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HomeMy WebLinkAboutA001 - January 20, 2026, Special Meeting of the Ames City Council, Extended Minutes1 MINUTES OF THE SPECIAL MEETING OF THE AMES CITY COUNCIL AMES, IOWA JANUARY 2 0, 2026 The Special Meeting of the Ames City Council was called to order by Mayor John Haila at 5:14 p.m. on the 20th day of January, 2026, in the City Council Chambers in City Hall, 515 Clark Avenue, pursuant to law. Present were Council Members Bronwyn Beatty - Hansen, Gloria Betcher, Tim Gartin, Rachel Junck, and Anita Rollins. Ex officio Emily Boland was also present. Council Member Amber Corrieri joined the meeting electronically. WORKSHOP ON RECOMMENDED FIVE-YEAR CAPITAL IMPROVEMENTS PLAN: City Manager Steve Schainker kicked off the staff presentation of the recommended five-year CIP, which was divided into five categories: 1) Utilities Program, 2) Transportation Program, 3) Culture and Recreation Programs, 4) Public Safety, and 5) Other. The Utilities Program projects were reviewed by Electric Services Director Donald Kom and Assistant Director Curtis Spence. Director Kom highlighted that the goal of the Department was to maintain a strong and robust utility with three cornerstones: reliability, affordability, and sustainability. He reviewed the guiding principles including maintaining dispatchable generation, ensuring system redundancy, keeping customer costs competitive, limiting overproduction of renewable energy, and increasing green energy usage. The budget for the utility was divided into the major categories of administration, transmission, distribution, new generation, and Power Plant activities. The five-year budget totaled approximately $173 million, which marked an increase from previous budgetary cycles. This uptick was driven by planned expansions in both energy generation and renewable energy investments. Initiatives in administration included investment in electric vehicle infrastructure, which was noted to demonstrate commitment to the Climate Action Plan (CAP). Director Kom then reviewed transmission enhancements. A large-scale rebuild of the 69kV infrastructure across Ames was planned to maximize efficiency and reliability. Additionally, a new project involved relocating a 161kV line at the request of Iowa Department of Transportation (DOT) for infrastructure updates. Director Kom emphasized that the cost of the project would be reimbursed by the Iowa DOT. Other transmission projects included establishing a new 161kV line from the Prairie View substation to the Power Plant and upgrading the Boone Junction 161kV line. Director Kom shared that these efforts reinforced power delivery stability. Distribution improvements included the installation of breakers at the Ontario substation, fiber optic updates, and alignment of streetlight and line relocation projects with Public Works’ street initiatives. Director Kom also highlighted reliability improvements across the Mortensen Road, Dayton Avenue, and Vet Med substation. 2 Power generation upgrades were then reviewed by Director Kom. He shared that a significant portion of the budget focused on new thermal generation capacity, which involved the installation of Reciprocating Internal Combustion Engine (RICE) units at the new power facility planned for construction at the former coal yard. The units would serve as successors to Unit 7, which had been in operation at the Power Plant since 1967. Director Kom highlighted that the units would provide rapid startup and strategically operate to counterbalance times when renewable sources were insufficient or more expensive. The implementation of new generation would mark a strategic shift away from waste-to- energy operations, which was anticipated by 2027. Director Kom discussed cost effective strategies to provide electricity to Ames Electric customers and reviewed the utility’s energy mix for the current fiscal year compared to the anticipated mix by the end of the CIP. Council Member Gartin inquired about burying power lines to improve reliability, referencing past derecho damage. Director Kom explained that while new residential areas did have buried lines, converting existing overhead lines to underground was costly and could damage tree roots in older neighborhoods. Council Member Gartin also expressed concern about the $4 million coal yard reclamation cost for the construction of the new power facility. Assistant Director Spence clarified that most costs were for removing buildings and foundations rather than soil remediation or other permit requirements from the Iowa Department of Natural Resources (DNR). Mayor Haila sought confirmation about new transmission extending from the Prairie View substation and its relation to larger transmission projects the utility planned to participate in through its part in the Iowa Public Power Agency (IPPA). Director Kom affirmed separation between the projects. The Prairie View substation was included in the CIP at a cost of $4 million, with IPPA endeavors falling outside the capital budget scope. Assistant Director of Water and Pollution Control (W&PC) Parul Baranwal continued the Utilities Program alongside W&PC Director John Dunn with discussion of projects included in the department’s five-year CIP, which totaled approximately $36 million across two major categories: Water Production/Treatment and Water Pollution Control. In the area of Water Production/Treatment, o ngoing repairs and upgrades to essential equipment at the City’s Water Treatment Plant and remote facilities were scheduled. Assistant Director Baranwal highlighted that this included wells, elevated tanks, and booster pump stations. New pumps and drives were also scheduled for the plant as well as physical security improvements. Upgrading the Supervisory Control and Data Acquisition (SCADA) systems was also a 3 critical component of the CIP. Assistant Director Baranwal highlighted that the systems monitor and control plant operations. Upgrading servers and software would enhance system security, reliability, and data processing capabilities, further supporting the efficient operation of the plant. Assistant Director Baranwal highlighted another significant project that included the construction of a 1-million-gallon elevated tank at Prairie View Industrial Center and a 5- million-gallon ground storage reservoir adjacent to the existing water treatment facility . Other miscellaneous projects included wellhead rehabilitation, lime lagoon improvements, repainting of the Mortensen and County Line Elevated Tank, and completing water quality studies at Ada Hayden . In terms of Water Pollution Control (WPC), the largest project was the $53 million Nutrient Reduction Modification. Assistant Director Baranwal highlighted that Phase 1 construction was currently underway with Phase 2 planned for FY2035/36. The project would enhance and update the existing Ames Water Pollution Control Facility to comply with Iowa DNR discharge requirements. Additional projects included cogeneration system maintenance, watershed funding for nutrient reduction, clarifier maintenance, lift station upgrades, facility improvements, and emergency generator replacement. Council Member Betcher asked about completion of the new administration building at the WPC Facility. Director John Dunn clarified that the City took possession of the building in November. Council Member Betcher then inquired about repainting the water tower and whether design changes would be considered to which Director Dunn replied in the affirmative. Council Member Gartin inquired about water quality studies completed on area rivers that would yield similar data to that conducted at Ada Hayden. Director Dunn confirmed testing occurred upstream and downstream of the WPC facility to document impact; otherwise, testing completed by staff mainly focused on bacteria levels in the water. Council Member Gartin also asked about the City's water supply capacity, with Director Dunn explaining the current storage provide d only a couple days of supply in an emergency. He highlighted that he could put together information for the City Council regarding best practices for storage volumes. Public Works Director Justin Clausen concluded the Utilities Program with an overview of water distribution projects designed to address flow issues and improve water quality in various neighborhoods. Additionally, sanitary sewer projects aim ed to reduce infiltration and inflow into the system. He highlighted the neighborhoods that were scheduled for projects in the upcoming fiscal year before taking questions. Council Member Betcher inquired about the remaining lead service lines in the distribution system. Director Clausen clarified that the intention was to prioritize replacements, especially in conjunction with other street projects, to ensure comprehensive upgrades in affected areas. 4 Council Member Beatty-Hansen expressed interest in the prioritization of utility coordination with street repairs, asking if there were particular upcoming projects with significant utility work that would require communication to the residents. Director Clausen acknowledged that projects requiring dual utility and street work could take longer, though ultimately be more efficient and less repetitive. He mentioned that public communication would be a priority before undertaking impactful works such as those in the vicinity of Lincoln Way. Director Clausen then moved on to discuss stormwater management and the programs in place to address erosion control, make system improvements, and handle regional detention needs. A particularly notable project include d erosion control initiatives along Ioway Creek, located west of the Stange Road bridge and adjacent to Veenker Memorial Golf Course. This area was identified as high priority due to the previous breakage of a large diameter sanitary sewer main caused by erosion, threatening nearby infrastructure. Council Member Gartin inquired about stormwater management in the Campustown area. Director Clausen noted that staff understood the area was of concern and was working through ideas to address ongoing issues. He welcomed direction from the City Council on the topic. Moved by Gartin, seconded by Betcher, to request staff to return to the City Council with options for improving the aesthetics of Welch Avenue, specifically the storm water detention trenches. Vote on Motion: 6-0. Motion declared carried unanimously. Next, Director Clausen discussed significant changes at the Resource Recovery Plant that spanned multiple fiscal years in the CIP as the City transitioned waste -to-energy operations. Director Clausen detailed the new Resource Recovery and Recycling Campus (R3C), describing it as a transformative $22 million investment. With plans and specifications set to be reviewed by the City Council next week, the project included $2.3 million allocated for mobile equipment such as trucks and tractors. These would be essential for transporting waste from the new R3C to Carroll County Landfill. Additionally, the paving of Freel Drive was planned to ensure all-weather access to the new recycling facility, promoting year-round operational stability. Street improvement projects scheduled for the first year of the CIP were then reviewed by Director Clausen. These involved major corridors including East Lincoln Way from South Duff to the Skunk River and Lincoln Way between Hayward Avenue and Beach Avenue, which was planned to be a two-year reconstruction project through Campustown. Also, upgrades to State Avenue between Mortensen Road and Arbor Street were highlighted, accelerated to coincide with the Fire Station No. 2 relocation project. He underscored the importance of timely execution to prevent commuter disruption and discussed strategies to ensure local businesses were well-informed and logistical disruptions minimized. 5 Ex officio Boland shared that there was interest from Iowa State University (ISU) Student Government in moving improvements to Lincoln Way and Stanton Avenue up in the CIP. Director Clausen acknowledged the urgency for improvements in the Campustown area and noted needed design time that set the schedule for the project. He noted that he would follow up with information for the Student Government on the project specifics. Council Member Gartin queried plans concerning the pedestrian crossing at the intersection, which Director Clausen confirmed would be incorporated into the reconstruction project. Director Clausen then reviewed shared use path system expansions. Projects were planned to extend paths along Mortensen Road from Dickinson Avenue to South Dakota and South Duff Avenue between South 3rd and South 5th Streets. Director Clausen noted that the CIP exceeded the City Council's annual goal of $1.2 million for shared use paths, with a total allocation of $1.89 million. The City Council members acknowledged these expansions as a crucial component of encouraging non -vehicle travel. Council Member Gartin inquired about the locations selected, wondering if the connection along South Duff Avenue made sense in the overall picture of current shared use path infrastructure. Director Clausen shared that the segment was identified as a community priority from the public outreach done as part of the Bike and Pedestrian Master Plan, which served as the justification for its inclusion in the CIP. Traffic system improvements were the next area of focus. Director Clausen outlined planned upgrades at University Boulevard and Mortensen Road, which involved replacing aging traffic signals from the early 1990s with galvanized signal poles. Furthermore, the Intelligent Transportation System (ITS) installation was nearing completion, with Phase 4 currently under construction and Phase 5 anticipated to begin Spring 2027. Data indicated that adaptive signal timing had effectively reduced delays by approximately 9-15%. Ex officio Boland highlighted concerns arising over traffic cameras as surveillance tools. Director Clausen clarified that the detection cameras at intersections strictly collected traffic flow data and were not used for recording personal details. This topic opened dialogue on improving public awareness about the function of the ITS. Director Clausen confirmed that staff would work with the Communications and Outreach team to create promotional materials regarding the system. Council Member Gartin queried plans concerning the Stanton-Lincoln Way pedestrian crossing, which Director Clausen confirmed would be incorporated into the forthcoming Lincoln Way reconstruction project starting its design phase in the summer. Also under traffic system improvements, Director Clausen highlighted the Lincoln Way bridge replacement, currently scheduled for the fourth year of the CIP. He noted that robust public information campaigns would be needed as the project would disrupt a heavily traveled corridor. 6 Next, for the Ames Municipal Airport, major investments totaled roughly $30 million, with $25 million coming from state and federal sources, and focused on reconstructing the main runway. Mayor Haila inquired about the fate of the vacant terminal at the airport. Traffic Engineer Damion Pregitzer reported that plans for a new maintenance hangar had been delayed due to high construction costs. The City was collaborating with the Fixed Base Operator (FBO) on potential future developments, but there was no set timeline for replacing the old terminal at this time. Mayor Haila asked about the schedule for improvements at the 13 th Street and Grand Avenue intersection, emphasizing the importance of communication to keep residents informed about the project timeline and its impact on traffic. Director Clausen highlighted that the project was included in the CIP from the previous fiscal year. He shared that preliminary design was complete, and staff was currently working on right of way acquisition and voluntary easements. The design phase was expected to wrap up by late spring, with plans and specifications brought to the City Council in the fall. Construction was anticipated for 2027 and would likely extend throughout the entire summer. Transitioning to the Transit System, Transit Director Barbara Neal highlighted key projects designed to create efficient transportation that supported a more sustainable community. She shared that the five-year CIP for CyRide was approved by the Transit Agency Board of Trustees at its December meeting, outlining approximately $23.3 million in projects primarily focused on vehicle replacement and facility improvements. Over the next five years, CyRide planned to replace 20 large buses with newer and more efficient models. Part of CyRide’s sustainability initiatives was to integrate battery electric buses into its fleet. Currently, two electric buses were in service, with five more expected within the next fiscal year. In FY 26-27, CyRide planned to replace four older 40-foot heavy-duty buses and secured grant funding to replace one diesel bus with a battery-electric bus. Director Neal noted that facility projects were projected to total around $4 million over the next five years, which included a state grant-funded project to replace the steam cleaning in-ground hoist system. The project would expand capacity by installing two new lifts to accommodate both 40-foot and 60-foot vehicles. In FY 26-27, CyRide scheduled a fueling system upgrade intended to provide spill-free fueling, fast dispensing, reduced fuel waste, and improved environmental performance. However, the project depended on securing additional grant funding. Additionally, a significant facility expansion was planned for FY 2028-29, with $14.6 million in federal funding and $3.7 million designated for local matches. To enhance the rider experience, Director Neal shared that CyRide allocated funds yearly for bus stop amenities, such as shelters and benches, using automatic passenger counter data to prioritize areas with the highest demand. Upgrades were also planned for the automatic vehicle locating systems and onboard passenger 7 information displays to provide real-time updates and transfer details, especially benefiting new riders and passengers with disabilities. Council Member Gartin inquired about the stability of federal funding for CyRide. Director Neal reassured that most funding was secure under long-standing formula programs which were resistant to shifts in administration. She stated that it was unlikely for formula dollars to see significant reductions. However, she did note that allocations for discretionary grants could fluctuate with future federal budget reauthorizations. Nonetheless, she highlighted the historical success of CyRide in securing discretionary funds, evidenced by a recent $14.6 million award, the largest discretionary grant to the state of Iowa for transit funding. The meeting was recessed by Mayor Haila at 7:28 p.m. and reconvened at 7:35 p.m. During the recess, Council Member Betcher left the meeting. Director of Parks and Recreation Keith Abraham reviewed Culture and Recreation Programs, starting with a review of completed projects from the past year. Among the highlights for new projects in the upcoming year, he emphasized the development of Ontario Park, which has $1.3 million allocated for Phase 1. Phase 1 included essentials like parking, a shelter, a restroom, and paths, providing basic infrastructure to support greater park accessibility and usability. Additional projects planned within the CIP included significant upgrades to Tom Evans Plaza, helping to revitalize and enhance this community hub. Furthermore, the Department earmarked funds for playground equipment replacements, with 13 replacements planned over the next five years as part of an ongoing effort to maintain safe and engaging play areas for children. Solar initiatives were also included, featuring additions for the Fitch Family Indoor Aquatic Center (FFIAC) and Downtown Plaza. These installations aimed to reduce long-term operating costs and support environmental sustainability. Also included were allocations for the Americans with Disabilities Act (ADA) transition plan, ensuring the park facilities were usable for all community members. Director Abraham noted that at Homewood Golf Course, the CIP accounted for additional parking to accommodate increasing usage, reflecting the popularity and growth in activity at the clubhouse and course facilities. Additionally, at Ada Hayden, projects were underway to renovate Jensen's Pond, including dredging, installing an aerator, and adding a fishing dock. Council Member Gartin inquired about the timeline for Ontario Park Master Plan, to which Director Abraham responded that completion is expected by the end of the current fiscal year. He noted that staff planned to integrate community feedback throughout the design process, ensuring it align ed with public expectations and needs. Council Member Gartin also posed philosophical questions concerning the management of the City’s 41 parks and the potential necessity for consolidating resources amid possible budget constraints. These discussions highlighted the importance of careful 8 planning and resource allocation. Furthermore, the City Council supported the concept of an indoor recreation center, echoing community desires for enhanced all-weather activity options. Director Abraham confirmed that a Request for Proposal (RFP) had been prepared to hire a consultant to study the feasibility, scope, and design of the project. Mayor Haila pointed out financial considerations regarding the payback period for solar installations, especially with a projected 25-year timeline for the FFIAC, sparking a dialogue on balancing environmental goals with fiscal responsibility. City Manager Schainker echoed these concerns, acknowledging the importance of reevaluating projects within the context of potential budget limitations, while maintaining a commitment to the City’s CAP goals. The Public Safety component of the CIP was then addressed by Fire Chief Rich Higgins. He began by expressing gratitude for the community's support, highlighting the great voter approval in November for the Fire Station No. 2 relocation, acknowledging the strong backing from the City Council and City Manager. He emphasized that ISU played a pivotal role by leasing the land to the City for the new station, which significantly reduced project costs. Chief Higgins reviewed that the new Fire Station No. 2 would be situated at 601 State Avenue on a 29-acre parcel of land, although the station itself would only utilize about 2 acres in the southeast corner of this lot. The specific site layout indicate d strategic planning to reserve space for potential future developments. Chief Higgins noted that the new location offered operational advantages vital for improving response times and community safety. The timeline for the project spanned three fiscal years, involving conceptual and detailed designs, followed by construction. Construction was expected to kick off in roughly ten months, with a goal of completing the station by December 2027. An innovative opening ceremony was anticipated, aligning with the Fire Department’s traditions. Next, Chief Higgins showcased two new rescue vehicles, replacing outdated medium - duty rescues with significantly more affordable models. Mayor Haila inquired about apparatus procurement costs, and Chief Higgins explained how the Department leverages the Source Well corporate purchasing company to lock in favorable prices, thus protecting from market fluctuations and ensuring budget adherence. He confirmed that the cost for Engine No. 2 was locked, while the price for Engine No. 4 would be finalized in the next few months. Given current market conditions, delivery times for the apparatus’ were estimated between 48-52 months. City Manager Schainker highlighted the remaining CIP items that were important to the City’s development and improvement. These included the Downtown Façade Program, the Campustown Façade Program, and Neighborhood Improvement Program. The programs tied to commercial neighborhoods, like the Downtown and Campustown Façade initiatives, continued to receive attention for their role in enhancing the aesthetic 9 appeal and economic vitality of these areas. The Neighborhood Improvement Program, aimed at strengthening residential areas, was noted for not being fully utilized. Due to this, there was a suggestion by the City Council members to promote these grants more effectively to ensure local communities were aware of and made use of the resources available for neighborhood enhancements. Attention was also drawn to upcoming City Hall improvements, which feature d plans to replace the historically significant yet weather-vulnerable wooden exterior doors. City Manager Schainker noted that the doors had become less efficient, necessitating updates to improve weather protection and security. Additionally, future heat pump system upgrades were on the list to enhance the building’s energy efficiency. Improvements to the City Hall courtyard were mentioned by City Manager Schainker, focusing on landscaping upgrades to revitalize this communal space. On financial strategy, Finance Director Corey Goodenow provided an overview of the City's debt capacity. He explained that in FY27, the City planned to issue approximately $45.5 million in debt, which was a substantial increase compared to typical years. The major drivers of this increase were significant projects, such as the Fire Station No. 2 relocation and the Resource Recovery Cycling Campus (R3C) project. Notably, the R3C project would be abated by the utility; however, the Fire Station No. 2 relocation would not. Despite these large expenditures, Director Goodenow assured the City Council that the City would still maintain about 60% of its unreserved debt capacity. A comparison with peer cities was provided by Director Goodenow and highlighted Ames’ current use of 30% of its debt capacity. This was relatively modest compared to some other Iowa cities, which ranged from 16% to 64%, indicating prudent fiscal management. Council Member Gartin requested that the comparison be included in future CIP books, which Director Goodenow acknowledged. Concluding comments by City Manager Schainker included mention of five new housing development agreements that were currently in negotiation. Though the details of those agreements had not been finalized, they were expected to be included in future CIP updates. Notably, the first-year funding for these developments was projected to come from American Rescue Plan (ARP) funds, allowing the City to leverage available federal resources to support local development initiatives. A reminder was provided that the Public Input on the 2026-2031 CIP would be held at the January 27, 2026, Regular Meeting of the Ames City Council. DISPOSITION OF COMMUNICATIONS TO COUNCIL: None. COUNCIL COMMENTS: None. ADJOURNMENT: Moved by Rollins, seconded by Junck, to adjourn the meeting at 8:37 p.m. Vote on Motion: 5-0. Motion declared carried unanimously. 10 _______________________________ _______________________________ Carly M. Watson, Deputy City Clerk John A. Haila, Mayor _______________________________ Renee Hall, City Clerk