiver's confirmed that it has two hybrid units on the lot that would be available for purchase at the State of Iowa contract price plus additional inventory costs (a total of $94,638 for the two units). These two units will allow the City to maintain the Police fleet in an acceptable matter until normal bidding can take place this spring. Approving this purchase will require a waiver of the City's Purchasing Policies and Procedures requirement for competitive bids. Funding is available in the patrol vehicle escrow in the amount of $406,000. This funding is also used for the upfitting of the vehicles with lights, radio and accessories. With hybrid patrol vehicles becoming available again, staff anticipates returning to a standard bidding process as per Purchasing policies starting this spring. ALTERNATIVES: 1. Waive the Purchasing Policies and Procedures requirement for competitive bids and award a contract to Stiver's Ford, of Waukee, IA for two Ford Hybrid Police Interceptors in the amount of $94,638. 2. Do not approve the purchase. 29 CITY MANAGER'S RECOMMENDED ACTION: Approving this contract to obtain two Ford Hybrid Police Interceptors will allow the patrol units to be delivered in the most immediate manner. Staff anticipates returning to a typical competitive bidding process this spring to purchase future Police vehicles. The purchase of these two hybrid vehicles will allow the City to continue its quest to meet the Council's Climate Action Plan goals. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. 30 ITEM #:12 DATE:01-14-25 DEPT:FIRE SUBJECT:FIRE SAFETY TRAILER PURCHASE COUNCIL ACTION FORM BACKGROUND: The Fire Department is excited to announce that it has been awarded a Fire Prevention and Safety (FP&S) grant from FEMA to purchase a new fire safety trailer, designed to enhance public safety education. The federal grant will pay 95% of the cost of the new Safety Trailer, with the City and Iowa State University sharing the remaining 5% cost. This new, state-of-the-art trailer will replace an older, homebuilt model from the early 1990s, bringing updated features and interactive educational props such as a smoke-filled room escape, home fire safety demonstrations, and simulations for industrial, gas, electrical fire safety, and weather-related emergencies. Ames is proud to be one of only three recipients in Iowa to receive this prestigious grant in 2024. In partnership with Iowa State University, the Fire Department plans to use the trailer at events across the City and on the ISU campus, expanding its reach and impact. The trailer will require approximately nine months to construct, with a tentative goal of unveiling it during Fire Safety Week in October 2025. This project represents a significant step forward in equipping the Ames community with essential safety knowledge and skills. On December 5, 2024, staff issued a Request for Proposals (RFP) to prospective vendor. The RFP closed on December 20, 2024. Responses were received from the following four vendors: Company:Chef Units, LLC Legacy Brothers, Inc.JHB Group, Inc.Dinges Fire Company Purchase Price:$173,126.98 $188,290.00 $193,495.43 $224,574.00 An evaluation team consisting of Fire Department staff assessed the proposals. Staff evaluated each vendor based on several factors including the following: 1. Experience and Technical Ability 2. Design and Ease of Operation 3. Versatility of the Unit 4. General Understanding of the Project 5. References 6. Overall Cost The maximum possible score was 2,000 with 70% allocated to product and experience-related criteria and 30% to cost. The scoring of the proposals resulted in the following rankings: 31 Company Merits of Proposal Score Rank Fee Proposal JHB Group, Inc., Richmond, IL 1150 1 $193,495.43 Dinges Fire Family, Amboy, IL 860 2 $224,574.00 Legacy Brothers, Inc.635 3 $188,290.00 Chef Units, LLC, Houston, TX N/A - Non-Responsive 4 $173,126.98 During the evaluation, the team determined that the proposal from Chef Units, LLC was non- responsive, as it did not include any of the fire safety training props required by the RFP specifications. The proposal from Legacy Brothers, Inc. received low evaluation scores due to the lack of trailer drawings, few details about the fire safety props that would be included, and little prior experience with the specific type of trailer proposed. The proposal from Dinges Fire Company received generally favorable scores from the evaluation team; however, their cost was significantly higher than the other vendors. Additionally, some required features were offered only as optional add-ons, further increasing their cost. The evaluation team concluded that JHB Group, Inc.’s proposal represents the best value to the City. Their unit meets all RFP requirements and is within the proposed budget. The evaluation team also reviewed optional items proposed by JHB Group, Inc. and identified the FiAR Augmented Reality Fire Extinguisher Training System as a valuable enhancement to the base unit. This system offers a state-of-the-art training experience by combining augmented reality technology with a responsive prop fire extinguisher. Trainees use the prop extinguisher to extinguish a simulated fire displayed on an iPad screen. The system replicates realistic fire scenarios, teaching participants how to effectively use a fire extinguisher while reinforcing best practices for fire safety. The cost for the optional FiAR system is $15,309.25. With this addition, the total cost for the unit, including the optional system, will be $208,804.68. ALTERNATIVES: 1. Award a contract in the amount of $208,804.68 to JHB Group, Inc. for the purchase of a Fire Safety Trailer. 2. Award a contract to one of the other vendors. 3. Reject all proposals. CITY MANAGER'S RECOMMENDED ACTION: The proposed contract will result in a state of the art, interactive fire safety trailer, greatly enhancing the effectiveness of the Fire Department's prevention efforts. It will replace an older trailer that does not contain the same interactive features and versatility. In partnership with ISU, this purchase will be primarily funded by a grant award. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as stated above. 32 ITEM #:13 DATE:01-14-25 DEPT:ELEC SUBJECT:PURCHASE OF TRANSFORMERS FOR ELECTRIC SERVICES DEPARTMENT COUNCIL ACTION FORM BACKGROUND: This award is for the purchase of electric transformers necessary to meet the anticipated needs of the Electric Services Department. These transformers are kept on hand in order to ensure availability which will enable staff to replace failed transformers quickly. They are also necessary to meet the anticipated needs of the Electric Services Department for new services and maintenance activities. Typically, these transformers are used to provide service for commercial and residential applications. Lead times have become a challenge for many vendors of critical electric inventory components due to supply chain issues. To address the Electric Department's need for transformers in the future, staff issued a Request for Quotation (RFQ) for a one-time purchase of specific transformers, separated into four equipment groupings. On December 11, 2024, an RFQ document was posted to Ames Bids, the electronic bidding site. A total of 35 potential bidders viewed the project. On December 20, 2024, bids were received as follows: Number of Equipment Groupings Responded To (Four Solicited) Response Total* PulseMAC Solutions LLC of San Antonio, TX 4 non-responsive RESCO of Ankeny, IA 4 $236,394.03 Midwest Electric Transformer Services of Hesston, KS 4 $320,267.05 Power Line Supply of Williamsburg, IA 4 $344,697.29 Border States of Ames, IA 4 $344,788.24 Dakota Supply Group of Ames, IA 4 $351,954.53 Fletcher Reinhardt of Cedar Rapids, IA 4 $352,019.30 American Sun Components of Tamarac, FL 4 $780,030.00 *Price is inclusive of 6% State of Iowa Sales Taxes Plus 1% Local Tax. The bid PulseMAC Solutions LLC was found to be non-responsive as the manufacturer is not a p proved. RESCO was the lowest responsible, responsive bidder to offer transformers that met all specifications. This contract will be funded from the Underground System Improvements/Transformers account in the adopted FY 2024/25 budget. The available budgeted amount is $700,000. 33 ALTERNATIVES: 1. Award a contract to RESCO of Ankeny, IA for the purchase of pad mount transformers in the amount of $236,394.03. Payments will be based on unit prices and quantities ordered inclusive of all applicable sales taxes. 2. Direct staff to award the contract to another bidder. 3. Reject the bids. CITY MANAGER'S RECOMMENDED ACTION: Transformers are critical to provide reliable electric service to customers of the Ames Municipal Electric System. It is important to purchase transformers at the lowest possible cost with minimal risk to the City. It is also imperative to have transformers available to meet customer needs in the short-term as well as the long-term. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 34 ITEM #:14 DATE:01-14-25 DEPT:P&R SUBJECT:ENGINEERING AND DESIGN SERVICES FOR ADA HAYDEN HERITAGE PARK PATH RECONSTRUCTION PROJECT COUNCIL ACTION FORM BACKGROUND: Included in the FY 2024/25 Capital Improvements Plan (CIP) is the replacement of the hard surface path around the south lake at Ada Hayden Heritage Park. The proposed FY 2025/26 CIP includes funds to replace the path around the north lake. The plan is to have both paths completed in succession under a single construction contract. Path reconstruction includes increasing the width of the path from ten feet to twelve feet, converting from asphalt to concrete to increase longevity, recycling the asphalt for subbase material, and adding markings to assist with bicycle and pedestrian traffic. A Request for Proposals (RFP) for engineering services was posted on November 6, 2024, on AmesBids. On December 10, 2024, seven proposals were received. Proposals were evaluated based on experience, qualifications of personnel working directly on the project, capability of providing the requested services, and pricing. Staff from Parks and Recreation and Public Works reviewed the proposals. The ranking of firms based on their proposals and price are outlined in the table below. FIRM PRICE EVALUATION RANK WHKS & Co. Ames, IA $88,600 1 I&S Group Inc. Des Moines, IA $105,420 2 Snyder & Associates Ankeny, IA $101,500 3 Bolton & Menk Ames, IA $143,483 4 Olsson Des Moines, IA $294,098 5 Short Elliott Hendrickson, Inc. Johnston, IA $81,200 Non-Responsive FoleyShald Engineering Omaha, NE $230,000 Non-Responsive After evaluating the proposals, staff determined that the proposal from WHKS & Co., Inc., of Ames, IA, is most acceptable. The experience and qualifications of the personnel, along with number of similar projects completed by the firm, best fit the needs of the City. FUNDING: There is $1,400,000 available for this project which includes Engineering and Design, as well as construction costs. 35 ALTERNATIVES: 1. Award a contract to WHKS & Co., of Ames, Iowa, for Engineering and Design Services for Ada Hayden Heritage Park Path Reconstruction, in an amount not to exceed $88,600. 2. Award the Engineering and Design Services to one of the other companies that submitted a proposal. 3. Reject all proposals. 4. Refer this item back to staff for further information. CITY MANAGER'S RECOMMENDED ACTION: The hard surface paths around Ada Hayden Heritage Park are one of the many popular amenities within the park. Over the last few years, the condition of the paths has deteriorated and are becoming a safety concern. In an effort to continue to provide excellent amenities for the public, replacing and widening the hard surface paths at the park are a priority. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No.1 as stated above. ATTACHMENT(S): AdaHaydenTrail.PSA.pdf 36 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, by and between City of Ames hereinafter referred to as the "Client" and WHKS & Co., hereinafter referred to as "WHKS", is made as follows: WHEREAS, the Client has a need for certain professional services relating to the project described as Ada Hayden Heritage Park Path Replacement. WHEREAS, WHKS proposes to furnish the professional services required by the Client for said project, NOW THEREFORE, the Client hereby agrees to retain and compensate WHKS to perform the professional services in accordance with the terms and conditions of this Agreement and the attached Standard Terms and Conditions. Scope of Services WHKS shall perform the following described services for the Client: Design, bid, and construction phase engineering services as described on the attached Scope of Services included in Exhibit A. Basis of Compensation For the services described above, the Client shall remunerate WHKS as follows: Billed Hourly with a Not-to-Exceed Fee of $88,600 including Expenses. Executed this day of January, 2025 City of Ames WHKS & CO. By: By: Printed Name: Printed Name: Derek J Thomas, PE Title: Title: Vice President 37 Exhibit A to Professional Services Agreement A. Project Description: The project involves design, bid, and part-time construction phase engineering services for the removal of the ten-foot-wide hot mix asphalt (HMA) trail at Ada Hayden Heritage Park and replacing it with a twelve-foot-wide Portland cement concrete (PCC) trail. Total path length that will be replaced is approximately 3.1 miles, as indicated in white in the figure below. Staging of the path replacement will be coordinated with the City during design in order to maintain an open loop for path use. B. Scope of Services Provided Under This Agreement: 1. Project Management and Meetings • Perform general project administrative duties including supervision and coordination of the project team, review of project costs and billings, prepare invoices using Consultant's standard forms, preparation of status reports, and general administrative activities. • Hold kick-off meeting with Client to discuss the project and review the scope. • Advise the Client of the necessity of obtaining Special Engineering Services as described in Paragraph C., and act as the Client’s representative in connection with any such services not actually performed by WHKS. • Attend three (3) additional meetings for the project (initial site visit walk through, preliminary plan review, and check plan review). 38 2. Topographic Survey and Research of Existing Conditions • Perform site topographical surveys to support new facilities, exclusive of boundary surveys for land and easement acquisition. • Develop project control and base map for the project. • Locate the existing underground utilities as located by the Iowa One Call locate system. • Collect, obtain and review relevant information from the Client. 3. Preliminary and Final Design • Prepare preliminary and final plans and specifications to show the character and scope of work to be performed by contractors on the Project. Plans will follow SUDAS standards. • Prepare opinion of probable construction cost on completed plans and specifications. • Furnish signed copies of the plans, specifications, and other contract documents as required to the Client. • Answer contractor’s questions during the bidding phase. • Prepare addendums to the contract documents prior to bid letting, if necessary. • Assist in evaluating Contractors' proposals. • The Storm Water Pollution Prevention Plan (SWPPP) and NPDES Permit will be part of the contract documents for the contractor to prepare and submit. 4. Construction Administration • Provide construction administration assistance during construction. Contract administration assistance activities conducted during project construction include clarification of design details, periodic visits to the construction site to observe the progress of work, review of shop drawings, review periodic payment estimates for completed construction work and recommend payments for processing, prepare change orders when required, and prepare the final summary of construction costs. • Conduct a preconstruction meeting with Client, Contractor and Utility Owners. • Prepare record drawings from Contractor provided “mark-ups” at the completion of the construction. • Provide construction updates to the Client. 5. Construction Observation • Provide resident project observation services during the construction of the Project. Resident observation is a part time function during construction. Duties are to provide on-site evaluations of the Project progress in accordance with the plans and specifications and report said progress to the Engineer. Additionally, the observer maintains a log book recording conditions at the job site, weather, record of visitors, summary of daily activities, actions taken, observations in general and assists in recording data for eventual preparation of Record Drawings. The observer duties do not include construction means, methods, procedures, and job-site safety. Fee based on 140 hours of observation and travel time. • The testing of materials will be included in the bid package as a bid allowance to be paid by the Contractor or performed by another entity contracted with the Client. 39 C. Special Engineering Services: Special Engineering Services are those services not listed above, but which may be required or advisable to accomplish the Project. Special Engineering Services shall be performed when authorized by the Client for additional fees, to be determined at the time authorized. Special Engineering Services include: 1. Land surveying and platting 2. Easement research, plats or descriptions 3. Negotiation for easements or land acquisition 4. Special assessment assistance 5. Quality control testing and construction materials testing 6. Permits other than those identified above 7. Funding assistance, including grant and/or loan applications 8. Wetland Delineations or mitigation plans 9. Floodplain and hydraulic/hydrologic modeling 10. Geotechnical design/recommendations 11. Cultural resource survey or other studies or documentation that may be required by regulatory agencies that are not specifically listed in the scope of services 12. National Environmental Policy Act (NEPA) compliance, including historical and archeological investigations 13. Structural evaluation and/or design 14. Attendance at additional meetings (other than those listed above) 15. Construction staking 40 41 42 43 44 ITEM #:15 DATE:01-14-25 DEPT:FIN SUBJECT:MICROSOFT SOFTWARE LICENSING AND SUPPORT RENEWAL COUNCIL ACTION FORM BACKGROUND: Insight Public Sector (Insight) is the City's software vendor for all Microsoft enterprise software. The City Council authorized a three-year contract with Insight on November 22, 2022, for fixed license costs for Microsoft products for a three-year period. In the first year of the agreement, the City contracted for Microsoft end-user office products, primarily Office 365. The total contract cost based on the license count and contracted pricing was $158,577.46. In FY 2023/24, staff migrated other server-related services to the agreement for the purpose of consolidating all Microsoft services into a single renewal, which simplified billing and secured the best price available for future agreements. Also in FY 2023/24, Microsoft Multi-Factor Software was added to this agreement. The FY 2023/24 authorized payment with these additional services was $215,351.80. Approval is now being requested for these services for the period between January 2025 and January 2026. This year's renewal retains the fixed pricing of the three-year contract and contains updated license counts for the various software titles in this agreement for a total price of $216,028.28 through January 2026. The FY 2024/25 adopted budget includes $214,754 for Microsoft enterprise software, including Office 365, which is the City’s enterprise e-mail, productivity, and collaboration system and provides cloud storage. The IT operating budget contains sufficient funding to cover the shortfall of $1,274.28. ALTERNATIVES: 1. Award a contract for software licensing and support for Microsoft Office 365 to Insight Public Sector, Dallas, TX, in the amount not to exceed $216,028.28. 2. Do not authorize continuing software licensing and support with Insight Public Sector. CITY MANAGER'S RECOMMENDED ACTION: Insight Public Sector is the City’s provider of the licensing and support for Microsoft enterprise software. This software is used by both end users and servers daily throughout the entire City organization for communication and the delivery of services. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 45 ITEM #:16 DATE:01-14-25 DEPT:HR SUBJECT:PHARMACY BENEFIT MANAGER (PBM) SERVICES TRANSITION TO WELLMARK BLUE CROSS BLUE SHIELD COUNCIL ACTION FORM BACKGROUND: For almost 20 years, Wellmark Blue Cross Blue Shield of Iowa had been the City's provider for administrative services and excess coverage for the self-insured health and pharmacy programs. In 2024, City Council approved separating pharmacy services from Wellmark and moving to a vendor specializing in pharmacy benefit management (PBM) services. After an extensive RFP process, in January 2024, the City contracted with CarelonRx to provide PBM services. CarelonRx was able to project exceptional savings over the course of three years, while Wellmark BCBS was unable to be competitive with its pricing during the RFP. In the last twelve months with CarelonRx providing PBM services, the City has experienced the projected savings. However, service levels have not met expectations even after remedial efforts were made. In December, City Council authorized City staff to terminate the contract with CarelonRx and to begin negotiations with Wellmark BCBS. City staff, with the assistance of Gallagher Benefits Services, has engaged in negotiations with Wellmark BCBS to re-engage with PBM services. Wellmark BCBS has provided a pricing and rebate structure that is competitive. Projections over a three-year period, using actual claims information from a fixed, 6-month period indicate potential savings of approximately 22% ($1.3M), over estimates for the same period with the current PBM. Wellmark has provided contract documents (including terminal rider, final alternate rates, and updated benefits summary information for three City health insurance plans) to the City for approval, which are necessary to proceed with a transition to Wellmark for PBM services effective April 1, 2025. Gallagher Benefits Services, the City's benefits consultant, and City staff have reviewed the documents. Based on this review, the staff is recommending approval of this switch back to Wellmark. ALTERNATIVES: 1. Approve contract documents (including terminal rider, final alternate rates, and updated benefits summary information for three City health insurance plans) from Wellmark to carry out Pharmacy Benefits Manager services for the City by negotiating rates, creating pharmacy networks, reviewing drug utilization, processing claims, and managing pharmacy-related programs, effective April 1, 2025. 2. Do not accept Wellmark for Pharmacy Benefits Manager services and direct staff to find suitable alternatives. 46 CITY MANAGER'S RECOMMENDED ACTION: Wellmark BCBS has indicated through its cost projections that it is able to meet the City's expectations for PBM pricing. As the City has enjoyed a positive working relationship with Wellmark on health insurance and excess coverage programs in the past, staff is confident the service levels for pharmacy benefit services will improve by transitioning back to Wellmark for PBM services. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1, as described above 47 ITEM #:17 DATE:01-14-25 DEPT:FIN SUBJECT:MASTER LICENSE AND SERVICE AGREEMENT EXTENSION FOR VENDOR MANAGEMENT AND ELECTRONIC BIDDING SOFTWARE COUNCIL ACTION FORM BACKGROUND: In December 2019, the Purchasing Division entered into a software-as-a-service (SAAS) agreement with Ion Wave Technologies, Inc. for a five-year term to provide a Vendor Management and Electronic Bidding System to address two long-term goals. These include 1) the implementation of an automated method for managing City vendors their interest in the City’s business and 2) a platform to issue and receive bids and proposals (bids) electronically. This software allows vendors to register for City business, provide contact information, and identify the products and services they provide. The software continues to improve communication, transparency, and record-keeping regarding the City's vendors. When a bid is created, staff will select a commodity or service code, and if vendors are registered under the code, they are sent an email regarding the bid, providing them with a direct link to the software. Staff also has the ability to add any additional vendors who may not be registered. Bids are set up so the vendor is not able to submit a bid until all required fields are completed, thus limiting the risk of a non-compliant bid. This eliminates incomplete submissions or unsigned bids. A bid tabulation is automatically created and posted for vendors and departments to view. Iowa State University (ISU) competitively bid a Procurement Bidding/Sourcing Software. As part of that bid, the vendor offered the software and associated pricing to other Regents Institutions, other State of Iowa public agencies, and municipalities. Other agencies that have entered into agreements with Ion Wave include the City of Des Moines, City of Iowa City, City of Cedar Rapids, City of Council Bluffs, and Iowa DOT. The City utilized this pricing model for the initial five-year contract. The City Council is being asked to approve a waiver of the Purchasing Policy threshold of $25,000 for the use of cooperative agreements to utilize ISU’s pricing agreement AND extend a five-year master license and service agreement to Ion Wave Technologies, Inc., Springfield, MO, in the amount of $69,580. To extend the agreement, Ion Wave will provide the City with the software at a 3% increase per year by committing to extend the five-year agreement for an additional five years rather than five single-year agreements. If the City desired an annual agreement, the annual cost would increase by 7-9.5% annually. The cost of the final term of the original five-year agreement was $12,725. The annual Costs for the service are as follows: Year 1 Dec 1, 2024 – Nov. 30, 2025 $13,105 Year 2 Dec 1, 2025 – Nov. 30, 2026 $13,500 Year 3 Dec 1, 2026 – Nov. 30, 2027 $13,905 Year 4 Dec 1, 2027 – Nov. 30, 2028 $14,320 Year 5 Dec 1, 2028 – Nov. 30, 2029 $14,750 TOTAL $69,580 48 Although the agreement is for five years, the fees will be billed annually. The FY 2024/25 Purchasing Division computer maintenance budget includes $13,325 for the cost of this software. The agreement includes a non-appropriation clause in the event funding for the service is not provided in future budget years. ALTERNATIVES: 1. Authorize a resolution waiving the Purchasing Policy threshold of $25,000 for the use of cooperative agreements and approval of the use of ISU’s pricing agreement for a five-year extension of a master license and service agreement with Ion Wave Technologies, Inc, Springfield, MO for Vendor Management and Electronic Bidding System Software to in the amount of $69,580. 2. Do not approve extension of the five-year agreement and direct City staff to enter into an annual agreement for a higher net cost. 3. Do not approve extension of the agreement. CITY MANAGER'S RECOMMENDED ACTION: A vendor management and electronic bidding platform is essential to provide excellent customer service to the City’s vendor community. The system provides Purchasing staff a centralized tool that is transparent and allows efficient management of the vendors interested in doing business with the City, as well as the ability to submit bids electronically, automatically create bid tabulations, and provide award information quickly to the vendor community. The system provides for a versatile product that assists City staff to more effectively manage the bidding p r o c e s s . Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as stated above. 49 ITEM #:18 DATE:01-14-25 DEPT:PW SUBJECT:2023/24 SHARED USE PATH SYSTEM EXPANSION COUNCIL ACTION FORM BACKGROUND: This program provides for construction of shared use paths on street rights-of-way, adjacent to streets, and through greenbelts. The Metropolitan Transportation Plan (MTP) identifies those paths that separate bicycle traffic from higher-speed automobile traffic. This project involves the extension of a shared use path along E. Lincoln Way from Carnegie Avenue to the SW corner of Dayton Avenue to eliminate the need for bicyclists and pedestrians to use the existing frontage road (see attached map). At the April 23, 2024 meeting, City Council awarded the contract to Con-Struct, Inc. of Ames, Iowa in the amount of $195,405.40. Through the construction this fall, it was determined that a retaining wall was required on the north side of the path to prevent impacts to several underground utilities, create a more maintainable slope adjacent to the path, and increase rider safety. The buried utilities were shallower than originally believed. The retaining wall has been constructed and Con-Struct has provided a change order based on the time and materials utilized to construct the wall, totaling $61,450. The project is substantially complete except for some final stabilization work that will occur in the spring. Sufficient revenue is available to fund the change order, as shown in the updated project financial table, below: Revenue Type Amount Expense Type Amount Local Option Sales Tax $300,000 Design $ 24,050.00 Savings from 2020/21 Shared Use Path - Vet Med Trail $ 75,000 Construction Original Contract (Con-Struct)$195,405.40 Proposed Change Order $ 61,450.00 Administration $ 35,000.00 TOTALS $375,000 TOTALS $315,905.40 ALTERNATIVES: 1. Approve Change Order No. 1 in the amount of $61,450. 2. Do not approve the change order and direct staff to pursue other options. CITY MANAGER'S RECOMMENDED ACTION: By approving this change order, this project can proceed towards final acceptance in the spring following permanent stabilization and restoration. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. 50 ATTACHMENT(S): SUP (E. Lincoln Way).pdf 51 52 ITEM #:19 DATE:01-14-25 DEPT:FLEET SUBJECT:CHANGE ORDER FOR OUTSIDE LEGAL SERVICES RELATED TO STEVEN L. SCHAINKER PLAZA COUNCIL ACTION FORM BACKGROUND: The City, through outside contractors, is in the process of constructing the Steven L. Schainker Plaza across Clark Avenue from City Hall. The Plaza will ultimately contain a variety of multi-season amenities, including spray features, an ice-skating ribbon, a stage, restrooms, and gathering spaces. Concrete was poured for the ice-skating ribbon in late 2023. Following curing, it became apparent that the concrete surfacing was unacceptable, which raised questions about whether the concrete was structurally sound and whether the subsurface refrigerant system would function properly. Due to these concerns, the City obtained outside legal services from Simmons Perrine Moyer Bergman PLC to assist City staff. This firm then obtained the services of a concrete expert to evaluate and provide information regarding possible solutions. The concrete expert's services are paid by the outside legal firm, which then passes the costs through to the City along with the costs for the legal services used. Since retaining the outside legal firm, City staff has administratively approved change orders bringing the total amount of the billings to $49,900. There is an outstanding bill that will bring the total over $50,000, which is the threshold requiring City Council approval. Given the unknown amount of additional legal and concrete expert services that will be needed, staff is recommending that the City Council approve a change order in the amount not to exceed $50,000, to bring the total available to $99,900. This amount will only be used if services are provided. At the November 26, 2024 City Council meeting, staff provided an update regarding the progress in resolving the outstanding concrete issues. This update stated that an elevation survey of the ice-skating ribbon surface and a ground penetrating radar survey would be completed to verify the depth of the wire mesh in the concrete, which would be critical to understand in order to evaluate if any proposed solutions from the general contractor, Henkel Construction, is feasible. The City has retained Terracon to perform the surveys and the cost of their services will be reimbursed by Henkel Construction. It is anticipated that City will have a report from Terracon by the end of January. ALTERNATIVES: 1. Approve the change order to Simmons Perrine Moyer Bergman PLC, increasing the amount of the purchase order to $99,900. The City will be billed only for services incurred. 2. Do not approve the proposed change order and ask staff for further information. CITY MANAGER'S RECOMMENDED ACTION: Due to the complexities of the ice-skating ribbon concrete and construction law, it is in the best interest of of the City to rely on outside legal counsel with experience in these matters. This purchase order also covers the costs of the outside concrete expert as well, which are billed to the law firm and passed through to the City. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1, as described above. 53 It is also recommended that funding for these unbudgeted expenditures should come from the available balance in the Hotel/Motel Fund. 54 ITEM #:20 DATE:01-14-25 DEPT:PW SUBJECT:2022/23 SHARED USE PATH SYSTEM EXPANSION - GRAND AVENUE COUNCIL ACTION FORM BACKGROUND: This program provides for construction of shared use paths on street rights-of-way, adjacent to streets, and through greenbelts. The Metropolitan Transportation Plan (MTP) identifies those paths that separate bicycle traffic from higher-speed automobile traffic. This project will construct a shared use path along the west side of Grand Avenue from Lincoln Way to 6th Street. At the October 10, 2023, meeting, City Council approved the engineering services agreement for this project with WHKS & Co. of Ames, Iowa in an amount not to exceed $58,100. Through the design of the project, one amendment to the engineering services agreement has been administratively approved by staff in the amount of $5,200 was needed to examine multiple design options at the intersection of Grand Avenue & Allan Drive to meet CyRide's requirements for operations in the intersection. Preliminary design has determined that a second, small retaining wall will be needed behind the existing Grand Avenue concrete barrier wall to accommodate the increased width of the shared- use path in the right-of-way. The need for the retaining wall was known at the time the project was initiated, and that cost has been factored into the project budget. However, staff did not know the needed length of the retaining wall until later in the design process. DOT requires soil borings along the length of the proposed new wall. Now that the wall length is known, staff is requesting a contract change with WHKS to perform the borings and provide a geotechnical report. WHKS & Co. has provided an amendment to perform this work in an amount of $9,900. This brings the cumulative total of amendments to $15,100 which exceeds the 20% of original contract total limit, thus requiring City Council approval. Once the plans for the project are near completion, staff will begin the permitting process through the Iowa DOT and the Union Pacific Railroad. Staff will also begin easement acquisition, as needed, to facilitate the project. Construction is currently anticipated for 2026. ALTERNATIVES: 1. Approve Amendment No. 2 in the amount of $9,900. 2. Do not approve the amendment and direct staff to pursue other options. CITY MANAGER'S RECOMMENDED ACTION: By approving this amendment, the design of this project can move forward in compliance with Iowa DOT and retaining wall manufacturer guidelines. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. 55 ATTACHMENT(S): Amendment no2 - Grand Ave SUP.pdf 2023 Aerial w Borings Protrait Trail.pdf 56 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WHEREAS, City of Ames (Client) and WHKS & Co. (WHKS) executed a Professional Services Agreement dated October 10, 2023 for certain engineering services for 2022/23 Shared Use Path System Expansion (Grand Ave – Lincoln Way to 6th St.) (Project), and WHEREAS, the Agreement described a scope of services and was based on completion of certain services, and WHEREAS, the Client has requested Geotechnical services for the Project as described in more detail in the Scope of Services below, and NOW THEREFORE, the Client and WHKS hereby agree the amended compensation for services shall be increased by the amount in Basis of Compensation below. Scope of Services The following Geotechnical Exploration shall be performed by a subcontractor to WHKS for the Client: • Mobilization with all-terrain drilling equipment, obtain City of Ames and IDOT ROW permits, contact Iowa One Call for utility locates, drill and sample 5 soil borings 20 feet deep, backfill borings with auger cuttings, laboratory testing (includes moisture contents, dry densities, and unconfined compressive strength tests), engineering analysis (includes slope stability), and written report. Basis of Compensation For the services described above, the Client shall remunerate WHKS as follows: Lump Sum Fee of $9,900.00 including Expenses. Executed this day of December, 2024 City of Ames WHKS & CO. By: By: Printed Name: Printed Name: Derek J Thomas, PE Title: Title: Vice President January, 2025 57 58 ITEM #:21 DATE:01-14-25 DEPT:PW SUBJECT:2024/25 ARTERIAL STREET PAVEMENT IMPROVEMENTS (HYLAND AVE) COUNCIL ACTION FORM BACKGROUND: This annual program focuses on rehabilitation and reconstruction to prevent premature pavement breakdown. The project involves the reconstruction of Hyland Avenue from Ontario Street to Pammel Drive and rehabilitation of the sections from Pammel Drive to Lincoln Way. City Council requested staff provide a memo regarding the Hyland Avenue reconstruction project and considerations for improving safety for bicyclists and pedestrians along the corridor. This included evaluating the potential for shared use path on the west side of Hyland Ave. A memo was presented to the City Council explaining the existing bike and pedestrian facilities on Hyland Avenue and proposed an alternative that would construct a shared use path on the west side of Hyland Avenue from Oakland Street to Ontario Street. At the May 28, 2024, meeting, the City Council directed staff to include the shared use path on the west side of Hyland Avenue between Ontario Street and Oakland Avenue. The design also involved removing the on-street bike lanes through this section, reducing the roadway width by nine feet with reconstruction from Ontario to Pammel, replacing nine feet of existing pavement with new curb from Pammel to Oakland, and performing rehabilitation and patching from Oakland to Lincoln Way. PUBLIC OUTREACH: In addition to getting design direction from City Council on May 28, 2024, staff mailed meeting notices to residents and owners. A public meeting was held on September 25, 2024, at the Unitarian Universalist Fellowship of Ames, located at 1011 Hyland Avenue. The meeting was an open house format, during which the various stages of the project were discussed, including the construction of the new shared use path. The response to the project was generally positive, including specifically about the replacement of the bike lanes with a shared-use path. Plans and specifications for this project were prepared by WHKS. Projected revenues and expenses are shown below. Funding Source Revenue Expenses General Obligation Bonds $ 758,080 AAMPO STBG Funds $1,890,000 Sanitary Sewer Improvements $ 20,500 Engineering/Administration $ 405,900 Construction Estimate $2,158,958 TOTAL $2,668,580 $2,564,858 59 ALTERNATIVES: 1. Approve plans and specifications for 2024/25 Arterial Street Pavement Improvements (Hyland Ave) and establish February 18, 2025, as the date of letting and February 25, 2025, as the date for report of bids. 2. Do not approve this project CITY MANAGER'S RECOMMENDED ACTION: This project will be let by the Iowa Department of Transportation (DOT) due to the state Surface Transportation Block Grant (STBG) funding. Approval of the plans and specifications will continue to keep this project on the Iowa DOT’s February 18, 2025, letting schedule. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): Hyland Ave Location Map.pdf 60 61 ITEM #:22 DATE:01-14-25 DEPT:CYRIDE SUBJECT:CYRIDE 2023 HVAC IMPROVEMENT PROJECT COMPLETION COUNCIL ACTION FORM BACKGROUND: The CyRide 2023 HVAC Improvement project (Bid No. 2023-137) was released on February 15, 2023. Plans and specifications called for the replacement of aging heating, ventilation and air conditioning (HVAC) equipment in the tire storage, paint booth, and body repair bay areas. The project also replaced the vehicle exhaust system in the body repair bay and updated the vehicle gas detection system. The project utilized a Public Transit Infrastructure Grant (PTIG) that CyRide was awarded from the Iowa Department of Transportation. Bids were due on March 15, 2023. Mechanical Comfort Inc. of Ames, Iowa, submitted a bid for $534,750 and was awarded the contract at the City Council meeting on May 9, 2023. Construction on the project started in October 2023 and was substantially completed on November 1, 2024. There was a single change order for the installation of an exhaust fan in a new location for a cost of $5,735. As of December 12, 2024, the project punch list is complete, the required project documentation is on file, and Mechanical Comfort has met all of the contract conditions to the satisfaction of CyRide staff and the A&E firm. The table below outlines details of the final project costs. Description Amount Mechanical Comfort Inc. Original Contract Base Bid $534,750.00 Change Order No. 1 - Move and Install New Exhaust Fan $5,735.00 Total Project Cost with Change Order $540,485.00 Payment Made to Date $513,460.68 Unpaid Balance - 5% Retainage $27,024.32 All but the remaining $27,024.32 in retainage has been paid to date. Payment of retainage is the last step needed to complete this project. The Transit Board approved acceptance of project completion and release of final retainage at its meeting on December 19, 2024. ALTERNATIVES: 1. Accept final project completion and approve the release of retainage in the amount of $27,024.32 to Mechanical Comfort Inc. of Ames, Iowa, for the 2023 HVAC Improvement Project. 2. Reject final project completion and direct staff to proceed according to City Council priorities. 62 CITY MANAGER'S RECOMMENDED ACTION: All documentation and punch list items are complete, and all conditions of the project contract have been finished to the satisfaction of CyRide staff and the A&E firm. Closeout of this project is the last step needed to complete this important upgrade to the CyRide facility. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): 21011 - CyRide HVAC Improvements, Phase III - Completion Letter.pdf 63 3716 Ingersoll Avenue, Suite A, Des Moines, IA 50312 P: 515.277.6707 ARCHITECTURE INTERIORS PLANNING December 13th, 2024 Mr. James Rendall Ames Transit Agency, CyRide Assistant Director, Fleet and Facilities 601 North University Boulevard Ames, IA 50011 Mr. Rendall, Upon final examination of the CyRide HVAC Improvements, Phase III project, ASK Studio is satisfied that the work has been finished as specified. Closeout documentation has been received and ASK Studio will consider this project completed so long as CyRide is also satisfied with the quality of the finished product. Sincerely, ASK Studio Ryan Carter, AIA, NCARB 64 ITEM #:23 DATE:01-14-25 DEPT:CYRIDE SUBJECT:CYRIDE ELECTRIC BUS SYSTEM UPGRADES PROJECT COMPLETION COUNCIL ACTION FORM BACKGROUND: The CyRide Electric Bus System Upgrades project (Bid No. 2022-096) was released on February 8, 2022. Plans and specifications called for installing a transformer pad for a new 480-volt transformer, new facility switchgear and its associated platform, a charger platform, and installation of purchased charging equipment. The project utilized a Section 5339 discretionary grant that CyRide was awarded for the purchase of battery electric buses and associated hardware. Bids were due on March 9, 2022. Jaspering Electric Inc. of Ames, Iowa, submitted a bid for $282,800 and was awarded the contract at the City Council meeting on April 12, 2022. Construction on the project started in May 2022 and was substantially completed on February 1, 2024. There was a single change order for the installation of a temporary power disconnect due to the long lead time for the new switchgear for a cost of $3,243. As of December 12, 2024, the project punch list is complete, the required project documentation is on file, and Jaspering Electric has met all of the contract conditions to the satisfaction of CyRide staff and the A&E firm. The table below outlines details of the final project costs. Description Amount Jaspering Electric Inc. Original Contract Base Bid $282,800.00 Change Order No. 1 - Add temporary disconnect $3,243.00 Total Project Cost with Change Order $286,043.00 Payment Made to Date $271,740.85 Unpaid Balance - 5% Retainage $14,302.15 All but the remaining $14,302.15 in retainage has been paid to date. Payment of retainage is the last step needed to complete this project. The Transit Board approved acceptance of project completion and release of final retainage at its meeting on December 19, 2024. ALTERNATIVES: 1. Accept final project completion and approve the release of retainage in the amount of $14,302.15 to Jaspering Electric Inc. of Ames, Iowa, for the CyRide Electric Bus System Upgrades Project. 2. Reject final project completion and direct staff to proceed according to City Council priorities. CITY MANAGER'S RECOMMENDED ACTION: All documentation and punch list items are complete, and all conditions of the project contract have been finished to the satisfaction of CyRide staff and the A&E firm. Closeout of this project is 65 the last step needed to complete this important upgrade to the CyRide facility. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): 20023 - CyRide Electric Bus System Upgrades - Completion Letter.pdf 66 3716 Ingersoll Avenue, Suite A, Des Moines, IA 50312 P: 515.277.6707 ARCHITECTURE INTERIORS PLANNING December 13th, 2024 Mr. James Rendall Ames Transit Agency, CyRide Assistant Director, Fleet and Facilities 601 North University Boulevard Ames, IA 50011 Mr. Rendall, Upon final examination of the CyRide Electric Bus System Upgrades project, ASK Studio is satisfied that the work has been finished as specified. Closeout documentation has been received and ASK Studio will consider this project completed so long as CyRide is also satisfied with the quality of the finished product. Sincerely, ASK Studio Ryan Carter, AIA, NCARB 67 ITEM #:24 DATE:01-14-25 DEPT:CYRIDE SUBJECT:CYRIDE'S 2023 SHOP REHABILITATION PROJECT COMPLETION COUNCIL ACTION FORM BACKGROUND: The CyRide 2023 Shop Rehabilitation Project (Bid No. 2024-015) was released on July 27, 2023. Plans and specifications called for the construction of a new section of mezzanine connecting the existing east and west mezzanines and reworking workspaces within the maintenance area. Project goals included consolidating bus parts into one location, improving maintenance employees’ work environment, supporting employee efficiency, and adjusting workspaces to enhance safety. The project utilized a Public Transportation Infrastructure Grant (PTIG) that CyRide was awarded from the Iowa Department of Transportation. Bids were due on August 23, 2023. R.H. Grabau Construction Inc. of Boone, Iowa submitted a bid of $390,165 for the base bid plus Alternate #1, and was awarded the contract at the City Council meeting on September 12, 2023. Construction on the project started in December 2023. Due to a favorable bid by R.H. Grabau, CyRide was able to implement several project elements previously removed during the design phase with change orders, increasing the utilization of available grant funding. Six change orders were approved at the City Council meeting on May 28, 2024, revising the contract amount to $457,089.34. Since then, two additional change orders were executed and an administrative correction of $0.20 was made to Change Order number 1. The table below outlines details of the final project costs. Description Amount R.H. Grabau Original Contract Base Bid $385,000.00 Add Bid Alternate #1 - Install window on the new masonry wall $5,165.00 Contract Award Amount $390,165.00 Change Order No. 1 - Infill opening in the mezzanine*$2,356.00 Change Order No. 2 - Extend west support I-beam to vertical I-beam $1,842.12 Change Order No. 3 - Add power outlets, data ports, and relocate fluid system control terminal $4,895.74 Change Order No. 4 - Not executed $0.00 Change Order No. 5 - Rework air compressor power supply wires, add data ports in repair bay and wing wall, add vertical support C-channel, and repair concrete under removed wall $9,348.41 Change Order No. 6 - Rework existing mop sink area into office space for the Principal Clerk position. Move existing laundry facilities to the mezzanine level. Apply epoxy flooring to the fabrication area under the new mezzanine floor and between the new masonry wall and repair bay. Paint remaining walls in the fabrication area under the new mezzanine floor and rework office space. $48,482.07 Amended Project Cost with Change Orders One through Six $457,089.34 68 Change Order No. 7 - Repair damaged underground conduits $8,956.00 Change Order No. 8 - Deduct: For implementing alternate #1 $(5,165.00) Total Project Cost with All Change Orders*$460,880.54 Payment Made to Date $437,836.51 Unpaid Balance - 5% Retainage $23,044.03 *Due to clerical error, Change Order No. 1 was short $0.20, adjustment made at project closeout. The project was substantially completed on September 1, 2024. As of December 12, 2024, the project punch list is complete, the required project documentation is on file, and R.H. Grabau has met all of the contract conditions to the satisfaction of CyRide staff and the A&E firm. All but the remaining $23,044.03 in retainage has been paid to date. Payment of retainage is the last step needed to complete this project. The Transit Board approved acceptance of project completion and release of final retainage at its meeting on December 19, 2024. ALTERNATIVES: 1. Accept final project completion and approve the release of retainage in the amount of $23,044.03 to R.H. Grabau Construction Inc of Boone, Iowa, for the 2023 Shop Rehabilitation Project. 2. Reject final project completion and direct staff to proceed according to City Council priorities. CITY MANAGER'S RECOMMENDED ACTION: All documentation and punch list items are complete, and all conditions of the project contract have been finished to the satisfaction of CyRide staff and the A&E firm. Closeout of this project is the last step needed to complete this important upgrade to the CyRide facility. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): 22001 - CyRide Maintenance Shop Improvements - Completion Letter.pdf 69 3716 Ingersoll Avenue, Suite A, Des Moines, IA 50312 P: 515.277.6707 ARCHITECTURE INTERIORS PLANNING December 13th, 2024 Mr. James Rendall Ames Transit Agency, CyRide Assistant Director, Fleet and Facilities 601 North University Boulevard Ames, IA 50011 Mr. Rendall, Upon final examination of the CyRide Maintenance Shop Improvements project, ASK Studio is satisfied that the work has been finished as specified. Closeout documentation has been received and ASK Studio will consider this project completed so long as CyRide is also satisfied with the quality of the finished product. Sincerely, ASK Studio Ryan Carter, AIA, NCARB 70 ITEM #:25 DATE:01-14-25 DEPT:FLEET SUBJECT:CITY HALL INTERIOR IMPROVEMENTS COUNCIL ACTION FORM BACKGROUND: In 1990, City Hall was remodeled from its previous use as a school building. At that time most of the walls were wallpapered or painted, and the majority of the offices, conference rooms, Council Chambers, and hallways were carpeted. In 2022, City staff retained SVPA Architects to explore interior improvements in City Hall. This included painting the walls after removing wallpaper, and carpet/flooring replacement as well as recommendations for window shades and the rehabilitation of the partition wall between the Council Chambers and the Courtroom. Bids for this improvement project were solicited in October 2022. After the bids came in higher than the budget, the bids were rejected and staff proceeded to split the overall project into smaller projects. Some of these projects were then completed by facilities staff and local contractors, such as the painting of hallways and conference rooms including door frames in these areas. Staff then prepared specifications for a project to replace the carpets and wall base in the conference rooms and hallways where the painting has been completed. The project also included new carpet in the Council Chambers and Courtroom. Carpeting in the Police area would be removed and replaced with vinyl tiles. On October 19, 2023, City Council awarded the project to Phillips' Floors Inc., of Indianola, Iowa in the amount of $108,082. Four change orders were administratively approved by staff. The change orders included adding an additional room for carpet replacement, eliminating the installation of base in some hallways, switching from vinyl to carpet in some of the Police area, remediation of asbestos floors in Police, and adding carpet in the previous Parks multi-purpose room for future office space. These change orders totaled $20,695, bringing the total construction cost to $128,777. Funding for this project is budgeted in the City Hall Improvements Capital Improvement Project. This project currently has a balance of $647,697. Remaining funds will be used to complete the carpeting and painting in office areas, which was recently awarded. ALTERNATIVES: 1. Accept the Ames City Hall Interior Improvements as completed by Phillips' Floors Inc., of Indianola, IA in the amount of $128,777. 2. Direct staff to pursue a modification to the project. CITY MANAGER'S RECOMMENDED ACTION: The project has been completed in accordance with the approved plans and specifications . Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 71 ITEM #:26 DATE:01-14-25 DEPT:CMO SUBJECT:ENERGY AUDIT SERVICES FOR CITY OF AMES FACILITIES COUNCIL ACTION FORM BACKGROUND: In 2023, the City adopted the community-wide Climate Action Plan (CAP), which outlines strategies to achieve greenhouse gas reduction targets of 70% by 2030 and 94% by 2050. Key strategies include enhancing energy efficiency and incorporating renewable energy in municipal buildings. These strategies not only reduce carbon emissions but result in long-term energy cost savings. The City is committed to addressing municipal emissions and demonstrating leadership in energy efficiency and renewable energy. This contract involves the selected consultant conducting energy audits at 15 City-owned buildings. The consultant will provide specific, cost-effective recommendations for energy conservation measures (ECMs) based on comprehensive data collection, staff interviews, and on-site inspections and testing. The energy audit reports will detail the costs and benefits of each recommendation, including capital improvement measures and changes to building operations and maintenance. Additionally, the consultant will assess each facility's electric vehicle (EV) charging capacity. As an add-alternate, the consultant will evaluate the feasibility of solar photovoltaic (solar PV) installations at City Hall, the Library, the Water Treatment Plant, Public Works, and Electric Distribution. The add-alternate will result in gathering information needed to make decisions on whether to pursue rooftop solar installation at City facilities, including short and long-term economics, design, sizing, and interconnection feasibility. On November 6, 2024, an RFP document was posted to Ames Bids, the electronic bidding site. A total of 29 potential bidders viewed the project. On December 5, 2024, 10 proposals were received. FIRM BASE COST ADD ALTERNATE COST EVALUATION RANK AFTER PROPOSAL Resource Consulting Engineers, LLC, Ames, IA $93,100 $9,500 1 Short Elliott Hendrickson Inc. (SEH) Engineering, Johnston, IA $75,450 $15,900 2 Bureau Veritas Technical Assessments, LLC (Clampett Industries), Ellicott City, MD $75,000 $20,000 3 Farris Engineering, Omaha, NE $85,000 $7,000 4 Introba, Webster Groves, MO $113,100 $11,100 5 Michael's Energy, Inc., La Crosse, WI $99,700 $24,400 6 72 CLEAResult Consulting, Inc., Austin, TX $77,500 $19,275 7 Morrissey Engineering, Omaha, NE $96,800 $9,800 8 MODUS (MODUS Engineering, LTD.), Waterloo, IA $96,000 $67,500 9 Terracon Consultants, Inc, Des Moines, IA $136,000 $20,000 10 An evaluation team was formed by staff to review proposals. Proposals were evaluated based on experience, qualifications of personnel working directly on the project, capability of providing the requested services, and cost. After evaluating the proposals, staff interviewed the top two consultants and determined that the proposal from Resource Consulting Engineers of Ames, IA is most acceptable. The experience and qualifications of the personnel conducting the building walkthroughs, along with several similar projects completed by the consultant, best fit the needs of the City. In addition, the consultant will utilize two subcontractors with advanced capabilities in energy modeling, solar design, and building envelope evaluation. Given the qualifications of the proposed team and their experience with the unique building types in the City's portfolio, staff is assured the consultant will identify common energy efficiency improvements and innovative, creative solutions to reduce energy use. The sustainability budget includes $100,000 for building audits. The remaining $2,600 will come from the sustainability priorities fund. ALTERNATIVES: 1. Award Resource Consulting Engineers, LLC of Ames, IA for energy audit services for City of Ames facilities and the add alternate assessment for rooftop solar PV feasibility, in an amount not to exceed $102,600. 2. Award Resource Consulting Engineers, LLC of Ames, IA for energy audit services for City of Ames facilities in an amount not to exceed $93,100. 3. Direct staff to award a contract to another consultant. 4. Reject all proposals. CITY MANAGER'S RECOMMENDED ACTION: This project directly supports the Climate Action Plan by enabling the City to serve as a role model for the community in energy efficiency and renewable energy. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. 73 ITEM #:27 DATE:01-14-25 DEPT:ADMIN SUBJECT:RESOLUTION APPROVING THE REALLOCATION OF $11,250 TOWARDS HOMELESSNESS OUTREACH COUNCIL ACTION FORM BACKGROUND: At the November 12, 2024 Council meeting, Council approved up to $15,000 towards partnering with Iowa State University (ISU) Extension and Outreach to 1) convene service providers to develop an inventory of services for the homeless, including a map of where service agencies are located and 2) conduct outreach activities with the unsheltered populations. Council also approved $500 towards purchasing supplies to support outreach efforts. To date, of the $15,000 allocated, $3,750 has been used and the remaining amount is $11,250. The amount expended has been used convene service providers to develop a list of services offered and to create an online map, both which are still being reviewed and will be made available online in late- January. Since the November 12 Council meeting, outreach activities have not been conducted by ISU Extension and Outreach, but rather by a local outreach team consisting of the Alternative Response for Community Health (ARCH), the City's Mental Health Advocate, and the Mary Greely Medical Center Social Worker. Other local social service providers have occasionally joined the team as time allows. Since November, the outreach team has: Successfully housed four individuals who were living on the streets- one of whom was living in a hut near the river. Conducted weekly outreach to Romero House and established relationships with staff and those who utilize the Romero House. The team has been able to hear about the needs, stories, and concerns of those in our community who are struggling with permanent housing. Engaged with individuals sleeping on the street and assisted with getting them hotel rooms through The Salvation Army and also connected these individuals to The Bridge Home, Central Iowa Community Services, and other community resources. Provided basic first aid to individuals encountered who need the assistance. Some insights gained through the outreach so far reveal that: There is a great need for permanent supportive housing, where case management and wrap around services are provided. There are many individuals and families who are struggling to maintain long-term employment and housing for a variety of reasons. Many of the high-risk individuals the team has encountered struggle with serious mental health and substance use issues that prevent them from holding employment, relationships, and housing. Due the complexity and high-risk cases being encountered; the team has not been able to address the families in our community that are on the verge of homelessness. Community education will be important around why there is chronic homelessness in Story 74 County, what providers can and cannot do, and what barriers to success unsheltered individuals are experiencing. The outreach team will continue to conduct outreach weekly throughout the winter months and gather information about the unsheltered population they are encountering. The team will reevaluate the outreach activities in the spring. Information learned and services provided will help inform the community at large at where there are gaps in assisting the unsheltered population. The information gathered will also be shared with Analytic Insight, the consultant recently hired to develop a county- wide action plan around homelessness. This plan is anticipated to be available the end of April. Based on the outreach team's observations and experiences encountered so far, it is clear that additional social service providers are needed, and many social workers or agencies are operating at maximum capacity. The need for assistance seems to outweigh the number of professionals that can help with the enormous and complex needs of the community. The outreach team has found some solace in conducting outreach together as they can better assess and address various encounters collectively on the spot, eliminating the time lag that can exist communicating across agencies. An interim way to help the outreach team is through providing some flex funds to purchase transportation services, food vouchers, first aid supplies, socks, hats, water/food, etc. for individuals they encounter who need immediate assistance. Staff is therefore, proposing to pilot a flex fund to support homelessness outreach as a way to assist the unsheltered population in a timelier manner. Staff, therefore, is requesting that the remaining unspent remaining fund dedicated to ISU Extension and Outreach ($11,250) be reallocated to the outreach team as they continue to conduct outreach over the next several months. ALTERNATIVES: 1. Reallocate the unspent $11,250 from the ISU Extension and Outreach agreements to the local outreach team to use as a pilot flex fund to be used as needs arise during outreach activities with unsheltered individuals. 2. Deny the request. CITY MANAGER'S RECOMMENDED ACTION: Equipping the outreach team with this flex fund will allow the team to address needs encountered in a timelier manner. This is intended to be a pilot effort that will be reevaluated over time to gauge its impact. Therefore, it is the recommendation of the City Manager to adopt Alternative No. 1 as listed above. 75 ITEM #:28 DEPT:ADMIN January 14, 2025 Staff Report COMMUNITY-WIDE INCLUSION PLAN MODELS BACKGROUND: At the beginning of 2022, the City Council identified as part of its Councils goal a desire to develop a community-wide Diversity Equity and Inclusion (DEI) Plan that identifies definitions and actionable strategies by the end of 2023. As part of this goal, the FY 2022/23 adjusted budget included $100,000 dedicated towards the development of a community-wide DEI Plan. The initial goals for the DEI Plan was 1) to develop a Request for Proposal to hire a consultant by spring of 2023, and 2) to have the Mayor appoint a supplemental input committee representing various segments of the community population to work with the consultant to develop the plan. These steps did not occur in 2023. Instead, the City focused on hiring its first DEI Coordinator. Rather than expedite hiring an outside consultant, the City strategically decided to allow this new position time to become familiar with the work before diving into a community-wide DEI Plan. With the DEI Coordinator onboard, at the beginning of 2024, the City Council’s goal related to the community-wide DEI plan was modified, and staff was directed to research what other cities’ plan look like and accomplish. Therefore, the purpose of this staff report is to present findings from research staff has conducted regarding the different approaches and outcomes from city- level DEI-related plan. For the purposes of this report, the terms “DEI plan” and “community-wide inclusion plan” will be used interchangeably since there are no widely accepted standard definitions, and depending on the community it could be called one or the other, or a variation of either. Attachment A is the PowerPoint that will be presented at the Council meeting. It provides information on 1) Staff ’s research findings, 2) the history of Ames related to inclusion, and 3) the community-wide inclusion plan examples from Decatur, GA - Better Together Community Plan and Salem, MA - Salem Race Equity Task Force Report. Notably, as alluded to earlier, community inclusion or DEI plans are not prescriptive in structure and format and, therefore, there isn’t a standard product or process used in developing a municipal plan. As such, these plans can vary drastically across communities in terms of scope, approach, format and outcomes. Based on staff ’s research, reviewing over 40 DEI plans and examining 10 city DEI plans closer, there seems to be two distinct types of plans. They are described below along with links to the 10 plans staff reviewed. 76 Type A: City DEI plans that are community-wide and community-driven, meaning all sectors of the community are involved in its development and implementation. Decatur, GA Better Together Community Action Plan Type B: City DEI plans that are primarily focused on the City organization, meaning that the organization is developing internal strategies and actions to be more diverse, equitable and inclusive. Salem, MA Race Equity Task Force Report Albuquerque, NM Equity Toolkits and Reports Red Wing, MN Equity Action Plan Long Beach, CA Racial Equity and Reconciliation Initiative Pittsburg, PA Racial Equity Assessment Sacramento, CA Sacramento Centered on Racial Equity Initiative Philadelphia, PA DEI Plan Template Boulder, CO Racial Equity Plan Edina, MN Race and Equity Initiative As seen above, the most common type of approach staff found are plans primarily focused on the city organization, meaning the organization, possibly with the help of community members, is finding strategies within its control to be more diverse, equitable and inclusive. In other words, an internal, organizational DEI strategy. It is not surprising this may be the case since community-wide plans are time and resource intensive and sometimes challenging to implement, whereas an organizational plan may be more feasible to tackle and implement. Given that Council is more interested in a community-wide, community-driven plan, the two models selected to highlight in the PowerPoint (Attachment A) are from Decatur, GA and Salem, MA. STAFF COMMENTS: Community-wide inclusion plans vary greatly in scope and purpose. The majority of city plans that exists now across the country are focused on the City organization and the actions it can take that it has direct control over. Many cities choose to take this more tangible approach at inclusiveness looking at their own policies and practices. The City of Ames is no exception even though its plans are not written in a formal report. The DEI Coordinator continues focusing on building relationships with the underrepresented communities and assisting staff with ensuring City practices and policies are inclusive and community spaces are welcoming. Community-driven, community-wide inclusion plans that bring together various segments of community stakeholders to collectively identify roles and action steps for participants to build a more inclusive community are not as common, but certainly doable. It requires significant time and resources. Ames has always strived to be a community where all people enjoy where they live, work and play, and feel a sense of belonging. The 2024 statistically representative Resident Satisfaction Survey results showed that 80% of respondents agree or strongly agree with the statement, "I feel I belong at this town" and 72% agree or strongly agree that "Ames has a strong commitment to diversity, equity and inclusion." These percentages are considered a positive indicator, suggesting most people feel valued and included. 77 An important principle in inclusion and equity is recognizing that taking a one-size fits all approach does not always work for everyone. It is important to use different strategies to increase the sense of belonging amongst different stakeholder groups. Learning more about how to be inclusive and implementing lessons learned has been the focus of the work of the DEI coordinator, who in 2025 will be renamed the Engagement Coordinator. This position's workplan in 2025 will continue to build deeper connections with underrepresented communities, on behalf of the City, and build partnership with key community institutions to foster inclusivity. Staff believes this is in alignment with Council goals and that at this time hiring a consultant to develop an inclusion plan is not necessary. An annual update of the work accomplished was presented to Council in July 2024. Another update will be provided in July 2025. ATTACHMENT(S): Attachment A - Community Inclusive Plan Models.pptx 78 Community Inclusive Plans 79 Important notes about research findings No standard format Unique and determined by the community Can vary drastically across communities Terms, titles, names can vary “Community-wide inclusion plans” and/or “DEI” are used interchangeably in this presentation 80 Types of Plans 1. Community-wide and community- driven, meaning all sectors of the community are involved in its development and implementation (Decatur, GA ) 2. Primarily focused on the city organization, meaning the organization is finding strategies within its control to be more diverse, equitable and inclusive (Salem, MA) 81 History in Ames (1 of 3) The City of Ames embraces the diversity of its community members: •Starting in 2018, including questions in the Resident Satisfaction Survey to gauge residents’ sense of community, community involvement, sense of belonging, and community integration. Over time, this is one method to evaluate trends in community members’ sense of belonging and inclusion. •In 2022, committing $100,000 to developing a city-wide DEI Plan. •In 2023, adding an FTE in the City Manager’s Office for the DEI Coordinator and continuing to identify DEI as City Council goal. 82 History in Ames (2 of 3) •In 2024, releasing the show “Belonging in Ames”. The purpose of the show is to learn more about the diversity in the community and highlight the importance of embracing differences. •Establishing an internal DEI staff team that evaluates, enhances, and supports DEI efforts within the organization and serves as a resource to Human Resources for developing recruiting, retention, and promotion strategies. 83 History in Ames (3 of 3) •Additionally, the Ames Human Relations Commission has been tasked to be a bigger presence in the community and focus on outreach efforts. This work has already started, and with the addition of two more members, the team is excited and engaged in this purpose. •Lastly, the DEI Coordinator continues to explore new ways to engage and connect community members with each other and with City departments and outside agencies. 84 Decatur, GA Population: 24,338 85 Decatur Community-Wide Inclusion Plan Form of gov’t: City Commissioners/City Manager Plan Origins: Stemmed from City’s Strategic Plan Overall Goal: Develop strategies to make Decatur more welcoming and inclusive Approach: A “Leadership Circle” made up of 19 residents and businesspeople, personally invited to collaboratively develop an action plan for individuals, organizations, and local government. 86 The “Leadership Circle” Representing a mix of races, ages, faiths, neighborhoods, and income levels. 87 Subcommittee The subcommittee met for a 12-month period including weekly through July and August. The City’s asset map was updated to reflect the neighborhood groups, faith-based organizations, nonprofits, civic groups and educational institutions. 88 Community engagement methods used : In July 2015 a community survey was administered to gauge respondents’ perceptions of their community and to share ideas and observations about what makes or does not make Decatur a welcoming and inclusive community. In six weeks, 724 people responded. 89 Timeline (1 of 3) July - August 2015 – The subcommittee conducted outreach through presentations and collected community feedback on how to be more inclusive. August 2015 – A one-day, Working Across Differences training session, was offered to community members interested where they learned how to respond to complex problems using inclusive participatory approaches. 90 Timeline (2 of 3) •August 2015 – A facilitated community discussion was held where approximately 250 people attended and deliberated in small groups to develop action ideas. 625 ideas were generated. •A second meeting was held to identify common themes and prioritize the 625 ideas, which resulted in 71 action steps used in the plan. 91 Timeline (3 of 3) •October 2015 – The Decatur City staff and the Leadership Circle hosted a meeting for organizations interested in collaborating on implementing the action plan. 35 people attended. •November 2015 - The community was invited to preview the list of action ideas. 120 people attended and engaged prioritizing action steps. 92 Final Products: •The Better Together Community Action Plan, which grew from the 625 action ideas generated from the community. City staff assumes responsibility for monitoring the plan, engaging community, and implementing government action items. Other action items are the responsibility of individuals and organizations. •Better Together Advisory Board that provide recommendations to the City Commission and staff to establish, organize and implement activities that nurture and sustain a culture of inclusion, equity and justice. 93 Six focus areas outlined in the Decatur Better Together Community Plan (page 17 of Plan) 94 Example: (page 21 of Plan) Responsibilities outlined in the Decatur Better Together Community Plan 95 Table example from the Decatur Better Together Community Plan (see Appendix A) 96 Time and Consultant Total time: A little over a year Consultant used: Yes, to facilitate community conversations, co-develop and manage community outreach activities, and write the final plan. 97 •Final report: Better Together Community Plan •Active website: Better Together Advisory Board •Accomplishments: Advisory Board Year 1 Accomplishments •Welcoming Business Award: Welcoming Business More Resources 98 SALEM, MA POPULATION: 44,722 99 Salem Racial Equity Task Force Report Form of government: City Council/Mayor Plan Origins: Mayor’s initiative in response to murder of George Floyd Overall Goal: Develop strategies to eliminate racial equity gaps. 100 Salem Racial Equity Task Force Report Approach: The Mayor established a task force of two dozen residents and active community leaders that were then broken into five subcommittees with 4-6 members and tasked with conducting research through various mediums including, one-on- one interviews, scholarship research and gathering data from public sources to identify if racial gaps exists and if so to formulate recommendations to remedy the outcomes. The task force convened for just under a year. 101 Diverse Community Engagement Methods Used Subcommittees were empowered to determine how they would conduct research and engage the public. Notably: •The Culture Subcommittee met 2-3 times a month to review information from a city-wide survey and from there assessed the responses. •The Education Subcommittee met with Salem Public School staff, who are responsible for leading and implementing a series of high leverage initiatives aimed at addressing systemic racism, for input. 102 Community Engagement Methods Used (2 of 2) •The Health Subcommittee brought on the Board of Health and Health Agent and other professionals who specialized in serving the community. Their expert opinions were used to better understand issues and formulate possible solutions. •The Public Safety Subcommittee analyzed data from community and police surveys and traffic stops for hands free driving. They also reviewed law enforcement complaints in their research. 103 Final Products: •Racial Equity Task Force Report •The first City DEI Director was hired in 2022 •The City created the Race Equity Commission to implement elements of the report and advise departments and City officials on strategies and approaches to ensure and avoid systemic racism and bias. 104 Time and Consultant Total time: Just under a year Consultant used: No 105 More Resources •Final Report: Race Equity Task Force Report •Active Website: Race Equity Taskforce •Mayor’s Proposal: Permanent Race Equity Commission 106 STRENGTHS (1 of 2) DECATUR SALEM The community engagement process was designed by a representative community group (Leadership Circle). Subcommittee members were diverse and consistent throughout the process of determining if there were racial equity disparities and if so, formulating recommendations. Multiple engagement opportunities were made available to the public to engage in the development of the plan at various stages of plan development. Each subcommittee determined how it would conduct research and outreach to determine if there is racial disparity and what to do if so. 107 STRENGTHS (2 of 2) DECATUR SALEM The final product is an action plan that defines actions specific to individuals, organizations and local government. The process was less time and resource intensive and was led by City staff and included opportunities for public participation. A committee was established to monitor the progress of plan implementation. 108 CHALLENGES DECATUR SALEM Given the more extensive time and community engagement required to coordinate and manage, developing a plan using this may not be possible to do without hiring a consultant to assist. The final plan is a set of recommendations for the City to try and hold itself and community partners accountable for, not necessarily endorsed by specific community organizations. 109 Highlights Decatur’s community engagement process is inclusive and demonstrates powerful outreach. Salem’s subcommittees empowered members to dig into specific focus areas. Decatur’s final action plan included specific recommendations for organizations and progress indicators. Salem’s plan was less time intensive, but more City focused and less community oriented. Decatur used a local consultant who knew the culture and dynamics of the City. 110 Community Inclusive Plans •Create space for people to come together to voice their experiences and develop strategies on how to be more inclusive •Require time investment and resources to develop, implement and sustain. 111 Work Ahead in 2025 •The DEI Coordinator will be renamed the Engagement Coordinator. •The focus will be to continue building deeper connections with underrepresented communities. •The position will also continue sharing strategies with key community stakeholders to put inclusive practices into place. •These efforts align with Council goals and at this time it may not be necessary to hire a consultant to develop a plan. 112 Questions? Casandra Eames Engagement Coordinator 113 ITEM #:29 DATE:01-14-25 DEPT:P&H SUBJECT:INITIATION OF VOLUNTARY ANNEXATION WITHIN NORTH AMES OF MULTIPLE PROPERTIES GENERALLY BETWEEN GEORGE W. CARVER AVENUE AND HYDE AVENUE COUNCIL ACTION FORM BACKGROUND: The City has received annexation petitions from the Robert J. Borgmeyer Trust and Margaret A. Borgmeyer Trust, Northridge Height's Homeowners Association, and Erben and Margaret Hunziker Apartments, LLC, for seven properties east of George W. Carver Avenue extending to Hyde Avenue and south of Ames Golf and Country Club (AGCC). An annexation plat is included in Attachment A. With this application for annexation, it triggers consideration by City Council of including non-consenting properties and use of previously agreed upon covenants for future annexation of properties to eliminate islands and to make more uniform boundaries as provided for under state statute for voluntary annexation. The Borgmeyer properties are the largest property ownership within the annexation petition. The Borgmeyer properties are also the last significant area of unincorporated land in the Ames Plan 2040 north Urban Growth Scenario. They represent an important development opportunity that is readily serviceable with relatively short extensions of City infrastructure, based upon previous infrastructure planning. Along with Borgmeyer property annexation, it would be appropriate to review infrastructure needs for development of the area with the future developer and prepare a developer agreement. This would address construction of infrastructure needed to support the Borgmeyer development, such as a traffic study, extension of Stange Road concurrent with development, looping of water lines, extension of a sanitary sewer, development of shared use paths and trails, and neighborhood park dedication. The Addendum includes more discussion regarding these issues and consistency with Plan 2040. A local development group that includes Friedrich and Hunziker Companies has a purchase agreement for the Borgmeyer property. Their intent is to develop the property as a residential neighborhood with a commercial area as identified within the existing Ames Plan 2040 designations of Residential Neighborhood 4 (RN-4: Walkable Urban) and Neighborhood Core - Mixed Use (see Future Land Use Map in Attachment B). In order to eventually approve the proposed Annexation petition as presented, the City Council will be required to include several nonconsenting properties. There is a long history of annexations and covenants for consent to annex property in this area. The overall amount of territory with the annexation, depending on the decision of the Council on the initiation, could be approximately 400 acres of land. This amount would include the original application, the Ames Golf and Country Club, The Irons Subdivision, a railroad corridor, and other properties along Hyde Avenue. Under Iowa Code Section 368, up to 20% of the total land area of a voluntary annexation may be 114 comprised of nonconsenting properties (referred to as the 80/20 rule). This is allowed by statute to avoid creating islands or to create more uniform city boundaries. With the annexation of the Borgmeyer properties, three properties along George W. Carver Avenue would need to be annexed as they would otherwise be islands. Additionally, with the annexation of the Hunziker properties, the lands east of the railroad along Hyde would be considered islands and also need to be annexed. Lands along Hyde would also include the implementation of previous agreements for voluntary annexation of property owned by the Iowa Natural Heritage Foundation (INHF) and the Sturges property. A number of alternatives exist for Council to consider in terms of both annexation configuration and timing. The first step in the annexation process is for the City Council to accept the application and define the boundaries that they desire for annexation. With Council's decision on what territory to include in the annexation, the final territory description will be completed based upon all consenting applications and incorporation of nonconsenting properties. Once this is accepted, the formal notification process will begin, which includes a series of notifications to property owners and governmental entities, a referral of the application to the Planning & Zoning Commission for recommendation, and ultimately a public hearing with the City Council for formal approval. Once the City Council makes a final decision, the annexation will then be reviewed by the State City Development Board for final approval. City Development Board approval is required as the annexation will be both 1) an 80/20 annexation and 2) within two miles of Gilbert, another urbanized area. The total time to complete an 80/20 annexation process with State approval is likely seven months, potentially more. ANNEXATION TERRITORY BOUNDARIES: Since 2013 there have been two annexations within this general area and three rural subdivisions authorized by the City Council contingent upon agreement to voluntarily annex in the future. The City has agreements in place for voluntary annexation of the Ames Golf and Country Club and the homes created as a rural subdivision known as The Irons. Additionally, property was divided along Hyde Avenue for purchase from the Sturges family by the Iowa Natural Heritage Foundation that included an agreement for future annexation to allow for the rural division at that time. Two other properties owned by Hunziker are part of the submitted application. City Council is being asked with this annexation petition to determine what territory to include in annexation at this time to achieve the applicants' goals and whether to implement the existing annexation covenants either in whole or in part to support a comprehensive annexation strategy for the area to complete more uniform boundaries of the City. Staff has generated three territory description choices for authorizing the voluntary annexation (a map of the areas is included in Attachment C and a table of all affected properties, and their acreage, are included in the Addendum): 1. Initiate 80/20 Annexation of requested Borgmeyer-related properties and Hyde Avenue properties, and defer AGCC and the Irons annexation applications until completion of the submitted annexation. This alternative would involve an initial annexation of the four consenting Borgmeyer properties, the consenting Northridge Height’s HOA property west of the railroad, and the consenting Hunziker properties along Hyde. The City would obtain voluntary annexation applications from, at least Sturges, and INHF, consistent with their prior agreements, and include City ROW along Hyde. 115 With these consenting properties, there would be three properties along George W. Carver, the railroad, a parcel owned by Hayden's Preserve LLC, and four privately owned properties along Hyde Avenue, which all may be nonconsenting (See Attachment C). Staff under this alternative, would contact the nonconsenting property owners to see if they now would desire to voluntarily join the annexation process. Previously, the City had offered owners a reduced water and sewer connection fee to participate voluntarily in an annexation. The annexation of the Borgmeyer properties would create an island of three parcels along George W. Carver that must be annexed with the Borgmeyer property (See Attachment C). The Hunziker lands near Hyde would also fill in a previously created gap and create islands that are not permissible by state code. Adding the Hunziker land would allow for its development with their planned Auburn Trail development. City services are available in this area and the City owns and maintains the Hyde right-of- way proposed to be annexed on which the nonconsenting properties have frontage. More information on City infrastructure in this area is included in the Addendum. To achieve the 80/20 ratio of consenting to nonconsenting lands, at a minimum, the INHF and Sturges property need to be consenting. If the properties along Hyde and railroad were not annexed with the Borgmeyer or AGCC and Irons Subdivision properties, there would be insufficient acreage alone remaining south of 190th to facilitate a future 80/20 voluntary annexation of this area without some other combination of land. Additionally, after completion of this annexation, annexation of the properties that are part of the Irons Subdivision or otherwise part of the Ames Golf and Country Club to the north of the Borgmeyer properties would occur. Prior to the development of the Irons Subdivision, the Ames Golf and Country Club agreed to future annexation at the City's discretion through a Covenant & Agreement for Annexation. More information on this agreement can be found in the Addendum. Deferring the AGCC and Irons annexation would allow time to obtain the voluntary annexation applications needed from these property owners while allowing the other areas to proceed with annexation at this time. Given the number of properties involved in the annexation of the Irons Subdivision and AGCC properties, this Alternative would include initiating their annexation potentially within 6 months of finalizing the initial annexation involving the Borgmeyer properties. This annexation would have to repeat all of the steps of an annexation with Council initiation, notice, Council approval, and state approval. In total, this Alternative with both annexations occurring consecutively would include approximately 400 acres of land. The acreage of the Borgmeyer and associated properties and the properties along Hyde are broken down by consenting and nonconsenting owners as follows in Table 1. Nonconsenting property owners would total less than 20% of the annexation area, meeting the 80/20 voluntary annexation rule for the initial annexation. Road right-of-way owned by the County is included as nonconsenting property, but permitted to be annexed by State Code. The separate, 100% voluntary annexation of the Irons and AGCC properties with acreage is included in Table 2. Table 1: Borgmeyer and Properties Along Hyde Annexation Acreage Breakdown (80/20 Voluntary) Consenting (Property and City ROW) Nonconsenting (Property, Railroad, County ROW) Estimated Acres 196.17 41.99 116 Percent of Annexation Area 82%18% Table 2: AGCC and the Irons Annexation Acreage Breakdown (100% Voluntary) Consenting (Property) County ROW Estimated Acres 154.08 7.59 Percent of Annexation Area 100%n/a if 100% voluntary 2. A second alternative would be to complete the annexation with the AGCC and The Irons concurrently with the properties within Alternative 1 as one application. This Alternative will alter the timing of the annexation described in the first alternative—the annexation of the Irons and AGCC would occur at the same time and as part of the 80/20 annexation of the Borgmeyer properties and properties along Hyde. The benefit of this Alternative is the efficiency of processing one application for annexation by the City. The downside is likely an extended amount of time to obtain all the required annexation applications, which would delay the annexation of the new development areas. The acreage breakdown of this 80/20 annexation would be as follows in Table 3. Table 3: Borgmeyer, Properties Along Hyde, and AGCC and the Irons Annexation Acreage Breakdown (80/20 Voluntary) Consenting (Property and City ROW) Nonconsenting (Property, railroad, County ROW) Acres 350.25 49.58 Percent of Annexation Area 88%12% 3. Initiate annexation of Borgmeyer related properties only at this time, and defer annexation of the Hyde Avenue properties, AGCC, and the Irons to a later time This final Alternative would be to annex the Borgmeyer and associated properties only. The Irons and AGCC properties along with the Hyde properties could be annexed at a later time. As part of this Alternative, Council would not authorize the annexation of the Hunziker properties east of the railroad to avoid the creation of an island along Hyde. The acreage breakdown of this 80/20 annexation would be as follows in Table 4. Table 4: Borgmeyer West of the Railroad Annexation Acreage Breakdown (80/20 Voluntary) Consenting (Property)Nonconsenting (Property, County ROW) Acres 158.48 10.54 Percent of Annexation Area 94%6% A subsequent annexation of the Irons and AGCC properties along with the Hyde properties as an 80/20 annexation would be possible, with the acreage breakdown as follows in Table 5. Table 5: Properties Along Hyde, AGCC, and the Irons, Annexation Acreage Breakdown (80/20 117 Voluntary) Consenting (Property and City ROW) Nonconsenting (Property, railroad, County ROW) Estimated Acres 191.77 39.03 Percent of Annexation Area 83%17% ALTERNATIVES: 1. a. Initiate an 80/20 annexation of approximately 238 acres along George W. Carver and Hyde, including the consenting Borgmeyer properties, Northridge Height’s property, and Hunziker properties, obtain applications from other consenting properties, and include the nonconsenting properties along George W. Carver and Hyde as shown in Attachment C Alternative 1 in order to avoid creating islands and to make more uniform boundaries. b. Additionally, direct staff to prepare a developer agreement related to the consenting Borgmeyer properties to address construction of infrastructure needed to support the development, including but not limited to a traffic study for intersection improvements, extension of Stange Road concurrent with development, looping of water lines to Northridge Heights, extension of a 15" transitioning to a 12" sewer trunk line from Hyde Avenue west to the site, development of shared use paths and trails, and neighborhood park dedication. The agreement will include consideration of developer obligations and oversizing cost sharing options with the City. c. Direct staff to initiate 100% voluntary annexation, based upon previously approved covenants, of the properties that are part of the Irons Subdivision or otherwise part of the Ames Golf and Country Club (AGCC) to the north of the Borgmeyer properties, totaling approximately 162 acres. This will include property owner notification and outreach to obtain voluntary annexation applications. Provide an update of the status of this process to the Council within 6 months of the completion of the first annexation. 2. Initiate an 80/20 annexation of all the properties described above (approximately 400 acres) concurrently and direct staff to prepare a developer agreement for the Borgmeyer development properties as described above, this is consistent with Attachment C Alternative 2. The overall process will require obtaining additional voluntary annexation applications and delay initiation of the annexation process until adequate applications have been received. 3. Initiate an 80/20 annexation of approximately 169 acres along George W. Carver including the Borgmeyer related properties only located west of the railroad and defer annexation of the remaining properties to the north and to the east as their own annexation. 4. Decline to proceed with initiating the Borgmeyer property annexation request in whole or in part. CITY MANAGER'S RECOMMENDED ACTION: Annexation of the Borgmeyer properties is consistent with Ames Plan 2040 and a final piece of the City's north growth planning. Their annexation and annexation of other consenting properties 118 part of the annexation petition requires Council to proceed with an 80/20 annexation of adjacent nonconsenting properties along George W. Carver and Hyde Avenue that would otherwise be an island. Railroad property is also included for more uniform boundaries. Authorizing an 80/20 annexation would reflect the City's practice to look at annexations strategically and logically, so that future annexation was not impeded by enclaves of unincorporated area and the City's boundaries facilitate efficient service delivery. If Council does not authorize annexation of the properties along Hyde as outlined in Alternative #1, they would need to be annexed in the future with additional lands. This could include additional lands north of 190th Street or the AGCC and Irons. Annexation of the AGCC and the Irons is consistent with previous agreements for development. Additionally, once development of Borgmeyer properties progresses the agreements also require the residential properties to connect to City water and to connect to a sanitary sewer extension and abandon septic systems at the owners' costs. These events would be triggered at a much later date as the Borgmeyer site is developed over many years. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative #1. ATTACHMENT(S): Attachment A - Annexation Plat Attachment B - Future Land Use Map Attachment C - Alternative Maps.pdf Addendum.pdf 119 12 0 12 1 12 2 RN-3 RN-3 RN-3 RN-3 RN-2 RN-2 RN-3 RN-5 RN-2 RN-2 NC MU NC NC-MU NC OS OS OS OS Park Park Park RN-4 RN-4 RN-3 RN-3 RN-3 NC MU OS OS Park RN-3 RN-3 RN-3 OS RN-3 OS RN-3 OS ST A N G E RD G EAR GE W CARV ER AV E BLOOMINGTON RD GEORGE W CARVERAVE W 190TH ST H Y D E A V E Ames Plan 2040 Excerpt - Future Land Use Map 0 0.2 0.40.1 Miles Ames ¯ Legend Potential Annexation Boundary Ames Corporate Limits Parcels Residential Neighborhood 2 - Established (RN-2) Residential Neighborhood 3 - Expansion (RN-3) Residential Neighborhood 4 - Village (RN-4) Residential Neighborhood 5 - Multi-family (RN-5) Neighborhood Core (NC) Neighborhood Core - Mixed Use (NC MU) Park/Recreation Open Space Story County Urban Reserve 123 HAYDEN'S PRESERVE LLC IOWA NATURAL HERITAGE FOUNDATION 13.15% ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEECHICAGO & NORTHWESTERN TRANS CO GREGG, CLAYTON T CHICAGO & NORTHWESTERN TRANS CO HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC STURGES, LEROY D & SUE A HILKER, RICK A MANDERNACH, JORDAN & STEPHANIE J D S RENTAL PROPERTIES LLC BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 NORTHRIDGE HEIGHTS HOMEOWNER'S ASSOCIATION W 190TH ST HY D E A V E GEORGE W CARVER AVE Alternative 1 0 0.15 0.30.07 Miles Ames ¯Legend Initial Annexation Subsequent Annexation Parcels Ames Corporate Limits IRONS SUBDIVISION AND AGCC PROPERTY 124 HAYDEN'S PRESERVE LLC IOWA NATURAL HERITAGE FOUNDATION 13.15% ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEECHICAGO & NORTHWESTERN TRANS CO GREGG, CLAYTON T CHICAGO & NORTHWESTERN TRANS CO HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC STURGES, LEROY D & SUE A HILKER, RICK A MANDERNACH, JORDAN & STEPHANIE J D S RENTAL PROPERTIES LLC BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 NORTHRIDGE HEIGHTS HOMEOWNER'S ASSOCIATION W 190TH ST HY D E A V E GEORGE W CARVER AVE Alternative 2 0 0.15 0.30.07 Miles Ames ¯Legend Annexation Area Parcels Ames Corporate Limits IRONS SUBDIVISION AND AGCC PROPERTY 125 HAYDEN'S PRESERVE LLC IOWA NATURAL HERITAGE FOUNDATION 13.15% ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEE ENESS, ALLISON J TRUSTEECHICAGO & NORTHWESTERN TRANS CO GREGG, CLAYTON T CHICAGO & NORTHWESTERN TRANS CO HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC HUNZIKER, ERBEN & MARGARET HUNZIKER APARTMENTS LLC STURGES, LEROY D & SUE A HILKER, RICK A MANDERNACH, JORDAN & STEPHANIE J D S RENTAL PROPERTIES LLC BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 BORGMEYER, ROBERT J TRUST 1/2 NORTHRIDGE HEIGHTS HOMEOWNER'S ASSOCIATION W 190TH ST HY D E A V E GEORGE W CARVER AVE Alternative 3 0 0.15 0.30.07 Miles Ames ¯Legend Initial Annexation Subsequent Annexation Parcels Ames Corporate Limits IRONS SUBDIVISION AND AGCC PROPERTY 126 ADDENDUM Developer Agreement A pre-annexation developer agreement identifies substantial improvement requirements in advance of platting or rezoning of a property, which assists the developer in understanding any future obligations of development and affords the City the broadest level of discretion in consideration of off-site impacts. The agreement will be informed by Ames Plan 2040 development requirements for the site, which include infrastructure improvements such as intersection improvements, extension of Stange Road, extension of sanitary sewer, extension and looping of water mains, deve lopment of shared use paths and trails, and neighborhood park dedication. These improvements are needed to serve the area as it develops and are required concurrently with development. The specific design of the site would not be part of agreement as that would be determined with rezoning and future subdivisions. However, the annexation agreement will more broadly set forth developer and City responsibilities for potential cost-sharing and other expectations for development improvements and timing for the project. Ames Plan 2040. Land Use. The Borgmeyer property is designated Residential Neighborhood 4 (RN-4: Walkable Urban) and Neighborhood Core - Mixed Use. The RN- 4 designation emphasizes a high level of connectivity and is characterized as an urban neighborhood connected with a village ce nter or mixed-use district. The intent of the designation for this site is focus on fairly compact and dense residential development pattern that includes multiple housing types of apartments, small lot homes, townhomes, and regular single-family lots. Staff believes in excess of 400 dwelling units will be developed on the site. Having a significant diversity of homes types in this project is important to achieve our growth and housing goals identified within Plan 2040. Similarly, the NC MU designation indicates commercial areas adjacent to residential uses to support neighborhood commercial needs. While NC MU may be larger than other neighborhood commercial centers, it is also differentiated in its walkability, pedestrian orientation of commercial spaces, and connectivity to nearby residential areas, as well as including residential uses with commercial uses as mixed -use developments. This designation will include some higher density housing along with commercial. It helps to create a center and identifiable place support of the overall development concept. The NC MU area is shown to the interior of site along a conceptual extension of Stange Road. Reflective of the characteristics of the designation, it is shown as a larger commercial area, over 20 acres in size. Based upon Plan 2040 designations and goals for services in north Ames, a mixed use core is important component of the site for the project layout and providing a diversity of uses and service options. The overall size 127 final location will be determined with a rezoning application. The routing of the Stange Road extension will influence its ultimate configuration. The developer has expressed in preliminary meetings that this scale and location may not be desirable. The development agreement may assist in setting forth expectations for this area to inform infrastructure improvement needs prior to a Master Planning process. Street Connectivity. Ames Plan 2040 shows the extension of Stange Road through the site, connecting to George W. Carver Avenue to the northwest. It is classified as an “avenue” per the Complete Streets typology (a collector street in terms of a functional class). This extension would be required concurrent with the site’s development and is not expected to precede development of the area. Other streets will be local streets. Typically, a collector street is required to provide a 100-foot right of way and a 31-foot paved street section. Collector streets also have a greater thickness than residential streets due to higher traffic loads. At least one shared use path would run parallel to Stange. There is also an opportunity to introduce mini-roundabouts along Stange for street intersections to manage traffic speeds, likely near the NC-MU core area. The additional width and depth of the collector roadway may warrant city participation in “oversizing costs” to facilitate the development patterns planned by Ames Plan 2040. Traffic. In addition to street extensions through the site, development of the site would require a traffic study to assess development impacts, including frontage improvement needs and off-site impacts such as operations of adjacent intersections. The results of the traffic study will indicate expected developer-financed improvements and off-site impacts related to the site development. The study would also consider cumulative impacts of development and other growth. Likely needed improvements would be turn lanes and eventually a traffic signal at George W Carver and Stange. These improvement responsibilities would then be detailed by the developer agreement. Shared Use Paths and Trails. Per Ames Plan 2040 plan for trails and greenways, as well as other City transportation plans, the shared use path along George W. Carver Avenue to the south will be required to be extended northward to the Irons Subdivision/AGCC property. This fills in a gap in the system that would then extend all the way to 190th Street. Additionally, a shared use path is expected along the extension of Stange, connecting to the path on George W. Carver at the northwest corner of the site. A greenway trail is also anticipated to be extended along the north boundary of the site to the east across the railroad to connect with developments to the east and Ada Hayden Park. The developer agreement will address reservation of land for the trails and the developer responsibility for the cost of the shared-use path and any trail systems, as well as for providing easements to the City as necessary. Construction of the path crossing the 128 railroad would likely be a future city cost as it will conenct with the path anticipated within Hayden’s Preserve Development agreement. Parks. Ames Plan 2040 guidelines establish that neighborhood parks should be located to serve a population within a 1/4 to 1/2 mile radius and, in expansion areas, 5 acres of parkland should be planned per 1,000 people. Neighborhood parks are also typically 5 to 30 acres in size. Due to the majority of the site being more than a half-mile distance from a neighborhood park and densities of the RN-4 designation yielding a population of over 1,000 people, staff believes some element of a recreation opportunity is needed per the policies of Plan 2040. The developer agreement would set expectations in terms of park dedication and timing of development of the park and developer responsibility for costs. Water Infrastructure. Water mains would required to be looped by the developer through the site, connecting to an existing mains from Northridge Heights, including a 12 inch water main at the southeast corner of the site. Staff believes internally looping connecting the 12 inch mains will be adequate without connecting to the east under the railroad. This is likely a fairly modest issue and needed to serve the development appropriately. Additionally, the developer agreement would require that an agreement for future Xenia water territory buyout is signed and returned to the City consistent with our master Agreement with Xenia. Current buyout costs for the developer are $3,000 per net acre. Sanitary Sewer Infrastructure. Sanitary sewer is planned to be extended to the site from Hyde through other developments to the east. The existing sewer is 15” diameter and would transition down to a 12” trunk line to serve the development. Extension north to the Irons is also required per standard Subdivision Code standards. The property is part of a sanitary sewer connection district for the previous extension of the sewer along Hyde. Staff is investigating the ability to coordinate this offsite extension with Hayden’s Preserve and to consider it primarily as pioneer infrastructure funded by the City, with or without additional connection fees. The agreement is intended to address how this improvement is timed and funded The developers have indicated to staff they may have an interest of a near-term option to provide partial service to the site. As these other developments to the east that would bring the sewer to the site are pending, an interim option to provide sewer capacity to a portion of the development (likely no more than 40 acres) would to extend the existing sewer main at Valley View Road into the site. However, this line has limited capacity for new uses due to a downstream constraint. A capacity improvement of lining the pipe at within Moore Memorial Park could allow for up to 40 acres of the site to be served. The developer agreement would detail the developer responsibility to cover the cost of a lining project and how it relates to the other sewer extension needs. 129 Annexation Area Alternatives The breakdown of acreages for each alternative annexation area configuration with properties and property owner names is as follows. Alternative 1. Table 1: Borgmeyer and Properties Along Hyde Annexation Acreage Breakdown (80/20 Voluntary) Owner Address/Parcel ID Consent Status Gross Acres Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 5500 George W Carver Ave Consenting 35.72 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300200 Consenting 38.46 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300305 Consenting 38.63 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300400 Consenting 39.48 Northridge Heights Homeowner's Association 0521400350 Consenting 6.19 Mandernach, Jordan & Stephanie 5326 George W Carver Nonconsenting 4.91 Hilker, Rick A 5217 George W Carver Nonconsenting 4.16 J D S Rental Properties LLC 4427 George W Carver Nonconsenting 1.21 County-owned Irons Court right-of- way (south half) n/a Nonconsenting 0.26 Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400004 Consenting 1.48 Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400006 Consenting 0.11 Sturges, Leroy D & Sue A 5019 Hyde Ave Consenting 4.56 Iowa Natural Heritage Foundation 13.15% And White, Joan Coffman 86.85% 0521400003 Consenting 30.16 Hayden's Preserve LLC 4811 Hyde Ave Nonconsenting 3.39 Gregg, Clayton & Schwery, Julie 4604 Hyde Ave Nonconsenting 1.17 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300370 Nonconsenting 5.1 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 4714 Hyde Ave Nonconsenting 1.24 130 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300315 Nonconsenting 5.43 Chicago & Northwestern Trans Co 0521400500 Nonconsenting 9.31 Chicago & Northwestern Trans Co 0528201001 Nonconsenting 5.79 County ROW (South Half 190th Adjacent to Railroad) n/a Nonconsenting 0.02 City-Owned Hyde Avenue Row n/a Consenting 1.38 Total Acreage: 238.18 Total Consenting Acreage (Real Property and City ROW): 196.17 (82%) Total Nonconsenting Acreage (Real Property, Railroad, County ROW): 41.99 (18%) Table 2: AGCC and the Irons Annexation Acreage Breakdown (100% Voluntary) Owner Lot in Irons Subdivisio n/Parcel Consent Status Acres Gemeninhardt-Cesler, Stacy & Jeffrey Cesler Lot 1 Consenting 0.71 Freeman, Kyle S & Brittany R Lot 2 Consenting 0.58 Schleicher, Deidra J And Watt, John Lot 3 Consenting 0.57 Gillen, Garrett & Sarah Lot 4 Consenting 0.58 Li, Lu And Wang, Shuyu Lot 5 Consenting 0.58 Clemmons, Edward J & Theresa A Lot 6 Consenting 0.85 Anderson, Marlene A & Wayne C Trust, Anderson, Wayne C & Marlene A Trustees Lot 7 Consenting 0.7 Sander, Adam Anthony & Kayla Earlene Lot 8 Consenting 0.7 Mar Lving Trust, Ruedy, Mark A & Margie A Trustees Lot 9 Consenting 0.86 Dejongh Trust, Dejongh, Ronald Dean Trustee And Blatz-Dejongh, Vicki Trustee Lot 10 Consenting 0.58 Jerman, Troy A & Renee L Lot 11 Consenting 0.58 Bryngelson, Ryan A & Mindy M Lot 12 Consenting 0.58 Wass, Kim & Joan Lot 13 Consenting 0.58 Abell, Randy & Deanna Lot 14 Consenting 0.71 Warren, Aaron D Lot 15 Consenting 0.18 Braden, Marsha & Randy Lot 16 Consenting 0.18 Groat, Jennifer J Lot 17 Consenting 0.18 Niegsch, Joseph David, Niegsch, Jason P & Margaret Lot 18 Consenting 0.18 Hanson, Timothy P & Mary A Lot 19 Consenting 0.17 Olson Family Revocable Trust Olson, Dennis G & Linda J Cotrustees Lot 20 Consenting 0.17 131 Vegge Family Revocable Trust. Vegge, Daryle L & Joyce L Cotrustees Lot 21 Consenting 0.17 Gustafson, Louise A Revocable Trust Gustafson, Gustafson, Louise Trustee, Gustafson, Timothy C Trustee, Hock, Amy L Trustee Lot 22 Consenting 0.17 Bentley, Dennis Dean & Julie Ann Lot 23 Consenting 0.17 Thousand, E Family Trust, Thousand, Richard & Elaine, Trustees Lot 24 Consenting 0.17 Curtis, Pam Rennie Revocable Trust, Curtis, Pam Rennie Trustee Lot 25 Consenting 0.17 Larson Family Revocable Trust, Larson, Paul D & Cindy Hall Co-Trustees Lot 26 Consenting 0.17 Lyons Family Revocable Trust, Lyon, Robert A & Kathleen J Trustees Lot 27 Consenting 0.17 Stickrod, Dean R Lot 28 Consenting 0.17 Shaffer, Conrad R & Pamela K Joint Revocable Trust, Shaffer, Conrad R & Pamela K Trustees Lot 29 Consenting 0.17 Easterling, W Samuel & Pamela J Lot 30 Consenting 0.17 Brousard, Jimmie G Revocable Trust 1/2, Brousard, Jimmie G Trustee, Brousard, Nancy L Revocable Trust 1/2, Brousard, Nancy L Trustee Lot 31 Consenting 0.3 Berryhill, Todd C & Christine M Lot 32 Consenting 0.74 Rebarcak, R & C Living Trust, Rebarcak, Rod & Cindy Trustees Lot 33 Consenting 0.64 Scott, Marjorie & William Lot 34 Consenting 0.64 Ames Golf & Country Club Lot 35 Consenting 135.4 Irons, The Townhomes Owners Association Inc Outlot X Consenting 1.37 Irons, The Townhomes Owners Association Inc Outlot Y Consenting 0.62 Irons, The Owners Association Inc Outlot Z Consenting 2.29 Ames Golf & Country Club Parcel F, Sec. 21 Twp. 84 Rng. 24 Consenting 0.16 County Owned ROW (east half George W. Carver) Street Lot A Nonconsenting 3.63 County ROW (south half W 190th) Street Lot B and South Half 190th to centerline along Nonconsenting 2.74 132 AGCC Properties County Owned ROW (North Half Irons Ct.) North Half Street Lot C Nonconsenting 0.27 County Owned ROW (Irons Ct. Cul-De- Sac) Street Lot D Nonconsenting 0.95 Total Acreage: 161.67 Total Consenting Acreage (Real Property): 154.08 (100%) County ROW: 7.59 133 Alternative 2. Table 3: Borgmeyer, Properties Along Hyde, and AGCC and the Irons Annexation Acreage Breakdown (80/20 Voluntary) Owner Address/Pa rcel ID/Lot Consent Status Gross Acres Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 5500 George W Carver Ave Consenting 35.72 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300200 Consenting 38.46 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300305 Consenting 38.63 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300400 Consenting 39.48 Northridge Heights Homeowner's Association 0521400350 Consenting 6.19 Mandernach, Jordan & Stephanie 5326 George W Carver Nonconsenting 4.91 Hilker, Rick A 5217 George W Carver Nonconsenting 4.16 J D S Rental Properties LLC 4427 George W Carver Nonconsenting 1.21 County-owned Irons Court right-of-way (south half) n/a Nonconsenting 0.26 Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400004 Consenting 1.48 Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400006 Consenting 0.11 Sturges, Leroy D & Sue A 5019 Hyde Ave Consenting 4.56 Iowa Natural Heritage Foundation 13.15% And White, Joan Coffman 86.85% 0521400003 Consenting 30.16 Hayden's Preserve LLC 4811 Hyde Ave Nonconsenting 3.39 Gregg, Clayton & Schwery, Julie 4604 Hyde Ave Nonconsenting 1.17 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300370 Nonconsenting 5.1 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 4714 Hyde Ave Nonconsenting 1.24 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300315 Nonconsenting 5.43 134 Chicago & Northwestern Trans Co 0521400500 Nonconsenting 9.31 Chicago & Northwestern Trans Co 0528201001 Nonconsenting 5.79 County ROW (South Half 190th Adjacent to Railroad) n/a Nonconsenting 0.02 City-Owned Hyde Avenue Row n/a Consenting 1.38 Gemeninhardt-Cesler, Stacy & Jeffrey Cesler Lot 1 Consenting 0.71 Freeman, Kyle S & Brittany R Lot 2 Consenting 0.58 Schleicher, Deidra J And Watt, John Lot 3 Consenting 0.57 Gillen, Garrett & Sarah Lot 4 Consenting 0.58 Li, Lu And Wang, Shuyu Lot 5 Consenting 0.58 Clemmons, Edward J & Theresa A Lot 6 Consenting 0.85 Anderson, Marlene A & Wayne C Trust, Anderson, Wayne C & Marlene A Trustees Lot 7 Consenting 0.7 Sander, Adam Anthony & Kayla Earlene Lot 8 Consenting 0.7 Mar Lving Trust, Ruedy, Mark A & Margie A Trustees Lot 9 Consenting 0.86 Dejongh Trust, Dejongh, Ronald Dean Trustee And Blatz-Dejongh, Vicki Trustee Lot 10 Consenting 0.58 Jerman, Troy A & Renee L Lot 11 Consenting 0.58 Bryngelson, Ryan A & Mindy M Lot 12 Consenting 0.58 Wass, Kim & Joan Lot 13 Consenting 0.58 Abell, Randy & Deanna Lot 14 Consenting 0.71 Warren, Aaron D Lot 15 Consenting 0.18 Braden, Marsha & Randy Lot 16 Consenting 0.18 Groat, Jennifer J Lot 17 Consenting 0.18 Niegsch, Joseph David, Niegsch, Jason P & Margaret Lot 18 Consenting 0.18 Hanson, Timothy P & Mary A Lot 19 Consenting 0.17 Olson Family Revocable Trust Olson, Dennis G & Linda J Cotrustees Lot 20 Consenting 0.17 Vegge Family Revocable Trust. Vegge, Daryle L & Joyce L Cotrustees Lot 21 Consenting 0.17 Gustafson, Louise A Revocable Trust Gustafson, Gustafson, Louise Trustee, Gustafson, Timothy C Trustee, Hock, Amy L Trustee Lot 22 Consenting 0.17 Bentley, Dennis Dean & Julie Ann Lot 23 Consenting 0.17 Thousand, E Family Trust, Thousand, Richard & Elaine, Trustees Lot 24 Consenting 0.17 Curtis, Pam Rennie Revocable Trust, Curtis, Pam Rennie Trustee Lot 25 Consenting 0.17 Larson Family Revocable Trust, Larson, Paul D & Cindy Hall Co-Trustees Lot 26 Consenting 0.17 135 Lyons Family Revocable Trust, Lyon, Robert A & Kathleen J Trustees Lot 27 Consenting 0.17 Stickrod, Dean R Lot 28 Consenting 0.17 Shaffer, Conrad R & Pamela K Joint Revocable Trust, Shaffer, Conrad R & Pamela K Trustees Lot 29 Consenting 0.17 Easterling, W Samuel & Pamela J Lot 30 Consenting 0.17 Brousard, Jimmie G Revocable Trust 1/2, Brousard, Jimmie G Trustee, Brousard, Nancy L Revocable Trust 1/2, Brousard, Nancy L Trustee Lot 31 Consenting 0.3 Berryhill, Todd C & Christine M Lot 32 Consenting 0.74 Rebarcak, R & C Living Trust, Rebarcak, Rod & Cindy Trustees Lot 33 Consenting 0.64 Scott, Marjorie & William Lot 34 Consenting 0.64 Ames Golf & Country Club Lot 35 Consenting 135.4 Irons, The Townhomes Owners Association Inc Outlot X Consenting 1.37 Irons, The Townhomes Owners Association Inc Outlot Y Consenting 0.62 Irons, The Owners Association Inc Outlot Z Consenting 2.29 Ames Golf & Country Club Parcel F, Sec. 21 Twp. 84 Rng. 24 Consenting 0.16 County Owned ROW (east half George W. Carver) Street Lot A Nonconsenting 3.63 County ROW (south half W 190th) Street Lot B and South Half 190th to centerline along AGCC Properties Nonconsenting 2.74 County Owned ROW (North Half Irons Ct.) North Half Street Lot C Nonconsenting 0.27 County Owned ROW (Irons Ct. Cul-De- Sac) Street Lot D Nonconsenting 0.95 Total Acreage: 399.82 Total Consenting Acreage (Real Property and City ROW): 350.25 (88%) Total Nonconsenting Acreage (Real Property, Railroad, County ROW): 49.58 (12%) 136 Alternative 3. Table 4: Borgmeyer Annexation Acreage Breakdown (80/20 Voluntary) Owner Address/Parcel ID Consent Status Gross Acres Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 5500 George W Carver Ave Consenting 35.72 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300200 Consenting 38.46 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300305 Consenting 38.63 Borgmeyer, Robert J Trust 1/2 And Borgmeyer, Margaret A Trust 1/2 0521300400 Consenting 39.48 Northridge Heights Homeowner's Association 0521400350 Consenting 6.19 Mandernach, Jordan & Stephanie 5326 George W Non- Consenting 4.91 Hilker, Rick A 5217 George W Non- Consenting 4.16 J D S Rental Properties LLC 4427 George W Non- Consenting 1.21 County-owned Irons Court right-of- way (south half) n/a Non- Consenting 0.26 Total Acreage: 169.02 Total Consenting Acreage (Real Property and City ROW): 158.48 (94%) Total Nonconsenting Acreage (Real Property, Railroad, County ROW): 10.54 (6%) Table 5: Properties Along Hyde, AGCC, and the Irons, Annexation Acreage Breakdown (80/20 Voluntary) Owner Address/Parcel ID/Lot Consent Status Gross Acres Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400004 Consenting 1.48 Hunziker, Erben & Margaret Hunziker Apartments LLC 0521400006 Consenting 0.11 Sturges, Leroy D & Sue A 5019 Hyde Ave Consenting 4.56 Iowa Natural Heritage Foundation 13.15% And White, Joan Coffman 86.85% 0521400003 Consenting 30.16 Hayden's Preserve LLC 4811 Hyde Ave Nonconsenting 3.39 Gregg, Clayton & Schwery, Julie 4604 Hyde Ave Nonconsenting 1.17 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300370 Nonconsenting 5.1 137 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 4714 Hyde Ave Nonconsenting 1.24 Eness, Allison J 2015 Trust and Taylor, Mark 2015 Trust and Taylor, Mark Trustee and Eness, Allison J Trustee 0522300315 Nonconsenting 5.43 Chicago & Northwestern Trans Co 0521400500 Nonconsenting 9.31 Chicago & Northwestern Trans Co 0528201001 Nonconsenting 5.79 County ROW (South Half 190th Adjacent to Railroad) n/a Nonconsenting 0.02 City-Owned Hyde Avenue Row n/a Consenting 1.38 Gemeninhardt-Cesler, Stacy & Jeffrey Cesler Lot 1 Consenting 0.71 Freeman, Kyle S & Brittany R Lot 2 Consenting 0.58 Schleicher, Deidra J And Watt, John Lot 3 Consenting 0.57 Gillen, Garrett & Sarah Lot 4 Consenting 0.58 Li, Lu And Wang, Shuyu Lot 5 Consenting 0.58 Clemmons, Edward J & Theresa A Lot 6 Consenting 0.85 Anderson, Marlene A & Wayne C Trust, Anderson, Wayne C & Marlene A Trustees Lot 7 Consenting 0.7 Sander, Adam Anthony & Kayla Earlene Lot 8 Consenting 0.7 Mar Lving Trust, Ruedy, Mark A & Margie A Trustees Lot 9 Consenting 0.86 Dejongh Trust, Dejongh, Ronald Dean Trustee And Blatz-Dejongh, Vicki Trustee Lot 10 Consenting 0.58 Jerman, Troy A & Renee L Lot 11 Consenting 0.58 Bryngelson, Ryan A & Mindy M Lot 12 Consenting 0.58 Wass, Kim & Joan Lot 13 Consenting 0.58 Abell, Randy & Deanna Lot 14 Consenting 0.71 Warren, Aaron D Lot 15 Consenting 0.18 Braden, Marsha & Randy Lot 16 Consenting 0.18 Groat, Jennifer J Lot 17 Consenting 0.18 Niegsch, Joseph David, Niegsch, Jason P & Margaret Lot 18 Consenting 0.18 Hanson, Timothy P & Mary A Lot 19 Consenting 0.17 Olson Family Revocable Trust Olson, Dennis G & Linda J Cotrustees Lot 20 Consenting 0.17 Vegge Family Revocable Trust. Vegge, Daryle L & Joyce L Cotrustees Lot 21 Consenting 0.17 138 Gustafson, Louise A Revocable Trust Gustafson, Gustafson, Louise Trustee, Gustafson, Timothy C Trustee, Hock, Amy L Trustee Lot 22 Consenting 0.17 Bentley, Dennis Dean & Julie Ann Lot 23 Consenting 0.17 Thousand, E Family Trust, Thousand, Richard & Elaine, Trustees Lot 24 Consenting 0.17 Curtis, Pam Rennie Revocable Trust, Curtis, Pam Rennie Trustee Lot 25 Consenting 0.17 Larson Family Revocable Trust, Larson, Paul D & Cindy Hall Co- Trustees Lot 26 Consenting 0.17 Lyons Family Revocable Trust, Lyon, Robert A & Kathleen J Trustees Lot 27 Consenting 0.17 Stickrod, Dean R Lot 28 Consenting 0.17 Shaffer, Conrad R & Pamela K Joint Revocable Trust, Shaffer, Conrad R & Pamela K Trustees Lot 29 Consenting 0.17 Easterling, W Samuel & Pamela J Lot 30 Consenting 0.17 Brousard, Jimmie G Revocable Trust 1/2, Brousard, Jimmie G Trustee, Brousard, Nancy L Revocable Trust 1/2, Brousard, Nancy L Trustee Lot 31 Consenting 0.3 Berryhill, Todd C & Christine M Lot 32 Consenting 0.74 Rebarcak, R & C Living Trust, Rebarcak, Rod & Cindy Trustees Lot 33 Consenting 0.64 Scott, Marjorie & William Lot 34 Consenting 0.64 Ames Golf & Country Club Lot 35 Consenting 135.4 Irons, The Townhomes Owners Association Inc Outlot X Consenting 1.37 Irons, The Townhomes Owners Association Inc Outlot Y Consenting 0.62 Irons, The Owners Association Inc Outlot Z Consenting 2.29 Ames Golf & Country Club Parcel F, Sec. 21 Twp. 84 Rng. 24 Consenting 0.16 County Owned ROW (east half George W. Carver) Street Lot A Nonconsenting 3.63 County ROW (south half W 190th) Street Lot B and South Half 190th to centerline along AGCC Properties Nonconsenting 2.74 County Owned ROW (North Half Irons Ct.) North Half Street Lot C Nonconsenting 0.27 139 County Owned ROW (Irons Ct. Cul- De-Sac) Street Lot D Nonconsenting 0.95 Total Acreage: 230.8 Total Consenting Acreage (Real Property and City ROW): 191.77 (83%) Total Nonconsenting Acreage (Real Property, Railroad, County ROW): 39.03 (17%) 140 Other Information The Irons Subdivision and Ames Golf and Country Club Properties Annexation Covenant and Agreement. Prior to the development of the Irons Subdivision, the Ames Golf and Country Club agreed to future annexation at the City's discretion through a Covenant & Agreement for Annexation. This encumbers future property owners, including the owners of the subdivision lots. Agreements regarding future City sanitary sewer and water service were required as part of the Irons Subdivision Final Plat. The Xenia Water territory buy -out and territory transfer agreement required that the developer install water lines to City specific ations, but connect to a Xenia water main and receive service from Xenia until City water is brought to the site. The residential lot owners would be responsible for the cost of disconnection from the Xenia water main and connection to the City water main. Similarly, an Infrastructure Installation and Conservation Management Agreement requires residential lot owners (with the exception of the three lots that front on W 190th Street) to abandon septic systems and connect to City sanitary sewer when it becomes available. The properties may also be subject to connection fees as part of a sanitary sewer connection district. Staff does not anticipate City water and sanitary sewer infrastructure will be brought to the Irons with the first phases of the Borgmeyer development. Initial phases of the Borgmeyer development will likely rely on existing collection mains in the Northridge Height’s subdivision to the south. Future phases adjacent to the Irons Subdivision will need to connect to collection mains to the east along Hyde Avenue, which will require other off-site extensions to the Borgmeyer development to occur first. Hyde Avenue Infrastructure. Beyond the need to annex the properties along Hyde Avenue to avoid the creation of an island, the City maintains Hyde Avenue and owns the unincorporated right-of-way in front of the properties. Sanitary sewer and water infrastructure are already available, though nonconsenting owners are not required to connect unless they choose to or their septic system fails and City sewer is available within 200 feet. The property’s use of these utilities will require payment of connection fees for both sewer and water and property owners would be responsible for costs associated with Xenia water territory buyout. In addition, their inclusion in the annexation allows for consistent emergency service response along Hyde Avenue between the City and Story County. The railroad property connects the Hunziker and other properties along Hyde with the unincorporated area. While it would not create an island if excluded, state law allows for railroad property annexation for more uniform boundaries. 141 Future developments may need utilities extended under the railroad. If the railroad were not annexed, it could also create an unincorporated corridor affecting the City’s boundaries long-term. The railroad continues north of 190th Street, where the Ames Plan 2040 designates Urban Reserve. 142 ITEM #:30 DEPT:FIN January 14, 2025 Staff Report WORKIVA ECONOMIC DEVELOPMENT PROPERTY TAX EXEMPTION INCENTIVE AGREEMENT PENALTY BACKGROUND: Workiva has software development, sales, and marketing support operations located in the ISU Research Park. In 2013, Workiva entered into an agreement (attached) with the City and the Iowa Economic Development Authority (IEDA) for economic development assistance for a project that included an additional 60,000 square foot building at the ISU Research Park, the addition of 700 new full-time positions, and the designation of the Ames complex as the company’s corporate headquarters. To incentivize Workiva’s job creation, the IEDA agreed to provide $5,500,000 in incentives to the company ($500,000 in sales tax rebates, $2,500,000 in the form of a no-interest loan, and a $2,500,000 grant). As a condition of the state incentives, the City provided a local match through a tax abatement incentive totaling $2,740,000. The following are the key terms of the agreement: Provide a 100% tax abatement on the incremental value of the improvement of the new building for up to $2,740,000 or ten years, whichever comes first. A commitment that employment in Ames will be increased by 700 full-time employees meeting the pay and benefits qualifications and time requirement (5 years to meet target) in the IEDA agreement. A commitment that Ames is designated as the Workiva headquarters. Penalty provisions that will discontinue the property tax abatement if terms of the agreement (for example, job creation, continuation of operations within Ames, and designation of Ames as the company headquarters) are not met. Require the payment of pro rata penalties to the City if job creation numbers are unmet. The penalty provision included the following requirements: At the time of employment measurement by the IEDA, approximately five years after the commencement of the agreement, if the employment requirement was not met, the abatement of property taxes could cease. At the end of the agreement, if the employment requirement was not met, Workiva would provide a proportional return of the property tax abatement received. In accordance with the agreement, Workiva received tax abatement for the first five years, amounting to $1,850,363.23. Following the fifth year, the IEDA concluded that Workiva did not meet the obligation to create 700 full-time positions, with a shortfall of 589 jobs or roughly 84.14% at the time. Based on the agreement's provisions, the City stopped providing tax abatement as well. 143 Also, in accordance with the agreement, Workiva recently notified the City that they did not anticipate meeting the job requirement required at the end of the agreement and indicated that the company's position count was 164 qualifying positions towards the 700-job target, which amounted to a penalty of 77% of the property tax abatement during the first five years of the agreement, or $1,424,799.69. At issue is the location of 164 qualifying jobs. The agreement states that Workvia would "..create 700 permanent jobs, after the contract date, in the city of Ames, Iowa." Workiva has indicated that the implied intent of the agreement was to create jobs in Iowa, utilizing the Ames office as their designated "home office." City staff gathers that many of these employees may visit the home office from time to time, but on a routine basis the employees are working remotely or from home, as has become more prevalent in recent years, particularly among technology companies like Workiva. It is not clear to City staff how many of the 164 employees regularly work in the Ames office. The agreement places substantial weight on the City's interpretation of the agreement, stating that "in the event of any disagreement between Workiva and the City relating to the requirements of the agreement, the decision of the City shall prevail." Therefore, the question before the City Council is whether to accept the count of 164 employees as qualifying jobs in Ames, or to count only employees who are regularly physically present in the Ames office, or propose some other count of qualifying employees. OPTIONS: 1. Accept Workiva's proposal to count all jobs located in Iowa as qualifying jobs. Under this option, Workiva would pay the City $1,424,799.69 in previously granted tax abatement. Workiva will retain $425,563.54 in property tax abatement over the past five years from the 164 positions created. 2. Direct staff to accept the count of employees only physically present on a regular basis in the Ames office. It is not clear to staff exactly how many of the 164 created positions are employees who work on a routine basis in the Ames office, as opposed to employees who live in communities outside Ames and work remotely. If the City Council pursued this option, staff would need to establish some definition of "routineness" and rely on information from Workiva (badge-in data, etc.) to validate the number of qualifying jobs. 3. Accept a count of employees based on the distance from their homes to the Ames office. The City Council could agree to count jobs as qualifying if the employee works routinely in the Ames office or if the employee works remotely but lives within a specified radius from Ames (e.g., 50 miles). This option may offer a balance between the City's interest in creating jobs in Ames that generate local trips and commerce, and the changes in workforce dynamics since the time the agreement was signed, where technology and workplace norms allow for increasing remote work and work-from-home situations. 144 STAFF COMMENTS: Since the approval of the agreement with Workiva, the nature of work, particularly for technology companies, has changed. It is increasingly common for employers to offer remote work opportunities. Workiva has provided a letter to the City Council indicating its position and rationale related to the jobs issue, which is attached to this report. Staff believes the City has broad discretion under the agreement to interpret what constitutes a qualifying job for the purpose of calculating the tax abatement. It is clear that the minimum amount to be repaid to the City under the agreement is the $1,424,799.69. The interpretation of the qualified jobs may increase that amount, potentially up to the full abatement amount of $1,850,363.23, depending on the interpretation and the data provided from Workiva. However, rejecting Workiva's contention of 164 qualifying jobs may result in legal challenges and strained relations between the City and the company. Staff, therefore, is seeking City Council direction regarding which option to pursue to finalize the penalty provisions of the agreement with Workiva. ATTACHMENT(S): Workiva Agreement.pdf Workiva October 2024.pdf Workiva January 2025.pdf 145 146 147 148 149 150 151 152 153 154 155 ITEM #:31 DEPT:PD/FLEET January 14, 2025 Staff Report ANIMAL SHELTER RELOCATION PROJECT UPDATE BACKGROUND: The existing animal shelter, located at 325 Billy Sunday Road, was constructed in 1994 and has not been significantly modified since. The existing building is insufficient to continue serving as a shelter facility. With 3,500 square feet of space, the existing building does not provide enough space for the population and variety of animals served, which can lead to crowding and make it difficult to isolate animals for disease control. To alleviate some of the crowding challenges, several years ago a former construction site job trailer was obtained and converted into additional cat housing. The current shelter building also has a variety of challenges with insulation and ventilation, leading to moisture and occupant comfort issues. In light of these issues, the City has undertaken preliminary studies into a replacement facility over the past several years. A key challenge with a potential replacement shelter project has been how to accomplish a large capital project like the construction of a new shelter along with other Council priorities for capital improvements, all of which would potentially require bond referendum approval. Additionally, the process of obtaining referendum approval (which now may only occur in November each year), then designing and constructing a new shelter would result in a period of several years before a new shelter could be occupied. 2715 DAYTON AVENUE: In November 2024, it came to City staff's attention that the building at 2715 Dayton Avenue was for sale. This property is the site of the Eagle's Loft Day Care, which ceased operating late in 2024. The property consists of a single-story building containing 10,880 square feet, plus an 1,851 square foot basement, and a 26-stall parking lot on a 5.59-acre site. Due to the building being constructed as a day care center, it has several unique features that may make it a good prospect for conversion into an animal sheltering facility. These include a reception desk, offices, and conference room space at the front of the building, kitchen, food storage, laundry facilities, and concrete floors throughout the building. There are separated classroom spaces throughout the building that contain individual exterior doors, plumbing fixtures, air handling equipment, and three directly connected fenced-in areas. In late November, the City acquired a 90-day option to purchase the property for the amount of $1.1 million. At a special City Council meeting on December 26, the City Council approved the award of a contract to INVISION Architecture LTD, Des Moines, Iowa, for the purpose of evaluating the 2715 Dayton Avenue building and providing preliminary cost estimates and concepts for the conversion of the property into a shelter facility. INVISION had previously performed a study of the Animal Shelter in 2019, so the firm has knowledge of the current facility and challenges. INVISION will partner with Designed Learned, Inc (DLI), nationally well-known animal facility specialists who will provide the necessary guidance for the current animal care standards. 156 The contract for INVISION calls for the project to be completed in two phases, which due to the short timeframe will need to be worked on concurrently. The first phase is to work with City staff to understand the needs of the shelter and desired spaces and to complete a report recommending the best way to economize those spaces in a new shelter. The second phase will be a schematic design and design development for the remodel of the existing building at 2715 Dayton Avenue. These two phases will allow City staff to come to City Council in February with the information needed to make a decision on the purchase of the property. In the event that the 2715 Dayton Avenue facility is infeasible, a third phase was included in the contract with INVISION, which would be to develop conceptual costs for a new shelter building to be constructed on City-owned property near the Water Plant. This third phase would require a change order and a revised timeline before approval would be granted. BUDGET: Staff estimates that the costs to complete the conversion of 2715 Dayton Avenue into a new shelter facility will total $4,455,000. These include the costs to acquire the 2715 Dayton Avenue site, investigate and complete a conceptual design, prepare construction drawings and specifications, complete a renovation project, and furnish/equip the new facility. The City Council included $100,000 in the Adjusted FY 2024/25 City Budget for the preliminary steps to develop the new shelter. The City Council Priorities Capital Fund is being used as a source of financing for the more immediate expenses that will occur for the project, such as land acquisition, design, and a portion of the construction expenses. Based on City Council feedback at its December 10, 2024 Budget Guidelines Session, staff is proposing that the remaining funding, totaling a maximum $1,500,000, should be secured from donations. This represents approximately 1/3 of the total project estimated cost. Staff is working with an interested community member to assist the City in organizing the fundraising efforts for the project. A more detailed project budget is outlined in the table below: EXPENSES FUNDING SOURCES Previous Site Investigation $ 4,075 2715 Dayton Purchase Option 5,000 Land Acquisition 1,100,000 Conceptual Design 66,360 Detailed Design/Construction Specs 250,000 Design Contingency 30,000 Construction/Renovation 2,500,000 Contingency (10%)250,000 Fixtures/Furnishings/Equipment 250,000 FY 2024/25 Adjusted Budget $ 100,000 Council Priorities Capital Fund 2,855,435 Donations 1,500,000 TOTAL $ 4,455,435 TOTAL $ 4,455,435 note: italicized expenses are estimated 157 These anticipated expenses and funding sources have been incorporated into a new project Capital Improvements Plan project, which will be presented to the City Council for consideration in the 2025- 2030 Capital Improvements Plan. STAFF COMMENTS: Staff anticipates the design consultant to complete the space evaluation work by the end of January, with the conceptual design and cost estimates for the renovation project being furnished in early F e b r u a r y. Once these are completed, City staff will return to the City Council with this information and a recommendation to either: 1) complete the purchase of the 2715 Dayton Avenue property prior to the expiration of the option on February 25, or 2) allow the purchase option to expire and prepare for a project to construct a new shelter facility. Assuming the cost estimates for the renovation of the 2715 Dayton Avenue property are acceptable to the City Council and the Council exercises the purchase option, staff would begin the process of retaining architectural services to develop detailed construction drawings, securing the required donations, and developing transition plans from the existing to new facilities. ATTACHMENT(S): Animal Control Shelter Council Presentation Jan 2025.pdf 158 Ames Animal Shelter 325 Billy Sunday Road 159 2715 Dayton Avenue 160 2715 Dayton Avenue 161 2715 Floor plan 162 Inside Views •Basement (1800 sq. ft.) •Excellent Storage •Accessible from both inside and outside •Open Ceiling •Concrete floor and ceiling 163 Open Areas 164 Storage and Kitchen •The kitchen area is sink, stove, and other appliance ready •There are several storage areas 165 Laundry and more plumbing… 166 More class room areas and exits 167 Office Space There is a large office area next to a reception area 168 Outdoor Spaces •The property is large and there is adequate space around the building 169 Expenses/Funding Sources Expenses •Previous Site Investigation –$4,075 •Land Acquisition -$1,100,000 + $5000 purchase option •Conceptual Design -$66,360 •Detailed Design/Construction Specs -$250,000 •Design Contingency -$30,000 •Construction/Renovation -$2,500,000 (Contingency (10%) $250,000) •Fixtures/Furnishings/Equipment -$250,000 •Total -$4,455,435 Funding Sources •FY 2024/25 Adjusted Budget $100,000 •Council Priorities Capital Fund $2,855,435 •Donations $1,500,000 •TOTAL $4,455,435 170 ITEM #:32 DATE:01-14-25 DEPT:ELEC SUBJECT:ELECTRIC DEPARTMENT CABLE PURCHASE COUNCIL ACTION FORM BACKGROUND: On December 10, 2024, Council adopted Resolution No. 24-654 and awarded Van Meter Inc. of Urbandale, IA a contract for the purchase of 750 copper, 15 kV cable in an amount not to exceed $103,554.6 0. As stated in the original award Council Action Form, this cable is essential to have in inventory for repair and replacement projects. This specific cable is anticipated to be needed to relocate utilities for the S. 16th Street widening project, which will be occurring this summer. On January 7, City staff was notified by Van Meter that it wished to cancel the contract. Van Meter has stated that there was a mistake between Van Meter and the manufacturer regarding the pricing of the cable. After the discovery of the discrepancy, Van Meter attempted to find a way to fulfill the order, but was unable to do so at that price. Therefore, Van Meter would like to have the contract cancelled and their bid withdrawn from consideration (see attached email from Van Meter). The second low bid was found to be unresponsive as the product was not from an approved manufacturer. The third low bid was from WESCO Distribution of Des Moines, IA. This product met City of Ames specifications and is acceptable to the Electric Services Department. WESCO is still able to honor its pricing; however, the order must be placed soon for delivery in July 2025, or the next available delivery will be pushed out to December 2025. The original award to Van Meter was for $103,554.60. The same contract proposed for award to WESCO is $179,439.00 or an increase of $75,884.40. Staff from Purchasing and the City Attorney's Office have reviewed the bid solicitation and purchase documents with Van Meter. Based on this initial review, the City Attorney believes the City has some remedies with respect to Van Meter, which can be pursued while the cable is being procured from a vendor that can supply the cable in time for the summer construction season. ALTERNATIVES: 1. Authorize the following actions: a. Accept Van Meter Inc.'s request to cancel the Purchase Order for the purchase of 750 copper, 15 kV cable. b. Award a contract for the purchase of 750 copper, 15 kV cable to WESCO Distribution of Des Moines, IA in the amount not to exceed $179,439.00. Payments will be based on unit prices and quantities ordered inclusive of all applicable sales taxes. c. Authorize the City Attorney to investigate the City's options with respect to the Van Meter and at a later date take further action as the City Attorney deems appropriate. 171 2. Cancel the Purchase Order with Van Meter Inc. of Urbandale, IA, and rebid the purchase of 750 copper, 15 kV cable. This has the potential of delaying delivery for six months and negatively impact the road project for which the material is being purchased. CITY MANAGER'S RECOMMENDED ACTION: Cable is a critical component to provide reliable electric distribution services to the utility customers. Having cable readily available for quick repairs without significant disruption to services is imperative. The City Attorney believes the City may be able to pursue further action to mitigate its losses from Van Meter being unwilling to furnish the cable at the agreed price. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1a- c, as described above. ATTACHMENT(S): Bid Withdrawal Notice from Van Meter.pdf WESCO Pricing Validation.pdf 172 !"#$% &!$' !"#$()#$"**!+$,-,".1232454678549:%<+'&+-=!(,+>?#"*@-!A.>%B)*!>'B0+*>()#$"**!+$,-,".CD#=*!%E!>'ED#=*!()#$"**!+$,-,".CDAF*@%<#@$AF*@()#$"**!+$,-,".PNQORTT[\]^^_WTZbcTdeV[fYXYZg]^^hYd[Vh^YXTiT[TZXiYh]UWTZjVh^Yk]UlmnmopnqrWTZXitXYbtWZTbVb]tXVwYhYXgYY[eV[fYXYZV[UXiYxY[UTZT[XiYyZ]z][aTWXiYzVcTWXiYU]tzZYyV[zc_gYVXXYbyXYUXTW][UVgVcXTtX]^^Wd^W]^^XiYTZUYZhdXg]XiTdXg]^^[TXhYyTtt]h^Yu{^YVtYZYbTxYeV[fYXYZWZTbzT[t]UYZVX]T[WZTbh]UlmnzV[zY^VX]T[TWXiY{dZziVtYTZUYZ|Tunr}n~g]XiZY€d]t]X]T[[dbhYZr~rmouTZXiYzT[xYZtVX]T[VhTdXXiY]ttdYV[UXiYZYtT^dX]T[TWZYbTxV^TWeV[fYXYZWZ[u„‡ˆ†‰Š‹‹Œ Ž ŠŽŠ‘’“‰’ ”•Œ–’’—Œ˜Ž’“Ÿ ›¡¢£¤¥¤¥¦§¦¨©ª©«¬¬©£«®¯°±¯²¬³´µ¶¥·§··º¶¼¦¦½¹¶¦¶º§¾§º»¾¦»¿¹¶¦¶º¤¤·º¾¤¥·£ÀÀÁÂÃÄÅÆÇÄÅÃÈÉÈÁÊÅËÌËÂÃÑ×ØÕÏÏÙÒ×ÚØÛÛÏÏÙÜÝÝÝÞßàáâãäãåæáçÞçèâïðñò òó¢ôõõõöñ÷îð÷îêë òóëœéñò 173 This Message Is From an External Sender Please use caution with this message. If unsure about the legitimacy/safeness, please click Report Suspicious. Report Suspicious Outlook RE: RFQ 2025-086 Cable From Kilstrom, Alec <AKilstrom@wescodist.com> Date Thu 1/9/2025 7:48 AM To Burt, Jill <jill.burt@cityofames.org> [External Email] Jill, We can honor our bid for this. However, with lead mes Okonite let me know that July 2025 backorder was starng to slim and if we don’t get an order in soon-ish it will get pushed out to December 2025. From: Burt, Jill <jill.burt@cityofames.org> Sent: Tuesday, January 7, 2025 2:20 PM To: Kilstrom, Alec <AKilstrom@wescodist.com> Subject: RFQ 2025-086 Cable Alec, I am reaching out regarding RFQ 2025-086 Cable, 750 KCMIL, COMPACT CU, 200 MIL, 15KV. Your bid response it aached for reference. Is there a chance that your bid could sll be honored? If so, what does the lead me look like? Thank ZjQcmQRYFpfptBannerStart ZjQcmQRYFpfptBannerEnd Alec, I am reaching out regarding RFQ 2025-086 Cable, 750 KCMIL, COMPACT CU, 200 MIL, 15KV. Your bid response it attached for reference. Is there a chance that your bid could still be honored? If so, what does the lead time look like? Thank you, Jill Bur t Procurement Specialist I 174 515.239.5126 Jill.Burt@cityofames.org City Hall, 515 Clark Avenue | Ames, IA 50010 www.CityofAmes.org [cityofames.org] ARE YOU REGISTERED? Suppliers and Contractors need to register at AmesBids [amesbids.ionwave.net] to submit a bid. Do it today! 175 ITEM #:33 DATE:01-14-25 DEPT:P&H SUBJECT:TEXT AMENDMENTS TO CHAPTER 23 CONSERVATION SUBDIVISION ORDINANCE COUNCIL ACTION FORM BACKGROUND: On November 12, 2024, the Ames City Council initiated a text amendment to the City's Conservation Subdivision standards, which apply to new residential subdivision development in the Ada Hayden Watershed north of Bloomington Road (see attached map). Council took action after extensive review, including input from development interests, the Friends of Ada Hayden, and the results of a study investigating the potential amendments to development standards and their potential effect on the Ada Hayden Lake. Council directed staff to: 1) eliminate from the Conservation Subdivision standards the requirement for 80% of lots to abut open space, and 2) reduce the required open space set aside to 10% from 25%. As a result of these changes, the ordinance was to be modified to establish an expectation of integrated conservation areas and open spaces within the development, without the mandatory percent set-asides, and to focus on enhanced water quality Best Management Practice (BMP) requirements to offset potential impacts of increased development. The ordinance changes also incorporate other issues raised by the AEDC Short Term Housing Taskforce regarding jurisdictional wetlands, street lengths and design, mass grading, and useable open space. The proposed ordinance includes amendments to Chapter 23, Subdivisions, which contains the Conservation Subdivision standards. A forthcoming ordinance will also include amendments to the Chapter 29 Floating Suburban Development Standard (Table 29.1202(6)) related to block lengths and mid-block connections to align with the intent of Council's changes to the Subdivision Code. PROPOSED ORDINANCE: With the significant changes to the standards, the overall ordinance standards have been mostly rewritten. The title of the ordinance has also been modified to Low Impact Development and Conservation Subdivision Ordinance to reflect the type of features expected within subdivisions that differ from a traditional conservation subdivision approach. All subdivisions will need to incorporate these features to achieve the stated requirements without stating minimum open space and conservation area percentages. The proposed ordinance includes updated requirement sections focused on conservation set-asides, conservation and open space design, residential lot layout, connectivity for roads and trails, and stormwater treatment measures. Below are highlights of the changes. The full draft ordinance is attached. Elimination of the 80% of Lots Abutting Open Space Requirement and Reduction of the Open Space Set-Aside to 10% from 25% The original intent of the 80% requirement was to promote interconnected greenways and environmental corridors. It also intended to create a certain character in Conservation Subdivisions, as 176 lots appeared larger if they abutted conservation areas. In reality this did not occur as small strips of open spaces were commonly kept adjacent to standard lot sizes. The conservation subdivision ordinance also intended to create at least 25% open space in subdivisions, which was to be interconnected and include conservation areas containing natural resources identified through a site inventory. These areas were also meant for stormwater conveyance and treatment. With the elimination of the 25% open space standard, the FS-RL and FS-RM base zone requirement that 10% of a subdivision be dedicated as common open space will continue to apply. Existing provisions for inventorying natural features and protecting conservation areas will be maintained without the numeric minimum of 25%. A new provision to incorporate open spaces, without a set-aside percentage, throughout a subdivision and provide connectivity to conservation areas is introduced in place of the requirement that all conservation areas must connect. The resource inventory process was also amended to clarify that the areas identified in the Natural Resources Inventory to be included as Conservation Areas must be acceptable to the Public Works Director and submitted with the first application submitted to the City. Stormwater Best Management Practices The consultant’s study identified specific stormwater BMPs and combinations of measures that should be priorities related to Ada Hayden’s water quality. Through the amendments, the stormwater management plans for developments would be required to demonstrate in-series BMPs that address nitrogen, phosphorous, E. Coli, and Total Suspended Solids (TSS). Use of these practices in a series, known as a treatment train, is recommended as different practices have different efficacy levels and may be better at targeting a certain pollutant. Relying on multiple practices also eliminates the uncertainty of if a single practice is achieving the desired pollutant reductions due to ongoing maintenance. Staff proposes adding the following additional standards regarding stormwater treatment techniques: Select a variety of targeted stormwater management best practices and facilities to use in a series to reduce off-site discharge of pollutants including Total Suspended Solids (TSS), phosphorous, nitrogen, E. coli, and metals. A singular stormwater treatment measure of a detention pond will not meet this standard. Provide pre-treatment for stormwater runoff through practices such as swales, bioretention cells, and vegetative buffers. Forebays may be required. Include a total pollution reduction summary table for Total Suspended Solids (TSS), phosphorous, nitrogen, E. coli, and metals showing reductions achieved for review by the Public Works Director. The consultant also identified that one of the peak times for pollution is during construction when grading work is occurring and soils are exposed. This can lead to erosion and sedimentation. To address this issue, staff has added a requirement for the use of sediment basins until final site stabilization for extended times of buildout. This will be a component of a stormwater management plan approval. Wetland protections: Staff notes that while the current ordinance refers to wetlands in general, in practice the protections were only applied to jurisdictional wetlands. Jurisdictional wetlands are those that have a continuous surface connection to Waters of the United States (WOTUS). WOTUS are under the jurisdiction of the 177 U.S. Army Corps of Engineers (USACE) and require permits from the USACE for activities such as filling and dredging or discharging pollutants. Some wetlands, such as prairie potholes, may not have a connection to WOTUS and are not considered jurisdictional. The ordinance requires retention of actual jurisdictional wetlands; a fill permit eliminating the wetland is not allowed even if issued by the USACE. It will be rare for a jurisdictional wetland to be part of a project, but it will be based upon determination by the USACE. The proposed ordinance clarifies that only jurisdiction wetlands are required to be located in conservation areas. It also introduces a buffer requirement that must be provided around the wetland depending on its size and quality. Other wetlands are encouraged to be retained but are not required as a mandatory conservation area. Variations to street lengths and more cul-de-sacs/dead ends to minimize impacts to natural resources and reduce impervious area The City’s Subdivision Design and Improvement standards require that all subdivisions: Minimize overall lengths of public ways and infrastructure facilities while limiting the use of dead-end streets and cul-de-sacs Achieve a preferred block length that does not exceed 600 feet and in no case be longer than 1,320 feet or shorter than 280 feet between center lines of public ways unless topography or other conditions justify variation These requirements may be in conflict with Conservation Subdivision standards for open space and natural resource preservation. A clustered design for residential lots may better preserve resources and ensure a high percentage of lots abut open space. This design may be better accomplished through the use of cul-de-sacs or other limited connectivity streets. An allowance for the use of limited connectivity street networks such as loop streets and cul-de-sacs is proposed in order to reduce impervious areas and create larger conservation areas. Pedestrian connections are required at the end of dead-ends to maintain connectivity. The prior ordinance required a trail network within each subdivision, the proposed language would reduce that expectation to focus on access and connectivity. The original ordinance suggested sidewalks would not be necessarily required on both sides of a street. This allowance has now been changed to be only for a short block with no more than four houses on the block face without a sidewalk and that the houses have direct access to a trail. Mass Grading Limitations The current ordinance states that “mass grading of sites shall be minimized in order to preserve the natural features of the site.” This requirement was unclear if mass grading was allowed site-wide and what level of disturbance was considered mass grading (e.g. a certain size of area disturbed or a certain amount of cut and fill work). Staff has drafted several amendments to the ordinance to clarify this provision. First, grading and other disturbance of natural resources contained in conservation areas is not permitted unless allowed by the Public Works Director for restoration of a feature or for essential infrastructure. All conservation areas shall be minimally disturbed. This clarifies the priority for minimizing mass grading and the retention of existing soils in these areas. Grading is permitted on other portions of the site; however, staff proposes amendments to help clarify how grading can be minimized and to limit erosion when grading does occur. New provisions to site 178 lots and roadways to work with existing topography are introduced. This demonstrates an intent to fit a development to the site, but it does not outright prohibit grading. Usable Open Space Requirements The FS-RL and FS-RM base zones require that 10% of a subdivision be dedicated as common open space. This space is to be available for passive or active recreation. In Conservation Subdivisions, that means that if over 10% of a subdivision is common open space, only 10% must be usable. Usable open space is defined within the Zoning Ordinance. Staff has added the following standard for conservation areas to clarify this issue since the original ordinance seemed to require that all conservation areas be available as open space: Conservation areas are not required to serve as passive or active recreation areas in addition to the required percentage of common open space to be set-aside by Zoning Ordinance standards. Other Amendments Clarified applicability that Conservation Subdivision standards may apply to other areas outside of the Ada Hayden Watershed at the discretion of City Council, including those areas within the City’s two-mile extraterritorial review area for subdivisions. Additionally, the standards may also apply to commercial development lots within a subdivision. Clarified trees are not required to be individually inventoried if part of a larger wooded area to be protected. Additionally, staff reduced the caliper size of trees required to be inventoried to 12 inches measured four feet off the ground from 24 inches. A 24-inch caliper size tree is very large —significant trees typically may be as small as a 12-inch caliper. Added a provision that residential lots shall not contain large stormwater flowage easements. This is not typically permitted in subdivisions due to maintenance and encroachment issues. Given enhanced stormwater management requirements, staff felt it necessary to introduce this requirement and see these types of features as common open space meeting the intent of the ordinance. Landscaping design and vegetation will primarily utilize native plants and trees. PUBLIC OUTREACH: The amendment language was shared with the general development interest group email list and the two developers involved with projects in the watershed and the Friends of Ada Hayden prior to the Planning and Zoning Commission meeting. Development representatives provided no additional comments. Representatives of Auburn Trail again indicated they were supportive of the changes. Staff met with a representative of the Friends of Ada Hayden and they were also still receptive to the amendments. PLANNING AND ZONING COMMISSION RECOMMENDATION: The Planning and Zoning Commission reviewed the proposed amendment at its December 18, 2024, meeting. The Commission's discussion focused on the impacts of the changes to Ada Hayden Lake. One Commissioner asked for more information on how Ada Hayden Lake serves as the City's emergency water supply. Staff clarified that water from Ada Hayden was not directly used as a water supply in case of drought, but rather able to be used to replenish South Skunk River levels that then recharge the aquifer where the City's wells are located. 179 The Commission asked for assurance that the consultant found the changes to the ordinance would be offset by enhanced stormwater management practices. Staff stated that individual stormwater practices for water quality could attain up to an 80% reduction in Total Suspended Solids. When multiple practices are used in a series, reductions would be anticipated to be greater. While a treatment train approach is not common in existing residential subdivisions, the use of swales, part of a treatment train approach, is and staff believes that they are relatively effective and easy to maintain. Staff also noted that the existing stormwater management ordinance in Chapter 5B ensures runoff rates post-development do not exceed pre-development site conditions. In terms of general maintenance, stormwater practices for residential subdivisions are maintained by a homeowners or other association. The City would use stormwater funds for long-term maintenance for capacity issues such as dredging of basins that are beyond general maintenance obligations. Chapter 5B also includes enforcement mechanisms for maintenance and other issues. The Commission also asked if increased open space would be required for Low Impact Development and enhanced stormwater management BMPs. Staff stated that the developments impacted by the amendments are already incorporating these practices. With increases in the number of lots, additional volume for detention may be required, but it would not significantly offset increased development intensities possible through the amendments. If the acreage of natural resources on a site exceeded the common open space requirement of the base zoning, additional land would be required beyond the minimum to be set aside in a conservation area to preserve all resources. No members of the public spoke at the meeting. The Commission voted (5-0) to recommend the City Council amend the Conservation Subdivision standards as recommended by the City staff. ALTERNATIVES: 1. Approve the first reading of an ordinance amending the Conservation Subdivision Standards of Chapter 23 of the Ames Municipal Code as shown in the attached ordinance. 2. Approve the first reading of an ordinance with modified language suggested by the City Council. 3. Do not approve the proposed text amendment. 4. Request additional information from staff. CITY MANAGER'S RECOMMENDED ACTION: The Conservation Subdivision standards were adopted in 2010 to protect Ada Hayden's water quality prior to the City's adoption of the current stormwater management requirements. In 2014, the City introduced specific numeric water quality standards for developments meeting certain thresholds. These standards now apply to Conservation Subdivisions in addition to Conservation Subdivision standards. The two main changes to the ordinance remove numeric requirements related to open space (total percentage set aside and percentage of adjacent lots) while preserving the intent of the standards for natural resource preservation and connectivity of conservation areas with residential lots. The amendments also include enhanced stormwater management practices recommended by the consultant to offset any impacts of more intense development on the Ada Hayden Watershed. 180 Similarly, while more flexibility in standards regarding roadway design, mass grading, and wetlands is proposed through the amendments; staff has also proposed amendments that ensure this flexibility is not at odds with resource protection by guiding development to be designed around natural topography and drainage patterns. Staff believes appropriately designed development following the proposed standards of the amended ordinance will provide water quality benefits in terms of reducing pollutant loads and resource preservation compared to current unmitigated farmland conditions of the future development sites in the Ada Hayden Watershed. The outcome of these changes will likely result in modest development intensity gains for lot layout and focus the design on retaining the highest value conservation and open spaces areas as part of the subdivision design. Therefore, it is the recommendation of the City Manager to adopt Alternative #1. ATTACHMENT(S): Watershed Map.pdf Ordinance Conservation Subdivisions.pdf 181 Ada Hayden Heritage Park 24TH ST NO R T H DA K O T A A V E W 190TH ST DUFF AV E G EAR GE W CARV ER AV E BLOOMINGTON RD STA NG E R D GEORGE W CARVERAVE H Y D E A V E E 190TH ST U S H I G H W A Y 6 9 Ada Hayden Watershed 0 0.5 10.25 MilesAmes ¯Legend Ada Hayden Watershed Ames Corporate Limits Ada Hayden Park Parcels 182 1 ORDINANCE NO.________ AN ORDINANCE TO AMEND THE MUNICIPAL CODE OF THE CITY OF AMES, IOWA, BY AMENDING AND RENUMBERING SECTIONS 23.201, 23.600, 23.601, 23.602, 23.603, 23.604, 23.604, AND 23.605 THEREOF, FOR THE PURPOSE OF AMENDING CONSERVATION SUBDIVISION STANDARDS, 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 amending and renumbering Sections 23.201, 23.600, 23.601, 23.602, 23.603, 23.604, 23.604, and 23.605 follows: “DIVISION II DEFINITIONS AND RULES OF CONSTRUCTION Sec. 23.201. DEFINITIONS. . . . (7) BMPs: Best Management Practices. Those practices most appropriate for land management. A practice or series of practices used to manage stormwater in accordance with City stormwater requirements in Chapter 5B Post Construction Stormwater Management Ordinance. . . . (19) Conservation Subdivision: A housing development which is characterized by compact and cluster lots designed around environmentally sensitive areas and dedication of environmentally sensitive areas as conservation areas to preserve and enhance natural features and dedicated conservation areas where the natural and/or restored features of the land are maintained. . . . (36) Low Impact Development: an approach to stormwater management that attempts to mimic pre- development conditions by compensating for losses of rainfall abstraction through infiltration, evapotranspiration, surface storage, and increased travel time to reduce excess runoff. . . . (53) Stormwater Treatment Train: A combination of stormwater management practices that are constructed or planted to convey, cleanse, and enhance stormwater quality and address quantity to manage the rate of stormwater before the remaining water is discharged to receiving waters. … DIVISION VI LOW IMPACT DEVELOPMENT AND CONSERVATION SUBDIVISIONS 23.600. CONSERVATION DEVELOPMENT FOR SUBDIVISIONS 23.6001. APPLICABILITY. Low Impact and Conservation Subdivisions are alternative sets of design objectives and standards primarily for single-family residential subdivisions development. These objectives and standards can be used as an alternative to common residential subdivision development patterns in Ames. However, they shall apply, at least in part, to all residential subdivision development in the undeveloped areas of Ada Hayden Watershed north of Bloomington Road. City Council may also require conformance to this Section when there are unique environmental protection priorities for a site or area. 23.6012. INTENT. The intent of these standards for Low Impact and Conservation Subdivisions is to preserve the existing natural features of the site, to preserve the natural drainage features and hydrologic characteristics of the landscape, and to reduce the impacts of development on the landscape; and (1) To maintain and protect in perpetuity Ames area natural character by preserving these important landscape elements including but not limited to those areas containing unique and environmentally 183 2 sensitive natural features as prairie, woodlands, stream buffers and corridors, drainageways, wetlands, floodplains, ridgetops, steep slopes, critical species habitat, and by setting them aside from development; (2) To promote interconnected greenways and environmental corridors throughout Ames; (3) To provide commonly-owned open space and conservation areas for passive and/or active recreational use by residents of the development and, where specified, the larger community; (4) To permit various means for owning conservation areas, preserved landscape elements, and to protect such areas from development in perpetuity; (5) To provide greater flexibility in site dwellings and other development features than would be permitted by the application of standard use regulations in order to minimize the disturbance of natural landscape elements and sensitive areas, scenic quality, and overall aesthetic value of the landscape; (6) To protect and restore environmentally sensitive areas and biological diversity, by minimizing disturbance to existing soils, vegetation, and maintaining environmental corridors; and (7) To preserve significant archaeological sites, historic buildings and their settings.; and (8) To provide enhanced stormwater management to prevent and minimize the release of pollutants of concern from stormwater runoff within the Ada Hayden Watershed. 23.602 APPLICATION PROCEDURE. In addition to the standard subdivision application requirements, all applications shall include a complete inventory and mapping of natural resources as described herein. (1) Inventory and Mapping of Natural Resources. An inventory of natural resources of the proposed development site shall be conducted by experts in the field such as biologists, ecologists, soil scientists, hydrologists, geologists or those credentialed in a manner acceptable to the City. The inventory must include, but is not limited to, the following information mapped at a scale of no less than one-inch equals 50 feet and with topographic contours at 2-foot intervals. (a) United States Department of Agriculture-Natural Resource Conservation Service soil type locations and identification of soil type characteristics such as percolation rates, suitability for infiltration-based stormwater management practices, hydric soils, depth to water table, and suitability for wastewater disposal systems if applicable. (b) Hydrologic characteristics, including surface water bodies, floodplains, groundwater recharge and discharge areas, wetlands, natural swales, drainage ways, and slopes 10% or greater. (c) Land cover on the site including, but not limited to, prairie, woodland, forest, wetland with its general cover type (pasture, woodland, etc.), and stand-alone trees with a caliper of more than 12 inches measured four feet off the ground. The inventory shall include comments on the health and condition of the natural resources. (d) Known critical habitat areas for rare, threatened or endangered species using existing documented inventories. (e) Cultural resources shall be identified by a brief description of historic character of buildings and structures, historically important landscapes, and archeological features using a review of existing, documented inventories. 23.603. GENERAL REQUIREMENTS. All subdivisions shall incorporate open spaces and conservation areas to provide dispersed and connected conservation areas with a natural setting for conserving natural resources and providing stormwater management that meet requirements outlined below. (1) Design and Standards for Residential Lot Layout. Conservation Area Set-Asides (a) The subdivision layout shall include conservation areas that incorporate site features identified in the natural resources inventory required by Section 23.602 that, as native species in good condition, have particular preservation or restoration value. These conservation areas shall be evaluated for acceptability by the Public Works Director. At a minimum, the following features and defined buffers must be included in conservation areas: 184 3 (i) All jurisdictional wetlands, floodways, and/or identified wildlife habitat areas. Non-jurisdictional wetlands are encouraged to be retained. (ii) A 25-foot landscape buffer around the perimeter of a subdivision adjacent to major roadways. Walkways, other incidental encroachments, and variations of buffer depth are permitted, provided that they meet the intent of this Division. The buffer shall be established with and maintained with natural vegetation utilizing native plants. (iii) Natural Feature Buffers. The following features as identified in the natural resources inventory Section 23.602 and their required buffer measures. Buffer area widths may be reduced when restoration activities or enhancements to the area are included with the subdivision design and approved by the Public Works Director. (1) Open water areas - A 50-foot native vegetative buffer shall be maintained around open water areas such as ponds and lakes unless a specific common use area is identified. (2) Stream buffers with native vegetation shall be maintained along stream areas using the following requirements based on stream order, with the final classification by the Public Works Director: (a) Streams exceeding third (3rd) order and above, the City requires sketches, maps, studies, engineering reports, tests, profiles, cross-sections, construction plans and specifications to determine adequate buffer widths. (b) Perennial streams (1st and 2nd order). The total required stream buffer width is one hundred (100) feet on each side perpendicular to the waterway measured from the outer wet edge of the channel during base flows. (c) Intermittent streams. The total required stream buffer width is fifty (50) feet on each side perpendicular to the water way measured from the centerline of the channel. (d) Waterways and/or dry channels that have a contributing drainage area of fifty (50) acres or greater. The total required stream buffer width is thirty (30) feet on each side perpendicular to the waterway measured from the centerline of the waterway. (e) Waterways and/or dry channels with a contributing drainage area of less than 50 acres. The total required stream buffer width is twenty (20) feet on each side perpendicular to the waterway measured from the centerline of the waterway. (3) Jurisdictional wetlands shall also be provided with a buffer appropriately sized based on size and quality of habitat and diversity of plant and animal communities. The buffer size shall be acceptable to the Public Works Director. (2) Conservation Area Design. (a) Conservation area design shall promote minimal disturbance and include primarily native vegetation and landscaping in accordance with Section 23.603(5). Features identified by the natural resources inventory Section 23.602 and located in Conservation Areas shall be maintained in their natural condition or an enhanced condition. (b) Access easements sufficient for maintenance vehicles shall be provided to conservation areas. (c) Conservation areas may include greenways, shared use paths, walking paths, and other trails for access to environmental resources, parks, and other amenities for the benefit of the subdivision residents and general public. Conservation areas are not required to serve as passive or active recreation area in addition to the required percentage of common open space to be set-aside by Zoning Ordinance standards. 185 4 (d) Grading, removal of topsoil, and other disturbance of features identified by the natural resources inventory required by Section 23.602 and located in Conservation Areas is not permitted. The Public Works Director may authorize a modification of the conservation area to improve the appearance of natural features or to restore the overall condition and natural processes, in compliance with an approved management plan, as described in Section 23.605. The Public Works Director may also authorize impacts to the conservation area for essential infrastructure. (e) Conservation areas shall be managed in accordance with a Conservation Area Management Plan as outlined in Section 23.605 and applicable landscaping standards in Section 23.603(5). (f) The conservation area shall be designated as a Conservation Easement as detailed in the definition section of this ordinance. (a) All residential units should be in cluster groups unless the site has been designed to preserve sensitive areas and maintain a stormwater treatment train. (b) All lots shall take access from interior roads. (c) All separation areas for residential lots along existing roads shall be landscaped in accordance with the conservation area landscaping requirements in Section 23.603(2)(f). d) Eighty percent (80%) of residential lots shall abut a conservation area or open pace to the front or rear. Open space and conservation area across a road shall qualify for this requirement. (e) Cluster groups shall be located to avoid or mitigate directly disturbing existing native prairie, woodlands, wetlands and other natural features identified in the site inventory of natural resources (3) Residential Lot Layout. (a) All single-family residential subdivisions shall incorporate open spaces in order to meet the intent of subdivisions with dispersed and connected conservation areas with a natural setting that supports a treatment train approach to stormwater management. For example, if all conservation areas are at one remote area of the site, other open space features would be required to meet the intent of connected large open spaces. However, not all areas must strictly be linked together. (b)The use of cluster groups, smaller lots, or other unique residential lot layouts that support reduced impervious area along with maximizing conservation areas and open space are highly encouraged. Lot layout design shall minimize overall mass grading of site and be situated in a manner that maintains the general topography and natural site features such as drainage ways. (c) In support of reduced impervious areas and larger conservation areas within a development, use of limited connectivity street networks such as loop streets and cul-de- sacs may be appropriate. These designs shall be shown to provide for convenient circulation routes, and to otherwise meet the intent of Section 23.401(1)(d) regarding minimizing dead-end streets. Limited connectivity street networks shall still provide for access to significant conservation areas and for convenient pedestrian circulation routes. (d) All lots shall take access from interior roads. (e) Shared driveways to reduce impervious surfaces are encouraged. (f) Residential lots shall not contain large stormwater flowage easements. (4) Connectivity and Roadway Design. (a) All developments shall provide for pedestrian access for enjoyment of significant conservation area and open space set asides. (b) Roadway design, subdivision layout, and use of sidewalks and trails shall provide for an interconnected neighborhood while minimizing impacts to natural areas and reducing total impervious area within the development. (c) Roadways are encouraged to follow natural contours and slopes to minimize disturbance of drainage patterns. (d) Sidewalks may be only required on one side of street for short block lengths with less than four dwellings. However, all lots shall have direct access to sidewalks or the pathway system. 186 5 (e) Typical driveway approach sections, Chapter 7 of SUDAS specifications, shall be used. (2) Site Requirements (a) Open water areas - A 50-foot native vegetative buffer shall be maintained around open water areas such as ponds and lakes unless a specific common use area is identified. (b) Stream buffers - Stream buffers with native vegetation shall be maintained along stream areas using the following requirements based on stream order: (i) Streams exceeding 3rd order and above, the City requires sketches, maps, studies, engineering reports, tests, profiles, cross-sections, construction plans and specifications to determine adequate buffer widths. (ii) Perennial streams (1st and 2nd order). The total required stream buffer width is one hundred (l00) feet on each side perpendicular to the waterway measured from the outer wet edge of the channel during base flows. (iii) Intermittent streams. The total required stream buffer width is fifty (50) feet on each side perpendicular to the water way measured from the centerline of the channel. (iv) Waterways and/or dry channels that have a contributing drainage area of fifty (50) acres or greater. The total required stream buffer width is thirty (30) feet on each side perpendicular to the waterway measured from the centerline of the waterway. (v) Waterways and/or dry channels with a contributing drainage area of less than 50 acres. The total required stream buffer width is twenty (20) feet on each side perpendicular to the waterway measured from the centerline of the waterway. (5c) Stormwater Management Design. (a) Development is subject to all requirements of Ames Municipal Code Chapters 5A and 5B for minimum stormwater management requirements. (b) The stormwater management design shall utilize low-impact development principles and best management practices in a treatment train to address water quality. This includes, but is not limited to, the following: (i) Minimize the use of storm sewer piping and maximize the use of swales. (ii) Use curb cuts in lieu of storm sewer intakes when appropriate when adjacent to conservation areas to divert street water to a stormwater conveyance or treatment system. (iii) Sump pump discharge can be dDischarged sump pumps where possible into a stormwater conveyance or treatment system. (iv) Use conservation areas for Oon-site treatment and storage of stormwater generated by the development shall occur in conservation area if it is consistent with the environmental functions of the conservation area. Individual lot on-site stormwater management may also be used in conservation subdivisions in conjunction with open space and conservation area management of stormwater. (v) Select a variety of targeted stormwater management best practices and facilities to use in a series to reduce off-site discharge of pollutants including Total Suspended Solids (TSS), phosphorous, nitrogen, E. coli, and metals. A singular stormwater treatment measure of a detention pond will not meet this standard. (vi) Provide pre-treatment for stormwater runoff through practices such as swales, bioretention cells, and vegetative buffers. Forebays or other water quality practice may be required prior to surface-stormwater detention practices such as constructed wetlands and wet and dry ponds to enhance such practices. (vvii) Include detailed design information for the stormwater management practices in accordance with City stormwater requirements in Chapter 5B Post Construction Stormwater Management Ordinance following the design information provided in the Iowa Stormwater Management Manual. including The stormwater treatment train approach shall be used where appropriate to capture, treat and release stormwatera total pollution reduction summary for Total Suspended Solids (TSS), phosphorous, nitrogen, and metals showing reductions achieved by discharge point and practice in the treatment train. The Public Works Director may require additional practices to protect water quality based on reductions shown. 187 6 (vii) For longer duration buildout of a subdivision, sediment basins shall be provided until final stabilization. Their location and storage capacity per acre drained shall be indicated on the grading plan. The approved plan shall be incorporated into the SWPPP required by Chapter 5A. (d) Shared use paths, sidewalks, and driveway (i) An accessible and interconnected shared use path system shall be developed to connect residential areas with open space/conservation areas within or adjacent to the site. (ii) Sidewalks shall only be required on one side of streets; however, all lots shall have direct access to sidewalks or the pathway system. (iii) Typical driveway approach sections, Chapter 7 of SUDAS specifications, shall be used. (e) Conservation Area Requirements (i) The conservation area shall be designated as a Conservation Easement as detailed in the definition section of this ordinance. (ii) Applicants must provide an explanation of the conservation area objectives achieved with their proposed development and identify the percentage of the total development area that this area occupies. (iii) All conservation areas shall be part of a larger continuous and integrated system except for conservation areas that are naturally isolated from other conservation areas on or near the site. For the purposes of this section, continuous shall be defined as either physically touching or located across a public right-of-way, for example, on opposite sides of an internal road. (iv) Conservation areas, in accordance with the Conservation Area Management and Ownership outlined in Section 23.605, shall protect site features identified in the site natural resources inventory Section 23.604 (1) and analysis as having particular value in preserving and/or restoring the natural character and conserving natural resources in compliance with the intent of this ordinance and consistent with the goals and objectives of this ordinance. (v) Healthy natural features such as woodlands, prairie, wetlands, and streambanks shall generally be maintained in their natural condition. If recommended by a professional with pertinent qualifications, the Municipal Engineer may authorize a modification to improve the natural features’ appearance or restore the overall condition and natural processes, in compliance with an approved management plan, as described in Section 23.605. (vi) All wetlands, floodways, and/or identified wildlife habitat areas shall be contained in conservation areas. (vii) Conservation areas and open space shall be distributed throughout the development and combined shall comprise at least twenty-five (25) percent of the total area of the subdivision. An area comprised of conservation areas and open space greater than twenty- five percent of the total area of the subdivision may be required if necessary to maintain health features such as woodlands, prairie, wetlands and streambanks in their natural condition as provided in 23.603(2)(v). (viii) Safe and convenient pedestrian access and access easements sufficient for maintenance vehicles shall be provided to conservation areas. (6 f) Landscaping. for Conservation Subdivisions – The layout and design of a subdivision includes a variety of conservation and open space areas. A landscaping plan shall be prepared that identifies all proposed landscaping within common areas and conforms to the following: (i) The preservation of existing native, non-invasive vegetation as identified in the natural resources inventory Section 23.604(1) 23.602 as being in good condition and of good quality shall generally be preferred to the installation of new plant material. New plant material shall be primarily native species. (ii) Mass grading of sites shall be minimized in order to preserve the natural features of the site. (iii) Within all required separation areas between residential lots and external roads and site boundaries, existing woodlands with desirable tree species shall be retained. (iiiv) All new landscaping in conservation areas to be installed and existing native vegetation to be preserved shall be protected through a conservation easement. Native 188 7 landscaping shall be installed according to the guidelines provided in the Iowa Stormwater Management Manual Section 2E-6. (iv) Trees of native species as indicated by the Iowa Department of Natural Resources and approved by the City shall be planted along internal roads within cluster groups in a total amount equivalent to the standard subdivision requirements. Trees may be planted, but are not required, along internal roads passing through conservation areas. (vi) Informal, irregular, or natural arrangement is required for newly planted trees and other landscaped areas to avoid the urban appearance that regular spacing may evoke. (vii) Trees shall be located so as not to interfere with the installation and maintenance of utilities, shared use paths, or sidewalks that may parallel the road. (viii) Within all conservation areas, separation between external roads and residential lots, a vegetated buffer area at least 25 feet in width shall be maintained or established. Where no natural trees and/or shrubs exist, native plant materials shall be planted. (xvii) Required buffers around wetlands, all water bodies and drainageways must be naturally vegetated or planted with native plant species appropriate to the surrounding landscape. (viii) Buffers consisting of an informal, irregular or natural arrangement of native plant species, combined with infrequent or prescriptive mowing are required to create a low- maintenance, naturalized landscape. (ixii) In addition to the above, land management practices minimizing the impact of nutrients shall be used and demonstrated in Ada Hayden Watershed; minimal fertilization of lawns including the use of phosphorus-free fertilizers is recommended. APPLICATION PROCEDURE. In addition to the standard subdivision application requirements, an inventory and mapping of natural resources shall be conducted prior to the initial submittal. (1) Inventory and Mapping of Natural Resources. An inventory of natural resources of the proposed development site shall be conducted by experts in the field such as biologists, ecologists, soil scientists, hydrologists, geologists or those credentialed in a manner acceptable to the Municipal Engineer and must be submitted with the conservation subdivision application. The inventory must include, but is not limited to the following information mapped at a scale of no less than one inch equals 50 feet: (a) Topographic contours at 2-foot intervals. (b) United States Department of Agriculture, Natural Resource Conservation Service soil type locations and identification of soil type characteristics such as percolation rates, suitability for infiltration-based stormwater management practices, hydric soils, depth to water table, and suitability for wastewater disposal systems if applicable. (c) Hydrologic characteristics, including surface water bodies, floodplains, groundwater recharge and discharge areas, wetlands, natural swales, drainage ways, and slopes 10% or greater. (d) Land cover on the site including but not limited to prairie, woodland, forest, wetland and general cover type (pasture, woodland, etc.), and stand-alone trees with a caliper of more than [24] inches measured four feet off the ground. The inventory shall include comments on the health and condition of the natural resources. (e) Known critical habitat areas for rare, threatened or endangered species using existing documented inventories. (f) Cultural resources shall be identified by a brief description of historic character of buildings and structures, historically important landscapes, and archeological features using a review of existing, documented inventories. (2) Education and Outreach Plan for the Development. An educational plan shall be developed and distributed to all perspective lot owners that describes the characteristics of the conservation subdivision including the development concept, conservation areas management practices that will be used to manage these areas, and benefits of the natural features. They shall also include information on lawn care strategies that reduce nutrient and pesticide inputs and pollution to local water bodies. Lot owners shall be made aware of the wildlife aspects of a conservation subdivision. Deer, birds, and other animals and insects will be attracted to the natural areas. 189 8 23.6054. CONSERVATION AREA MANAGEMENT AND OWNERSHIP. (1) Conservation Area Management Plan. Every development conservation subdivision must include a plan that provides evidence of a means to properly manage the conservation areas and open space areas in perpetuity through a conservation easement for conservation areas or common ownership for open space areas and evidence of the long-term means to properly manage and maintain all common facilities, including any stormwater facilities. The plan shall be approved by the Public Works Director Municipal Engineer prior to plat approval. (a) A conservation area management plan shall be submitted with the following components during the following approval stages: (2) Preliminary Plat: (a) Include a conservation area management plan specifically focusing on the long-term management of conservation areas. The conservation area management plan shall include a narrative, based on the site analysis required in Section 23.604(1), describing: (i) Existing conditions including all natural, cultural, historic, and scenic elements in the landscape. (ii) The proposed completed condition for each conservation area; and the measures proposed for achieving the end state. (iii) Proposed restoration measures, including: measures for correcting increasingly destructive conditions, such as erosion, and measures for restoring habitats, ecosystems, and historic features. (3) Final Plat: (a) The conservation area management plan shall include the following items for final plat approval: (i) Provide a copy of the conservation easement acceptable to the City in a recordable format. (ii) Designate the ownership of the conservation area and common facilities. (iii) Establish necessary regular and periodic operation and maintenance responsibilities. (iv) Estimate staffing needs, insurance requirements, and other associated costs and define the means for funding the same on an on-going basis. (v) The operations needed for maintaining the stability of the resources, including: mowing schedules; native vegetation burns; weed control; planting schedules; clearing and cleanup; the applicant shall be required to provide financial security in a form acceptable to the city for the maintenance and operation costs of conservation areas for a two-year period of time at time of the plat. (vi) A proposed Education and Outreach Plan for the Development. An educational plan shall be developed to be distributed to all prospective lot owners that describes the characteristics of conservation subdivision including the development concept, conservation areas management practices that will be used to manage these areas, and benefits of the natural features. It shall also include information on lawn care strategies that reduce nutrient and pesticide inputs and pollution to local water bodies. Lot owners shall be made aware of the wildlife aspects of a conservation subdivision. Deer, birds, and other animals and insects will be attracted to the natural areas.” 190 9 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 , 2025. ______________________________________ _______________________________________ Renee Hall, City Clerk John A. Haila, Mayor ` 191 ITEM #:34 DATE:01-14-25 DEPT:P&H SUBJECT:TEXT AMENDMENT PERMIT PROCESS AND CRITERIA FOR SPECIAL TEMPORARY EVENTS IN CHAPTER 29 ARTICLES 13 AND 15 COUNCIL ACTION FORM BACKGROUND: At the November 26 City Council meeting, the Council responded to a request from a property owner to allow for temporary events by directing staff to prepare a text amendment that allows for obtaining an administrative permit for Temporary Special Events on private property in Ames that would not otherwise meeting zoning use standards. This direction came after a local property owner who owns property at 1400 South 4th Street was interested in allowing for a Renaissance Fair in an agricultural zoning district, which does not permit events. The impetus of the request is the need for decision to allow for the use in time for a spring 2025 Renaissance Fair event. City Council's direction was to establish an administrative review permit that would allow special events similar to some of the outdoor type events listed as a Major Event Entertainment, but on a much more limited basis with a temporary nature and only being allowed on any given private property no more than twice in a year. The permit is to include some criteria on which the Planning Director can rely to determine if an unimproved site is appropriate for such as request. In addition, these types of events cannot contain any permanent structures or buildings as result of the event being held. These events will involve all items, temporary structures and any equipment being moved onto the site temporarily and then promptly removed when the event is over. (See Addendum-Proposed Text Amendment) Although the City reviews special event applications for events occurring on City property, approval of such events by the City is completed through a combination of permits (e.g., Temporary Obstruction Permits, Vending Licenses, Noise Permits, etc.). There is no existing permit for activities on City property called a "Special Event Permit." The permit contemplated by this text amendment would be a zoning permit that applies only to events being held on private property not owned by the City, School District or Iowa State University. The proposed text amendment allows Special Temporary Events in non-residential zones such as Agricultural, Commercial and Industrial zones, but prohibits them within Residential zones to avoid intense congestion, noise, light or other activity that might be intrusive to residential character. The maximum duration is four days, inclusive of set up and removal. The new permit will require information from all applicants that include what type of event is being held and what activities are involved. Also, a site layout of where events will take place and where temporary parking will be provided for will also be required. All affected City departments will review for these events. Sign off from Police, Fire, Inspections and other affected departments will be required. Also, any other permitting such as Floodplain permits will be required where applicable. The text amendment will add a new Section in Article 13 that lists the criteria for Special Temporary Events. Additional language will be added into Section 29.1501(1)(d) adding the 192 permit for Special temporary Events to the list of Permits Required. Staff will be the approval authority of the permit for one event at a time and not for ongoing activities. Staff contacted Ankeny, Cedar Falls, Iowa City and Story County regarding how they govern the types of events covered in this text amendment. The responses ranged from requiring a temporary permit in the case of Ankeny and Iowa City through the City Manager's Office in Ankeny and the Building Inspections Department in Iowa City, to no specific standards but rather a case-by-case review as these types of events are proposed in Cedar Falls. Story County also has standards that govern gatherings for events such as these with a time limit, minimum thresholds for size and a requirement for a site layout and nature of the event. PLANNING AND ZONING COMMISION: At the December 18 Planning & Zoning Commission meeting, the Commission reviewed the proposed ordinance language. Commission members asked staff about the number of consecutive days and whether set up and tear down time would count toward that time. Staff does intend for set-up and tear down time to count toward that time. Additionally, the Commission also asked whether the consecutive days could be put together over two separate weekends for one event. Staff responded that each single consecutive event must be considered consecutive days and cannot be separated over two weekends to extend the duration of the a permit. The Planning & Zoning Commission voted 5-0 to recommend the City Council approve the proposed text amendment creating standards and application for a Special Temporary Events permit. ALTERNATIVES: 1. Approve a zoning text amendment creating a Permit for Special Temporary Events within Section 29.1501(1)(d) and creating criteria for permit review in a newly created Section 29.1318. (Mr. Ballard on behalf of the Renaissance Faire has requested waving of the rules and to approve the ordinance on second and third readings) 2. Approve the zoning text amendment with different limits of applicability to specific zoning districts or modifying the proposed requirements. 3. Do not approve a zoning text amendment creating a Permit for Special Temporary Events within Section 29.1501(1)(d) and creating criteria for permit review in a newly created Section 29.1318, on the basis that the criteria and associated permit are not appropriate or necessary for temporary use of property. CITY MANAGER'S RECOMMENDED ACTION: Staff believes that the criteria for a Temporary Special Event Permit fit the goal of City Council to create a permit for Special Temporary Events in Ames. The permit will be reviewed and approved administratively under the listed criteria. The permit review will be part of a multi- department review among various City departments for these types of events. Allowing these events only in certain non-residential neighborhoods is believed to be the most appropriate way to ensure that these events are able to be held while minimizing any temporary noise or lighting that could be intrusive to traditional residential settings. The temporary nature of these events contained on a given site is not seen to otherwise cause adverse effects and can 193 enable property owners to host outdoor community events of a temporary nature on private property. In the event that a site is not adequate for the type or size of the event, activities may be incompatible with the surroundings, or previous events were problems, the Planning Director may deny the permit. Denial of the permit would be able to be appealed to the ZBA. Approval of a permit for a site and event does not require or guarantee future approvals. Each permit is a case-by-case review of the timing, event details, and conditions of a site. It is the recommendation of the City Manager that the City Council adopt Alternative #1, as described above. ATTACHMENT(S): Draft Ordinance for Temporary Special Events.pdf Request From Applicant To Waive Second & Third Reading.pdf 194 ORDINANCE NO. __________ AN ORDINANCE TO AMEND THE MUNICIPAL CODE OF THE CITY OF AMES, IOWA, BY ENACTING A NEW SECTION 29.1318 AND AMENDING SECTION 29.1501(1)(d) THEREOF, FOR THE PURPOSE OF ESTABLISHING CRITERIA FOR TEMPORARY SPECIAL EVENTS; 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 29.1318 and amending Section 29.1501(1)(d) as follows: CHAPTER 29 ARTICLE 13 ADDITIONAL REQUIREMENTS FOR SPECIFIC USES … Sec. 29.1318. TEMPORARY SPECIAL EVENTS. A Temporary Special Event is a temporary activity occurring for more than a six-hour period, which may occur on one or more consecutive days not to exceed four (4) days total and is planned to involve more than 100 persons, including event staff, volunteers, vendors, attendees, participants, spectators and any other individuals at the event. (1) Temporary Special Event Standards. A Temporary Special Event must meet all of the following criteria to obtain a Zoning Permit: (a) The event must last less than four calendar days, including time needed to set up the site for the event and to restore the site to pre-event condition; (b) A maximum of two (2) events per calendar year, per property are allowed; (c) The site must be restored to pre-event condition at the end of the event, including but not limited to removal of temporary structures; (d) The event and/or equipment cannot extend into public rights-of-way; (e) Parking for the event must be fully contained on-site or outside of the public right-of-way; and (f) The zoning designation of the property must be base zone Agricultural, Commercial or Industrial in nature. The application for a Temporary Special Event Zoning Permit must include a Site Layout Plan indicating event activities, parking, and locations of temporary structures and equipment that complies with the above requirements. The Planning Director has authority to determine whether an event is exempt from zoning improvement requirements or to otherwise add conditions for site conditions and compatibility with the surroundings The Planning Director may deny a Temporary Special Event Zoning Permit application by finding any of the following: (a) the proposed use has inadequate facilities to support the intended intensity of use, (b) the proposed use will be incompatible with the surroundings, or 195 (c) the site or event itself has previously had substantial complaints related to noise, conduct, parking and other detrimental or nuisance conditions. (2) Exemptions. The following are exempted from obtaining a Temporary Special Event Zoning Permit: (a) Special events or assemblies related to family events. (b) Events involving less than a total of 100 people. (c) Events/uses allowed under a valid Special Use Permit. . . . CHAPTER 29 ARTICLE 15 PROCEDURES … Sec. 29.1501. BUILDING/ZONING PERMIT. (1) Permit Required. … (d) Zoning Permits for Driveways, Landscape Plans, and Parking Lot Striping, Outdoor Storage/Display Areas, Temporary Special Events and other miscellaneous improvements and uses require approval by the Planning and Housing Department prior to their construction or establishment of use. A Site Development Plan may be required per 29.1502. When a Site Development Plan has been approved that addresses the above-described activities, no zoning permit shall be required unless necessary for new activities or changes to approved activities. A Building/ Zoning permit would still be required. …” 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 , 2025. _________________________________ ____________________________________ Renee Hall, City Clerk John A. Haila, Mayor 196 197 To:Mayor & City Council From:Planning & Housing Department Date:January 10, 2025 Subject:Zoning Text Amendment to allow Social Service Providers in the Single- Family Conservation Overlay Zoning District Item No. 35 MEMO The ordinance relating to a Zoning Text Amendment to allow Social Service Providers in the Single-Family Conservation Overlay (O-SFC) Zoning District with the approval of Special Use Permit for certain Properties abutting Commercial Zoning is attached for your review and consideration for second reading. ATTACHMENT(S): Ordinance ZTA O-SFC Social Service Providers.PDF City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 198 ORDINANCE NO. _______ AN ORDINANCE TO AMEND THE MUNICIPAL CODE OF THE CITY OF AMES, IOWA, BY ENACTING A NEW SECTION 29.1101(4)(c) THEREOF, FOR THE PURPOSE OF ALLOWING SOCIAL SERVICE PROVIDERS WITH APPROVED SPECIAL USE PERMIT IN THE SINGLE-FAMILY CONSERVATION OVERLAY DISTRICT (“O-SFC”) 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 amending Section 29.1101(4)(c) as follows: “Sec. 29.1101. "O-SFC" SINGLE FAMILY CONSERVATION OVERLAY DISTRICT. *** (4)Permitted Uses. (c)Social Service Providers require a Special Use Permit to establish a new facility. A Special Use Permit to establish a new facility may only be approved for a property that abuts commercial zoning along the 600 block of Clark Avenue, 100, 200, 300, and 400 blocks of 7th Street with a limitation of only one additional property being approved for a social service provider within this area after January 1, 2025. ***” 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 , 2024. _____________________________________________________________________________ Renee Hall, City Clerk John A. Haila, Mayor 199 To:Mayor & City Council From:Kelly Diekmann, Director of Planning & Housing Date:January 14, 2025 Subject:Third reading and Adoption of Industrial Tax Abatement for Wyffels Site Plan Item No. 36 MEMO The ordinance for the Industrial Tax Abatement for Wyffels Site Plan at 220 S. Teller Avenue is attached for the Council's review and consideration for third reading and adoption. ATTACHMENT(S): Ordinance_Wyffels_Hybrids_220_S._Teller_Avenue.pdf City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 200 ORDINANCE NO. _________ AN ORDINANCE TO GRANT PRIOR APPROVAL FOR AN INDUSTRIAL TAX EXEMPTION FOR AN INDUSTRIAL PROJECT AT 220 S. TELLER AVENUE BE IT ENACTED, by the City Council for the City of Ames, Iowa, that: Section One: “Wyffels Hybrids proposed an industrial construction project for the property located at 220 S. Teller Avenue in Ames. The property owners have applied for prior approval of the partial Industrial Tax Exemption per Iowa Code 427.B4(2). A process for prior approval of an Industrial Tax Exemption for a particular property and project is set out in Iowa Code sections 427B.4 and 427B.1, and that process has been followed. The Ames City Council finds that the proposed project meets the requirements of Iowa Code Chapter 427B, and Ames Municipal Code 24.8, and the project is in conformance with the zoning plans of the City of Ames. The partial Industrial Property Tax Exemption for this property and project is hereby granted prior approval by the Ames City Council for a period of time ending December 31, 2024, for completion of a building in substantial conformance to general site layout and building design as determined by the City of Ames Planning and Housing Director, including a certificate of occupancy from the City of Ames. The approved project will not be entitled to the exemption unless/until the property owner files an application by February 1 of the year for which the total value added is first assessed for the approved completed project and the project is found to be qualified real estate.” Section Two. This ordinance shall be in full force and effect from and after its passage and publication as required by law. Passed this day of , 2024. ______________________________________ _______________________________________ Renee Hall, City Clerk John A. Haila, Mayor 201 ITEM #:38 DATE:01-14-25 DEPT:PW SUBJECT:RESOURCE RECOVERY AND RECYCLING CAMPUS COUNCIL ACTION FORM BACKGROUND: The City is pursuing a new approach for the disposal of solid waste. This approach involves establishing a facility, a transfer station, to receive solid waste, recyclables, and yard waste. Under this new approach, the solid waste would be consolidated and transported to a landfill for disposal; recyclable materials would be forwarded to recyclers; yard waste material would be either composted on site or hauled off-site for disposal. Staff is exploring the inclusion of equipment that would allow for solid waste to be minimally processed in a way that would allow for recyclable metals to be removed before the remainder is landfilled. To assist the City Council in visualizing what a modern facility, such as the one proposed might look like, staff has attached a document containing photos, descriptions, and articles related to similar facilities. As presented at the December 2024 City Council meetings, staff is continuing to work with Carroll County Solid Waste Management to draft a long-term partnership agreement to address the largest portion of these activities, which is landfilling. A Solid Waste Infrastructure for Recycling (SWIFR) grant application has been submitted to EPA to assist with the development expenses for the new Resource Recovery and Recycling Campus operation. The next key step is to identify a preferred site to operate the Resource Recovery and Recycling Campus (transfer station). Selecting an effective location to construct the transfer station will be key in the success of the new solid waste management and recycling operations. A number of key characteristics must be considered for any potential site: 1. Adequate space/topography – The site will need to accommodate a building, scale, outdoor storage areas for equipment and yard waste, and maneuvering areas for large trucks. Between eight and fifteen acres of relatively flat property would be needed to accommodate these uses. 2. Convenience for haulers and individual customers - It will be important for the site to provide convenient access for the waste haulers and individual customers, including those coming from rural Story County and neighboring communities. 3. Compatibility with surrounding area – The transfer station operation will result in approximately 2-3 dozen truck trips per day, including hauler trucks depositing materials and tractor-trailers taking consolidated loads to the landfill or recycling facilities. Although the solid waste must be contained within a building, the operation is industrial in nature and may produce some noise and odor. 4. Access to US 30 – Minimizing the distance that semi trucks would need to travel to transport the solid waste to the landfill will be a key aspect of the financial feasibility of the operation. Therefore, a location close to US 30 and near western Story County is preferred. 202 5. Access to utilities - Water and sewer service are necessary for site development. Additionally, a location within the Ames Electric service territory will result in the lowest cost electric service for the operation. Locating outside the Ames Electric service territory would result in increased costs which would need to be accounted for in fees and charges. 6. Land/development costs and timing – The property will need to be acquired at a reasonable cost to avoid an excessive cost from being passed on to users. Additionally, it will be important to be able to proceed without lengthy delays. Over the past several months, staff has evaluated a number of potential sites. These have included sites already owned by the City, along with several other sites owned privately. The two City-owned sites are the Power Plant Coal Yard (308 East Avenue) and the Public Works West Yard (309 Carnegie Avenue). Aerial photos of the sites are attached. A discussion of these sites is provided below: Power Plant Coal Yard: The Coal Yard contains approximately 3.5 acres on a site that is relatively flat. As a City-owned property, it would not require acquisition costs, but remediation of the remnant coal and removal of obsolete buildings and structures has not yet taken place and is expected to cost in excess of $1.2 million. It is adjacent the existing Resource Recovery Plant, resulting in no change in convenience from the current facility’s location. Access to US 30 involves some travel on local streets and approximately 6.1 miles of driving to the Story/Boone County line. The area is adjacent other industrial type uses and has good available utilities. The challenge with this potential site relates to the anticipated need for development of future electric utility infrastructure at this location. The site is appropriately positioned for installation of future critical electric generating resources and integration into existing electric infrastructure. Therefore, staff does not believe this site should be considered as a future transfer station location. Public Works West Yard: The West Yard contains approximately 12 acres. The site is relatively flat, but contains stockpiles of materials including soil, asphalt and concrete rubble, sweeper truck tailings, and electric distribution supplies. Many of these materials would need to be relocated or disposed of, and Public Works and Electric may incur costs to develop new future sites for these materials if they cannot remain. As a City- owned property, it would not require acquisition costs, but relocation of the materials may result in costs of up to approximately $75,000. The site is within one block of Lincoln Way and two blocks of Dayton Avenue, making it reasonably convenient for vehicle and truck access. Access to US 30 is relatively direct along Dayton Avenue and there is approximately 7.6 miles of driving to the Story/Boone County line. The area is adjacent other industrial type uses and has good available utilities. This site contains two primary challenges: 1) the adjacent streets (Pullman and Edison) are not fully paved. Additional costs would need to be incurred to pave these roads to accommodate the truck and vehicle traffic that would occur. 2) The property is located over a dump that was in operation approximately 50 years ago. It is likely that considerable construction expense would be incurred to create a stable foundation for the transfer station building (including significant 203 excavation and special footings). Based upon the challenges that have been identified above, staff has identified privately owned properties that it wishes to explore. Staff will be requesting that the City Council discuss the potential acquisition of this property in closed session, as allowed by law. ALTERNATIVES: 1. Approve a motion to enter into Closed Session pursuant to Section 21.5(1)(j), Code of Iowa, to discuss purchase of particular real estate. 2. Direct staff to discuss a proposed Transfer Station facility site in open session. 3. Direct staff to pursue development of a Transfer Station facility on City-owned property. CITY MANAGER'S RECOMMENDED ACTION: The City Attorney has determined there is justification to enter into closed session. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No.1, as noted above. ATTACHMENT(S): City-Owned Sites Aerials.docx CS - Transfer Station and Recycling Facility Pictures.pdf 204 205 206 Factoria Recycling & Transfer Station Bellevue, WA King County Washington HDR Engineering, Omahahttps://www.jrma.com/projectsdetails/factoria-recycling-transfer-station 207 Tacoma Recovery & Transfer Center Tacoma, WA 1400 tons per day 84,000 square foot facility LEED Gold https://www.jrma.com/projectsdetails/tacoma-recovery-transfer-center 208 Pomona Valley Transfer Station Pomona, CA https://www.jrma.com/projectsdetails/pomona-valley-transfer-station JRMA worked with the owner and the City of Pomona to create a fully enclosed facility with odor control and ventilation systems that ensure the facility is a pleasant, as well as an attractive, neighbor. 209 APPEARANCES COUNT https://www.wastetodaymagazine.com/news/waste-transfer-stations-design-appeal-nuisance/ People who see the 2017 SWANA Transfer Station Award of Excellence winning facility only from the outside can be “surprised to discover its use.” That observation is included in the award nomination document prepared by Valley Vista Services, operators of the Pomona Valley Transfer Station in Pomona, California. The nomination claims the “contemporary, two-story administration building entrance would look at home in an upscale office park,” and the warehouse-sized facility behind the building has been designed to be spacious enough to keep all municipal solid waste (MSW) indoors at all times. The design points to an emphasis on aesthetics that helps bolster the facility’s standing in the community. The facility, which has been designed to look clean and orderly enough as though it may simply be storing retail merchandise rather than piles of MSW, is likely to attract far less negative attention. “The building’s architecture was intentionally designed to look more like a high-end commercial office building rather than an industrial facility,” according to the SWANA nominating document. “The outside was painted a cream color with muted blue-gray and sage green accents to match the sky and mountains in the background.” The exterior design is just a part of how the facility’s operators shield the public from the on- site activities, however. In Pomona, “All waste handling activities are conducted inside the enclosed transfer station, which provides a more controlled area for the facility to implement practices that minimize their impact on human health and the local environment,” Valley Vista Services writes of its transfer station. 210 While there may be aesthetic limitations as to just how attractive a transfer station can look, the Pomona facility demonstrates that some small steps can make a big difference. South Utah Valley Solid Waste District Spanish Fork, Utah https://gallowayus.com/project/suvswd/ 120,660 square foot, total five buildings. 108,130 sf warehouse, 3,155 sf. Maintenance building, 5,895-sq. admin building, 3,070-sf household hazardous materials building and a 410-sf scale house. 211 Metro Waste Authority 4105 Beisser Drive, Grimes IA Cedar Rapids Linn County Solid Waste Agency 1954 County Home Rd, Marion, IA 212 MIT Transfer Station Auburn, WA 15,054-sf building includes an operations office, tipping floor, and a drive through scale. https://northwayinc.com/project/mit-transfer-station 213 To:Mayor & City Council From:Mark O. Lambert, City Attorney Date:January 10, 2025 Subject:Closed Session Item No. 39 MEMO I hereby advise the Council that the Council has the authority to go into closed session under section 21.5(1)(j) of the Iowa Code, which allows a governmental body to go into closed session to “discuss the purchase or sale of particular real estate only where premature disclosure could be reasonably expected to increase the price the governmental body would have to pay for that property or reduce the price the governmental body would receive for that property.” City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 214 To:Mayor & City Council From:Mark O. Lambert, City Attorney Date:January 10, 2025 Subject:Closed Session Item No. 40 MEMO I hereby advise the Council that the Council has the authority to go into closed session under section 20.17(3) of the Iowa Code, which states that “negotiation sessions [and] strategy meetings of public employers” are exempt from the Open Meetings Law, Chapter 21 of the Iowa Code. City Clerk's Office 515.239.5105 main 515.239.5142 fax 515 Clark Ave. P.O. Box 811 Ames, IA 50010 www.CityofAmes.org 215