Slater Regular City Council Meeting August 20, 2007

The regular meeting of the Slater City Council was called to order by Mayor Rick Rewerts at 7:30 P.M. on August 20, 2007, at City Hall 105 Greene St., Slater, Iowa. The roll being called the following Council members were present as follows: Dave Cook, Louise O’Donnell, Gene Staples, and Don Schick. Absent-Mark Pritchard. Others in attendance were Public Works Director LaDonna Chriswell, Jeremy Schlee, Colin Chriswell, Mary Beth Chinery, Betty Robb and Jim Wilson.

It was moved by Cook and seconded by O’Donnell to approve the minutes of the July 16, 2007 meeting and the August 8^th special work session. The motion passed with record vote as follows: Yes: Cook, O’Donnell, Schick, and Staples. No: none.

It was moved by O’Donnell and seconded by Schick to approve expenditures totaling $ 4,548.70 as follows:

The motion passed with record vote as follows: Yes: O’Donnell, Schick, Staples, and Cook. No: none.

Council Member O’Donnell moved that the proposed ordinance entitled: AN ORDINANCE ESTABLISHING A STORMWATER UTILITY be considered and approved on third consideration. Council Member Schick seconded the motion. The Council Members voted on the motion as follows: Yes: O’Donnell, Schick and Cook. No: Staples. The Mayor declared the motion carried. The ordinance was given Number 223 for the record.

Council Member O’Donnell moved that the proposed ordinance entitled: AN ORDINANCE AMENDING CHAPTER 13.12.070 AND ESTABLISING NEW RATES FOR SEWER SERVICE AND USE be considered and approved on third consideration. Council Member Cook seconded the motion.

The Council Members voted on the motion as follows: Yes: O’Donnell, Cook, Staples, and Schick. No: none. The Mayor declared the motion carried. The Ordinance was given Number 224 for the record.

Council Member O’Donnell moved that the proposed ordinance entitled: AN ORDINANCE ESTABLISHNG A SOLID WASTE RECOVERY UTILITY be considered and approved on third consideration. Council Member Cook seconded the motion. The Council Members voted on the motion as follows: Yes: O’Donnell, Cook, Staples, and Schick. No: none. The Mayor declared the motion carried. The Ordinance was given Number 225 for the record.

Chriswell indicated that the public works department did not plan to read the water meters for the month of August due to other priorities. She recommended that bills be estimated for the entire community similar to what was done another time during bad winter weather. This led to a discussion about the responsibility for meter reading being transferred in and out of the public works department. It was affirmed that this role will be done by public works staff from this time forward unless PeopleService or a similar firm is secured to handle reading as part of the water and wastewater operations. The proposed laborer job description reflects this function to prevent future misunderstanding regarding who is responsible.

Sue North indicated that the City software has this capability but commented that this option has not been utilized during her tenure. Concern was expressed about the fairness and appropriateness of estimating bills this month with the implementation of new fees and increased rates. PeopleService indicated that they would be able to provide staff to accomplish the work before the end of the week for an estimated fee of $350. Chriswell didn’t feel that estimating would be an issue for the citizens. The council conceded and allowed a one time estimate to be done for August only.

Chriswell recommended that a job offer be extended to Jerry Weeks to fill a vacant position in public works. She noted that he does not have any water or wastewater credentials as advertised. She feels he is willing and able to secure them as required. Weeks indicated that he will need up to 2 weeks of unpaid leave for the fall harvest this season. She anticipates a start date of September 4, 2007.

Schick moved that Jerry Weeks be offered a position in public works at a rate of $13.00/hour and the current benefit package as set out in the Employee Personnel Policy with allowance for unpaid time off for harvest. Cook seconded the motion. The motion passed with record vote as follows: Yes: Schick, Cook, Staples, and O’Donnell. No: none.

O’Donnell asked the council to discuss how and when a decision will be made about hiring a Utility Superintendent or a service company for the public works department. The council agreed to accept applications in an attempt to secure a qualified candidate pool. Ads will be places in the local newspapers as well as online with the Iowa Association of Municipal Utilities, Iowa Rural Water, and the Iowa League of Cities.

The council will then review the applicant pool and compare it to the needs of the city. During this time a cost analysis of budget and historical City costs compared to proposed contracted services will be complied and studied.

Chriswell requested authorization to purchase a new snow blade for the Public Works Vehicle. It was moved by Council Member Staples and seconded by Council Member Cook to purchase a snow blade in the amount of $7726. from Hawkeye Equipment using FY 06-07 bond proceeds allocated for public works equipment. The motion passed with record vote as follows: Yes: Staples, Cook, O’Donnell, and Schick. No: none. It was noted that the expenditure is not budgeted in the current fiscal year.

Chriswell also informed the council that the paint in the pool was coming up and chipping. Oakview Construction indicated that Rick Watts will schedule the inspection only after the pool is drained. Chriswell will keep the council updated on this process.

Sue North informed the Council that bond proceeds earmarked to cover the pool construction contract retainage and select punch list items should be invested in a properly insured and properly designated financial institution until such time that they are released for payment. The Council agreed to update and expand the financial institutions included in the resolution last updated in 1991 and proceed with taking proposals on the investment allowing for short term flexibility.

Mayor Rewerts asked the staff to prepare a prioritized lists of items for council review in an effort to be sure nothing is overlooked during the up coming personnel transitions. Sue North reviewed the most immediate priorities as follow:

1. WATER DETENTION PROJECT REQUIRED BY DNR - Sue indicated that financing must be arranged with the Iowa Finance Authority prior to the project commencing. Interim financing needs to be arranged as cash flow is not available from the water utility account. This requires getting on the intended use plan by September 1, 2007. It is anticipated that construction funds should be available by approximately November 1, 2007. Jeremy Schlee, of Snyder and Assoc, presented the council with information concerning the status of plans & specifications for the water detention project. He indicated that Jim Stricker and others from DNR have been consulted regarding delaying a project schedule and anticipating a project bid letting in early November with an anticipated start date on or before March. Mr. Stricker expressed a preference to build the improvements as soon as possible. Snyder’s will attempt to secure written approval from DNR of this project schedule. As soon as a hearing date is established Bond Counsel will need to be contacted to prepare the necessary resolutions and procedures.
2. Sue informed the council that the new $75,000 REAP Grant presentation date is set for September 19^th and impressed the point ranking significance of community members attending the review hearing.
3. The work on the 400 Main Project is still not complete. Schlee indicated that weather permitting it should be easy to finish the require work in a week. The council decided to place the matter on the next meeting. If the work is not complete at that time a contractor can be secured to finish the job and either deduct the amount from the pending pay request or by submitting the costs to R&K Construction’s bonding company.
4. Information regarding the 2010 census has started to arrive. Council Member O’Donnell has volunteered to hold and review the information and will be attending a census meeting with Chriswell until the City Clerk Administrator’s position is filled.
5. Mayor Rewerts approached the council about the Codification schedule. The council agreed to split up the draft from Simmering and Cory and work in teams to make recommendations on language as required. The Mayor will select sections and develop the assignments.
6. The Cemetery Sexton position will be vacant upon Chriswell’s retirement. Records need to be refreshed and consolidated into a formal electronic format to make the records more useable for future staff. This will process will be labor intensive. LaDonna expressed interest in continuing to serve as Sexton however didn’t feel she would have time to complete the upgrade of the record keeping prior to her retirement. She has begun combining excel documents but is not willing to finish the work without compensation after her retirement. The Cemetery board will be asked to review their budget for future funding of the work. It was noted that Data Technology has software that could facilitate this process and provide an outline for development of excel or access records that will protect future preservation of these records.
7. Mark Pritchard and Louise O’Donnell are working on a revision of the Employee Policy Procedures for Council consideration and action. Sue suggested that the draft be reviewed by legal or human resource consultants to assure that they are legally enforceable and complete.
8. City Annual Audit is scheduled beginning September 10, 2007 a partial list of items that need to be discussed with the auditors for action include:

9. · Reconciliation of meter deposit funds prior to January 2007

   · Reconciliation of Cemetery Perpetual Care Funds

   · Refresh Bank Depository Resolution and Review of Minimum Balances and ear mark investment of funds

10. The status of the City of Sheldahl connection to the sewage lagoon was discussed. Schlee reviewed a series of letters regarding the concern about a potential odor issue associated with the tie-in. He reviewed a letter from V&K on behalf of Sheldahl stating that they intend to do nothing at this time and see if the odor becomes a problem. The Council agreed by consensus that Snyder’s and city staff are hereby directed to prevent the tie-in until the odor issue has been addressed to Slater’s satisfaction.
11. Storm Water Issues were discussed. The Fourmile Creek modeling can be completed and presented in time for the November FEMA deadline as long as collaboration with the Siever’s family is formalized. Negotiations are being formalized in a letter of intent to place on file for follow-up by the Council and new City Administrator. Schlee presented the council with a storm-water utility overview of future storm water needs for capital improvement planning.

It was moved by Council Member Schick and seconded by Council Member O’Donnell to approve payment to Mallon Excavation in the amount of $10,000 for the grading of a section of the Slater multi-use trail and authorizing the Mayor and designated staff to submit the appropriate paperwork to REAP for reimbursement. The motion passed with record vote as follows: Yes: Schick, O’Donnell, Staples, and Cook. No: none.

Chriswell provided the council with the official notices concerning 4 dangerous properties in the community. The notices will be posted on August 21, 2007 and given to the Sheriff’s offices to be served to the owners. Chriswell will update the council at the next meeting.

Mayor Rewerts indicated that he is in favor of looking into hiring a professional to assist in the candidate search for the City clerk/administrator position. The council agreed and decided to invite Sue Cosner and Gary Reiners of the Public Managers Resource Group (PMRG) to the next meeting to provide a potential scope of services and cost estimates.

It was moved by Council Member Cook and seconded by Council Member Schick to hire Mary Beth Chinery and Lauren Nuzback as temporary part-time office assistants at a salary of $12.50/hour effective August 13, 2007. The Mayor and Sue North will coordinate a schedule and guide task assignments. The motion passed with record vote as follows: Yes: Cook, Schick, O’Donnell, and Staples. No: none.

It was moved by Staples seconded by Council Member Cook to authorize the reimbursement of partial FY 2006-2007 medical deductibles for Sue North consistent with established policies for self insurance applicable to regular full time staff. The motion passed with record vote as follows: Yes: Staples, Cook, O’Donnell, and Schick. No: none.

It was moved by Schick and seconded by Staples to adjourn at 10:35 P.M., the motion carried and the meeting adjourned.