MINUTES - CITY COUNCIL MEETING
Hawarden Public Library
Monday, March 4, 2002 at 6:15 P.M.

The meeting was called to order at 6:15 p.m.

Present: Council persons: Harvey, Cauwels, Lubkeman, Woodley, Nohava

Absent: Mayor Porter

Staff Present: Craig Coffey, City Administrator; Tom Kane, Public Works Director; Jim Pickner, City Attorney; Sharole Rens, Finance Officer.

In the absence of the Mayor, Mayor Pro-Tem Cauwels presided over the meeting.

Standard Agenda Items

Item 1a. Council/Staff Planning Session - 6:15 - 7:00 p.m. (Not Televised) There were three different items up for discussion including moving up the Community Center Project, the Public Works Projects and also Flex Spending. The Council was presented with some changes in the Community Center plans that could be made before the start of Phase II. It was decided by general consensus that staff should get estimates on the costs before deciding on these changes.

The Council then moved on to the televised portion of the meeting.

Item 1b. Approval of Minutes of February 25, 2002. (Televised) Moved by Woodley/Lubkeman to approve the Minutes of February 25, 2002. Motion carried unanimously.

Item 1c. Approval of Claims for Payment. Moved by Nohava/Woodley to approve the Schedule of Claims for payment. Motion carried unanimously.

Item 1d. Open Business From the Community (limited to a maximum of 5 minutes per item). There was no open business from the community.

Item 2a. Staff Reports/Discussion.

• Mr. Coffey reported that he had advertised for an engineer in regard to the PFSA Grant scheduled for March 18th. A meeting was held regarding address changes for Hawarden, South Dakota, with the majority of those attending opposing the change.
• Mr. Coffey presented a plan for the purchase of City magnets with City numbers and emergency numbers on them. There were no other staff reports given.

Item 2b. Mayor's Report. (Absent)

Other Agenda Items

Item 3. Public Hearing and Resolution 2002-09, Approving the City’s FY 2002-03 Budget. Mayor Pro-Tem Cauwels opened the Public Hearing at 7:09 p.m. There were no oral or written comments. The Mayor Pro-Tem declared the hearing closed at 7:10 p.m. Moved by Woodley/Lubkeman to approve the City’s FY 2002-03 Budget. Motion carried unanimously.

Item 4. Adoption of Payment Draw Down for the CDBG/Wee Care Project. The adoption of this payment provides the City to receive money from the CDBG Grant. Moved by Woodley/Lubkeman to approve the Adoption of Payment Draw Down for the CDBG/Wee Care Project. Motion carried unanimously.

Item 5. Adoption of an Excessive Force Policy and Residential Anti-Displacement and Relocation Assistance (RARA) Policy. The City needs the adoption of the federal mandated policies for the $42,000 Public Facilities Set-Aside (PFSA) Grant. Moved by Nohava/Woodley to approve the Adoption of the Excessive Force Policy and the Residential Anti-displacement and Relocation Assistance (RARA) Policy. Motion carried unanimously.

Item 6. Resolution No. 2002-04, a Resolution to Fix a Date For a Hearing on a Loan Agreement in the Principal Amount of $180,000. Moved by Nohava/Lubkeman to approve Resolution No. 2002-04. Aye: Harvey, Cauwels, Lubkeman, Woodley, Nohava. Nay: None. Motion carried unanimously.

Item 7. Third Reading of Ordinance No. 597, Amending Electric Rates. This Ordinance raises the electric rates by 3%. Moved by Woodley/Nohava to approve the third reading of Ordinance No. 597, Amending Electric Rates. Aye: Harvey, Cauwels, Lubkeman, Woodley, Nohava. Nay: None. Motion carried unanimously.

Item 8. Third Reading of Ordinance No. 598, Amending Gas Rates. This Ordinance raises the minimum from $4.15 to $5.00, the next 4 tiers by .125 per ccf, and the next 3 tier by .075 per ccf and raising the fuel adjustment threshold. Moved by Woodley/Lubkeman to approve the third reading of Ordinance No. 598, Amending Gas Rates. Aye: Cauwels, Lubkeman, Woodley, Nohava. Nay: Harvey. Motion carried.

Item 9. Resolution No. 2002-08, A RESOLUTION AUTHORIZING SITE PREPARATION EXPENDITURES DIRECTLY FROM THE TIF AREA A FUND NOT TO EXCEED $6000 AND AUTHORIZING THE EXPENDITURE OF BUDGETED FUNDS FOR THE DESIGN AND BID PACKET PREPARATION OF SEWER IMPROVEMENTS FOR THE SOUTH INDUSTRIAL PARK NOT TO EXCEED $20,000. This Resolution will allow the City to complete site grading in the SE corner of the Industrial Park and develop construction plans for the sewer system to serve the south side of the City and beyond. Moved by Woodley/Lubkeman to approve Resolution No. 2002-08 as amended (to read: not to exceed $20,000). Aye: Harvey, Cauwels, Lubkeman, Woodley, Nohava. Nay: None. Motion carried unanimously.

Item 10. Resolution No. 2002-10, a RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF HAWARDEN, IOWA, AUTHORIZING A GRANT APPLICATION TO THE LOCAL HOUSING ASSISTANCE PROGRAM (LHAP), COMMITTING LOCAL MATCH TO THE PROJECT, DESIGNATING PERSONS AUTHORIZED TO EXECUTE SAID APPLICATION, AND AUTHORIZING THE RECORDING OF UP TO A $90,000 TIF AREA 1 DEBT FOR THE CONSTRUCTION OF HOUSING AND AS GRANT MATCH IN THE EVENT THE LHAP GRANT IS AWARDED. Moved by Woodley/Cauwels to approve Resolution No. 2002-10. Aye: Cauwels, Lubkeman, Woodley, Nohava. Nay: Harvey. Motion carried.

Item 11. Closed Session of Telecommunication Issues Under Iowa Code Section 388.9(1) (Proprietary). At 7:31 p.m., moved by Nohava/Lubkeman to enter into Closed Session under Iowa Code Section 388.9(1)(Proprietary). Motion carried unanimously.

At 8:07 p.m., moved by Nohava/Woodley to adjourn Closed Session and resume Regular Session. Motion carried unanimously.

At 8:08 p.m., discussion resumed on Item 1a of the Agenda. The Council decided to stay with the original bid of asphalt instead of concrete parking for an upgrade cost of $10,000.

It was then moved by Woodley/Cauwels to proceed with Option 1 to move up Phase II of the Community Center Project to 2003-04 from 2004-05 if the financials can be worked out. Aye: Cauwels, Lubkeman, Woodley, Nohava. Nay: Harvey. Motion carried.

Discussion continued on whether or not to keep the Middle School Lunchroom if the Baptist Church would agree to change the previous deed restriction. Moved by Woodley/Cauwels to utilize the Middle School Lunchroom in Phase II if the Church agrees to the change. Aye: Cauwels, Lubkeman, Woodley. Nay: Harvey, Nohava. Motion carried.

The Council decided on a brick color for the Community Center with mortar to match the existing building.

The Council agreed to proceed with the plan to build the mini storage structure and to construct a new fire station on the grain bin site dependent on receiving the Brownfield Grant.

The subject of flex spending was brought to the Council for their input. This proposal would amend our cafeteria plan to include un-reimbursed medical expenses and dependent care expenses for City employees. It was agreed that staff should proceed to add the flex spending benefit and draft a new cafeteria plan.

Moved by Nohava/Cauwels to adjourn. Motion carried unanimously. The Council Meeting adjourned at 9:00 p.m.

__________________________
Ricard Porter, Mayor