HomeMy WebLinkAbout~Master - Special Meeting of the Ames City Council 02/07/2012MINUTES OF THE SPECIAL MEETING OF
THE AMES CITY COUNCIL
AMES, IOWA FEBRUARY 7, 2012
The Ames City Council met in special session at 5:18 p.m. on February 7, 2012, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor Campbell presiding and the
following Council members present: Davis, Goodman, Larson, Orazem, Szopinski, and Wacha. Ex
officio Member Finseth was also present.
FY 2012/13 BUDGET PROPOSALS: Moved by Wacha, seconded by Davis, to approve the
proposed FY 2012/13 budget. (Vote will be taken on March 6, 2012.)
Library. Director Art Weeks presented the proposed budget for Library Operations, including
Administration, Outreach, Collection Development, Youth Services, Information Services,
Circulation, Network Services, and Grants and Gifts. Seventy-five percent (75%) of the
Operating budget is allocated to Personal Services; 12%, Contractual; 11%, Collection, and 2%,
Commodities. Increased participation in health benefit plan and increased contributions to
IPERS increased the Personal Services line item. According to Director Weeks, the highlight
of the Library budget is the $18 million bond referendum, which was approved by 76% of the
voters. Mr. Weeks pointed out the many partnerships to which the Library is a participant and
the value of those partnerships, not only to the budget, but to the community. Pertaining to the
partnership with Iowa Workforce Development, Mayor Campbell inquired if the State
reimburses the Library for staff time or materials. Mr. Weeks replied that no funding is
received from the State for that program. Council Member Larson asked to know the amount
of Library staff time needed to assist those searching for jobs. Mr. Weeks advised that he did
not have that information available. He noted that the State did provide equipment to facilitate
the program. Special Programs offered by the Library were highlighted by Director Weeks.
Relative to innovation, Mr. Weeks advised that the Library’s E-Book collection has been
expanded. In addition, the Library is beginning to implement Radio Frequency Identification
and has improved the bandwidth of its T1 and DSL lines. It was pointed out by Mr. Weeks that
only Iowa City out-circulates the Ames Public Library. It is anticipated, however, that usage
of the Library will be slightly lower in 2012/13 due to the renovation project. The Library will
close its present location for several months during the construction phase. It will relocate at
an alternate site or sites depending on the size of the building they temporarily move into, but
the location(s) might not be centrally located.
Director Weeks told the Council that the City of Gilbert elected not to renew its contract at
$55,000/year for service from the Ames Public Library. Gilbert then entered into a contract
with Story City for a lesser fee. According to Mr. Weeks, Gilbert did not contact Ames or offer
to negotiate the terms of the contract prior to signing with Story City. Council Member Larson
pointed out that Gilbert residents are still using the Ames Library, and asked if it would be
prudent for Ames to start charging to library cards. He expressed his concern about Ames
residents paying property taxes for Library services, yet people outside the City are using the
services for free. That is further exacerbated by the fact that Ames property taxes will be
increasing to pay for the Library bond issue. Director Weeks explained that the Library is
compensated somewhat through “Open Access” funding for circulation of items by residents
of other communities that are not under contract with the Ames Library.
The Mayor compared services offered by the City’s Parks and Recreation Department to those
offered by the Public Library. Non-residents pay a higher fee to participate in Parks and
Recreation Department activities. Non-residents do not pay property taxes, which supplement
the Parks and Recreation Department budget. Council Member Szopinski expressed her
opinion that the Library provides an educational service. It was then noted by Council
Member Orazem that there is limited access to resources at Iowa State University’s Parks
Library. Non-students and/or faculty pay a fee for those resources.
Council Member Goodman related that he had heard from residents of Gilbert who had
expressed disappointment on the decreased level of service being provided by the Story City
Library, specifically, there is no Bookmobile. Mr. Goodman suggested that Mr. Weeks discuss
the situation again with Gilbert. Mr. Weeks advised that Gilbert had signed a three-year
contract with Story City. He advised that circulation levels could be tracked.
Water. John Dunn, Water and Pollution Control Director, gave highlights of the budget of the
Administration, Production, Treatment, Plant Maintenance, Plant Operation, Laboratory, and
Water Metering/Cross-Connection Control. The 2012/13 Budget reflects an overall .6% change
from the 2011/12 Adopted.
Water Administration budget is down 2.5%. The Smart Water Conservation Program will be
ongoing to promote the role and importance of conserving drinking water to the community.
Water Production will also reflect a -2.2% change from the 2011/12 Adopted. The first five-
year cycle of the Well Rehabilitation Program will conclude in FY 2011/12, and a new cycle
will be rebid in FY 12/13 at an estimated cost of $110,000. There will be a 0.7% increase to the
Water Treatment budget. For the first time in 12 years, a new operator was hired; that, in effect,
reduced Personal Services expenses in the FY 2011/12 Adjusted. There will be an increase of
2.6% in the Water Laboratory budget. It was pointed out that Laboratory Services Division
personnel and expenses are shared between Water and WPC programs. Highlights of the Water
Pumping budget, which will increase by 10.4%, were given. A new federal rule changes the
way sample locations for certain contaminants are selected. It requires utilities to identify
locations at the average residence time and maximum residence time in the distribution system.
To appropriately identify the sample locations, a Water Age Analysis Study is included in the
current year’s contractual expenses. Water Metering/Cross Connection Control reflects a .7%
change from the 2011/12 Adopted. Mr. Dunn explained a survey left with customers following
City staff replacing existing water meters. During the previous fiscal year, 99.8% of those
surveys reported a “good” or “excellent” experience.
The proposed 2012/13 Budget for WPC Operations, including Administration, Plant
Maintenance and Operation, and Laboratory, reflects a 3.5% change from the 2011/12 Adopted
Budget. Larger maintenance projects are budgeted in the Capital Improvements Plan, but the
staff time to administer the work is included in the Operating Budget. Mr. Dunn told the Mayor
and Council that, for the 21st consecutive year, the City’s Water Pollution Control Facility
achieved 100% compliance with its NPDES Discharge Permit during calendar year 2010. He
noted that only two facilities in the entire United States have longer compliance streaks. Mr.
Dunn commended the staff members for that remarkable compliance record.
Public Works. The Council heard an overview of the major work activities for the Public
Safety Program, which included Traffic Control (Traffic Maintenance and Traffic Engineering),
presented by Public Works Director John Joiner. Replacing incandescent bulb signal indicators
with LED lamps has resulted in nearly $43,000 annually in electricity savings. Savings in
materials cost will also be realized as the lamps will need to be replaced much less frequently.
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Budget highlights of the Utilities Program, which included Resource Recovery, Water
Distribution Maintenance, Storm Sewer Maintenance, and Sanitary Sewer Maintenance, were
given. The Resource Recover Plant was recognized by the American Society of Mechanical
Engineers for achievement in environmental and safety performance. It received the 2011
Facility of the Year Award, which was presented to the City of Ames at the Annual North
American Waste-to-Energy Conference in Lancaster, Pennsylvania, in May 2011.
At the Council’s previous request, Mr. Joiner advised that staff had estimated the cost to replace
the Pedestrian Bridge over Squaw Creek at $400,000. Eighty-five Thousand Dollars ($85,000)
would be for removal of the existing bridge. The new structure is estimated to cost between
$180,000 and $200,000. When the Grand Avenue Extension goes forward, the bridge would
be capable of being unbolted and reused at another site, possibly on the Skunk River Trail.
Also responding to a previous Council referral, Mr. Joiner advised that it would cost $8,700 to
install a railing on the 6th Street bridge over Squaw Creek. City Manager Schainker informed
the Council that if it wished to move forward with that project, an amendment to the 2011/12
Budget would be necessary and could be made at the Budget Wrap-Up meeting on February
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Reports were summarized for Street Surface Maintenance, Street Cleaning, Snow and Ice
Control; and Right-of-Way Maintenance. There have been 11 snow events accounting for ten
inches of snow and two inches of rain. Mr. Joiner provided statistics on snow events from 1987
to the present. Mr. Joiner told the Council that the City was recently selected as one of three
pilot cities for inclusion in an Iowa Department of Natural Resources (IDNR) grant application
with the United States Forest Service. That grant would allow the City an opportunity to work
with an urban forester on public education to build a network of volunteers to develop effective
maintenance plans to ensure the health of trees and develop ordinances to protect and enhance
the “urban forest.” Two urban forestry interns will be hired to complete an inventory of all trees
in the rights-of-way. Mr. Joiner believes that the inventory will be of great value for future
planning, even if in the grant is not awarded to the Iowa DNR.
In reference to another previous referral to staff, Mr. Joiner showed where garbage cans are
currently located in Campustown and where additional cans, requested by the Campustown
Action Association (CAA), would be located. Council Member Goodman, who is a member
of the CAA, told the Council about the usage patterns of the existing cans. Director Joiner
advised that Capital costs would equate to $850/can and ongoing operating costs would total
$17.32/can/month. Council Member Larson would like to know what type of partnership the
City would have with the CAA and with business owners prior to authorizing additional trash
cans. He also asked to know the location of dumpsters behind businesses as he does not believe
it is the City’s responsibility to clean up after commercial enterprises. Noting that if the number
of additional trash cans being requested by the CAA is approved, it would mean a total of 40
trash cans for the City to maintain in Campustown. Director Joiner explained that the City
contracts-out for emptying the trash cans. Mr. Larson stated that he preferred not to purchase
18 new trash cans all at once. Council Member Davis suggested that the City enter into a
discussion with the CAA about long-term weekly maintenance.
Under Parking Operation and Maintenance, Mr. Joiner noted a pilot project where “Smart
Cards” will be installed so that users may buy a prepaid card for parking time. Success of the
pilot project may lead to changeover of the entire system over a ten-year period.
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Lastly, Mr. Joiner reviewed the budget details for the Airport and Cemetery. Pertaining to the
Airport, he pointed out that the Fixed Base Operator contract with Hap’s Air Service is due to
expire on June 30, 2012, and a Request for Proposal will be initiated. Council Member Larson
asked if the new fencing being required at the Airport to comply with additional Federal
Aviation Administration (FAA) security measures would require approval of a new Master
Plan. Mr. Joiner stated that the City is due for an Master Plan update in the near future; the
requirements will be rolled into that project. Mr. Larson requested to be informed as soon as
possible about the scope of the construction of the terminal building, which will be funded in
part by the FAA. City Manager Schainker noted that the City delayed construction of a new
terminal building for a year to allow more public input to be provided. It was pointed out that
there is a possibility of losing federal funds if the project is delayed.
Relating to improvements to the fence in front of Walgreen’s, which was formerly referred to
staff, Director Joiner reported that the fence is the responsibility of the City. A staff report
pertaining to options for replacement of that fence will be provided to the Council in the near
future.
Pertaining to the Cemetery, staff will be working on the implementation of a Focus Group to
provide input and recommendations on how the cemetery can be a better experience for
visitors. The budget includes $7,500 in FY 2011/12 to allow for implementation of the
recommendations from the Focus Group.
Lastly, Mr. Joiner reviewed the budgets for Public Works Administration, Engineering, and
Public Buildings. The Engineering Division will focus on the Storm Sewer System. Inspections
of construction sites for compliance with permits for erosion and sediment controls will occur.
The meeting recessed at 6:54 p.m. and reconvened at 7:05 p.m.
Finance. Finance Director Duane Pitcher presented the budgets for Storm Disaster Activity and
Economic Development. Pertaining to Storm Disaster Activity, five projects remain
incomplete, under appeal to FEMA, or include a request for an alternative project. City
personnel costs associated with Economic Development have shifted from the Hotel/Motel
Fund to the General Fund. Council Member Goodman questioned the shift, stating that time
spent on economic development initiatives by the City Manager and Finance Director should
be charged to the Hotel/Motel Fund. Mr. Schainker pointed out that the City’s share of the
Economic Development Coordinator (Seana Perkins) equates to $60,000; that was the reason
for increasing the allocation to the Ames Economic Development Commission from $90,000
to $150,000. Calculations demonstrating that retaining City personnel costs as well as the other
expenses in the Hotel/Motel Tax would quickly deplete the Fund, as expenses would exceed
revenues. Council Member Larson noted that to keep the amenities in the community,
economic growth is necessary. Economic Development funds are used to stimulate that
economic growth.
Mr. Pitcher gave an update on various companies that had received economic development
funding from the City. He advised that one of the companies that had received City funding,
i.e., BioForce Nanosciences, filed for bankruptcy. Any claims that will be made by the City
will go through the bankruptcy proceedings. The City stands to be out approximately $32,000.
Highlights of the budgets for Finance Administration, Accounting and Reporting, Information
Technology and WiFi Services, and Communication were given by Director Pitcher. He also
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reviewed budgets for Purchasing Services, Customer Service, and Parking Violation Collection.
According to Mr. Pitcher, delinquency statistics are showing an upward trend in the number of
customers who are having difficulty paying their utility bills. It was noted under Parking
Violation Collection that expenses are indicating a need to increase the fines.
Lastly, Mr. Pitcher highlighted the City Council Contingency, which allows the Council to be
able to respond to needs that were not foreseen at the time of budget preparation. City Manager
Schainker noted that for FY 2012/13, the amount remains at $50,000, however, the Adjusted
budget annually is increased to $100,000. Additionally, $56,488 in carryover projects is shown
in the 2011/12 amount. Mr. Pitcher explained past projects that had been covered through City
Council Contingency. Council Member Davis asked at what point projects would be closed out,
e.g., AMOS. City Manager Schainker indicated that amount ($15,905) that was allocated for
educational costs related to global warming and pollution reduction could be put back into the
General Fund. He advised that if that is the desire of the Council, an amendment to the FY
2011/12 Budget could be made at Budget Wrap-Up.
Projects formerly funded by City Council Special Allocations were listed by Mr. Pitcher. The
Council was reminded about the City’s new grant process used to determine funding requests
from outside groups. Discussion ensued about moving the funding for FACES from
Hotel/Motel shown in the City Council’s budget to the City Council Special Allocations
program. Mr. Schainker indicated that an amendment could be made to do that at Budget Wrap-
Up.
Finance Director Pitcher lastly explained the merit pool, which is used to reward employees for
good performance. City Manager Schainker noted that City employees do not receive step
increases, and other than those governed by Union contracts, City employees are not guaranteed
any increases.
ADJOURNMENT: The meeting adjourned at 7:50 p.m.
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MINUTES OF THE SPECIAL MEETING
OF THE AMES CITY COUNCIL
AMES, IOWA FEBRUARY 8, 2012
The Ames City Council met in special session at 5:15 p.m. on February 8, 2012, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor Campbell presiding and the
following Council members present: Davis, Goodman, Larson, Orazem, Szopinski, and Wacha. Ex
officio Member Finseth was also present.
FY 2012/13 BUDGET PROPOSALS: The Council heard and discussed highlights of the
Community Enrichment, Public Safety, and Utilities Programs.
Parks & Recreation. Director Nancy Carroll advised that the Parks and Recreation
Commission had approved the fees and charges for 2012/13 to support the Operating Budget.
Staff worked hard to “hold the line” on expenses. Fees were increased where there was a direct
program change. Many times the participants in that program had requested the change.
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Ms. Carroll advised that, although the Recreation budget includes almost $2 million in
expenses, $1.2 million is generated through fees and charges. The tax subsidy for that program
is approximately $660,000. The Parks Division generates revenue only through shelter
reservations; 94% of that program budget is subsidized. Homewood Golf Course and Ames/ISU
Ice Arena are both enterprise funds; no operational tax subsidy is used. The exception is for
the capital improvements at both of those facilities.
The importance of volunteers to the Parks and Recreation Department was emphasized by Ms.
Carroll. They have over 2,000 annual volunteers. Permanent staff in the Department totals
19.5; however, there are also over 400 seasonal workers.
Summarizing activities that occurred in 2010/11, Ms. Carroll advised that there were12,000
program registrations in 141 programs; participants came from 8,700 Ames households. On-
line registrations account for 30% of all registrations.
Highlights of the Instruction and Athletic Programs were given. The City partners with the
Ames Racquet and Fitness Club to provide Parks and Recreation tennis lessons. Three out of
40 instructional programs have seen a decline in participation: youth basketball, soccer, and
flag football, basically due to club teams. Registrations for instructional programs equated to
2,670. There were over 4,200 participants in adult athletic programs. Ms. Carroll gave statistics
showing the program growth for adult sport leagues.
Council Member Goodman asked if there would be any way that the City could not staff the
Brookside wading pool. Ms. Carroll said that staff will determine if there are any state
requirements for staff to be present when the wading pool was in operation. It was also noted
that this will be the last summer for the Municipal Pool Wading Pool. It will close and be
demolished in Fall 2012 due to age, mechanical issues, and lack of usage.
Ms. Carroll reported that attendance totaled 103,000 in Summer 2010 and 100,298 in Summer
2011 at the Furman Aquatic Center. It is anticipated to show a net gain in FY 2012/13 of
$75,000. The facility receives no direct operating subsidy.
Activities for the Community Center/Auditorium/Bandshell and the Wellness Program were
described. There were 115,000 visits to the Community Center Gymnasium; 81,000 programs
were offered. The Auditorium hosts an average of 56 events per year. Bandshell averages over
800 people at each Municipal Band concert. There were over 2,400 participants in 60 fitness
classes/week Ms. Carroll reported that the Wellmark 3-Point-Play Program totaled $16,560 as
of February 1, 2012, and per Council direction, that money will be used to purchase fitness
equipment. It was also pointed out that over 325 people/week participate in Zumba classes.
Over 55 people participate weekly in the “Silver Sneakers” fitness classes for older adults.
Humana reimburses the City for participate fees. Another private/public partnership, fitness
and aqua classes will be offered to Green Hills residents. In exchange for City staff instructors,
classes will be open to the public; it is anticipated to break even operationally.
Pertaining to Homewood Golf Course, fees will not increase for the 2012 season. It was noted
that the cell tower revenue equates to $26,800 and motorized carts bring in $19,000. It is the
City’s goal to maintain a fund balance of 27% of operational expenses. There are approximately
19,000 rounds of golf played at Homewood last year. Two tee renovations occurred in 2011.
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Regarding the Ice Arena, Director Carroll reported the policy is to also maintain a fund balance
of 15% of operational expenses. No rental fee increases are being recommended; however, the
fund balance will be drawn down. Ms. Carroll reported on the long-term users’ ice rental
revenues per year.
The Park System budget was reviewed. There are 37 parks and woodland/open spaces totaling
over 1,200 acres; however, only 337 acres are mowed. Fifty (50) to 60 trees are planted each
year. Ms. Carroll acknowledged Holub Greenhouse and Garden Center’s annual donation of
$8,000 in flowers for the “Adopt a Flower Garden” program.
Ms. Carroll recalled that the City’s mosquito control program moved from Inspections Division
to Parks Activities. Methods of control include fogging and the use of larvicide.
Electric. Donald Kom, Director of Electric Services, highlighted the operations budgets for
each division (Administration, Production, Fuel Purchases, Distribution, Technical Services,
and Engineering). The total expenditures for all divisions of the Electric Services Department
equate to $50,813,853, which is an increase of 3.0% from the FY 2011/12 Adopted. No rate
increase is planned for FY 2012/13. Rate restructuring will occur, but not generate any
additional revenue.
Director Kom reported that the Administration budget is up13.9% from the 2011/12 Adopted
Budget. That is due to an increase in insurance premiums, even though no claims have been
filed. There was also a sharp increase due to Mid-Continent Area Power Pool (MAPP) charges
($80,000).
According to Mr. Kom, overall, Ames’ rates are 3% lower than neighboring utilities.
Residential rates are 17% lower and commercial rates are 1% lower. Industrial rates are 38%
higher. Mr. Kom pointed out that what it costs Ames to serve the industrial customers is what
they are paying. It was also noted that MidAmerican Energy is planning a rate increase.
Council Member Larson advised that the industrial rates are a concern to the Ames Economic
Development Commission. At some point in time, Mr. Larson said he would like a workshop
to get an idea for what the impact would be if Ames lost a major industrial customer. Council
Member said he would like to know if installing infrastructure that another electricity provider
might have could eventually reduce rates. City Manager Schainker cautioned about lowing the
rates for one class as it then puts additional burden on the other classes.
“Smart Energy” programs were specifically highlighted. The budget is currently$1,000,000;
$556,857 has been paid out to date, which is 56% of the budget. The City is considering adding
solar to the rebate program. The installation of 418 Prime Time Power switches has resulted
in a reduction in demand of 3.3 MW. There were 1,066 participants in 2011/12 in the City’s
Smart Energy programs, saving 1,139,426 kWh.
Electric Production’s total expenditures equate to $10,442,787, which is an increase of 0.9%
over the FY 2011/12 Adopted. A new peak demand was reached on July 19, 2011, at 128.6
MW. Director Kom noted that several projects were delayed and now rolled into the 2012/13
Budget; those equated to $1.1 million.
The budget for Fuel and Purchased Power will increase 3.7% to $32,702,186. It is the largest
component of the Electric Services budget. The major items include coal, market energy
purchases, wind, fuel oil, transmission service, and refuse-derived-fuel payments. At the inquiry
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of Mayor Campbell, Mr. Kom explained that the City purchases 30 MW of wind power; wind
energy is currently the most expensive source. Coal quantity is down, but the price is higher.
Council Member Wacha recalled that the City Council had directed staff to work on coal
storage alternatives, and asked for an update on any progress. Responding, Assistant Director
Brian Trower stated that he had received a phone call from a representative of a possible coal
storage facility. In summary, there is a lot of uncertainty throughout the United States regarding
coal usage due to anticipated regulations that might be imposed by the EPA. Due to that
uncertainty, there is hesitancy to build such a facility.
Electric Distribution Operations and Maintenance will see an increase of 0.6% from FY
2011/12. The main expense will be the tree trimming contract.
Electric Distribution Extension/Improvements will increase 6.5%. While fewer single-family
homes were constructed compared to past years, work on apartments and commercial projects
increased in 2011.
There will be an increase of 1.5% for Electric Technical Services over FY 2011/12. There will
be an increase in transformers, tap changer repairs will be done at the Top-O-Hollow and
Stange substations, there will be an upgrade in the Downtown Network, and there will be
electric relocation at the North Grand Mall in anticipation of its expansion. The Mary Greeley
Medical Center expansion project was also explained by Director Kom.
There will be a decrease of 12.8% for Electric Engineering. The FY 2011/12 Adopted included
$25,000 to contract transmission relay testing. The amount was removed since work is now
done.
Police Department. Details were given, by Police Chief Chuck Cychosz, of the budget for the
Public Safety Program, which included Administration and Records, Crime Prevention and
Police Services, General Investigation, Emergency Communications, and Forfeiture/Grants. It
was noted that Animal Control and Parking Enforcement also falls under the Police
Department. The budget for overall operations is up 5.1%.
Under Administration and Records, the main project in 2012/13 will be the remodeling of the
Emergency Operations Center. Chief Cychosz recalled that, in 2010, the Police Department had
received a $600,000 grant from the Department of Homeland Security for that improvement
as well as renovations of other areas of the Police Department and the City Hall basement.
Other highlights included the Department’s partnership with Story County and Iowa State
University, which has resulted in entering into a contract for a new information management
system (OSSI). According to Chief Cychosz, the Records Division has faced the additional
challenge of implementing the Iowa court system’s new Electronic Document Management
System. The project was designed to move the courts to a nearly paperless system for court
filings. It has resulted in an unfunded mandate for the City of Ames, costing the Department
both time and resources with little benefit. It has not resulted in any less paper being produced.
Council Member Orazem left the meeting at 6:42 p.m.
Chief Cychosz gave highlights of the Crime-Free Housing program under Crime Prevention
and Police Services. Approximately 80 apartment owners/property managers have expressed
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an interest in the program. The simpler, less-expensive improvements are being done; however,
the larger-expense items, such as improved lighting, seem to dissuade owners/property
managers from fully participating. According to Chief Cychosz, the Police Department has
started to see the benefits from lower call volumes in the areas where the owners have made
the investment. A joint component, the Safe Neighborhoods Team, is now fully functioning
with success. The Team has fostered stronger working relationships with residents,
neighborhood organizations, and students. Chief Cychosz showed a chart evidencing the
decrease in Noise Permits and Disorderly Conduct calls even in light of the increase in high-
density housing. Another highlight under Police Services was that automated external
defibrillators had been deployed in three area cars. It is planned to have them in all ten patrol
cars before June 30, 2012.
Special initiatives being conducted by the General Investigations Division were listed.
According to Chief Cychosz, technology has had a profound effect on this Division; incidents
increase annually. General Investigations also includes the School Resource Officer, Juvenile
Investigations, and Fraud. The Chief noted that the School Resource Officer does not just have
a presence in the schools, but also in the community.
Chief Cychosz reported that the Police Department has seen a 67% increase in mental health-
related service calls in 2011. During the past year, 561 mental health related incidents resulted
in Mental Health Task Force notifications. The FY 2012/13 Budget includes a part-time
position as the most-cost-effective way of addressing that workload increase. The position will
provide support services to officers by compiling information and data on mental-health-related
calls for service and provide analysis of the data. Council Member Larson asked if the
Department tracks the calls for mental health-related service. He specifically wanted to know
if there are repeat calls for the same individual. Chief Cychosz said he would check to see if
that information is available.
Under Emergency Communications, Chief Cychosz reported that the Communications Center
began, on February 23, 2011, handling Emergency Medical Dispatching. The dispatchers field
and average of 220 medical calls/month. The Emergency Communications Center continued
its formal working relationship with Iowa State University and Story County, which has
allowed for more effective emergency and citizen support responses.
Highlights of Forfeiture/Grants and Parking Law Enforcement were given. Under parking,
expenses exceed the revenue received if the ticket is paid. Chief Cychosz noted that he had
presented a report on this to the Council recently. Whether to raise the fines will be a decision
of the City Council.
Chief Cychosz reported that the service levels continue to increase at the Animal Shelter. Chief
Cychosz recalled that the Council had adopted an ordinance to deal with dangerous domestic
animals. Staff continues to encounter dangerous dogs, which pose extra challenges. Hearings
concerning dangerous animals are held annually. In terms of sheltering, Animal Control is
currently at an 89% rate for animal reclamation and adoption. It was noted that staff has
enhanced its public interaction through Facebook and Twitter. Chief Cychosz explained the
energy savings program that has been undertaken to improve the Shelter environment for
animals and staff.
The meeting recessed at 7:34 p.m. and reconvened at 7:43 p.m.
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Fire Department. The Fire Safety Activities portion of the Public Safety program was
presented by Chief Clint Petersen. This included budgets for Administration and Support,
Suppression and Emergency Action, Prevention and Safety Education, and Building Safety.
Overall, the Department will see a 3.4% increase.
Chief Petersen emphasized the benefits of partnerships to the Fire Department. Specifically
noted was the partnership with Iowa State University, both financially and in providing
education for fire fighters.
Deputy Chief of Support Services Shawn Bayouth presented information on the Fire Prevention
and Safety Education activity. He explained the three components of fire prevention and safety
education: Engineering, Education, and Enforcement. For the first time in the last ten years, the
number of false alarms dropped to below 20%. In addition, good progress on the fire sprinkling
program has been made and is ongoing.
Deputy Chief Bayouth gave highlights for Fire Administration and Support. In 2011, fire
fighters gave educational programs in 100% of Ames schools. Partnerships with state and
federal agencies were noted, specifically highlighting the benefits of having the Iowa Fire
Service Training Bureau located in Ames.
Deputy Chief Paul Sandoval stated that another partnership was formed by a formal agreement
with Story County Haz Mat and the Des Moines Hazardous Materials Team to provide
additional resources and technical skills that might be needed. He pointed out that Ames Fire
has an excellent mutual working relationship with Ames Police and Iowa State University.
Under Fire Suppression and Emergency Action, Chief Sandoval relayed that Fire Department
personnel conducted training for water rescue prior to the opening of the Furman Aquatics
Complex, trained with Power Plant personnel on confined space rescue, and on trench rescue
with other City employees. Fire partnered with state and local law enforcement agencies on
automobile extrication training. They also worked with Ames Labs and Environmental Health
and Safety on hazardous materials training. Ames fire fighters assist the State Fire Marshal with
arson investigator training.
At the inquiry of Council Member Goodman, Deputy Chief Sandoval advised that call volume
increased by only four incidents – the lowest increase ever.
Building Official David Brown explained the three parts of the Inspections Division: building
inspection, rental inspection, and neighborhood inspection. Mr. Brown commended his skilled
staff for the positive responses that have been received on customer service surveys. The
Inspections Division has been researching several vendors’ systems for new software that will
dramatically improve operating efficiencies and enhance customer service through online
permit applications, inspection scheduling, approval issuance, and reporting. A transfer of
$175,000 from excess General Fund balance to the Computer Replacement Fund will assist
with a future purchase of that software.
According to Mr. Brown, projects totaling between $250,000 and $260,000 are anticipated in
the next two years. If that occurs, it will represent a large increase in permit fees.
It was noted that a challenge being worked on by staff is to expedite the occupancy of new
buildings while tying up loose ends found during the inspection process.
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Mr. Brown noted that there seems to be more acceptance of the Rental Code standards enacted
in 2009; that appears to be due to increased public education.
Regarding Neighborhood Inspection, proactive public education has been beneficial. The
Neighborhood Inspector spends a good deal of time explaining standards to residents and
working with them on the improvements that need to be made.
Mr. Brown also advised that the Inspections Division is working on improving its web site.
At the inquiry of Mayor Campbell as to whether the City is receiving inquiries now that the
Sanitarian duties have been shifted to the State, Chief Petersen stated that the state inspector
living in Ames has been very responsive, and no problems have been reported.
ADJOURNMENT: Moved by to adjourn the meeting at 8:32 p.m.
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MINUTES OF THE SPECIAL MEETING
OF THE AMES CITY COUNCIL
AMES, IOWA FEBRUARY 9, 2012
The Ames City Council met in special session at 5:16 p.m. on February 9, 2012, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor Campbell presiding and the
following Council members present: Davis, Goodman, Larson, Szopinski, and Wacha. Council
Member Orazem arrived at 5:18 p.m. Ex officio Member Finseth was also present.
FY 2011/12 BUDGET PROPOSALS: The City Council heard reports on the Transportation
Program and General Government and Internal Services.
Transit System. Transit Director Sheri Kyras gave a six-year history of CyRide ridership.
Ridership increased 1.5 million over those six years (34%), and it appears that that level of
growth will continue. It is predicted that 6 million rides will occur in 2012/13. The increased
ridership has necessitated the hiring of 20 more drivers, increased hours of service, and the
budget rose from $6.3 million to $8.2 million in order to provide the same level of service to
the community.
Service reductions necessary due to budget constraints were explained by Ms. Kyras.
Significant expense increases were listed as fuel, wages and benefits, and property insurance.
Cost-control measures were described by Ms. Kyras: They have entered into fuel contracts,
hybrid buses are being purchased that increase the miles-per-gallon, they are paying lower
maintenance costs due to a newer fleet, uniforms for the drivers and mechanics, the purchase
of a support vehicle has been delayed, fare increases, and service reductions.
Ms. Kyras noted where the revenue will come from in 2012/13. There will be no change in
federal dollars received; there will be a 15% increase in state dollars, local dollars from the
three funders will increase a total of 7%, and it is anticipated that there will be $200,000 more
farebox revenue. Director Kyras explained that the 2013/14 Budget could be impacted by a
reduction in federal dollars of $141,000 and fuel prices if they remain volatile.
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Director Kyras noted that the total operating budget is approximately $8.3 million. The Transit
Board wants to see at least a 10% closing balance. The budget presented should allow for that
balance. As the Council representative on the Transit Board, Mr. Wacha advised that much
effort by Board members and CyRide staff had been put into building a budget that would
provide a 10% ending balance.
Major projects to increase efficiency were explained by Ms. Kyras: new scheduling software
and new buses. According to Ms. Kyras, the Intermodal Facility is 70% complete, which will
allow for increased customer service. Additional customer-service enhancements include
vehicle-tracking software and bus shelter implementation.
Council Member Szopinski brought up that the Council had received a request from AMOS for
CyRide to provide free ridership for children, particularly those in need. Director Kyras
reported that discussions about that service had occurred at Transit Board meetings. It had been
determined that to provide free ridership to K through 12-grade students would result in
$30,000/year in lost revenue. That figure is assuming that no new buses would be required and
no additional staff would be hired. Ms. Kyras said that she had also heard that there was an
initiative being looked at that a grant from United Way would be used to purchase CyRide
tickets. The tickets would be provided to students whom have been identified by the School
System as needing assistance.
At the inquiry of Mayor Campbell, Ms. Kyras reported that an RFP for Dial-a-Ride services
was distributed on January 31, 2012. That will give staff several months to evaluate and discuss
options prior to the current contract expiring on June 30, 2012.
The subject of efficiency of vehicles was raised by Council Members Larson and Goodman in
light of the buses getting an average of 4.7 miles-per-gallon. Council Member Goodman
suggested that smaller buses be used at night when ridership decreases.
Fleet. Director Paul Hinderaker presented the proposed budget for Fleet Maintenance Services
and Fleet Acquisition and Disposal. Fleet Support Manager Rich Iverson was also present.
Under Maintenance Services, service levels have not changed. More maintenance is done in-
house; that reduced costs by over $25,000. The overhead charged to operating departments will
be increased by $130,000 to offset the loss of interest income. A portion of the Fleet salaries
($15,000) will shift to Facilities. Discussion ensued on the projected cost of fuel. It was thought
that the $2.50/gallon was low. Mr. Hinderaker noted that the budget can be amended if the
estimate is incorrect. City Manager also pointed out that fuel is charged back to the user
departments.
Under Fleet Acquisition and Disposals, Director Hinderaker explained a Department objective
to purchase 15% of the vehicles that contribute to the City’s “green” goal.
Facilities. Director Hinderaker reported on the City Hall and the Maintenance Facility located
on Edison Street. He noted that the facilities are aging and needing more attention. The list of
needed improvements has been prioritized and replacement schedules created.
Human Resources. The budget for Human Resources was detailed by Human Resources
Director Julie Huisman. In 2010/11, 54 recruitments were launched. A total of 3,244
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applications were received, which was an increase of 37% from 2009/10. NEO-GOV, the on-
line applicant tracking system, significantly reduced the amount of paper and postage used by
the Department. Ms. Huisman listed the key recruitments performed during 2010/11.
The Employee Development Center (EDC) attendance was down 11% from 2010/11. Under
leadership development, 105 “Power Hours” had been offered on a variety of topics.
Under Compensation and Benefits, the City of Ames was awarded a GOLD Well-Workplace
Award in October 2011. Ames is the only city in Iowa to receive that Award.
.
Ms. Huisman advised that negotiations are currently being held with four bargaining units.
Council Member Orazem noted that the number of protected-class applicants doubled;
however, those hired did not match that. He asked for information on the actual hires to be
forwarded via email to the Mayor and City Council.
Risk Management. Risk Manager David Eaton highlighted the workers’ compensation, safety,
and insurance categories. It was noted that claims for workers’ compensation and property
insurance claims are the main budget-drivers. Current data indicates the potential to achieve
a reduction in the number of claims by year end. Initiatives that allow the City to get out ahead
of the claims were explained by Mr. Eaton.
The 2012/13 budget includes a 5% increase in the cost of Casualty Insurance. Mr. Eaton
reported that an RFQ process is currently underway to qualify and select a property insurance
broker. He also described the formal appraisal process underway to ensure that City facilities
are adequately insured.
Health Benefits. Human Resources Officer Doug Garnett reviewed the service objective of
Health Insurance Management: to keep average healthcare cost increases below national and
regional averages. The health insurance rate increase calculated based on total City
contributions is 5% for 2012/13. Mr. Garnett explained the Plan design changes to the
pharmacy co-pay amounts.
He outlined the three programs that have strengthened the City’s ability to moderate and absorb
expected fluctuations: (1) Outcomes Medication Therapy Management Services, (2) Disease
Management Services provided by Wellmark/Healthways, and (3) Health Promotion.
City Clerk. Diane Voss presented the City Clerk’s Division budget. The Council’s use of
iPads allowed for a large reduction in the Printing line item. The cost of iPads will be offset
in savings in staff time and materials in less than one year. Major expenses for the City Clerk’s
Division are the publication of legal notices, minutes, and ordinances, which is projected to
equate to more than $35,000/year; and the 2013 City Election.
Public Relations. Susan Gwiasda, Public Relations Officer, listed ways that the City
communicates internally and externally. There were 169 media releases during 2011.
The new website was launched in February. Pertaining to social media, the City participates
in Twitter and Facebook.
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Ms. Gwiasda described the ongoing “Blue Zones” project that began in October 2011. She also
detailed the Eco-Smart programs pertaining to “Smart Energy.” City staff also participated in
several conservation events at ISU, Ames Schools, and the Farmers’ Market.
Discussion ensued about the risks associated with the City participating in social media and
possible ways to protect the City against those risks.
Ms. Gwiasda also explained the many events that will be coordinated by the Public Relations
Office, specifically, the Boards and Commissions Luncheon on March 21, ECO Fair on March
24, Yard Waste Free Day in April, opening day at Furman Aquatic Center on May 27. It was
emphasized by Ms. Gwiasda that there will not be a spring Free Day at RRP.
Cable TV. Ms. Gwiasda pointed out that Derek Crisler, Cable Coordinator, was present.
During Mr. Crisler’s tenure with the City, there has been an increase in programming and
continued improvement in quality of programming. Embedded videos have been added to the
City’s website. Three replacement cameras for the Council Chambers have been purchased and
another one will be added in the near future.
According to Ms. Gwiasda, the Public Access Channel will move back to Channel 16. Under
Mr. Crisler’s leadership, there has been an increase in programs and continued improvement
in quality there as well.
Council Member Goodman gave his appreciation for the multiple improvements that Mr.
Crisler has made to Channel 12.
Ms. Gwiasda gave tribute to the interns who assist the Public Relations Officer and Cable TV.
The meeting recessed at 7:30 p.m. and reconvened at 7:40 p.m.
Legal Services. According to City Attorney Doug Marek, Legal staff litigated over 600
enforcement and collection cases to final judgment. They represented the City in more than 77
Administrative actions. Property assessment appeals increased 126%. The City Attorney and
two Assistant Attorneys drafted or reviewed over 19,089 documents, which was a 60%
increase. Electronic filing for all court cases was fully implemented. Mr. Marek listed the major
initiatives and public improvement projects on which legal support has been provided.
Funding sources contributing to the Legal Services’ budget were identified: Resource
Recovery, Parking, Electric, Sewer, Water, Fees and Fines, Mary Greeley, other departments,
and General Fund. Expenditures were reviewed. Personal Services are up 1.1%, Contractual
is up 2.9%, and Commodities are down 2.0%.
Mr. Marek informed the Council that as the workload increases, some services are going to
have to be cut. He explained the ways that they have tried to manage increased requests for
legal services.
Planning & Housing. Highlights on the budgets for Long-Range and Current Planning were
presented by Planning and Housing Director Steve Osguthorpe. Activities under Long-Range
Planning were listed as land use planning, zoning, special studies, and annexations. Mr.
Osguthorpe identified significant Land Use Policy Plan amendments that had been approved
over the past year. He also described the projects in process and those anticipated. Director
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Osguthorpe distributed a list of text and map amendments that had been made during the past
year that helped make development happen. Under Current Planning, the types of development
applications processed were listed.
Director Osguthorpe said the economy had caused a slight decrease in some application types,
but the majority of applications had been stable or even increased.
Mr. Osguthorpe told the Council that Ames had been selected to host the 2012 APA Planning
Conference from October 31 to November 2, 2012.
Leased Housing. Vanessa Baker-Latimer, Housing Coordinator, reminded the Council that the
City had relinquished the administration of the Section 8 Housing Choice Voucher Program to
the Department of Housing and Urban Development. The Program is now being administered
by the Central Iowa Regional Housing Authority (CIRHA), and the City’s budget no longer
reflects the administration of that Program.
City-Wide Affordable Housing. Ms. Baker-Latimer advised that the County-Wide Partnership
has been dissolved; it was in effect since 1990.
Ms. Baker-Latimer is currently administering the Hazard Mitigation Flood-Buy-
Out/Demolition Process and the Iowans Helping Iowans program. In FY 2011/12 and FY
2012/13,the budget reflects .32 FTEs to cover the administration of non-CDBG-related
programs and/or activities. In FY 2011/12 and 2012/13, staff will continue to host community
forums and events to educate and engage the public on various housing topics, such as Hunger
and Homelessness Awareness, Fair Housing, and Housing Fairs.
Community Development Block Grant (CDBG). Ms. Baker-Latimer said that the number
of programs under the CDBG will be reduced. The programs to be implemented will be as
follows: (1) Neighborhood Sustainability Program, which includes home improvement, home
buyer assistance, dangerous buildings, and single-family conversion pilot program; (2) Public
Facilities Improvement Programs, which include neighborhood infrastructure improvements.
The projects to be completed under the CDBG-Recovery Funds Project were also explained.
City Council. Assistant City Manager Sheila Lundt presented the budget for the City Council.
She listed the events that are proposed to be funded by the Council in 2012/13. Ms. Lundt
advised that the GSB end-of-the-year event will only occur if the GSB requests it. It was also
noted that there has been a decline in participation in the Ames Citizens Academy/”Civics 101."
She advised that, for that reason, Council might want to suspend that program for one year. Ms.
Lundt advised, however, that there is money set aside in the budget should the Council want
to continue it. Financial support for the Main Street Cultural District activities is not included
in the 2012/13 Budget.
Iowa State University partnerships that the City Manager’s staff has been involved in were
outlined by Ms. Lundt.
Executive Management. Ms. Lundt gave several highlights of the City Manager’s Office
budget. The many boards and commissions headed by members of that Office were listed. A
major initiative is to work with staff on Excellence Through People. That program is currently
concentrating on the Total City Perspective and how staff can all work together to provide
excellent service at the best price.
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Ms. Lundt advised that, in FY 2012/13, the part-time intern position will be converted to a full-
time Management Analyst position. That person will assist all of the departments with special
projects, write grants, facilitate process-improvement teams, and coordinate in-house
sustainability programs for the total organization. The FY 2011/12 Adjusted Budget also
reflects her retirement.
COMMENTS: City Manager Schainker reminded the Council of pending issues that will need
decisions made at Budget Wrap-Up on February 14:
1.Pedestrian bridge over Squaw Creek
2.Railing on the 6th Street Bridge
3.Garbage cans in Campustown
4.Repair of City-owned fence in front of Walgreen’s
5.Move funding for FACES out of Hotel/Motel Tax
6.Dropping funding for AMOS’ educational forums (back into the Council Contingency
Fund)
7.Parking fines
8.Flood-mitigation projects
Council Member Goodman suggested that a workshop be held to discuss the flood-
mitigation projects. Council Member Larson said he did not want to be put in the position
of having to make a decision on February 14 without having enough information about
what caused the problems. He reiterated that he did not want to set a precedent of
approving City funding related to flooding problems without having all the details.
Assistant City Manager Bob Kindred recommended that a certain amount of funding be
allocated with no specific locations identified. City Manager Schainker told the Council
that staff will brainstorm options and bring those back.
9.Utilities to the east and utilities to the north
10.The Campustown group request for $25,000 to support a Director position.
11.COTA funding
12.ASSET funding
ADJOURNMENT: Moved by Davis to adjourn at 9:26 p.m.
__________________________________________________________________________
Diane R. Voss, City Clerk Ann H. Campbell, Mayor
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