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HomeMy WebLinkAbout~Master - Special Meeting of the Ames City Council 02/11/2014 MINUTES OF THE SPECIAL MEETING OF THE AMES CITY COUNCIL AND REGULAR MEETING OF THE AMES CITY COUNCIL AMES, IOWA FEBRUARY 11, 2014 SPECIAL MEETING OF THE AMES CITY COUNCIL The Ames City Council met in Special Session for the budget wrap-up at 5:17 p.m., followed by its Regular Meeting, on the 11th day of February, 2014, in the City Council Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor Ann Campbell presiding and the following Council members present: Gloria Betcher, Amber Corrieri, Tim Gartin, Matthew Goodman, Chris Nelson, and Peter Orazem. Ex officio Member Alexandria Harvey was also present. ARTS FUNDING (COTA): Assistant City Manager Melissa Mundt introduced Fred Lewis, Chairperson of the Commission On The Arts (COTA), and Commission Members Jennifer Brockpahler and Malinda Cooper. It was noted that the Council had, at its Budget Guidelines meeting held November 26, 2013, approved a 2.5% increase over t he 2013/14 Adopted. Ms. Mundt presented the 2014/15 budget recommendation from the COTA. Included in the recommendation was $144,401 for annual grants to 17 different performing arts groups and $4,171 for mini-grants that are allocated in the spring and fall. Chairperson Lewis explained that the maximum funding allowed under Special Project Grants is $750. These Grants are for unique performances not typically included in the annual grants. Mr. Lewis stated that two new organizations, Dancecenter Dance Company and Good Company, had requested funding this year. He said Good Company had requested funding in the past; however, this was the first time Dancecenter Dance Company had submitted a request. HUMAN SERVICES FUNDING (ASSET): Assistant City Manager Mundt reported that the City Council had set its FY 2014/15 ASSET priorities in July 2013. She noted that the City Council, at its meeting of December 10, 2013, had approved a 5.0% increase over the current allocation for FY 2014/15. Ms. Mundt noted that the ASSET volunteers had been given the priorities adopted by the City Council; those criteria were used to make the funding recommendations. It was reported by Ms. Mundt that the recommended allocation for 2014/15 for the overall ASSET budget equaled $3,329,578 to be funded by Story County, United Way of Story County, the Government of the Student Body (GSB), and the City of Ames. That number represents an increase of 5% from the current 2013/14 allocation. The City’s share of the 2014/15 allocation would be $1,139,226. Two new agencies, Raising Readers and Visiting Nurses, were being recommended for funding in 2014/15. Ms. Mundt reported on notable changes in City funding for FY 2014/15: added Senior Food Program funding for Heartland Senior Services in the amount of $4,000; provided increased funding to The Salvation Army for food pantry in the amount of $1,873; provided increased funding for rent and utility assistance to The Salvation Army in the amount of $1,900; and provided increased funding for budget/credit counseling services to The Salvation Army in the amount of $7,979. Assistant City Manager Mundt also provided information about the notable changes for Story County, United Way, and the GSB. According to Ms. Mundt, Story County’s contribution to mental health services funding was down (Panel 1) because of the implementation 2 of the Affordable Care Act. Story County increased funding by over 7% for Children’s Services and Prevention/Support Services (Panels 3 and 4) and by 2.7% to assist with Basic Needs (Panel 2). United Way increased its overall funding by 9.27%. The GSB increased its contribution by 10.44% to the ASSET process. In summary, all funders increased funding in Panels, 2, 3, and 4. Only Panel 1, Health Services, saw a decrease with the City no longer allocating any funding to Eyerly Ball services and the County reducing its services due to provisions of the Affordable Care Act. Council Member Betcher noted the large increase in allocation to MICA and asked for more information pertaining to the dental services included in that request. Ms. Mundt advised that MICA receives Community Block Grant funding in its Marshalltown office. The Ames dental clinic had been subsidized with those funds for some time; however, MICA needed to reallocate those dollars to keep programs going in other parts of its agency. Council Member Gartin specifically asked how the City was able to determine who is being served by the Emergency Residence Project (ERP). Ms. Mundt explained that, currently, there is a problem with the ERP collecting and reporting data to the correct entity as to whom they are serving. Because of that, it is not accurately collecting the data on the number of individuals who qualify for state- or federal-distributed funds; thus, distorting the dollars available to this area for those persons. According to Ms. Mundt, there are several agencies being impacted by the ERP’s lack of accurate reporting. She said that the ASSET Administrative Team is having conversations with the ERP as to how the data can be collected accurately in the Service Point Software. Council Member Corrieri pointed out that the ERP is not benefitting from other funding streams either because the data are not being reported to the state. In addition, that could be affecting other organizations’ ability to get funded or impacting the level of funding by ASSET. It was stated by Ms. Mundt that continued discussions will occur with the ERP as to how they can remedy the reporting issues. Mr. Gartin expressed his desire to treat all service providers the same; the ERP needed to bring its performance into alignment with ASSET’s expectations. He requested that Ms. Mundt and the ASSET volunteers create a reasonable schedule for the ERP to bring their data reporting into alignment with what is required by other ASSET organizations. He would like a report back to Council when that has been done. Mr. Gartin noted that the ERP plays a very important role in the community; however, its failure to provide the data has significant implications. Council Member Goodman expressed his opinion that more money should be provided for Human Services. He referenced the results of past Residential Satisfaction Surveys, which had consistently shown the taxpayers’ desire to spend more on Human Services. Mr. Goodman shared that he had asked Assistant Manager Mundt today which compliant organizations have consistently drawn down the former allocations and would be able provide additional needed services if they could be fully funded. He said that a list of ten organizations that met that criteria had been given to him by Ms. Mundt. Mayor Campbell expressed her concerns over changing the ASSET budget at this late date. She stressed that the ASSET organization, which is comprised of four funders, had been set up and a process agreed upon. She noted that the funding guidelines had been given to the ASSET volunteers back in November, and the funding recommendations had been made based on those guidelines and budget. The Mayor said she felt it would be very detrimental to the integrity of the ASSET process to change the funding levels at this point in time. 3 Mr. Goodman suggested that the City meet last year’s funding for the ERP, but after establishing a method of reporting, the allocation move from the recommended level to the requested level (i.e., $82,000 versus the recommended $66,000). Moved by Goodman, seconded by Corrieri, to fully fund the following groups: ACCESS Boys and Girls Clubs CCJ Good Neighbor Heartland Senior Services HIRTA Homeward Legal Services MICA NAMI with the total difference being an increase of $35,328 to the Recommended Allocation. Council Member Corrieri pointed out that it would take a small increase in the amount of the proposed funding allocation, e.g., $300 or $400, to fully fund some organizations; however, some organizations had requested large increases for 2014/15, and some had actually received significant increases last year. Ms. Corrieri stated that she would not be comfortable changing the allocation for every single one of them. Council Member Orazem stated that he was not in a position to re-evaluate the requests after 30 - 40 people had gone through a thorough evaluation process based on established priorities and funding guidelines. However, he suggested that the applicants who had provided all the required information should perhaps receive a reward or incentive of a little more funding, e.g., $1,000 or $1,500. Ms. Mundt noted that ASSET Administrative Team just began asking for more data so there is nothing on which to make that comparison. Council Member Gartin expressed his concern about setting a precedent in increasing the funding allocations at this point in the process. He did offer that he would like to have additional conversation on increasing the overall ASSET allocation for next year. Vote on Motion: 1-5. Voting aye: Goodman. Voting nay: Betcher, Corrieri, Gartin, Nelson, Orazem. Motion failed. Moved by Goodman, seconded by Gartin, to have the allocation for ERP be last year’s allocation, but increase its allocation to its request ($82,350) if it can satisfy staff and the ASSET panel pertaining to the reporting process. Vote on Motion: 1-5. Voting aye: Goodman. Voting nay: Betcher, Corrieri, Gartin, Nelson, Orazem. Motion failed. PUBLIC ART COMMISSION (PAC): Assistant City Manager Bob Kindred introduced Greg Fuqua and Allison Sheridan, Co-Chairpersons of PAC. Mr. Fuqua presented a funding request in the amount of $44,500 for FY 2014/15, which is an increase of $11,000 over the FY 2013/14 Budget. Mr. Fuqua and Ms. Sheridan highlighted the accomplishments of the PAC over the past year. Mr. Fuqua also explained the projects planned for the future. He summarized the 2014/15 4 Budget request, which included a $10,000 increase for the Neighborhood Sculpture Program, a decrease of $500 for Archive/Maintenance, and an increase of $1,500 for the newly formed IT and Electronic Resources Committee. Pertaining to the Neighborhood Sculpture Program, Council Member Orazem asked what the scope of fund-raising would be. Likening this Program to the Neighborhood Improvement Program, he felt it would be fair to ask residents to contribute to something that they really want to remain in their neighborhood. Mayor Campbell noted that not only would $44,500 be a sizeable increase in funding from the City, but an increase in the amount of time and energy that would be needed from the members of the Commission. OUTSIDE FUNDING REQUESTS: Brian Phillips, Management Analyst, said that 12 applications for funding had been received. In summary, Mr. Phillips noted that the 2014/15 Recommended represented an increase of $24,300 (17.9%) compared to the FY 2013/14 Adopted. He listed the organizations that had requested the same amount for 2014/15 as had been requested in 2013/14. Two new requests were as follows: Ames 150th Steering Committee in the amount of $31,500 with $20,000 being drawn down by March 31, 2014, and Iowa Youth Basketball Foundation in the amount of $15,000. According to Mr. Phillips, the Review Team felt that the tournaments would primarily benefit non-Ames residents and recommended that this organization not be funded. The organizations that had requested amounts higher than last year’s request were identified, and the recommended funding allocations were reported for each. Terry Stark, 63284-260th Street, Nevada, Iowa, said that he and Director Cari Hague were present as representatives of the Main Street Cultural District (MSCD). Mr. Stark noted that the MSCD had requested $45,000, and they were shocked to find out that the Review Team had not recommended any increase. He highlighted the major events and the costs to the MSCD to sponsor them. Ms. Hague said that the additional monies are needed because they plan to increase the number of events, i.e., BBQ and Craft Beer, Halloween Costume Ball, Small Business Seminar, Snow Magic, and the Ames Sesquicentennial. At the inquiry of Council Member Betcher, Ms. Hague advised that the MSCD is not receiving any of the Ames 150 funding that was being donated to the Ames Foundation for the celebration. Ryan Jeffrey, Past-President of the Campustown Action Association (CAA), thanked the Council for its past support of Campustown. He advised that the CAA is working at expanding its summer events. Sara Buss, representing the Young Professionals of Ames (YPA), noted that the YPA had, on January 14, 2014, received a letter awarding it $7,000 from the Committee to help pay for fireworks. However, on February 3, 2014, the YPA received another letter stating that that was not permissible. According to Ms. Buss, the YPA consists of 110 members who pay $60 in annual dues; that goes to its operating budget; thus, the YPA budget is 100% out of membership dues. Ms. Buss requested that the Council consider funding fireworks. She stated that the YPA would be willing to provide “sweat equity” on the day of the fireworks. Many of the community outreach and networking activities performed by members of the YPA were summarized by Ms. 5 Buss. Mayor Campbell pointed out that the City currently has a contract with the Ames Convention & Visitors Bureau to fund smaller community grants, and that includes fireworks. Karl Kerns and Nick Morton, VEISHEA 2014 General Co-Chairs, were present. Mr. Kerns requested that the Council wait to decide on the cost to be charged for pancakes until after the conclusion of this year’s VEISHEA event. By doing so, the results of this year’s pancake feed will be known. According to Mr. Kerns, if only $2 were to be charged, there would not be any money to go towards Campus events. It was noted by Mr. Kerns that all VEISHEA events are open to the general public with the exception of the VEISHEA concerts. Mr. Morton invited the public to attend the VEISHEA events. Jim Black and Sheila Lundt, Ames 150 Steering Committee Members, noted that the Committee was requesting $20,000 of its $31,500 allocation during this fiscal year. That allocation would allow the booking of a second entertainment group for the July 4 weekend. PUBLIC INPUT ON CAPITAL IMPROVEMENTS PLAN (CIP) AND BUDGET: Merlin Pfannkuch, 1424 Kellogg Avenue, Ames, suggested that, to make the budget process more understandable, the staff should estimate the amount of increase in the general levy that would be necessary to raise $100,000. That figure would then be out there for the public to have at the start of the Town Budget process. The millage rates, etc., “get lost very easily” in terms of trying to understand the budget, and if can be reduced to that, it would be much more understandable to the public. Mr. Pfannkuch said that, in the case of the Convention Center, he had asked to know how much the general levy would need to be raised in order to raise equivalent amounts. He believed that the figure should be less than 57 ½ cents. Secondly, Mr. Pfannkuch recommended that the City set aside $20,000 in the Special Revenue Account - Hotel/Motel Tax page - as a line item under the Ames Convention & Visitors Bureau (ACVB) for a Special Election, if necessary, to change the terms of the Agreement with ACVB. He noted his dismay that the ACVB would not be paying for the Special Election that will be held on March 4, 2014. Mr. Pfannkuch referenced the 2005 ballot language that gave 5% directly to the ACVB. He asked what oversight the City or Council provides to the ACVB. Mr. Pfannkuch also questioned if there were any other organizations who received money that freely (without strings attached). Mr. Pfannkuch expressed his desire that more oversight over the ACVB be provided by the City. According to Mr. Pfannkuch, he had asked the City Attorney’s Office if the ACVB Board meetings were subject to the Open Meetings Law; however, the City Attorney has not responded. Mr. Pfannkuch noted that the ACVB receives over $1,000,000/year. He believes that the ballot language should not have been phrased in that manner. Mr. Pfannkuch thinks that the money should have been given to the City Council to be given out to groups who promote conventions and visitors, rather than directly to a group who are apparently not part of the City. Any oversight over the ACVB by the City needs to be increased and more formalized. Lastly, Mr. Pfannkuch stated his opinion that the March 4 (convention center) Election is a debacle and the past Council should be ashamed that it approved it for a vote in this manner. SALARIES FOR COUNCIL APPOINTEES: Council Member Goodman stated that he and Council Member Chris Nelson had been appointed by the Mayor to conduct the evaluation process for City Council appointees Steve Schainker, City Manager; and Judy Parks, City 6 Attorney. Mr. Goodman reported that the evaluation team had requested feedback from the Mayor, other Council members, and the ex officio member on the performance of those two individuals. Moved by Goodman, seconded by Corrieri, that the Base Pay for City Manager Steve Schainker be increased by $3,767.17 for FY 2014/15 (a 2% increase) and the Base Pay for City Attorney Judy Parks be increased by $3,000 for FY 2014/15 (a 2% increase). Vote on Motion: 6-0. Motion declared carried unanimously. AMENDMENTS TO 2014/19 CAPITAL IMPROVEMENTS PLAN (CIP): Moved by Nelson, seconded by Corrieri, to add East Industrial Area Sewer Extension with funding in the amount of $2,000,000 from Sewer Utility revenue abated General Obligation Bonds with $30,000 from the Sewer Utility Fund in FY 2015/16. Vote on Motion: 4-2. Voting aye: Corrieri, Gartin, Nelson, Orazem. Voting nay: Betcher, Goodman. Motion declared carried. Moved by Betcher, seconded by Corrieri, to add the Campustown Facade Improvement Pilot Program with funding in the amount of $30,000 from Local Option Sales Tax in FY 2014/15. Vote on Motion: 5-0-1. Voting aye: Betcher, Corrieri, Gartin, Nelson, Orazem. Voting nay: None. Abstaining due to a possible conflict of interest: Goodman. Motion declared carried. APPROVAL OF 2014/19 CIP, AS AMENDED: Moved by Goodman, seconded by Nelson, to approve the Capital Improvements Plan for 2014/19, as amended. Vote on Motion: 6-0. Motion declared carried unanimously. AMENDMENTS TO FY 2013/14 BUDGET: Moved by Gartin, seconded by Corrieri, to add funding in the amount of $20,000 for the Campustown Facade Improvement Pilot Program from the Local Option Tax Fund. Vote on Motion: 5-0-1. Voting aye: Betcher, Corrieri, Gartin, Nelson, Orazem. Voting nay: None. Abstaining due to a possible conflict of interest: Goodman. Motion declared carried. Moved by Goodman, seconded by Orazem, to add a portion of the funding in the amount of $20,000 for the Ames 150 Steering Committee to allow early draw-down of its FY 2014/15 grant request (out of Local Option Sales Tax fund). Vote on Motion: 6-0. Motion declared carried unanimously. APPROVAL OF BUDGET FOR FY 2013/14, AS AMENDED: Moved by Goodman, seconded by Orazem, to approve the FY 2013/14 budget, as amended. Vote on Motion: 6-0. Motion declared carried unanimously. SET PUBLIC HEARING DATE ON BUDGET AMENDMENTS FOR FY 2013/14: Moved by Goodman, seconded by Corrieri, to set March 4, 2014, as the date of public hearing on the proposed budget amendments for FY 2012/13. Vote on Motion: 6-0. Motion declared carried unanimously. AMENDMENTS TO PROPOSED FY 2014/15 BUDGET: Moved by Orazem, seconded by Corrieri, to allocate $30,000 for the Campustown Facade Improvement Pilot Program, out of Local Option Tax Fund. Vote on Motion: 5-0-1. Voting aye: Betcher, Corrieri, Gartin, Nelson, Orazem. Voting nay: 7 None. Abstaining due to a possible conflict of interest: Goodman. Motion declared carried. Moved by Betcher, seconded by Orazem, to allocate $11,500 to the Ames 150 Steering Committee. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Orazem, seconded by Corrieri, to allocate funding to the Commission on The Arts (COTA) in the amount of $144,401, as recommended. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Goodman, seconded by Nelson, to allocate funding to ASSET in the amount of $1,139,227, as recommended. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Orazem, seconded by Corrieri, to allocate funding to the Public Art Commission (PAC) in the amount of $37,000. There was discussion about the possibility of using funds from the Neighborhood Improvement Program (NIP) Grant to purchase neighborhood art. Council Member Goodman clarified that the motion on the floor did not include any stipulations. Council Member Orazem stated that he was using the NIP as an example of neighborhood residents being asked to contribute 1in order to get City funds. Mayor Campbell reiterated her concern over the level of time and energy already necessary from the PAC volunteers. At the inquiry of Council Member Gartin, Assistant City Manager Kindred provided the history behind the Public Art Commission’s recommendation to lease art rather than to purchase art. Vote on Motion: 5-1. Voting aye: Corrieri, Gartin, Goodman, Nelson, Orazem. Voting nay: Betcher. Motion declared carried. Moved by Goodman, seconded by Corrieri, to allocate funding in the amount of $5,000 to the Ames International Partner Cities Association (AIPCA). Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Corrieri, seconded by Orazem, to allocate funding in the amount of $7,500 (sharing total cost of $15,000) to the Ames Economic Development Commission for one more year of Buxton analysis software to be paid out of the Hotel/Motel Tax Fund. Vote on Motion: 5-1. Voting aye: Betcher, Corrieri, Gartin, Nelson, Orazem. Voting nay: Goodman. Motion declared carried. Moved by Goodman, seconded by Betcher, to allocate $24,000 to the Ames Historical Society. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Orazem, seconded by Nelson, to allocate $25,000 to the Campustown Action Association. Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Orazem, seconded by Nelson, to allocate $1,000 for ISU Homecoming activities. Vote on Motion: 6-0. Motion declared carried unanimously. 8 Moved by Goodman, seconded by Orazem, to allocate $26,000 to the Hunziker Youth Sports Complex (HYSC). Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Orazem, seconded by Betcher, to approve a one-year funding allocation of $39,000 to Main Street Cultural District, with $32,000 as its annual allocation and $7,000 being allocated to expenses associated with the Ames 150 Celebration. Vote on Motion: 4-2. Voting aye: Betcher, Goodman, Nelson, Orazem. Voting nay: Corrieri, Gartin. Motion declared carried. Moved by Orazem, seconded by Goodman, to approve $8,000 for the VEISHEA Pancake Feed. It was clarified that no stipulations were being placed on that funding allocation at this time. Discussion of what students will be charged for the pancakes will need to occur some time in June 2014. Vote on Motion: 6-0. Motion declared carried unanimously. In relation to the request of Young Professionals of Ames for $7,000 for 4th of July Fireworks. City Manager Schainker provided the history of funding allocations for fireworks. He noted that the understanding was, after the Hotel/Motel Tax was increased to 7 cents, that the ACVB would take on community grant requests. Future annual 4th of July fireworks displays were to be financed out of the ACVB’s community grant program. Last year, the Ames Jaycees decided not to take on coordinating the 4th of July fireworks display anymore, and the YPA stepped up. It was at the last minute, and the YPA did not realize that they had to raise half the funds, which was the arrangement with the Jaycees. Last year, due to those circumstances, the Council approved a one-time allocation of $10,000 so the fireworks display could occur. The YPA, not knowing that history, only asked the ACVB for a portion of the cost for the fireworks and then asked the City for the remainder. Council Member Corrieri stated that she looked at the contract language and the fireworks display was specifically referenced as an item that the ACVB would be responsible for. Council Member Goodman noted that the details have changed, specifically, liability issues have increased the costs of fireworks dramatically in communities. He feels that there had been enough of a change that a conversation should be held again. Moved by Goodman, seconded by Nelson, to allocate $7,000 to the Young Professionals of Ames (YPA) for 4th of July 2014 fireworks with the addition of asking staff to connect with the YPA and ACVB to come up with a mutual agreement for the 2015/16 budget. Council Member Betcher asked if it were possible to budget $7,000 and have the discussions now to see if issues could be resolved during this budget year. City Manager Schainker advised that he was not advocating for the community to go without 4th of July fireworks. He noted that the Council would not have to budget it at this time; however, there would be money available in the Contingency Account if Council did decide to allocate some funding after a conversation is held with the ACVB. Vote on Motion: 2-4. Voting aye: Goodman, Nelson. Voting nay: Betcher, Corrieri, Gartin, 9 Orazem. Motion failed. APPROVAL OF PROPOSED BUDGET FOR FY 2014/15, AS AMENDED: Moved by Orazem seconded by Gartin, to approve the proposed 2014/15 Budget, as amended. Vote on Motion: 6-0. Motion declared carried unanimously. SET PUBLIC HEARING DATE ON PROPOSED BUDGET FOR FY 2014/15: Moved by Nelson, seconded by Betcher, to set March 4, 2014, as the date of public hearing on the proposed budget for FY 2014/15. Vote on Motion: 6-0. Motion declared carried unanimously. The meeting recessed at 8:00 p.m. and reconvened at 8:09 p.m. REGULAR MEETING OF THE AMES CITY COUNCIL Mayor Campbell announced that the Council would be working from an Amended Agenda. An item had been added under Human Resources to go into Closed Session to discuss collective bargaining strategy. CONSENT AGENDA: Council Member Nelson asked to pull Item No. 1, payment of claims, for separate consideration. Council Member Corrieri asked to pull Item No. 19, Final Plat for Baptist Acres Subdivision, for discussion. Moved by Goodman, seconded by Betcher, to approve the following items on the Consent Agenda: 1.Motion approving Minutes of Special Meetings of January 31, February 4, 5, and 6, 2014, and Regular Meeting of January 28, 2014 2. Motion approving Report of Contract Change Orders for January 16-31, 2014 3.Motion approving renewal of the following beer permits, wine permits, and liquor licenses: a. Class C Liquor & Outdoor Service - Cy’s Roost, 121 Welch Avenue b. Class C Liquor & Outdoor Service - Mickey’s Irish Pub, 109 Welch Avenue c. Class E Liquor, C Beer, and B Wine - Fareway Store #386, 619 Burnett Avenue d. Class E Liquor, C Beer, and B Wine - Fareway Store #093, 3619 Stange Road e. Class C Liquor - El Azteca, 2727 Stange Road f. Class B Liquor - Holiday Inn Ames, 2609 University Boulevard g. Class C Beer and B Wine - Gateway Expresse, 2400 University Boulevard h. Class C Liquor - The 5 & Dime, 115 5th Street 4.RESOLUTION NO. 14-069 accepting the 2013 Resource Recovery Annual Report 5.Motion approving submission of application for 2014/15 Governor’s Traffic Safety Bureau Grant, and if awarded, authorizing participation by Police Department 6. RESOLUTION NO. 14-070 setting March 4, 2014, as date of public hearing and notice of intent to issue Essential Corporate Purpose General Obligation Bonds in an amount not to exceed $10,750,000; $2,500,000 General Obligation Refunding Bonds, and associated tax levy for debt service 7. RESOLUTION NO. 14-071 setting date of public hearing for February 25, 2014, on vacating easement in Ringgenberg Subdivision, Fourth Addition 8. RESOLUTION NO. 14-072 approving preliminary plans and specifications for Fuel Oil Pipe Installation at Combustion Turbine Site; setting March 12, 2014, as bid due date and March 25, 2014, as date of public hearing 9. RESOLUTION NO. 14-073 waiving City’s Purchasing Policy requirement for formal bidding 10 procedures and awarding contract to Open Systems International, Inc., Medina, Minnesota, for the Power Plant SCADA Upgrade project in the amount of $213,722, with applicable sales taxes to be paid directly by the City 10. RESOLUTION NO. 14-074 approving contract and bond for 2013/14 CyRide Route Paving Improvements Program #1 11. RESOLUTION NO. 14-075 approving contract and bond for 2012/13 Traffic Signal Program (Lincoln Way and Hayward Avenue) 12. RESOLUTION NO. 14-076 approving contract and bond for Furnishing Control Panels for Haber Road Substation 13. RESOLUTION NO. 14-077 approving Change Order Nos. 1, 2, and 3 for 2010/11 Airport Improvements (West Apron Rehabilitation) 14. RESOLUTION NO. 14-078 accepting completion of 2013/14 Resource Recovery Process Area Sprinkler System Replacement (Phase I) 15. RESOLUTION NO. 14-079 accepting completion of South River Valley Softball Fencing and Lighting Project 16. RESOLUTION NO. 14-080 accepting completion of public utilities and erosion control required for Four Seasons Park Subdivision - Phases 2 and 4, and releasing security being held therefor 17. RESOLUTION NO. 14-081 approving Plat of Survey for 633-18th Street, 1916 Grand Avenue, and 1924 Grand Avenue Roll Call Vote: 6-0. Resolutions/Motions declared adopted/approved unanimously, signed by the Mayor, and hereby made a portion of the Minutes. PAYMENT OF CLAIMS: Moved by Goodman, seconded by Orazem, approving payment of claims. Vote on Motion: 5-0-1. Voting aye: Betcher, Corrieri, Gartin, Goodman, Orazem. Voting nay: None. Abstaining due to a conflict of interest: Nelson. Motion declared carried. FINAL PLAT FOR BAPTIST ACRES SUBDIVISION (3333 STANGE ROAD): Council Member Corrieri said she had pulled this item in order to get more information regarding the agreement for Public Improvements, and specifically, the recommendation of a sidewalk/shared trail deferral. Planning and Housing Director Kelly Diekmann explained that, typically, public improvements must be completed within two years. Sidewalk deferrals are periodically approved. Financial security in the form of cash or a Letter of Credit is provided to the City to guarantee the completion of public improvements. Council Member Gartin expressed his opinion that the delay in installing the shared-use trail would remain a major challenge for pedestrians and bicyclists on that portion of Stange Road. City Manager Schainker noted the past practice of the City Council. He said that, in staff’s discussions with the applicant, the past practice to defer the sidewalk installation was indicated. At the inquiries of Council Member Nelson, Mr. Diekmann noted that the south parcel of this property will be developed sooner than the Baptist Church and that a shared-use path would cost approximately half of what the expansion of Stange Road would cost. Moved by Goodman, seconded by Gartin, to request staff to include this issue and others as part of the discussion of requirements for the installation of short-term infrastructure (sidewalks, shared-use paths). 11 Vote on Motion: 6-0. Motion declared carried unanimously. Moved by Goodman, seconded by Orazem, to adopt RESOLUTION NO. 14-082 approving the Final Plat for Baptist Acres Subdivision (3333 Stange Road). Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. PUBLIC FORUM: Merlin Pfannkuch, 1424 Kellogg Avenue, Ames, spoke on the upcoming Referendum to be held on March 4, 2014, regarding improvements to and expansion of the Convention Center. He expressed his dismay in the erroneous information being provided by the ACVB staff. Mr. Pfannkuch added that he had checked with the County Auditor, and she had said that the Referendum had to move forward. Regardless of what the vote is, Mr. Pfannkuch hopes that the City will not issue the bonds. Susie Petra, 2011 Duff Avenue, Ames, also spoke on the March 4, 2014, Election pertaining to the convention center. Ms. Petra alleged that there is no demand for increased convention space in Ames. She referenced information that cities had been overbuilding convention centers for the past 20 years. According to Ms. Petra, the amount of square footage available for exhibition centers has increased by nearly 75% from 1990 to the present. She reported that the facts show that attendance at convention centers has plummeted. Ms. Petra believes that if investing in convention centers were such a good idea, private investors would be building them without taxpayer money. She stated her opinion that Ames taxpayers are being “hoodwinked” with inaccurate “rosy” rhetoric to subsidize construction of another center for which there is no measurable demand. Jerry Stark, 63184-206th Street, Nevada, acknowledged that he was a relatively new member to the Ames Convention and Visitors Bureau Board, and he has not seen any dishonesty on the part of the ACVB Board. There was never any intention to be dishonest. As soon as it was found out that figures about a new convention center were inaccurate, an immediate apology was made; there was no intent to deceive or be dishonest. Mr. Stark offered his opinion that the ACVB has been a fantastic organization for this community. It is a well-established entity that has brought thousands of people to Ames. Many groups would like to hold their events in Ames. Many have outgrown the space. In Mr. Stark’s opinion, it is a “win-win” for Ames and Iowa State. HEARING ON 1200 AMP SWITCHGEAR FOR VET MED FEEDER EXTENSION: Mayor Campbell opened the public hearing. There being no one who wished to speak, the hearing was closed. Moved by Betcher, seconded by Orazem, to adopt RESOLUTION NO. 14-083 approving final plans and specifications and awarding a contract to WESCO Distribution of Des Moines, Iowa, in the amount of $17,334 (inclusive of sales tax). Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. HEARING ON WATER TREATMENT PLANT TREE REMOVAL PROJECT: The public hearing was opened by the Mayor. She closed the hearing after no one came forward to speak. Moved by Orazem, seconded by Nelson, to adopt RESOLUTION NO. 14-084 approving final 12 plans and specifications and awarding a contract to Aspen Land Clearing of Dows, Iowa, in the amount of $54,910. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. 2014 URBAN REVITALIZATION TAX ABATEMENT REQUESTS: Moved by Goodman, seconded by Orazem, to adopt RESOLUTION NO. 14-085 approving the following requests for tax exemption: 313 - 5th Street, 123 Main Street, and 2035 Sunset. Mr. Goodman clarified that by that motion the request of 2650 Lincoln Way would be denied because it did not meet the criteria. Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby made a portion of these Minutes. REVIEW OF PLANNING AND HOUSING DEPARTMENT WORK PLAN: Assistant City Manager Kindred recalled that, during the Council’s budget hearings held on February 6, staff presented a spreadsheet showing the referrals made by the City Council that had been assigned to the Planning and Housing Department. It was pointed out that the City Council faces a key decision regarding the time frame within which staff can accomplish the 26 tasks. Mr. Kindred stated that staff will be unable to accomplish all 26 within the next two years, as per the Council’s goal. In addition, there will be additional referrals to Planning staff made by the Council over the upcoming months. Mr. Kindred added that it was not staff’s intention to prioritize any of the past referrals at this meeting. Mr. Kindred advised that the first question the Council needed to answer was whether or not the it was satisfied with the extended time frame needed to accomplish the tasks. If so, no additional action would be needed, and staff would continue to address the items in the priority order to be later established. However, if the Council desires to accomplish the priority referrals within the next two years, additional resources would be needed. Additional resources could mean hiring a part-time Planner, hiring a full-time Planner, or hiring a consultant. The Council was told that if Council elected to hire a part-time Planner, it would be dependent on staff’s ability to identify an experienced Planner who would work on a part-time basis. Funding could come from $47,000 already included in the 2013/14 Adjusted Budget for Outside Contractual Services as well as $10,000 currently budgeted for a Planning Intern. If such an individual could be hired, additional funding during 2014/15 could be taken from the $200,000 included in the 2013/14 Adjusted Budget for contractual assistance with the Land Use Policy Plan (LUPP) update. If Council chose to hire an additional full-time Planner, it would require an estimated $84,773, which could be reduced by the $10,000 budgeted for an intern. This option would equate to a 3- to 4-cent increase in the 2014/15 General Property Tax Levy. If Council directed that staff contract with a consulting firm to assist, the annual funding could range between $50,000 and more than $100,000 depending on the firm’s capabilities and the urgency of the Council’s goals. This option would be at a higher cost, and staff time would have to be redirected to bring the firm up to speed on each referral and then guide and direct the firm’s work. Planning and Housing Director Diekmann brought the Council’s attention to the explanation of each of the 26 Long-Term Planning projects currently assigned. City Manager Schainker said that he was not recommending that a full-time Planner be hired at 13 this time. He explained that this could be a “blip” in the workload, which could change after the updated LUPP has been approved, and he would not want to lay off that person when the workload decreases. Preferably, a contract for a part-time Planner could be entered into. Initial funding could come from $57,000 already included in the 2013/14 Adjusted Budget, and additional funding would be taken, as needed, from the $200,000 currently allocated to begin the LUPP update. Moved by Goodman, seconded by Orazem, to direct staff to contract on a temporary basis with a planning professional to help accomplish Council’s goals and referrals over the next two years. Vote on Motion: 6-0. Motion declared carried unanimously. City Manager Schainker told the Council that it is important for the Council members to become very familiar with the list of 26 projects. He advised that, when another referral is made to staff, the Council will be asked where, in that list of 26, the new referral fits in. Council Member Goodman requested that an updated list of referrals to the Planning and Housing Department be included in each Council meeting packet. Council Member Goodman cited his desire to move up the “LUPP 101" work session. Mr. Kindred noted that the workshops already scheduled were time-sensitive, so May was the first date available for the LUPP work session. Mr. Goodman would also like to see the Zoning Code evaluation to improve housing stock affordability moved up. Council Member Betcher concurred. Director Diekmann advised that, realistically, that discussion would occur in July. City Manager Schainker advised that he would be handling the referral on possible revision to the Economic Development Policy. Mr. Goodman said he would like to have that done as soon as practical. Regarding the referral to develop neighborhood engagement process to proactively address community issues, Assistant City Manager Kindred asked for the Council’s direction specifically pertaining to the referral of the Greek House parking requirements. Director Diekmann said that staff members were planning to use their traditional approach; that was the reason for placing 20 hours of staff time needed behind that referral. He advised that it is not a clear-cut issue, and there would be multiple options as well as multiple interested parties. Mr. Diekmann defined “traditional approach” as staff performing research and then coming back to Council and presenting options to get direction on how staff should proceed. He told the Council that it might what to flip that process and have staff do research, go out to the community with a range of options to get input, and then bring that information to the City Council. It was pointed out that if staff were to come to Council for options, it would proceed straight to a text amendment with no outreach prior to that point. In that way, the Council members would narrow down the options that would be acceptable to them before staff takes those to the public. Discussion ensued as to the public engagement process to be used. Director Diekmann advised that, in this case, staff would prefer to generate viable options, not just go out for public comment. Council Member Gartin said the main thing is that the City is engaging with the public. Council Member Betcher offered that it might be possible for the public to suggest an option that staff had not thought of before that discussion. Council Member Gartin cited his preference to “lean on the staff to think” through the universe of options and find a subset of those that are viable. He feels that is respectful not only of the staff’s time, but also of the community’s time so that they are engaging only with viable options. City Manager Schainker clarified what he thought he had heard the Council saying: start with the 14 public with viable options, then come to the Council with the options plus the feedback received from the public. The Council would see the options for the first time after they had been presented to the public. Discussion ensued about how the Council defined “engagement process” and to whether or not it was issue-based. It was concurred that it was more about issues. Council Member Goodman offered his opinion that staff should always come to Council with the viable options on the issue to receive direction as to what it wants and then seek public input. He doesn’t want to go out back and forth to the public and to Council when some of the options might not even be viable. City Manager noted that what Council Member Goodman was saying was opposite of what he thought had been earlier preferred by the Council. Council Member Betcher again said she would rather see staff take the issue to the public, get input from those most connected to the issue, and then bring that information to the City Council. Council Member Gartin reiterated his opinion that what was most important was that the City would be engaging with the public; there is no right or wrong answer. He stated his preference for what Council Member Goodman was suggesting - City Council has initial conversation with the staff before taking it out to the public. Ex officio Member Alexandria Harvey requested that a memo be sent to the Greek Community explaining that the parking issue was going to be brought before the Council. Council Member Goodman pointed out that the Council had not given definite direction on the engagement process, so it should just be left to be a decision of the staff. ORDINANCE EXEMPTING FRATERNITIES AND SORORITIES FROM RENTAL HOUSING CODE: Moved by Goodman, seconded by Corrieri, to pass on second reading an ordinance exempting fraternities and sororities from the Rental Housing Code. Roll Call Vote: 6-0. Motion declared carried unanimously. ORDINANCE ELIMINATING AMES MUNICIPAL CODE SECTIONS 13.403(1.c) AND 13.802(5) OF RENTAL HOUSING CODE (FIRE ALARM SYSTEM RETROFITTING): Moved by Betcher, seconded by Orazem, to pass on second reading an ordinance eliminating Ames Municipal Code Sections 13.403(1.c) and 13.802(5) of Rental Housing Code (Fire Alarm System Retrofitting). Roll Call Vote: 6-0. Motion declared carried unanimously. COUNCIL COMMENTS: Moved by Goodman, seconded by Corrieri, to refer to staff the letter from FOX Engineering dated January 24, 2014, requesting to purchase soil from the Airport on behalf of Brian Hoyle to be used on his property at 1204 S. 4th Street (Riverside Manor). Vote on Motion: 6-0. Motion declared carried unanimously. HUMAN RESOURCES: Moved by Orazem, seconded by Goodman, to hold a Closed Session as provided by Section 20.17(3), Code of Iowa, to discuss collective bargaining strategy. Roll Call Vote: 6-0. Motion declared carried unanimously. Council Member Corrieri left the meeting at 9:31 p.m. 15 The Regular Meeting reconvened at 9:50 p.m. ADJOURNMENT: Moved by Orazem to adjourn the meeting at 9:51 p.m. _________________________________ ____________________________________ Diane Voss, City Clerk Ann H. Campbell, Mayor