HomeMy WebLinkAboutA001 - February 3, 2026, Special Meeting of the Ames City Council, Extended Minutes
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MINUTES OF THE SPECIAL MEETING OF THE AMES CITY COUNCIL
AMES, IOWA FEBRUARY 3, 2026
The Special Meeting of the Ames City Council was called to order by Mayor John Haila
at 5:15 p.m. on the 3rd day of February, 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.
FY 2026/27 BUDGET PROPOSALS: City Manager Steve Schainker reviewed that the
City Council met the previous Friday for the Budget Overview presentation. He highlighted
that Department staff would now present the individual program operating budgets.
Ames Public Library Director Sheila Schofer and Adult Services Manager Megan Klein-
Hewett began the presentations, showcasing the community programs and services
provided to the residents of Ames by Library staff. Director Schofer highlighted that the
Library used its newly implemented, community informed Strategic Plan to guide its
ongoing work, which focused on the key areas of Connecting Ames, Serving Ames, and
A Place for Ames.
Focusing on administration, Director Schofer explained that the team oversees overall
staffing and operations. She emphasized the main goal of the team was to provide safe
and inviting space for the 25,000 people who visit the Library monthly. Current projects
include extending adult study rooms equipped with smart TV monitors for online
meetings, job interviews, collaborative work, and connections to social service agencies
that host weekly office hours. Additionally, staff was working to alter the west alley-side
employee entrance with automatic doors for greater accessibility, benefiting deliveries
and donation drop-offs.
Director Schofer explained that Library IT Services had merged with the broader City
network. This shifted two full-time positions, though one staff member remained housed
at the Library for real-time support. Staff anticipated a smooth transition with enhanced
connection to City resources while maintaining updated software and secure networks.
Rounding out administration, Director Schofer reviewed activities by Resource Services
and Community Relations. Resource Services was responsible for all collections matters.
Staff purchased and cataloged materials in various formats including new physical books,
special youth kits, and downloadable e-books, audio, and videos. The team used
circulation data, patron requests, cost, and availability when considering and finessing
the budget for shifting community needs. The Community Relations team tried various
approaches to outreach, including video-recorded book talks and a mall kiosk ad. Next
year, staff planned to explore creative behind-the-scenes content showing how the team
orders books, operates the sorter machine, and plans programs.
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Adult Services Manager Megan Klein-Hewett then took over the presentation, beginning
with Youth Services highlights. Creative play areas and weekly story times provided
opportunities for young children and caregivers to connect and learn together. The youth
team supported student success by promoting online resources like language learning
tools and encyclopedias for homework help, plus fun learning events like Battle of the
Books.
Manager Klein-Hewett explained that the youth services team extended programs into
the community through Project Smyles, bringing collections and story times to daycare
and preschool classrooms. Staff also expanded deposit collection kits to five elementary
after-school sites through grants and APL Friends Foundation funds, with surveys
showing books are well-used and enjoyed at all locations.
Adult services offered community-led and creative programs like the Repair Café and
speed friending. Programming partnerships with Iowa State Extension, Master
Gardeners, and community organizations continued to be offered. As part of the strategic
plan, staff expanded adult outreach to senior centers for more programming and
technology support.
Additional innovative offerings included the digital media center, which allowed
community members to preserve memories with special equipment and software
converting VHS and cassette tapes, photos, and slides to digital format. Strategic plan
additions included exploration of a sound recording booth for oral storytelling and
podcasting in the upcoming year.
The Customer Account Services Team checked out nearly one million items last year,
averaging 2,697 items daily. The team supported checkout beyond books including park
packs, WiFi hotspots, STEM kits, adventure passes, and more. Bookmobile drivers took
those services into the community through regular weekly neighborhood stops and
special events. Manager Klein-Hewett noted that the Bookmobile would celebrate its 60th
anniversary in 2026, with the current 12-year-old vehicle requiring consideration for
replacement features in the next three to five years.
Council Member Beatty-Hansen asked about the significant difference between FY
2025/26 adopted versus adjusted internal services figures, noting the adjusted budget
was twice as much with the FY 2026/27 recommendation even higher. Budget Manager
Nancy Masteller explained the increase resulted from switching IT personnel from the
Library to the City, causing personnel services to decrease significantly and internal
services to increase correspondingly.
Council Member Gartin inquired about adult literacy and its place in library programming.
Director Schofer responded that, unlike her experience in an urban city where adult
literacy was a key focus, the need was not as strong in Ames. Manager Klein-Hewett
added the Library had previously partnered with DMACC on adult literacy programming;
however, that program had dissolved due to low demand.
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City Manager Schainker concluded the Library Services portion of the budget by
emphasizing the need to credit the Library Friends Foundation for contributing to the
operating budget, thereby reducing property tax burden on residents. He noted that this
funding supports extra programming and acknowledged volunteers who help offset
operating dollars by donating time.
The budget proposals continued with Water and Pollution Control (W&PC) Assistant
Director Parul Baranwal and W&PC Director John Dunn. Assistant Director Baranwal
introduced the Utilities Program with an overview of the Administrative Division, which
focused on managing the business aspects of the utility and providing technical support
across the Department.
Assistant Director Baranwal noted that current year personnel services were lower than
the adopted budget due to staffing vacancies at the start of the fiscal year. It was p lanned
to add a part-time public outreach coordinator before fiscal year end and full staffing was
anticipated in FY 2026/27. She noted that much division work involves managing capital
construction projects. While construction funds were allocated in the Capital
Improvements Plan (CIP), labor to administer projects was allocated in the operating
budget.
Water Treatment Plant operations included managing source water supply, treatment
processes, and delivery into distribution through high service pumps, booster pumps, and
elevated storage tanks. Assistant Director Baranwal noted that customer expectations for
drinking water focused on three core priorities: safety, reliability, and affordability. She
highlighted that all work from maintaining source water quality to ensuring reliable delivery
directly impacts operating costs and staffing needs.
Assistant Director Baranwal noted that operations were certified with the Environmental
Protection Agency (EPA) that the Emergency Response Plan and Community Risk and
Resilience Assessment meet America's Water Infrastructure Act requirements. Recent
years saw emergency backup power installation with security fencing planned this year
at the SAM pump station and elevated tank. Additionally, physical security improvements
continued including fencing, access control systems, and security cameras with plans to
hire a control system analyst this year to maintain and secure treatment controls.
The Water Pollution Control (WPC) Facility earned the Platinum 35 Peak Performance
Award recognizing 35 consecutive years without violating numeric permit limits. In both
2024 and 2025, staff met 2,341 individual permit limits each year – over the 35-year
streak, that is compliance with more than 58,000 limits, the second longest streak
nationally. Staff submitted the Platinum 36 application for this year, continuing operational
excellence and regulatory compliance commitment.
Looking ahead, WPC facility upgrades are planned to move from trickling filters/solids
contact technology to simultaneous nitrification/denitrification process, which uses less
energy while achieving excellent nutrient removal. Additionally, the fats, oils, and grease
(FOG) receiving station upgrades will capture methane from FOG and convert to on -site
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electricity, reducing costs and carbon footprint. Staff also planned the replacement of
aging lift station pumps and controls ensuring reliable wastewater movement, preventing
backups, and reducing emergency callouts. Together, improvements would ensure
continued efficient, sustainable, reliable operation keeping Ames prepared for the future.
For W&PC Laboratory operations, Assistant Director Baranwal noted that staff tackled
complex projects in the last year including lead and copper testing in homes requiring
precise collection methods and supporting new WPC modifications where two treatment
trains operate side-by-side, significantly increasing sample volume. Staff also engaged
with the community through outreach events to educate residents about water quality.
Assistant Director Baranwal concluded with W&PC Metering Services. She noted that
supply chain disruptions affected meter availability; however, staff found practical
workarounds purchasing meters separately from radio read devices, keeping installations
on schedule. The division also operated a strong cross-connection/backflow prevention
program and rebuilt newer low/no-lead meters rather than seeking full replacement. She
highlighted that while rebuilding was labor-intensive, it provided long-term cost savings.
Thus, staff replaced a 1970s sandblasting cabinet with a new, safer, more efficient model
helping complete meter rebuilds effectively.
Mayor Haila inquired about the well taken offline for PFAS, wondering if production was
lost forever or could return if levels decreased, and what investment might be needed to
maintain service volumes. Director Dunn explained that the well remained available for
use and would be used for emergencies, if needed, as PFAS levels were below required
levels according to periodic sampling. Mayor Haila then asked about the status of backup
power for the Department. Director Dunn detailed backup available from the standby
generator, which would operate the Water Treatment Plant at 100% capacity.
Additionally, two well projects were underway with backup from the standby generator,
and design was in progress for backup generation at the youth sports complex wellfield.
He noted that summer events would potentially require water rationing, but staff could
provide an average day demand and maintain fire protection with full water towers.
Mayor Haila noted a photo in the budget book showcasing an industrial removal
operation, requesting explanation. Director Dunn explained special sampling was
conducted at the industrial customer due to notably high surcharge levels. When pulling
the weir, many rags and paper towels emerged from the sewer. Director Dunn highlighted
that staff works with customers to determine the cause of high surcharges to avoid extra
plant loading, protecting facility capacity.
Director of Public Works Justin Clausen continued the budget presentations. He reviewed
the Water Distribution budget, which covers water main breaks, repairs, and system
maintenance. The Department conducted routine valve testing and hydrant flushing and
painting. A key budget factor noted by Director Clausen was the replacement of the jet
vac truck used to safely excavate around utilities, with price escalations outpacing escrow
funds. He then shared data showing water main breaks in Ames, which have historically
been at or below the regional average for upper Midwest communities. While currently
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trending slightly higher than average, he noted that breaks typically follow a cyclical
pattern. He added that temperature increases after deep freezes often trigger more
breaks.
The Resource Recovery budget assumed status quo operations at the existing plant until
the new Resource Recovery & Recycling Campus (R3C) was constructed. Director
Clausen noted that the department would maintain a "bare bones” approach, fixing only
what was necessary while preparing for the transition away from waste-to-energy. The
budget continued to include waste diversion programs such as Stash the Trash and
Rummage Rampage. Director Clausen then reviewed the new curbside recycling
program budgeted to begin July 1, 2026. The Department planned to provide more
information to the City Council within the next month regarding vendors, costs, and
implementation details. Director Clausen emphasized that the budget may be adjusted
during final amendments as more specific program details were determined.
Director Clausen then shifted focus to the budget for administration and engineering,
noting that staff time was mainly dedicated to grant and project administration. Staff
planned to implement new construction management software to track projects from
proposal through completion.
The Geographic Information System (GIS) was next with Director Clausen demonstrating
the public utility hub that shows water, sanitary, and storm sewer infrastructure, including
historical records. The Department planned to build an open portal of publicly accessible
data in FY 2026/27.
Director Clausen then turned focus to Traffic Operations and Street System activities. He
noted that the Division handled referrals from the City Council concerning traffic and
parking issues. He highlighted noteworthy budget items which included adding a shared
utility task vehicle with the airport, advanced funding to replace an aging street sweeper,
and leasing equipment for roadway and shared-use path repairs. Director Clausen then
highlighted the Snow and Ice Control Program that responds to winter weather events.
The budget included expenses for upfitting new tandem axle dump trucks with plows and
equipment.
Next, Director Clausen evaluated the salt use so far for the winter season. As of February
1st, the Department had used 1,994 tons of salt compared to the 38 -year average of 1,476
tons, with the majority used during a three-week period between November 23rd and
December 15th. Director Clausen noted that the City had over 3,800 tons of salt on hand,
which he confirmed should be sufficient despite nationwide shortages. Council Member
Beatty-Hansen inquired about the temperature at which salt becomes ineffective. Director
Clausen explained that salt started to become less effective below 15 degrees
Fahrenheit, although its effect depends on the pavement rather than air temperature. For
colder conditions, calcium chloride was used as a more potent alternative.
The Parking Operations budget was then reviewed, which included additional funding to
purchase parts and supplies for mechanical parking meters, as the manufacturer has
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ceased production. Mayor Haila asked about the potential for using centralized fare
stations, suggesting integrating app-based options. Director Clausen noted that the
Department planned to develop options to present to the City Council within the next six
months regarding future parking meter technology as current parts are depleted ,
emphasizing the need to evaluate the cost of new technologies.
Finally, Director Clausen addressed Airport Operations. The budget oversaw the Fixed
Base Operator (FBO) and facility maintenance. The budget included a significant increase
for T-hangar door replacements on the northwest side of the airport, which posed safety
risks in certain wind conditions and required custom manufacturing. Council Member
Betcher asked whether continuous investment in T-hangar replacements might suggest
a need for new hangars, considering other planned improvements at the airport. Mayor
Haila noted the need to evaluate the cost-effectiveness of further repairs versus investing
in new hangar facilities. Director Clausen committed to looking deeper into the matter,
assessing long-term plans and bringing options back to the City Council.
Director of Fleet Services Corey Mellies shifted focus to the proposed budget for Fleet
Services and Facilities. He highlighted the green fleet initiatives with 10 all-electric
vehicles currently in service and more anticipated. He announced the discontinuation of
the Ford Lightning all-electric pickup truck and noted no current all-electric pickup
alternatives available for City use. He furthered that Ford may introduce a new extended-
range electric vehicle with a gas generator in the future.
Fleet staff was also preparing for the construction of R3C, which would add several semi-
trucks, trailers, and associated equipment requiring maintenance. The Department was
using reserve funds to purchase additional service equipment. Regarding fueling, diesel
fueling had transitioned to fuel cards after Iowa Department of Transportation cancellation
of the fuel contract, while gasoline was being provided by Iowa State University. Future
plans included potentially establishing B100 and diesel tanks at the R3C site and
exploring partnership with CyRide's fueling project.
Director Mellies then addressed building projects, highlighting work at City Hall. The
carpet and painting had been completed throughout City Hall except for the lobby, which
would be addressed this spring. The auditorium HVAC system was in service with control
system work nearing completion. Upcoming projects included renovation of the City Hall
courtyard landscaping with new trees and hardscaping to make the space more user -
friendly, and installation of a louvered fence around HVAC equipment for security. The
CIP also included studies for replacing exterior doors and evaluating options for the aging
HVAC heat pump system. The budget also included "space needs" funding for future
remodeling and office adjustments within City Hall.
Mayor Haila inquired about how the energy audit was being used for facility
improvements. Director Mellies explained that the Department considers the audit
recommendations when replacing systems at end of life.
The budget proposals were concluded by Finance Director Corey Goodenow. He began
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with an overview of Economic Development activities, highlighting that the functions were
divided between himself, City Manager Schainker, and Planning and Housing Director
Kelly Diekmann, with funding from the general fund. In the coming year, the
implementation of residential development incentives was anticipated. Additionally, two
Tax Increment Financing (TIF) rebates remained in place: $450,000 for the North Dayton
Industrial development and the final payment for the Barilla development.
Director Goodenow highlighted that the Finance Administration budget shows an increase
in contractual services for training and education to prepare for potential transitions of
long-tenured employees. Additionally, the Department was implementing a new human
resources information system with integrated timekeeping to replace paper timesheets.
The IT Division transitioned two Library personnel to the City IT team while eliminating a
vacant IT specialist position due to automation improvements. The consolidation of the
Library and City networks into a single network is expected to improve security and
efficiency. Additional security measures planned for the next year include multi-factor
authentication protocols using YubiKeys. The Division also planned to upgrade backup
servers and review backup protocols.
Director Goodenow confirmed that the City continued to use CrowdStrike endpoint
protection software through a State of Iowa program, with 24/7 monitoring by the state
network operations center. Mayor Haila asked about the duration of this program, and
whether there was a sunset provision on the grant. IT Manager Brent Moore highlighted
that CrowdStrike had been in place for about 18 months with no specific sunset date in
place for the grant.
The Utility Customer Service division proposed staffing changes with the implementation
of Advanced Metering Infrastructure (AMI). Director Goodenow highlighted that staff was
anticipating decreasing the number of meter readers from four to one. He assured the
City Council that management had worked with Human Resources and the City
Manager’s Office to provide job shadowing and educational opportunities with the
potential to transfer for affected employees. Further, a new customer service portal for
Utility Customer Service was planned and would provide a more streamlined, modern
interface for utility customers. Finally, the Division selected a new bill provider closer to
Ames to address delivery delays and improve tracking of bills, which was reflected in the
budget.
In regards to Parking Violation Collection, the City had accumulated approximately
$680,000 in outstanding parking tickets and $857,000 in unpaid utilities. In an effort to
collect these, the City enrolled in the Registration Stop Program and entered into an
agreement for the Set Off Program. As tax season approaches, these programs are
expected to yield significant returns.
Council Member Rollins inquired about the time spent handling appeals through the Set
Off Program. Director Goodenow indicated the appeals were typically brief conversations
verifying social security numbers and addresses, with only one or two cases requiring
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extended processes. The City Council Members expressed interest in exploring additional
collection methods and incentives, with Director Goodenow agreeing to bring back
information about collections and improvement possibilities after a year of experience
with the Set Off Program.
COUNCIL COMMENTS: The Mayor and Council Members thanked staff for the time and
efforts dedicated to preparing the proposed budget , with Mayor Haila noting that
presentations would continue the following night.
ADJOURNMENT: Moved by Beatty-Hansen, seconded by Junck, to adjourn the meeting
at 7:35 p.m.
Vote on Motion: 6-0. Motion declared carried unanimously.
_______________________________ _______________________________
Carly M. Watson, Deputy City Clerk John A. Haila, Mayor
_______________________________
Renee Hall, City Clerk