HomeMy WebLinkAbout~Master - Special Meeting of the Ames Conference Board 11/22/2011MINUTES OF THE SPECIAL MEETING OF THE
AMES CONFERENCE BOARD AND
REGULAR MEETING OF THE AMES CITY COUNCIL
AMES, IOWA NOVEMBER 22, 2011
SPECIAL MEETING OF THE AMES CONFERENCE BOARD
The Special Meeting of the Ames Conference Board was called to order by Chairperson Ann
Campbell at 6:30 p.m. on November 22, 2011. Present from the Ames City Council were Davis,
Goodman, Larson, Mahayni, Orazem, and Wacha. Representing the Ames School Board were
Briggs and Talbot. The Story County Board of Supervisors, Gilbert School District, and United
School District were not represented.
MINUTES OF THE SPECIAL MEETING OF OCTOBER 25, 2011: Moved by Mahayni,
seconded by Talbot, to approve the Minutes of the Special Conference Board Meeting of
October 25, 2011.
Vote on Motion: 2-0. Motion declared carried unanimously.
City Attorney Doug Marek advised that three entities were needed to be represented in order to
constitute a quorum. He said that, since there were only two entities with representation at this
meeting, there was no quorum, and meeting could not be held. According to Mr. Marek, the
public hearing on the budget amendment will need to occur on December 13, and the Notice of
Hearing will need to be republished.
REGULAR MEETING OF THE AMES CITY COUNCIL
The Regular Meeting of the Ames City Council was called to order by Mayor Campbell at 6:40 p.m.
on November 22, 2011, in the City Council Chambers in City Hall, 515 Clark Avenue. Present from
the Ames City Council were Davis, Goodman, Larson, Mahayni, Orazem, and Wacha. Ex officio
Member Finseth was absent.
CONSENT AGENDA: Moved by Mahayni, seconded by Davis, to approve the following items
on the Consent Agenda:
1.Motion approving payment of claims
2.Motion approving Minutes of Regular Meeting of November 1, 2011
3.Motion approving Contract Change Orders for October 16-31, 2011, and November 1-15, 2011
4.Motion setting January 24, 2012, and February 28, 2012, at 6:30 p.m. as Conference Board
meeting dates
5.Motion approving renewal of the following beer permits, wine permits, and liquor licenses:
a.Class C Liquor & Outdoor Service – Outlaws, 2522 Chamberlain Street
b.Class B Native Wine – Chocolaterie Stam, 230 Main Street
c.Class E Liquor, C Beer, & B Wine – Hy-Vee Wine & Spirits, 3615 Lincoln Way
d.Class C Beer & B Wine – Kum & Go #113, 2801 E. 13 Streetth
e.Class E Liquor, C Beer & B Wine – AJ’s Market, 129 Welch Avenue, Suite 101
f.Class C Liquor & Outdoor Service – Cazador Mexican Restaurant, 3605 Lincoln Way
g.Class C Beer & B Native Wine – Swift Stop #8, 705 24 Streetth
6.RESOLUTION NO. 11-514 accepting Abstract of Votes for November 8, 2011, Regular City
Election
7.RESOLUTION NO. 11-515 approving 28E Agreement with Story County for Fire and EMS
Mutual Aid
8.RESOLUTION NO. 11-516 approving request to waive formal bidding requirements and
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authorize purchase of shared public safety software maintenance from Sungard Public Sector
9.RESOLUTION NO. 11-517 approving preliminary plans and specifications for Procurement of
Ultraviolet Disinfection Equipment; setting December 28, 2011, as bid due date and January 10,
2012, as date of public hearing
10.RESOLUTION NO. 11-518 approving preliminary plans and specifications for National Center
Animal Health Pump Station Improvements project; setting January 3, 2012, as bid due date and
January 10. 2012, as date of public hearing
11.RESOLUTION NO. 11-519 awarding contract to Crescent Electric Supply Company of Des
Moines, Iowa, in the amount of $63,976.97 for Copper Cable for Electric Services
12.RESOLUTION NO. 11-520 approving contract and bond for Unit No. 7 Circulating Water Pipe
Rehabilitation
13.RESOLUTION NO. 11-521 approving contract and bond for Unit No. 8 Air Heater Basket
14.Lime Sludge Disposal Contract:
a.RESOLUTION NO. 11-522 accepting final completion and adjusting final quantities for FY
2010/11
b.RESOLUTION NO. 11-523 approving Change Order for FY 2011/12
15.RESOLUTION NO. 11-524 approving Plat of Survey for 5402 and 5408 Tennessee Street
Roll Call Vote: 6-0. Resolutions declared adopted unanimously, signed by the Mayor, and
hereby made a portion of these minutes.
PUBLIC FORUM: No one came forward to speak during this time.
JINGLE BELL RUN ON DECEMBER 10, 2011: Amanda Hubbard, Clive, Iowa, who works for
the Arthritis Foundation, explained that the Run is a fund-raiser that will occur on December 10,
2011.
Council Member Larson noted that closing portions of streets from 7:30 to 9:00 a.m. in the
Downtown will impact a few businesses. Tom Drenthe, Director of the Main Street Cultural
District, 608 Douglas Avenue, Ames, stated that an alternate route was chosen to ensure the least
amount of disruption for businesses. The Run will begin at 8:15 a.m., and once the runners clear,
the streets will re-open.
Moved by Davis, seconded by Mahayni, to adopt RESOLUTION NO. 11-525 approving closure
of portions of Main Street, Fifth Street, and Douglas, Kellogg, Burnett, and Clark Avenues from
7:30 a.m. to approximately 9:00 a.m.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
5-DAY CLASS C LIQUOR LICENSE FOR OLDE MAIN BREWING CO: Moved by
Mahayni, seconded by Davis, to approve a 5-Day Class C Liquor License for Olde Main Brewing
Co., at ISU Alumni Center, 420 Beach Avenue.
Vote on Motion: 6-0. Motion declared carried unanimously.
NEW CLASS C BEER PERMIT & B WINE PERMIT FOR SOUTHGATE EXPRESSE:
Moved by Mahayni, seconded by Davis, to approve a new Class C Beer Permit and B Wine
Permit for Southgate Expresse, 110 Airport Road.
Vote on Motion: 6-0. Motion declared carried unanimously.
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Mayor Campbell announced that notices were published for hearings to begin at 7:00 p.m. Since
it was not yet 7:00 p.m., the Council would discuss the new community tagline item that was listed
under “Administration” on the Agenda.
NEW COMMUNITY TAGLINE: Public Relations Officer Susan Gwiasda pointed out that, after
discovering a similarity between the City’s proposed tagline and that of another Iowa
community, the City Council asked the Visioning Steering Committee in September to
reconvene with the goal of bringing alternate taglines for consideration. On Nov. 1, the
Committee presented two options. Because the entire Council was not in attendance that evening,
the tagline issue had been postponed to this meeting.
According to Ms. Gwiasda, the Vision Steering Committee came up with two new possibilities.
Its first choice was “City of Ames, Iowa: Where Discovery Grows.” The second choice was,
“City of Ames, Iowa: Heartland Inspiration - World Class Innovation.”
Ms. Gwiasda stated that, in the interim, she and Ames Convention and Visitors Bureau Director
Julie Weeks had facilitated a brainstorming session using a group of marketing and
communications professionals from the Central Iowa Public Relations, Advertising, and
Marketing (PrAM) Group. Approximately 30 PrAM members had spent a working lunch
evaluating and discussing the proposed taglines, as well as offering new possibilities. The
attendees represented business, healthcare, Iowa State University, and other organizations in the
area, as well as the consultants hired by the Convention and Visitors Bureau. That group came
up with three new options for consideration and prioritized – Priority 1: “City of Ames, Iowa -
Smart Move,” with alternates: “One Smart Move” or “Smart Choice;” Priority 2: City of Ames,
Iowa - “You’ll find ME in Ames;” and Priority 3: City of Ames, Iowa - “Center of Success.”
Ms. Gwiasda said that, after the PrAM meeting was complete, Internet searches on multiple
search engines and the Trademark Electronic Search System did reveal a conflict with “Smart
Move.” The City of LaGrange, Georgia, has trademarked “Smart Move” and uses it as part of
its marketing strategy. However, it is possible that “One Smart Move” would be considered
different enough or that the locations of the communities would provide enough geographic
distance that a City of Ames trademark application could be approved. The Trademark Electronic
Search System shows cities with similar trademarks that are not geographically near each other.
Another option would be “Smart Choice”, which uses different vocabulary, but maintains the
essence of the original. “Smart Choice” has been used to describe a business recruitment
program for the City of Philadelphia (“Philadelphia: Smart City. Smart Choice”), but
Philadelphia has not trademarked “Smart Choice” or “Smart City.” There are other businesses
with “Smart Choice” in the name, but it does not appear to be another city’s tagline. Ms.
Gwiasda reported that “Smart Choice” was not voted on by the PrAM group because the conflict
with “Smart Move” was not evident at the time of the voting.
According to Ms. Gwiasda, a search uncovered businesses and entities using variations of “One
Smart Move,” “Smart Choice,” and “Center of Success,” but the search did not identify other
cities using those taglines. The Trademark Office offers this information on its website: “Note
that the identical mark could be registered to different parties if the goods and/or services are in
no way related.” Center of Success is the non-trademarked name of a business incubator located
in Logan County, Illinois. There were no identified conflicts with “You’ll find ME in Ames.”
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Council Member Goodman asked if variations of “Center of Success” had been explored. Ms.
Gwiasda replied that “Center of Your Success” was first suggested, but was shortened.
Council Member Larson said that he would not want to rule out the first tagline selected,
“Heartland’s Leading Edge.” Ms. Gwiasda stated that legally, the City could trademark it, but
it is very similar to what is being used by the City of Council Bluffs. Mr. Larson noted that
Council Bluffs uses “Iowa’s Leading Edge.” Council Member Goodman pointed out that
because of Ames’ proximity to Council Bluffs, there could be an overlapping of the marketplace,
and potentially, cause confusion.
Council Member Goodman suggested that staff consider, as its first priority, “City of Ames -
Smart Move,” and explore whether it would be legal to use it. Ms. Gwiasda pointed out that the
City of LaGrange, Georgia, had trademarked “Smart Move,” and uses it as part of its marketing
strategy. City Attorney Marek advised that the determination would be made by the Federal
Administrative Office. An application could be submitted, and it would either pass or fail federal
review. It was his opinion that the review would take approximately 90 days.
At the inquiry of Council Member Orazem, Ms. Gwiasda stated that if the variation, e.g, adding
a “The” or an “A” before “Smart Move” plus a substantial geographic distance between the cities
appeared to be enough, the City could submit an application for federal review. However, once
the application is sent, the fee would not be refunded if the tagline is not approved.
Moved by Goodman, seconded by Wacha, to direct that the City attempt to get some variation
of “Smart Move,” as its first choice for a community tagline.
Council Member Goodman suggested that the Council also choose a second option in case
“Smart Move” does not work.
Bill Vaughn, 704 Grand, Story City, Iowa, introduced himself as a member of the “Leadership
Ames” class. He said it was his opinion that “Smart Choice” would have a tendency to draw
businesses and residents, where “Smart Move” seems to refer only to residential.
Council Member Larson agreed with Mr. Vaughn. He offered that he liked using the word
“Smart” because it ties in with several of the City’s initiatives, e.g., “Smart Water.” Mr. Larson
noted that “Move” could be interpreted in a negative way.
Council Member Davis said that he liked both “Smart Move” and “Smart Choice;” however,
slightly preferred the latter.
Vote on Motion: 6-0. Motion declared carried unanimously.
Council Member Goodman said that he liked using the word “Smart” with perhaps “Land,” since
Ames was named as the 13 “Smartest Community in the Nation.” He suggested thatth
“Heartland’s Leading Edge” be the second choice.
Moved by Larson, seconded by Davis, that the second choice would be “Heartland’s Leading
Edge.”
Vote on Motion: 6-0. Motion declared carried unanimously.
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Moved by Larson, seconded by Orazem, that if neither “Smart Move” nor “Heartland’s Leading
Edge” work, the third option would be to go with “Smart Choice.”
Vote on Motion: 6-0. Motion declared carried unanimously.
AGREEMENT WITH AMES HISTORICAL SOCIETY FOR TRANSFER OF ADAMS
ESTATE NET PROCEEDS: Nancy Carroll, Director of Parks and Recreation, reminded the City
Council that in 2006, it had directed that the revenue generated from the sale of the Mary Adams
property less any expenses incurred by the City would be transferred to the Ames Historical
Society. This also fulfilled the bequest of Mary Adams. The Adams property was sold in July
2011 for $145,000. The City’s expenses totaled $80,990. The Agreement in question states that
the City will transmit $64,991 to the Ames Historical Society to “purchase a building for
collecting, conserving, and sharing Ames history for the benefit of the citizens of Ames.”
Peggy Baer, 1810 Waterbury Circle, Ames, President of the Ames Historical Society, thanked
the Mayor and City Council for their actions taken regarding the bequest of the Mary Adams
Estate.
Moved by Mahayni, seconded by Goodman, to adopt RESOLUTION NO. 11-526 approving the
Agreement for Services with the Ames Historical Society in the amount of $64,991 (Adams
Estate net proceeds) to be used by the Society to purchase a building for collecting, conserving,
and sharing Ames history for the benefit of Ames citizens.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
RISK MANAGEMENT OF WINTER ACTIVITIES WITHIN THE PARKS SYSTEM: Parks
and Recreation Director Carroll recalled that last winter, the City had settled a claim in the
amount of approximately $75,000 for an individual that, several years prior, had fallen on a trail
going into Ada Hayden. The City Council had been dismayed that they had not been advised
prior to the settlement. Also, concerns had been expressed by Council members that the City
would have to “lock down” a lot of winter activities occurring on City property (e.g., walking
on trails, etc.) due to the potential liability. Those concerns prompted the City to undertake a
comprehensive review of winter park activity safety. Since that settlement, Risk Manager Dave
Eaton had consulted multiple times with the Loss Control Specialist and other staff from the
Iowa Communities Assurance Pool (ICAP), the City’s liability insurer. Mr. Eaton has now taken
action to ensure that the City Council will be kept apprised of recommended settlement amounts
prior to approval of any amount; specific criteria have been put in place. Ms. Carroll also
described actions that will be taken by the City, i.e., new signage and public awareness
presentations on Channel 12.
Mayor Campbell noted that no action by the City Council was required on this item.
HEARING ON ZONING TEXT AMENDMENT TO ALLOW PARKING BETWEEN
BUILDINGS AND STREETS ALONG MAJOR THOROUGHFARES IN PLANNED
INDUSTRIAL ZONES: Mayor Campbell opened the public hearing. There being no one wishing
to speak, the Mayor closed the hearing.
Moved by Mahayni, seconded by Davis, to pass on first reading a zoning text amendment to
allow parking between buildings and streets along major thoroughfares in Planned Industrial
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Zones.
Roll Call Vote: 6-0. Motion declared carried unanimously.
HEARING ON BREAKER AND RELAY MAINTENANCE CONTRACT FOR POWER
PLANT: The Mayor opened the public hearing. No one wished to speak, and the hearing was
closed.
Electric Services Director Donald Kom explained that City staff needed more time to analyze
the bids received.
Moved by Larson, seconded by Wacha, to accept the report of bids and delay award of contract.
Vote on Motion: 6-0. Motion declared carried unanimously.
HEARING ON STEAM TURBINE NO. 8 PARTS PROCUREMENT: The public hearing was
opened by Mayor Campbell. The hearing was closed after no one came forward to speak.
Electric Services Director Kom stated that more time was needed to analyze the bids.
Moved by Goodman, seconded by Davis, to accept the report of bids and delay award of contract.
Vote on Motion: 6-0. Motion declared carried unanimously.
P ED ESTR IA N SA F ETY CO N C E R N S A LON G G EOR G E WA SHIN G TON
CARVER/BLOOMING ROAD: Traffic Engineer Damion Pregitzer reported that, on October
25, 2011, the City Council had referred to staff a request from Ted MacDonald to reduce the
speed limit along George Washington Carver/Bloomington Road west of Fletcher Avenue to the
City limits from 40 miles-per-hour to 35 miles-per-hour and to address pedestrian safety issues
west of Stange Avenue. He showed a map of the area in question.
Council Member Orazem asked what the cost would be to install a signal at that intersection and
at what point might that be warranted based on the likelihood of additional residential growth
north of George Washington Carver. Mr. Pregitzer stated that the cost would be approximately
$80,000 to $175,000, depending on whether it would be a signalized pedestrian crossing or a full
signalized intersection. An engineering study would be undertaken prior to a recommendation
of either type; certain criteria would have to be met.
At the inquiry of Council Member Wacha, Mr. Pregitzer reported that there had been a couple
property damage (vehicle) accidents, but no pedestrian accidents.
Mr. Pregitzer advised that due to the fact that concerns had been expressed a year after the signs
and markings were in place, flashing warning devices could be installed. Council Member
Goodman noted that traffic-calming devices had been explored. He asked if there were other
things that could be done physically to the road, other than speed-limit changes, that would make
a great impact on the safety of pedestrians. Mr. Pregitzer stated that the success of traffic-
calming measures is dependent on the classification and usage of the roadway. Since the area in
question is an arterial street and a major connection to the community, it would be very difficult
to find a traffic-calming method that didn’t create an unintended safety consequence by
restricting traffic.
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Moved by Goodman, seconded by Mahayni, to direct staff to install self-activated, yellow-
flashing warning devices at George Washington Carver and Valley View Road at a cost of
approximately $5,000 to $7,000..
Vote on Motion: 6-0. Motion declared carried unanimously.
PROGRAM AGREEMENT FOR MAIN STREET IOWA: Planning and Housing Director Steve
Osguthorpe pointed out that, on March 24, 2009, the City Council approved a resolution
supporting the application of the Ames Main Street Cultural District (MSCD) for the Main Street
Iowa Program. The application was approved and Ames is now a “Main Street Community.” The
Council has also provided financial support since FY 2004-05 that has helped MSCD meet one
of the requirements of the Main Street Iowa Program (to have a paid director). Main Street Iowa
has provided training and technical support to MSCD, including architectural design that assists
the City’s Downtown Façade Grant program, as well as marketing and statewide exposure.
Because Ames is a Main Street Community, this past summer a downtown building renovation
project was able to receive a $100,000 state grant. Main Street Iowa asks participating Main
Street Programs to provide verification of ongoing support from the City. That verification, in
the form of the Agreement in question, specifies that support will continue until the end of the
current fiscal year. Ms. Osguthorpe noted that that is the time period for which the Council has
already approved financial support for the Main Street Cultural District.
Moved by Davis, seconded by Goodman, to adopt RESOLUTION ON. 11-527 in support of
Main Street Cultural District’s participation in the Main Street Iowa Program and approving the
Program Agreement for Main Street Iowa.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
STORY COUNTY URBAN RENEWAL PLAN: Planner Charlie Kuester explained that the Story
County Board of Supervisors was seeking to establish an urban renewal area in portions of
unincorporated Story County. Chapter 403 of the Code of Iowa describes the powers of
municipalities (defined by the Code as either a city or county) and the process for creating an
urban renewal area. If a county seeks to establish an urban renewal area within two miles of the
boundaries of an incorporated city, there must be a joint agreement between the city and county
to allow the county to proceed with the activities authorized by the Iowa urban renewal law.
According to Mr. Kuester, a portion of one of the proposed three urban renewal sites lies within
two miles of Ames. This 32.5-acre tract is the location of Vetter Equipment at the intersection
of US 30 and 590 Avenue. Approximately 2.8 acres of that tract lies within two miles of Ames.th
The site is split by the Urban Fringe Plan boundary with the bulk of the parcel being designated
Commercial/Industrial by the County. A portion of the parcel, however, is designated by the
Urban Fringe as Agriculture and Farm Services, as is the area to the north and west of the parcel.
The parcel is zoned C-Commercial by the County.
Mr. Kuester stated that the County is seeking to establish this urban renewal area in order to
create a tax-increment financing district. The increased property tax revenue that development
will generate will go to support public improvements to promote the quality of life for all
residents of Story County. The County intends to use the tax increment from the Vetter
Equipment site to pave the one-quarter mile of 590 Avenue that abuts the east side of theth
property.
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Planner Kuester stated that Story County had recently completed a Community Planning
Assistance Team visit by members of the American Planning Association, which is assisting in
the development of the framework for broader economic development policies. The report will
be available in the near future. It might indicate that there will be future opportunities for the
County to broaden its approach to apply to other sites or re-direct the revenue to other projects.
At the inquiry of Council Member Goodman, Mr. Kuester advised that the TIF District would
exist for 20 years, which is allowed by Iowa Code. Mr. Goodman also asked which school
districts were in the area. Mr. Kuester replied that it would be Nevada for the Vetter site and the
site south of Story City and Colo-NESCO for the projects near Zearing.
Moved by Goodman, seconded by Davis, to adopt RESOLUTION NO. 11-528 approving the
Agreement with Story County to allow the establishment of an urban renewal area within two
miles of Ames.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
CDBG NEIGHBORHOOD HOUSING IMPROVEMENTS PROGRAM GUIDELINES:
Housing Coordinator Vanessa Baker-Latimer recalled that, at the September 13, 2011, meeting,
the City Council had directed staff to amend the 2011/12 Community Development Block Grant
(CDBG) Annual Action Plan. As a part of that action, Council had approved the creation of the
Neighborhood Housing Improvements Program to assist low- and moderate-income single-
family homeowners. The 2011/12 CDBG Amended Action Plan has been submitted to HUD
for approval. Ms. Baker-Latimer reported that the overall goal of the Neighborhood Housing
Improvement Program is “Maintaining neighborhoods...Sustaining families” by providing
financial assistance to single-family homeowners that will allow them to reside in decent, safe,
and sanitary housing, which will enhance neighborhood sustainability.
Ms. Baker-Latimer gave an overview of the proposed program categories and requirements for
implementation. She said that, if City Council approves the Program concept, staff will prepare
more specific, day-to-day program guidelines, and will then proceed as quickly as possible with
Program implementation, hopefully, yet in this fiscal year. Additionally, in order to implement
the programs in a timely manner to meet CDBG requirements, Council was also asked to
authorize the Housing Coordinator to make changes, clarifications, and/or additions to the
program guidelines, as needed, to administer the Program in an efficient and effective manner.
This would include changes to income limits, verification of income and asset requirements,
application deadlines, etc.
The programs were listed as: [1] Emergency Repair Program with a minimum amount of $500
and maximum amount of $5,000; [2] Maintenance Assistance Program with a maximum of
$15,000 to improve home exteriors; [3] Residential Accessibility Program with a maximum of
$12,000 targeted towards those with disabilities and handicaps (100% grant); and [4] Energy
Upgrade Program with a maximum of $6,500. Programs 1, 2, and 4 would require the
homeowners to sign a Promissory Note and a Mortgage. There would be a ten-year lien placed
on the property to recapture part of the loan if the property were sold within that time period.
Ms. Baker-Latimer noted that Congress is debating the funding for CDBG for the next fiscal year
and possibly cutting administrative monies by 50%. This might change the Programs’
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implementation; they might be changed to low-interest loans.
Council Member Orazem asked for an estimate of the number of possible participants in the
Programs. Ms. Baker-Latimer noted that she has heard from several interested homeowners.
She anticipated that 20 to 25 home owners would apply. Depending on administrative funding
received from HUD, not all programs might be open simultaneously.
Ms. Baker-Latimer explained that more-detailed Program Guidelines will be prepared. She asked
that the City Council authorize the Housing Coordinator to make changes to those Guidelines
as income limits change, etc., and further refine the processes for the Programs.
Council Member Goodman asked if it would be possible for the City to partner with a bank to
decrease the administrative duties required of City staff. Ms. Baker-Latimer said that loans
would not be granted under this Program in the same manner as a bank processes loans; liens
would be placed on homes and they would contract-out for repairs. She said that she would
check on the possibility of partnering with a local bank for administrative assistance; however,
she hopes to utilize some of the Program funding to hire staff to perform the administrative
duties.
Moved by Mahayni, seconded by Wacha, to adopt RESOLUTION NO. 11-529 approving the
CDBG Neighborhood Housing Improvement Program Guidelines in connection with the City’s
2011/12 CDBG Program and authorizing the Housing Coordinator to make changes,
clarifications, and/or additions to the Program Guidelines, as needed, so as to administer the
Program in an efficient and effective manner.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
CDBG SINGLE-FAMILY CONVERSION PROGRAM GUIDELINES: Housing Coordinator
Baker-Latimer reminded the Council that, at its September 13, 2011, meeting, direction had been
given to staff to amend the 2011/12 CDBG Annual Action Plan. As a part of that action, Council
redirected $25,000 of funding for creation of a pilot program to assist a property owner with
funds to rehabilitate a single-family conversion rental unit and convert it back into a single-
family, owner-occupied unit.
Ms. Baker-Latimer advised that the 2011/12 CDBG Amended Action Plan had been submitted
to HUD for approval, and staff was now requesting input from the City Council on the Program
design. She reported that the overall goal of the Single-Family Conversion Program is to preserve
the City’s single-family, owner-occupied housing stock by rehabilitating former single-family
dwellings that have been converted into two or more rental units back to single-family, owner-
occupied condition and use. When utilizing CDBG funds to assist in the preservation of that
housing stock, the requirement of making the properties available and affordable for low- to
moderate-income families is a major component. Ms. Baker-Latimer said that staff is suggesting
utilizing a Request for Proposals (RFP) process so that all property owners of those potential
units have an opportunity to submit a proposal. She outlined the Program guidelines and criteria
for implementation.
Council Member Orazem asked if it would be possible to analyze the potential size of this
Program. He did not believe that $25,000 would go that far. Ms. Baker-Latimer answered that
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that was why staff was recommending issuing a Request for Proposal. A decision would be made
as to what property(ies) would receive funding based on the criteria.
Council Member Larson agreed that a pilot program should be attempted; however, he foresees
that without the element of a forgivable grant, it might not be that enticing to eligible
participants. Council Member Wacha concurred, stating that if he were the owner of a property
that he could not rent, he would probably just want to sell it, rather than go through the extra
steps of this process. However, he felt that the Pilot Program was a good first step and it should
be tried to see if it proved successful.
Moved by Mahayni, seconded by Wacha, to adopt RESOLUTION NO. 11-530 approving the
Request for Proposal for the implementation of the Single-Family Conversion Pilot Program in
connection with the City’s 2011-12 CDBG Program and authorizing staff to begin the
solicitation process once the CDBG 2011/12 Amended Action Plan has been approved by HUD.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
AMENDMENTS TO LAND USE POLICY PLAN (LUPP) REFLECTING UPDATES TO
PLANNING BASE METRICS: Director Osguthorpe reminded the Council that, at its August 16,
2010, meeting, the Council adopted, as one of its priorities, an update to the “Planning Base”
chapter of the Land Use Policy Plan (LUPP). The update was intended to reflect the growth that
had occurred in the City since the 1997 adoption of the Plan and reflect the data available from
the 2010 Census. Draft amendments were presented to the Council on September 27, 2010, and
Council had directed staff to move forward through the formal approval process. Council also
further directed staff to remove the projections for future employment in Ames since those were
more appropriately a policy objective. Subsequently, amendments would be made to Chapters
1, 2, and 4 of the LUPP. Mr. Osguthorpe advised that the changes reflected the updated 2010
information on population, housing, and employment as well as new projections for population,
housing, and land use needs to the year 2030. They also reflected recent changes in policy due
to other actions of the City Council, e.g., the approval of a new Zoning Ordinance in 2000, the
adoption of the Ames Urban Fringe Plan in 2006 and its subsequent amendment, and the changes
to the allowable growth areas and capital investment strategy in 2011.
Council Member Larson said that it made sense for the City to update numbers that would
determine how decision-makers deal with the Land Use Policy Plan. He recalled that the
Council had committed to reviewing the LUPP on a five-year basis. City Manager Schainker
noted that staff hopes to bring a report to the City Council at its meeting of December 13 that
will provide for a systematic review of the LUPP every five years as well as a recommendation
as to how to deal with certain issues in the interim.
Moved by Wacha, seconded by Goodman, to adopt RESOLUTION ON. 11-531 approving
amendments to the LUPP reflecting updates to Planning Base Metrics.
Roll Call Vote: 6-0. Resolution declared adopted unanimously, signed by the Mayor, and hereby
made a portion of these minutes.
STATUS OF CHAPTER 31 REVISIONS: Director Osguthorpe noted that the project to update
Chapter 31 of the Municipal Code, “Historic Preservation Regulations,” was approved by the
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City Council as one of the top priorities in the Work Program for the Planning and Housing
Department. It was expected that the revisions to Chapter 31 would address the problems
experienced with the current ordinance and provide valuable insight into the appropriate use of
alternative materials for structures located in local historic districts or designated as landmarks.
It was noted by Mr. Osguthorpe that the City had applied to the State Historical Society for an
Historic Resources Development Program Grant to fund one project and included the Scope of
Work in the Grant application. The City Council had budgeted $20,000 to be used as the local
cash match for the Grant project. Mr. Osguthorpe recalled that, at that time, staff emphasized that
the Scope of Work for this project would have to be reduced if the state grant was not awarded.
It was now being recommended that staff in the Planning and Housing Department accomplish
the project. This approach would utilize whatever funding is necessary (of the $20,000 budgeted)
to pay the cost of bringing in consultants to present workshops on historic preservation topics
related to the project.
The revised Scope of Work, as recommended by the Historic Preservation Commission, was
presented for the Council’s consideration. Director Osguthorpe listed the items that had been
included in the original Scope of Work, but had now been deleted. Staff and HPC had
determined that those were important to consider at some future time, but that they were either
less-pressing in terms of issues or they had been problematic when reviewing applications.
Director Osguthorpe described the process for updating Chapter 31 of the Municipal Code. The
project has been divided into phases, with tasks identified to complete each phase. According
to Mr. Osguthorpe, adjustments in the projected timing for each task might be necessary as
progress is made toward adopting revisions to Chapter 31. Cost implications would include staff
time and the use of budgeted funds reserved in the fiscal year budget for the update of Chapter
31. The primary expense for the revisions to Chapter 31, other than the hours of staff time
involved in the project, would be the hiring of preservationists with expertise in selected topics.
Mr. Osguthorpe reiterated that the outside experts would conduct workshops to educate the
community on recommended Design Guidelines for materials and exterior design features of
historic structures.
Sharon Wirth, 803 Burnett, Ames, speaking as the Chairperson of the Ames Historic
Preservation Commission, encouraged the City Council to approve the revised Scope of Work.
Moved by Mahayni, seconded by Goodman, to approve the reduced Scope of Work (project
objectives) as recommended by the Historic Preservation Commission, and direct staff to
proceed with the process for updating Chapter 31 of the Municipal Code, as proposed.
Council Member Wacha noted that the revised Scope of Work included the development of
design guidelines for garages. He recalled that certain property owners in the area had petitioned
the Council to not include garages. In light of not getting the grant, he would like to see that item
be removed. Ms. Wirth advised that it meant that the impact of including garages would be
looked at; however, it did not mean that guidelines for garages would be developed. Director
Osguthorpe suggested that the wording be changed to “consider.”
Moved by Larson, seconded by Goodman, to amend the motion to change the wording to read
“consider the feasibility of developing design guidelines for garages...”.
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Council Member Mahayni pointed out that the purpose of guidelines is to help property owners
and should not be considered an imposition. He believes that guidelines will ultimately be
needed, and cautioned against using the word “consider.” Ms. Wirth stated that the guidelines
were intended to pertain to existing garages, not new construction.
Motion to amend withdrawn.
Vote on Motion: 6-0. Motion declared carried unanimously.
REVIEW PROCESS FOR LANDSCAPING STANDARDS: Director Osguthorpe explained that
on September 20, 2011, Planning staff had outlined for the City Council some of the common
complaints regarding the City’s landscaping standards and provided alternative approaches to
address those landscaping issues. After that presentation, Council had agreed that there were
problems with current landscaping approaches and discussion had ensued regarding scheduling
a workshop to consider those issues. Staff committed to chart-out a process and bring it back to
Council to verify that it reflected its desires prior to a workshop being scheduled.
Mr. Osguthorpe presented the list of issues, processes, and workgroup make-up for the Council
member’s consideration and asked them to determine if those were in line with their previous
direction.
Council Member Orazem thanked staff for including the objectives for landscaping. He pointed
out that not all of the goals are compatible with every single area; however, he is unsure how to
build that flexibility into the standards. Council Member Goodman disagreed, stating that all of
the objectives are important to all commercial areas. He would like to also include decreasing
the need for irrigation as an objective.
Council Member Wacha encouraged staff to contact other communities to see what techniques
are being used and find out which ones had worked for them.
Council Member Larson preferred that vague language, e.g., generally preserve a healthful and
pleasant environment,” not be included.
At the inquiry of Council Member Davis, Mr. Osguthorpe advised that this process would take
approximately six months; staff will get started on it right away.
Council Member Goodman would like to see a neighborhood representative (citizen at large) be
included in the Landscaping Work Group.
Moved by Mahayni, seconded by Goodman, to determine that the landscaping issues to be
addressed, the process, and the recommended workgroup representatives, as presented by staff,
are in line with the Council’s former direction to staff.
Vote on Motion: 6-0. Motion declared carried unanimously.
ORDINANCE ALLOWING ALCOHOLIC BEVERAGE TASTINGS: Moved by Mahayni,
seconded by Goodman, to pass on second reading an ordinance allowing alcoholic beverage
tastings in commercial areas.
Roll Call Vote: 5-1. Voting aye: Davis, Goodman, Larson, Mahayni, Orazem. Voting nay:
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Wacha. Motion declared carried.
Moved by Mahayni, seconded by Goodman, to suspend the rules necessary for adoption of an
ordinance.
Roll Call Vote: 5-1. Voting aye: Davis, Goodman, Larson, Mahayni, Orazem. Voting nay:
Wacha. Motion declared carried.
Moved by Mahayni, seconded by Goodman, to pass on third reading and adopt ORDINANCE
NO. 4093 allowing alcoholic beverage tastings in commercial areas.
Roll Call Vote: 5-1. Voting aye: Davis, Goodman, Larson, Mahayni, Orazem. Voting nay:
Wacha. Ordinance declared adopted, signed by the Mayor, and hereby made a portion of these
minutes.
The meeting recessed at 8:40 p.m. and reconvened at 8:47 p.m.
CITY COUNCIL BUDGET GUIDELINES: Finance Director Duane Pitcher, Budget Officer
Carol Collings, and City Manager Steve Schainker highlighted City budget issues that are
anticipated to be of concern during the next fiscal year.
Mr. Pitcher advised that the City’s overall financial situation remains strong in a generally slow
economy. Assessed property valuations are expected to increase slightly, and the increase in the
rollback rate will increase taxable valuation for residential property. Local sales tax revenues will
increase slightly. Electric and Resource Recovery are at or above revenue levels; however, Water
and Wastewater Utilities have not met expected revenues.
The following issues were highlighted:
Library Expansion. The FY 2012/13 budget will include a portion of the bond issue and
associated debt service for the Library project. Bonds will be issued only as needed and
consolidated with the regular City issues to reduce costs and related fees.
Fire and Police Retirement and IPERS. The City contribution rate will increase from the current
rate of 24.76% of covered salary. Continued increases in City contribution rates are expected.
The State has eliminated its contribution to the Pension System, which was initially 3.79% of
wages; the State determines the benefits of the Pension System, but does not contribute. In
addition, the State Legislature passed an additional increase to the Iowa Public Employees’
Retirement System (IPERS) to raise the combined contribution rate from 11.45% to 13.45% in
FY 2011/12. The plan maintains a contribution split at 60% City and 40% employee. The City
has also been notified of an increase for FY 2012/13 with the total contribution rate increasing
to 14.45%. The additional cost of that increase will be $114,000 for the City.
Health Insurance. Two consecutive years of somewhat favorable claims experience in the City’s
self-funded plan will allow the City to hold health insurance costs within the adopted budget for
FY 2011/12. For FY 2012/13, health insurance rates are budgeted to increase approximately five
percent (5%).
Rollback and Valuation. For FY 2012/13, residential property will be taxed at 50.4218% of
assessed value, up from 48.5299% in FY 2011/12. That change will result in a 2.5% increase in
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taxable valuation or $600,000 in additional tax revenue at the FY 2011/12 property tax rate.
Local Option Sales Tax. For the current year, Local Option Sales Tax receipts are expected to
be up 12% from the Adopted Budget. This will be the first time that it is expected to exceed the
FY 2008/09 actual revenue of $6,241,700. Additional analysis will be done; however, at this
point, it is predicted that the Local Option Sales Tax Revenue for FY 2012/13 will be flat, but
that is still a healthy increase from FY 2011/12 Adopted Budget.
ASSET Human Services Funding. Assistant City Manager Sheila Lundt brought the Council’s
attention to a summary of ASSET requested increases and recommended increases dating back
to 2008/09. She pointed out that the City of Ames’s additional ASSET funds have accounted for
64.6% of the total additional funds recommended through the process from 2008/09 through
2011/12. For 2012/13, total requested City ASSET funds are up $218,338, which is a 19.6%
increase. Most revolve around lost state/federal dollars, new or expanded services, or continuing
financial concerns. Fees, fund-raising, and other governmental revenues are not keeping up with
operating costs.
Ms. Lundt reviewed the ASSET priorities. She has reviewed the priorities with the City’s
volunteers to ASSET, and they believe that those priorities remain as ranked.
Council Member Goodman asked to see the actual dollars, instead of percentages, listed for each
requesting organization. Ms. Lundt indicated that she would provide that to the City Council in
the near future.
Council Member Larson asked if any of the agencies would be requesting additional funding
separate from the ASSET allocation. Ms. Lundt said that is not known at this time, but it is
possible. Discussion ensued concerning the financial dilemma of the Richmond Center and
Community and Family Resources.
Council Member Goodman asked if it would be possible for the City to state that it would be
willing to increase ASSET funding by a certain percent, but no more than any other funder. Ms.
Lundt said that there will be a Joint Funders’ Meeting held in December. At that meeting, each
funder should know how much it will be able to contribute. Mayor Campbell encouraged the
City Council members to attend that meeting. City Manager Schainker advised that City staff
would be comfortable with a five percent (5%) increase, which would be approximately $60,000.
According to Ms. Lundt, one agency alone is requesting an increase of nearly $150,000.
Council Member Orazem pointed out that under-funding a program so that it provides inferior
service is not benefitting anyone. He noted that ASSET might have to tell some agencies that it
cannot provide funding.
Council Member Goodman recommended that the City allocate $100,000, keeping the increase
to ASSET at 5%, and retaining the additional (approximately $40,000) for addressing the needs
of agencies with extreme circumstances. Council Member Davis disagreed, stating that if the
need is deemed warranted, the City would have to decide where to get the funds at that time.
Council Member Mahayni agreed with Mr. Davis, stating that those would have to be dealt with
as the emergency need arises.
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Council Member Goodman noted that the ASSET volunteers are the ones closest to the process.
He would like to see a nine percent (9%) increase provided with direction to the ASSET
volunteers to scrutinize each request carefully and ensure any increase is justified.
Ms. Lundt pointed out that two of the agencies that are requesting the largest increases have
systematic problems that money will not solve.
Moved by Mahayni, seconded by Goodman, to increase the City’s ASSET allocation by 6%.
Vote on Motion: 6-0. Motion declared carried unanimously.
COTA Performing Arts Funding. The COTA allocation for FY 2011/12 was $131,540. The
requested funding is in the amount of $155,155 (excluding special grants) or an 18% ($23,610)
increase.
Moved by Larson, seconded by Davis, to increase COTA funding by 5%.
Vote on Motion: 6-0. Motion declared carried unanimously.
Utility Rates. City Manager Schainker pointed out that in March 2011, staff projected the need
for utility rate increases as follows:
2011/12 2012/13 2013/14 2014/15
Water 8% 10% 10% 0%
Sanitary Sewer 10% 10% 10% 6%
Electric 0% 5% 5% 0%
Storm Sewer 15% 0% 0% 0%
Mr. Schainker said that staff is in the process of reviewing the five-year CIP and will make
adjustments in the timing of improvements to coordinate the various utility rate increases to
lessen the impact on customers in any given year. Staff will provide an updated rate chart in time
for the Council’s budget deliberations.
Resource Recovery. Finance Director Pitcher advised that the Resource Recovery Plant
continues to have positive improvements in efficiency and its overall financial situation. No rate
increases are planned. With the new census results, there is a larger population paying the per
capita charge. This will result in an increase in the property tax subsidy of approximately
$64,000. It does not appear that the Resource Recovery Plant needs the additional revenue, and
lowering the per capita charge should be considered. Council Member Orazem pointed out that
he did not want rates decreased until it is known that a large expenditure due to new regulations
won’t require the rates to then be increased.
Road Conditions/Road Use Tax Fund. Mr. Schainker pointed out that, in the City’s annual
Resident Satisfaction Survey’s ranking of capital improvement priorities, the reconstruction of
existing streets continues to be the citizens’ top priority. That presents a challenge since the miles
of streets continue to expand, existing streets continue to age, and recent winters have been
particularly hard on the roadways. Mr. Pitcher advised that the new allocation of Road Use Tax
will result in a lower rate per capita. However, cities that had grown by more than three percent
(3%) should see an increase in the allocation. For FY 2011/12, Ames should receive
approximately a 13% increase over the current budget ($600,000). A much smaller increase is
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expected for FY 2012/13.
CyRide. City Manager Schainker advised that higher fuel costs and lower federal revenue have
negatively impacted CyRide’s budget. In order to address the revenue shortfall, the Transit Board
is considering selected fare increases, minimal service reductions, and a seven percent (7%)
funding increase from the Government of the Student Body (GSB), the University, and the City.
Since the magnitude of that request is significantly higher than previous requests, Council
direction will be needed.
Council Member Wacha, who is the Council’s representative on the Transit Board, gave a report
on discussions germane to needed funding increases among the three entities.
Intermodal Facility. Mr. Schainker reminded the Council that if the Facility does not break even
after it opens in Spring 2012, he and Warren Madden, Vice-President for Business and Finance
at Iowa State University, will need to determine how the deficit will be resolved.
Extension of Utilities. According to City Manager Schainker, as the staff begins updating the
five-year Capital Improvements Plan, Council direction will be sought on if or when water mains
and sanitary sewer trunk lines should be extended. He noted that Quarry Estates representatives
have indicated to City staff that it is their intent to request annexation in the near future. Mr.
Schainker also pointed out that the Ames Economic Development Commission has requested
that land along East Lincoln Way to 590 Street be annexed to provide large industrial lots forth
development. The cost of extending utilities to the north and to the east were reviewed. City
Manager Schainker said that, if the City Council elects to provide the infrastructure, he would
recommend that General Obligation Bonds be issued with annual debt service payments abated
by utility revenue each year.
Mr. Schainker stated that a conceptual study could be completed in order to ascertain the costs
of extending utilities. He said that if the Council were comfortable with the approximate costs
being presented, it could also direct staff to move in one direction or another.
Council concurred that staff should move ahead with a conceptual cost study for extending
utilities to the north and to the east.
Funding Requests from Outside Organizations. City Manager Schainker reported that, on
September 27, 2011, the City Council approved a new process to handle non-ASSET and non-
COTA funding requests. Council direction was now needed in regard to:
1.Would every outside entity seeking funding from the City be required to participate in the
new funding process and submit an application that meets the funding criteria
2.Did the City Council want staff to automatically include in the recommended budget funding
those entities that had previously been funded
3.Should funding for those organizations automatically be included in the recommended
budget, and if so, should it be at the current year level or at the amount requested
Mr. Schainker pointed out the entities that had received funding in 2011/12.
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Council Member Wacha recommended that all agencies, with the exception of the Shared
City/ISU Sustainability Coordinator and the Ames Economic Development Commission, be
required to participate in the new funding process and submit an application that meets the
funding criteria. It was pointed out that the City contracts for services from the ISU Sustainability
Coordinator and the Ames Economic Development Commission (AEDC).
Council Member Mahayni recommended that each agency receiving funding also be required to
provide an annual report.
Moved by Wacha, seconded by Larson, to require all agencies currently being funded and all new
requesting agencies to participate in the new process, with the exception of the ISU
Sustainability Coordinator and the AEDC.
Vote on Motion: 5-1. Moving aye: Davis, Larson, Mahayni, Orazem, Wacha. Voting nay:
Goodman. Motion declared carried.
Service Level Increases/Decreases. City Manager Schainker asked the City Council if there were
any increases/decreases in service levels it would like to contemplate in the future.
Council Member Orazem asked for an update on the flood mitigation efforts. Mr. Schainker
stated that the City was waiting for a response from FEMA. Public Works would be giving an
update to Council on residential and up-stream flood mitigation. Council Member Larson said
that he wanted to ensure that that got handled in next year’s budget. According to Mr. Schainker,
Assistant City Manager Bob Kindred is working on that.
Council Member Larson raised the issue of replacing the Airport Terminal Building. He wants
to make sure that it would be a quality building that would reflect well as one of the entrances
to the City. Mr. Schainker said that staff would provide a report to the City Council; it is in the
CIP. Staff will provide information on what the amount listed in the CIP was based on..
Council Member Goodman suggested that funding priorities be discussed further at the Council’s
goal-setting session.
COUNCIL COMMENTS: Moved by Wacha, seconded by Orazem, to refer to staff the letter from
The Friedrich Company dated November 15, 2011, requesting tax abatement for a senior-housing
development at Ringgenberg Park
Vote on Motion: 5-1. Voting aye: Davis, Larson, Mahayni, Orazen, Wacha. Voting nay:
Goodman. Motion declared carried.
Moved by Orazem, seconded by Mahayni, to refer to staff the request of the MSCD for
installation of an electrical outlet near the newly transplanted tree in front of the Power Plant.
Vote on Motion: 6-0. Motion declared carried unanimously.
It was noted by Mayor Campbell that the Council’s second Regular Meeting date in December
would fall on December 27; that date is an official holiday for City employees, and City Hall
would be closed. She asked if the Council wanted to select another date for its second Regular
Meeting or cancel it.
Moved by Goodman, seconded by Larson, to move the Council’s Regular Meeting Date from
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December 27 to December 20.
Vote on Motion: 6-0. Motion declared carried unanimously.
ADJOURNMENT: Moved by Davis to adjourn the meeting at 11:07 p.m.
______________________________________________________________________
Diane R. Voss, City Clerk Ann H. Campbell, Mayor