MINUTES - CITY COUNCIL MEETING
Hawarden Public Library
Monday, November 5, 2001 at 7:00 P.M.

The meeting was called to order at 7:00 p.m.

Present: Mayor Porter; Councilmen: Harvey, Cauwels, Dorhout, Woodley, Kallsen.

Absent: None

Staff Present: Craig Coffey, City Administrator; Tom Kane, Public Works Director; Jim Pickner, City Attorney; Chris Myres, Telecommunications Director; Mike DeBruin, Police Chief.

Standard Agenda Items

Item 1a. Approval of October 22, October 26 and November 1, 2001 Minutes. Moved by Harvey/Cauwels to approve the Minutes of Oct. 22, October 26, and Nov. 1, 2001. Motion carried unanimously.

Item 1b. Approval of Claims for Payment. Moved by Harvey/Woodley to approve the Schedule of Claims for payment. Aye: Cauwels, Dorhout, Harvey, Woodley. Abstain: Kallsen. Motion carried.

Item 1c. Open Business from the Community(limited to a maximum of 5 minutes per item.) Mary Jane Wagers and Bernie Smith were present to complain about the Tilstra house on Central Avenue (between 17th and 18th) that they feel is a fire hazard, infested with rodents and an eyesore to the community.

Item 2a. Staff Reports/Discussion. Mr. Coffey reported on several different items.

• The Hospital audit will be available at the end of November. The City of Hawarden’s auditor, Matt Washburn, with Williams & Company has left the firm for another position, which may delay the City’s audit.
• Because of recent school policy changes, there have been requests for using the LSS gym. The utilities have been shut off there and the building winterized.
• Mr. Coffey reported that HAPP is putting on a customer service seminar on November 12th at the Public Library.
• The City Offices will be closed on Veteran’s Day.
• The Police Department may lose two officers to the County Sheriff’s Dept.
• Several activities were reported from the activities department. Jami Dekkers took 57 kids to a Halloween party in Akron on October 26. On November 9th there will be a High School bowing night at Sportsman’s Lanes and on Nov. 17th Movie Night will be at the H.S. Auditorium for the Middle School students.
• Public Works Director, Tom Kane, gave an update on his department to the Council. He reported that S-1 charges for supplemental power would remain the same during 2002.
• D & I Railroad continues to update the RR crossings. New road beds have been installed at 27th, 21st, 19th, 16th and 13th Streets. The cross arms and lights will be fully operational soon. The train bridge between 13th and 16th Street has been taken off the replacement list. The crossing on State Highway 12, which is the spur that the City owns, is on the States schedule for replacement next summer.
• He also reported that we are getting a good response for the grass and leaf disposal at the old landfill, since opening the landfill on Saturdays.
• The construction of the Hill Addition Infrastructure has been progressing well. The lights are up and operational at the Boyer Addition and all of the conduit is in the ground.
• Tom Kane commended Rocky Waterman on an outstanding job at the cemetery again this year.
• He also said that the Street Crew has widened 27th street, at the intersection of State Highway 10 and Ave D. and the Water Dept. has been busy installing water mains in the Boyer-Hill Addition. The Electric crew is also in the process of installing the lights in the new playground area of the City Park. This will get rid of most of the overhead lines in the North side of the Park. They also rewired the small shelter at the park by the playground set. The telecommunications crew has been doing cable sweeps for interference leaks.

Item 2b. Mayor Report Mayor Porter reminded everyone to vote on Tuesday, November 6th. He also read a thank you from the West Sioux Cross Country Team for the City’s support and specifically Tim Moothart and Rick Bronkhorst for their help.

Other Agenda Items

Item 3a. Discussion and Adoption of Community Development and Housing Needs 2001 Assessment Update. Moved by Cauwels/Woodley to adopt the Community Development and Housings Needs of 2001 assessment update. Aye: Cauwels, Kallsen, Dorhout, Woodley. Nay: Harvey. Motion carried.

Item 3b. Public Hearing on a Housing Grant Application. This public hearing is called for the receiving of comments regarding the City of Hawarden’s plans to submit a Housing Fund Grant application for $250,000 to the Iowa Department of Economic Development by January 14, 2001. The Housing Fund Grant will be used to assist a minimum of sixteen (16) to a maximum of twenty-four (24) homebuyers with varying amounts of mortgage buy down assistance on the purchase of a new single-family home within the city limits of Hawarden. Total project costs are estimated to run $385,000. One Hundred (100%) percent of the requested grant funds will benefit low-to-moderate income households. Mayor Porter opened the Public Hearing at 7:26 p.m. There were no oral or written comments. The Mayor declared the hearing closed at 7:28 p.m.

Item 3c. Resolution No. 2001-35 - A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF HAWARDEN, IOWA, AUTHORIZING APPLICATION TO THE HOUSING FUND GRANT PROGRAM, COMMITTING LOCAL MATCH TO THE PROJECT, AND DESIGNATING PERSON AUTHORIZED TO EXECUTE SAID APPLICATIONS. A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF HAWARDEN, IOWA, AUTHORIZING APPLICATION TO THE HOUSING FUND GRANT PROGRAM, COMMITTING LOCAL MATCH TO THE PROJECT, AND DESIGNATING PERSON AUTHORIZED TO EXECUTE SAID APPLICATIONS. This Resolution will give the City additional funds for our housing construction and may allow us to even attract families from outside Hawarden. Matching funds will come in the form of tax abatements or 6% housing grants plus $35,000 from the low - moderate income housing fund. Moved by Dorhout/Cauwels to approve Resolution No. 2001-35. Aye: Woodley, Harvey, Cauwels, Dorhout, Kallsen. Nay: None. Motion carried unanimously.

Item 4. First Reading of Amended Ordinance No. 596 - AN ORDINANCE OF THE CITY OF HAWARDEN AMENDING TITLE 9, CHAPTER 9.03 BY ADDING A NEW SECTION 9.03.01 " PRESUMPTION IN REFERNCE TO ILLEGAL PARKING", RENUMBERING CHAPTER, AND REPLACING AN EXISTING SECTION RENUMBERED FROM 9.03.09 TO 9.03.10 BY ADDING STANDARDS LOWERING THE WEIGHT LIMIT OF PROHIBITED VEHICLES, PROHIBITING VEHICLES OVER 25FT IN LENGTH, AND PROHIBITING NON-MOTORIZED VEHICLES FROM PARKING IN THE RIGHT OF WAY OF RESIDENTIALLY ZONED AREAS; PROVIDING REPEALER AND SEVERABILITY CLAUSES AND AN EFFECTIVE DATE. Moved by Harvey/Kallsen to approve the first reading of Amended Ordinance No. 596. Aye: Woodley, Harvey, Cauwels, Dorhout, Kallsen. Nay: None. Motion carried unanimously.

5a. Request for Renewal of Class BC License with Sunday Sales for the Quick Corner.

Item 5b.Request for Renewal of a Class C Liquor License Bistro Annex. Moved by Cauwels/Harvey to approve the licenses for 5a. and 5b.Motion carried unanimously.

Item 6. Resolution 2001-32 - A Resolution Establishing a Increment Revenue Fund for TIF Area I and Authorizing Loans to that Fund as Needed for Housing Grants for New Owner-Occupied, Single Family Housing Construction. This is the Housing Grant Program that was unanimously approved and this will establish funding and set parameters for the operations of the program. Discussion ensued about making the changes. Moved by Woodley/Cauwels to make the following changes listed below to Resolution No. 2001-32. Motion carried unanimously. Deleting reference to "site-built" and "manufactured homes", City attorney defining mobile homes, and requiring 3-years residency with a prorated payback if the residency requirement is not met. Moved by Woodley/Dorhout to approve amended Resolution No. 2001-32. Aye: Woodley, Harvey, Kallsen, Dorhout. Abstain: Cauwels. Motion carried unanimously.

Item 7. Resolution No. 2001-33 - A Resolution Establishing a Tax Increment Revenue Fund and Authorizing Loan to That Fund for the Demolition of the Hawarden Grain Bins. Moved by Cauwels/Dorhout to approve Resolution No. 2001-33. Discussion ensued on this item. Moved by Woodley/Kallsen to postpone Resolution No. 2001-33 until the November 19th Council Meeting in order to search out available grants and other funding for this project. Aye: Woodley, Kallsen, Dorhout, Cauwels. Nay: Harvey. Motion carried.

Item 8. Resolution 2001-34 - A Resolution of the City of Hawarden Setting Certain Bid Letting Procedures For All Projects Requiring to be Bid According to State Law (exceeding $25,000). This Resolution will simplify the City’s bid process by setting standard bid policies. Moved by Harvey/Woodley to approve Resolution No. 2001-34 with changes in paragraph 1: by changing "of" to "and" and adding the words "or two designees" after the word designee. Aye: Woodley, Harvey, Kallsen, Dorhout, Cauwels. Nay: None. Motion carried unanimously.

Item 9. Resolution 2001-36 - A Resolution of the City of Hawarden Authorizing the Mayor and City Administrator to Purchase the Grains on Behalf of the City and Hire Out the Demolition of All the Structures on the Site, Returning the Site to a Safe Condition, all for a Cost Not to Exceed $40,000. This Resolution does not include the financing on this project. Moved by Woodley/Cauwels to postpone this Resolution until the November 19th Council Meeting. Aye: Woodley, Kallsen, Dorhout, Cauwels. Nay: Harvey. Motion carried to postpone this item.

Item 10. Ordering of Public Hearing and Notice to Bidders for Publication for Two Sewer Plant Clarifiers. This action will enable us to bid out clarifiers for the Sewer Plant. Moved by Harvey/Woodley to order a public hearing and notice to bidders for publication for two Sewer Plant Clarifiers. Motion carried unanimously.

Item 11. Ordering of Public Hearing and Notice to Bidders for Publication for Phase I of the Community Center Project which includes Wee Care and the Major Demolition/ Reconstruction of the main Banquet Hall. This action will enable us to bid out on Phase I when the specifications are finalized. Moved by Dorhout/Cauwels to order a public hearing and notice to bidders for publication for Phase I of the Community Center Project, which includes Wee Care and the major demolition/reconstruction of the main Banquet Hall. Motion carried unanimously.

Item 12. Final Review and Approval of the Wee Care Lease. This item was postponed for final review and approval until the November 19th Council Meeting.

Item 13. Closed Session Discussion of Telecommunications Issues Under Iowa Code Section 388.91. At 8:37 p.m., moved by Kallsen/Dorhout to enter into Closed Session to discuss proprietary information and potential litigation. Motion carried unanimously. At 8:57 p.m., moved by Harvey/Kallsen to adjourn Closed Session and resume Regular Session. Motion carried unanimously.

Item 14. Discussion of Regional Airport. Different elements of the Regional Airport Study were discussed. The Council directed the City Administrator to keep them informed on this project.

Item 15. Review of Personnel Manual. Mr. Coffey discussed various items in the Personnel Manual and answered questions and concerns from the Council. The drug policy and on-the-job injuries were specifically mentioned.

Item 16. Review of New Utility Service Rules Handbook (if Ready). This item was not ready for review at this time.

Moved by Woodley/Dorhout to adjourn. Motion carried unanimously. The Council Meeting adjourned at 9:50 p.m.

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Ricard Porter, Mayor