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Home My WebLink AboutCouncil Packet-1/9/2012Amended Council Agenda Items Council Meeting Monday, January 9, 2012 MEND Change hotel/motel request to indicate that it is NOT a mini -grant 5. Resolution approving Convention and Visitors Bureau Board recommendations for funding the following hotel/ motel grant requests: Waterloo Center for the Arts in the amount of $37,323.00; Grout Museum District in the amount of $21,557.00; and National Wrestling Hall of Fame Dan Gable Museum in the amount of $7,120.00 - Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau L o.q- 4 CiL34- 13-7 g39 C R THE CITY COUNCIL OF THE CITY OF WATERLOO, ri--52Z p---1 s(, & IOWA, REGULAR SESSION TO BE HELD AT THE Gr4.g721O C `/3) CITY HALL COUNCIL CHAMBERS, 5:30 P.M. MONDAY, JANUARY 9, 2012 CITY OF WATERLOO GOALS 1. Support economic development efforts that attract, retain and create quality jobs resulting in a diverse economic base and increased population. 2. Continue to support implementation of the Downtown Master Plan. 3. Facilitate and promote the development of housing options to meet the needs of current and future Waterloo citizens. 4. Develop a customer -centered service delivery approach. 5. Seek additional opportunities to share services and resources with other government entities. 6. Collaborate with statewide elected officials to reduce the burden on local property taxes. 7. Address the changing public workforce needs in Waterloo. 8. Enhance and protect a diverse, family-oriented community where neighborhoods are safe and well maintained. 9. Enhance the quality of place opportunities for the citizens of our community. General Rules for Public Participation 1. Although not required by city code of ordinances, oral presentations may be allowed at the chair/presider's (usually the Mayor or Mayor Pro Tem) discretion. The "oral presentations" section of the agenda is your opportunity to address items not on the agenda. A speaker may speak to one (1) issue per meeting for a maximum of three (3) minutes. Official action cannot be taken by the Council at that time, but may be placed on a future agenda or referred to the appropriate department. 2. At the chair/presider's discretion, you may address an item on the current agenda by stepping to the podium, and after recognition by the chair/presider, state your name, address and group affiliation (if appropriate) and speak clearly into the microphone. 3. If there is a hearing scheduled as part of an agenda item, the chair/presider will allow everyone who wishes to address the council, using the same participation guidelines found in these "general rules". 4. You may speak one (1) time per item for a maximum of three (3) minutes. 5. Keep comments germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 5:00 p.m. on Monday of the day of the City Council meeting to appear before the City Council (may also register by phone). Registered speakers will be given first priority. Roll Call. Moment of Silence. Pledge of Allegiance: Bob Greenwood, Council Member At Large. January 9, 2012 Page 2 Agenda, as proposed or amended. Minutes, as proposed, of: December 29, 2011 Special Session; January 3, 2012 Organization Meeting; January 3, 2012 Regular Session; and January 5, 2012 Special Session. Recognition of 2011's Team Member of the Year - Jimmy Day 1. Consent Agenda: (The following items will be acted upon by voice vote on a single motion without separate discussion, unless someone from the council or public requests that a specific item be considered separately.) a. Resolution to approve the following: 1. Bills Payment, Schedule AP642, a copy of which is on file in the office of the City Clerk. 2. Request to certify the following assessments to properties for work performed by the Water Works, together with recommendation of approval of Board of Water Works Trustees: Address Amount to certify 148 Summit Avenue $536.28 1324 Grant Avenue $1,895 .17 821 West 8th Street $1,983 . 60 919 Hammond Avenue $1, 636.00 232 Gable Street $2,365.00 Submitted by Dennis Clark, General Manager of Waterloo Water Works b. Motion to approve the following: 1. 2. Travel Requests Name & Title of Personnel Class/ Meeting Destination Date(s) Amount not to Exceed Kyle Bauch, Park Maintenance 11— Forestry ACRT Inc. Line Clearance Manual and Certification Test No Travel Required $167.09 Mayor Buck Clark Cedar Valley Coalition Washington, D.C. February 25-29, 2012 $1, 925.00 January 9, 2012 4. 5. 6. 7. Page 3 Rudy D. Jones, Community Development Director Cedar Valley Coalition Washington, D.C. February 24-29, 2012 $2,120.00 Noel Anderson, Community Planning & Development Director Cedar Valley Coalition Washington, D.C. February 26-29, 2012 $2,360.00 Todd Denfield, City Forester 78th Annual Iowa Turfgrass Conference & Trade Show Des Moines, Iowa January 17-19, 2012 $215.00 Investigator Hesse ICAC Peer 2 Peer Software Training Boca Raton, Florida July 18- 22, 2011 $391.30 Outside Agency Instructors Waterloo Police Reserve Academy Travel to Waterloo, Iowa January 14 -May 30, 2012 $1, 000.00 8. Motion to receive and file Mayor Clark's recommendation of the following appointments: Appointee Board/ Commission Expiration Date New or Re - Appointment Mardy L. DeHart Board of Electrical Examiners & Appeals January 10, 2015 New Appointment David W. Kline Board of Electrical Examiners & Appeals January 10, 2015 New Appointment Randy Waschkat Plumbing Board of Licensing, Examiners & Appeals January 10, 2015 New Appointment Mike Brocka Plumbing Board of Licensing, Examiners & Appeals January 10, 2015 Re Appointment January 9, 2012 • . Page 4 Class C Beer License Permit Application 9. Casey's General Store #2867, 2424 Ranchero Road (Renewal) (Expires 12/ 17/ 12) (Includes Sunday Sales) Class C Liquor License Permit Application 10. Elitte Cafe Bar, 1108 Jefferson Street (Renewal) (Expires 2/ 7/ 13) (Includes Sunday Sales) 11. Amalgamated Local 838 UAW, 2615 Washington Street (Ownership Update) (Effective 1/3/ 12) 12. The Hoist Bar & Grill, 213 E. 5th Street (New) (Expires 1/ 10/ 13) (Includes Sunday Sales) 13. Curt's, 32 Lafayette Road (New) (Expires 1/1/13) (Includes Sunday Sales) Class B Native Wine License Permit Application 14. Casey's General Store #2867, 2424 Ranchero Road (Renewal) (Expires 12/ 17/ 12) (Includes Sunday Sales) APPEAL ON DENIAL OF APPLICATION FOR PERMISSION TO DRIVE A MOTOR VEHICLE FOR THE PURPOSE OF CARRYING PASSENGERS 2. Motion to approve request of Andrew Peterson of 408 Courtland Avenue permission to drive a motor vehicle for the purpose of carrying passengers. PUBLIC HEARINGS 3. Purchase of 2012 Golf Turf Equipment Motion to receive and file proof of publication of notice of public hearing HOLD HEARING—No objections on file Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of specifications, bid document, etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to open and read bids and refer to Leisure Services Director for review. Submitted by JB Bolger, Golf & Downtown Area Maintenance Manager RESOLUTIONS 4. Resolution approving the cancellation of Tuesday, January 17, 2012 City Council meeting due to the Martin Luther King Jr. Holiday; and holding the following two council meetings on Monday, January 23, 2012 and Monday, January 30, 2012. Submitted by Mayor Buck Clark January 9, 2012 Page 5 5. Resolution approving Convention and Visitors Bureau Board recommendations for funding the following hotel/motel mini -grant requests: Waterloo Center for the Arts in the amount of $37,323.00; Grout Museum District in the amount of $21,557.00; and National Wrestling Hall of Fame Dan Gable Museum in the amount of $7,120.00. Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau Resolution approving submission of Cedar Trails Partnership grant fund request for a cross-country ski grooming device in an amount not to exceed $4,000.00. Submitted by JB Bolger, Golf & Downtown Area Maintenance Manager Resolution approving professional service agreement with Main Street Waterloo, for 2 years (FY 13 and FY 14) for $40,000 per year. Submitted by Noel Anderson, Community Planning & Development Director Resolution approving amendment to the original Development Agreement with J.J.B. Properties, LLC from November 5, 2007, to change completion date from January 1, 2009 to January 1, 2010, and to change the Minimum Assessment end date from December 31, 2022 to December 31, 2023; and authorize Mayor and City Clerk to execute any necessary documents. Submitted by Noel Anderson, Community Planning & Development Director 9. Resolution approving amendment to the original Development Agreement with Avita Developments LLC from May 5, 2008, to change completion date from January 1, 2009 to January 1, 2010, and to change the al Minimum Assessment end date from December 31, 2024 to December 31, U 2025; and authorize Mayor and City Clerk to execute any necessary documents. Submitted by Noel Anderson, Community Planning & Development Director 10. Motion approving Change Order No. 5 for a net increase of $164,534.60 for work performed by Aspro, Inc. of Waterloo, Iowa in conjunction with F.Y. 2010 Street Reconstruction Program, Contract No. 772. Submitted by Dennis Gentz, P.E., Assistant City Engineer 11. Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by Aspro, Inc. of Waterloo, Iowa at a total cost of $5,598,205.63 in conjunction with F.Y. 2010 Street Reconstruction 2/,V- Program, Contract No. 772; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer January 9, 2012 Page 6 12. Motion approving Change Order No. 1 for a net decrease of $175,040.63 for work performed by B 8z B Builders and Supply of Waterloo, Iowa in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 1, Contract No. 811. Submitted by Wayne Castle, PLS, El, Associate Engineer Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by B & B Builders and Supply of Waterloo, Iowa at a total cost of $130,602.98 in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 1, Contract No. 811; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with F.Y. 2012 Sidewalk Repair Assessment Program - Zone 1, Contract No. 811. Submitted by Wayne Castle, PLS, El, Associate Engineer 15. Motion approving Change Order No. 1 for a net decrease of $26,100.20 for work performed by B & B Builders and Supply of Waterloo, Iowa in conjunction with F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812. Submitted by Wayne Castle, PLS, El, Associate Engineer 16. Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by B & B Builders and Supply of Waterloo, Iowa at a total cost of $50,956.65 in conjunction with F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer ,7. Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with F.Y. 2012 Sidewalk Block Grant Repair ib() Assessment Program - Zone 1, Contract No. 812. Submitted by Wayne Castle, PLS, El, Associate Engineer 18. Resolution approving Letter of Commitment for participation with the Black hawk Soil and Water Conservation District's EPA Urban Waters Small Grant application; and authorize Mayor to execute said document. Submitted by Phil Schuppert, Stormwater Specialist 19. Resolution approving recommendation of award of contract to Failor Hurley Construction of Hudson, Iowa in the amount of $21,190.00 for (Q, Livingston Aviation Entry Door Replacement for Waterloo Regional Airport. tid Submitted by Bradley Hagen, Airport Director January 9, 2012 Page 7 20. Resolution approving Contract, Bonds and Certificates of Insurance with Pallor Hurley Construction of Hudson, Iowa in the amount of $21,190.00 f or Livingston Aviation En Door Replacement at Waterloo Regional Airport. Submitted by Bradley Hagen, Airport Director 21. Resolution approving recommendation of award of contract to Advanced 6 Environmental in the amount of $37,440.00 for asbestos abatement 1✓l.( services of the former Francis Grout School loca ted at 330 Madison I Street.$ �� % r� �,c —' Submitted by Christopher Western, Planner II 22. Resolution approving recommendation of award of contract to Abatement Specialist LLC in the amount of $32,523.00 for asbestos abatement services of 212, 302, 306-308, 312 Jefferson Streets, and 319 West 2nd Street. Submitted by Christopher Western, Planner /1 OTHER COUNCIL BUSINESS 23. Motion approving Change Order No. 2 for a net increase of $13,396.47 for work performed by Don Gardner Construction Co. Inc. of Waterloo, Iowa in conjunction with Waterloo Center for the Arts Window Replacement Project. Submitted by Craig Clark, Building Oficial/Maintenance Administrator /24. Resolution setting date of hearing as January 23, 2012 to approve i , Request for Proposals for Asbestos Removal at 910 West Shaulis Road; '✓� l& and instruct City Clerk to publish notice. Submitted by Christopher Western, Planner Il 25. Purchase of Six (6) 2013 Model Year Patrol Cars Motion to instruct Public Works Director to prepare specifications, bid document, etc. Motion to receive and file specifications, bid document, etc. Resolution preliminarily approving specifications, bid document, etc. er DResolution setting date of hearing and bid opening as February 6, 2012; and instruct City Clerk to publish notice of specifications, bid document, etc. and taking of bids. Submitted by Mark Rice, Public Works Director January 9, 2012 Page 8 ORDINANCES 26. Hotel/Motel Tax Ordinance Change Motion to receive, file, consider and pass for the first time an Ordinance approving changes to 1-8A-7: Local Transient Guest Tax Fund, Section D Motion suspending the rules. Motion to consider and pass for the second and third time and adopt ordinance. Submitted by Mayor Buck Clark ORAL PRESENTATIONS Motion to receive and file oral comments. ADJOURNMENT Motion to adjourn. Suzy Schares City Clerk MEETINGS Monday, January 9, 2012 4:05 p. m. - Council Work Session, Council Chambers 4:35 p.m. - Council Work Session, Council Chambers 4:55 p.m. - Boards and Commissions Committee, Council Chambers 5:00 p.m. - Finance Committee, Council Chambers PUBLIC INFORMATION 1. Communication from Traffic Operations Superintendent transmitting retirement of Steve Scanlon, Sign & Traffic Equipment Operator, effective December 31, 2011, together with recommendation of approval of payout of $17,463.07 for unused benefits. 2. Communication from Public Works Director transmitting retirement of Robert Decker II, Equipment Operator I, effective December 30, 2011 together with recommendation of approval of payout of $4, 499.43 for unused benefits. January 9, 2012 Page 9 CONTRACT PAYMENT SCHEDULE 1. Waterloo Dam Rehabilitation and Riverwall Reconstruction, Contract No. 713. Pay estimate No. 72 to Peterson Contractors, Inc in the total amount due of $49,315.56 2. F. Y. 2010 Riverfront Renaissance Lower Plaza, Contract No. 763 Pay estimate No. 17 to AECOM in the total amount due of $12, 781.27 3. F.Y. 2010 Street Reconstruction, Contract No. 772 Pay estimate No. 32 to Aspro in the total amount due of $1,379.40 4. F.Y. 2011 Cattle Congress Storm Water Pump Station, Contract No. 801 Pay estimate No. 6 to AECOM in the total amount due of $14,918.27 5. F.Y. 2011 River Renaissance Upper Plaza, Contract No. 808 Pay estimate No. 7 to AECOM in the total amount due of $15,886:09 6. Delane Avenue Detention Area & Preliminary Plan Development Payment to JDE Engineering in the total amount due of $18, 786.25 7. Waterloo Stormwater Lift Stations at Cedar Bend, Hollywood and Fletcher Avenue Payment to Snyder & Associates in the total amount due of $4, 868.00 Amended Council Agenda Items Council Meeting Monday, January 9, 2012 MEND Change hotel/motel request to indicate that it is NOT a mini -grant 5. Resolution approving Convention and Visitors Bureau Board recommendations for funding the following hotel/ motel grant requests: Waterloo Center for the Arts in the amount of $37,323.00; Grout Museum District in the amount of $21,557.00; and National Wrestling Hall of Fame Dan Gable Museum in the amount of $7,120.00 - Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, REGULAR SESSION TO BE HELD AT THE CITY HALL COUNCIL CHAMBERS, 5:30 P.M. MONDAY, JANUARY 9, 2012 CITY OF WATERLOO GOALS 1. Support economic development efforts that attract, retain and create quality jobs resulting in a diverse economic base and increased population. 2. Continue to support implementation of the Downtown Master Plan. 3. Facilitate and promote the development of housing options to meet the needs of current and future Waterloo citizens. 4. Develop a customer -centered service delivery approach. 5. Seek additional opportunities to share services and resources with other government entities. 6. Collaborate with statewide elected officials to reduce the burden on local property taxes. 7. Address the changing public workforce needs in Waterloo. 8. Enhance and protect a diverse, family-oriented community where neighborhoods are safe and well maintained. 9. Enhance the quality of place opportunities for the citizens of our community. General Rules for Public Participation 1. Although not required by city code of ordinances, oral presentations may be allowed at the chair/presider's (usually the Mayor or Mayor Pro Tem) discretion. The "oral presentations" section of the agenda is your opportunity to address items not on the agenda. A speaker may speak to one (1) issue per meeting for a maximum of three (3) minutes. Official action cannot be taken by the Council at that time, but may be placed on a future agenda or referred to the appropriate department. 2. At the chair/presider's discretion, you may address an item on the current agenda by stepping to the podium, and after recognition by the chair/ presider, state your name, address and group affiliation (if appropriate) and speak clearly into the microphone. 3. If there is a hearing scheduled as part of an agenda item, the chair/presider will allow everyone who wishes to address the council, using the same participation guidelines found in these "general rules". 4. You may speak one (1) time per item for a maximum of three (3) minutes. 5. Keep comments germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 5:00 p.m. on Monday of the day of the City Council meeting to appear before the City Council (may also register by phone). Registered speakers will be given first priority. Roll Call. Moment of Silence. Pledge of Allegiance: Bob Greenwood, Council Member At Large. January 9, 2012 Page 2 Agenda, as proposed or amended. Minutes, as proposed, of December 29, 2011 Special Session; January 3, 2012 Organization Meeting; January 3, 2012 Regular Session; and January 5, 2012 Special Session. Recognition of 2O11's Team Member of the Year - Jimmy Day 1. Consent Agenda: (The following items will be acted upon by voice vote on a single motion without separate discussion, unless someone from the council or public requests that a specific item be considered separately.) a. Resolution to approve the following: 1. Bills Payment, Schedule AP642, a copy of which is on file in the office of the City Clerk. 2. Request to certify the following assessments to properties for work performed by the Water Works, together with recommendation of approval of Board of Water Works Trustees: Address Amount to certify 148 Summit Avenue $536.28 1324 Grant Avenue $1,895. 17 821 West 8th Street $1,983 .60 919 Hammond Avenue $1,636. 00 232 Gable Street $2,365.00 Submitted by Dennis Clark, General Manager of Waterloo Water Works b. Motion to approve the following: 1. 2. Travel Requests Name & Title of Personnel Class/ Meeting Destination Date(s) Amount not to Exceed Kyle Bauch, Park Maintenance II - Forestry ACRT Inc. Line Clearance Manual and Certification Test No Travel Required $167.09 Mayor Buck Clark Cedar Valley Coalition Washington, D.C. February 25-29, 2012 $1, 925.00 January 9, 2012 3. 4. 5. 6. 7. Page 3 Rudy D. Jones, Community Development Director Cedar Valley Coalition Washington, D.C. February 24-29, 2012 $2,120.00 Noel Anderson, Community Planning & Development Director Cedar Valley Coalition Washington, D.C. February 26-29, 2012 $2,360.00 Todd Denfield, City Forester 78th Annual Iowa Turfgrass Conference & Trade Show Des Moines, Iowa January 17-19, 2012 $215.00 Investigator Hesse ICAC Peer 2 Peer Software Training Boca Raton, Florida July 18- 22, 2011 $391.30 Outside Agency Instructors Waterloo Police Reserve Academy Travel to Waterloo, Iowa January 14 -May 30, 2012 $1, 000.00 8. Motion to receive and file Mayor Clark's recommendation of the following appointments: Appointee Board/ Commission Expiration Date New or Re - Appointment Mardy L. DeHart Board of Electrical Examiners & Appeals January 10, 2015 New Appointment David W. Kline Board of Electrical Examiners & Appeals January 10, 2015 New Appointment Randy Waschkat Plumbing Board of Licensing, Examiners & Appeals January 10, 2015 New Appointment Mike Brocka Plumbing Board of Licensing, Examiners & Appeals January 10, 2015 Re Appointment January 9, 2012 Page 4 Class C Beer License Permit Application 9. Casey's General Store #2867, 2424 Ranchero Road (Renewal) (Expires 12/ 17/ 12) (Includes Sunday Sales) Class C Liquor License Permit Application 10. Elitte Cafe Bar, 1108 Jefferson Street (Renewal) (Expires 2/7/13) (Includes Sunday Sales) 11. Amalgamated Local 838 UAW, 2615 Washington Street (Ownership Update) (Effective 1/3/12) 12. The Hoist Bar & Grill, 213 E. 5th Street (New) (Expires 1/ 10/ 13) (Includes Sunday Sales) 13. Curt's, 32 Lafayette Road (New) (Expires 1/1/13) (Includes Sunday Sales) Class B Native Wine License Permit Application 14. Casey's General Store #2867, 2424 Ranchero Road (Renewal) (Expires 12/17/12) (Includes Sunday Sales) APPEAL ON DENIAL OF APPLICATION FOR PERMISSION TO DRIVE A MOTOR VEHICLE FOR THE PURPOSE OF CARRYING PASSENGERS 2. Motion to approve request of Andrew Peterson of 408 Courtland Avenue permission to drive a motor vehicle for the purpose of carrying passengers. PUBLIC HEARINGS 3. Purchase of 2012 Golf Turf Equipment Motion to receive and file proof of publication of notice of public hearing HOLD HEARING—No objections on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of specifications, bid document, etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to open and read bids and refer to Leisure Services Director for review. Submitted by JB Bo/ger Golf & Downtown Area Maintenance Manager RESOLUTIONS 4. Resolution approving the cancellation of Tuesday, January 17, 2012 City Council meeting due to the Martin Luther King Jr. Holiday; and holding the following two council meetings on Monday, January 23, 2012 and Monday, January 30, 2012. Submitted by Mayor Buck Clark January 9, 2012 Page 5 5. Resolution approving Convention and Visitors Bureau Board recommendations for funding the following hotel/motel mini -grant requests: Waterloo Center for the Arts in the amount of $37,323.00; Grout Museum District in the amount of $21,557.00; and National Wrestling Hall of Fame Dan Gable Museum in the amount of $7,120.00. Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau 6. Resolution approving submission of Cedar Trails Partnership grant fund request for a cross-country ski grooming device in an amount not to exceed $4,000.00. Submitted by JB Bolger, Golf & Downtown Area Maintenance Manager 7. Resolution approving professional service agreement with Main Street Waterloo, for 2 years (FY 13 and FY 14) for $40,000 per year. Submitted by Noel Anderson, Community Planning & Development Director 8. Resolution approving amendment to the original Development Agreement with J.J.B. Properties, LLC from November 5, 2007, to change completion date from January 1, 2009 to January 1, 2010, and to change the Minimum Assessment end date from December 31, 2022 to December 31, 2023; and authorize Mayor and City Clerk to execute any necessary documents. Submitted by Noel Anderson, Community Planning & Development Director 9. Resolution approving amendment to the original Development Agreement with Avita Developments LLC from May 5, 2008, to change completion date from January 1, 2009 to January 1, 2010, and to change the Minimum Assessment end date from December 31, 2024 to December 31, 2025; and authorize Mayor and City Clerk to execute any necessary documents. Submitted by Noel Anderson, Community Planning & Development Director 10. Motion approving Change Order No. 5 for a net increase of $164,534.60 for work performed by Aspro, Inc. of Waterloo, Iowa in conjunction with F.Y. 2010 Street Reconstruction Program, Contract No. 772. Submitted by Dennis Gentz, P.E., Assistant City Engineer 11. Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by Aspro, Inc. of Waterloo, Iowa at a total cost of $5,598,205.63 in conjunction with F.Y. 2010 Street Reconstruction Program, Contract No. 772; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer January 9, 2012 Page 6 12. Motion approving Change Order No. 1 for a net decrease of $175,040.63 for work performed by B & B Builders and Supply of Waterloo, Iowa in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 1, Contract No. 811. Submitted by Wayne Castle, PLS, El, Associate Engineer 13. Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by B & B Builders and Supply of Waterloo, Iowa at a total cost of $130,602.98 in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 1, Contract No. 811; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer 14. Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with F.Y. 2012 Sidewalk Repair Assessment Program - Zone 1, Contract No. 811. Submitted by Wayne Castle, PLS, El, Associate Engineer 15. Motion approving Change Order No. 1 for a net decrease of $26,100.20 for work performed by B & B Builders and Supply of Waterloo, Iowa in conjunction with F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812. Submitted by Wayne Castle, PLS, El, Associate Engineer 16. Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by B & B Builders and Supply of Waterloo, Iowa at a total cost of $50,956.65 in conjunction with F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812; and receive and file two-year Maintenance Bond. Submitted by Eric Thorson, P.E., City Engineer 17. Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812. Submitted by Wayne Castle, PLS, El, Associate Engineer 18. Resolution approving Letter of Commitment for participation with the Black hawk Soil and Water Conservation District's EPA Urban Waters Small Grant application; and authorize Mayor to execute said document. Submitted by Phil Schuppert, Stormwater Specialist 19. Resolution approving recommendation of award of contract to Tailor Hurley Construction of Hudson, Iowa in the amount of $21,190.00 for Livingston Aviation Entry Door Replacement for Waterloo Regional Airport. Submitted by Bradley Hagen, Airport Director January 9, 2012 Page 7 20. Resolution approving Contract, Bonds and Certificates of Insurance with Pallor Hurley Construction of Hudson, Iowa in the amount of $21,190.00 for Livingston Aviation Entry Door Replacement at Waterloo Regional Airport. Submitted by Bradley Hagen, Airport Director 21. Resolution approving recommendation of award of contract to Advanced Environmental in the amount of $37,440.00 for asbestos abatement services of the former Francis Grout School located at 330 Madison Street. Submitted by Christopher Western, Planner 11 22. Resolution approving recommendation of award of contract to Abatement Specialist LLC in the amount of $32,523.00 for asbestos abatement services of 212, 302, 306-308, 312 Jefferson Streets, and 319 West 2nd Street. Submitted by Christopher Western, Planner 11 OTHER COUNCIL BUSINESS 23. Motion approving Change Order No. 2 for a net increase of $13,396.47 for work performed by Don Gardner Construction Co. Inc. of Waterloo, Iowa in conjunction with Waterloo Center for the Arts Window Replacement Project. Submitted by Craig Clark, Building Official/Maintenance Administrator 24. Resolution setting date of hearing as January 23, 2012 to approve Request for Proposals for Asbestos Removal at 910 West Shaulis Road; and instruct City Clerk to publish notice. Submitted by Christopher Western, Planner // 25. Purchase of Six (6) 2013 Model Year Patrol Cars Motion to instruct Public Works Director to prepare specifications, bid document, etc. Motion to receive and file specifications, bid document, etc. Resolution preliminarily approving specifications, bid document, etc. Resolution setting date of hearing and bid opening as February 6, 2012; and instruct City Clerk to publish notice of specifications, bid document, etc. and taking of bids. Submitted by Mark Rice, Public Works Director January 9, 2012 Page 8 ORDINANCES 26. Hotel/Motel Tax Ordinance Change Motion to receive, file, consider and pass for the first time an Ordinance approving changes to 1-8A-7: Local Transient Guest Tax Fund, Section D Motion suspending the rules. Motion to consider and pass for the second and third time and adopt ordinance. Submitted by Mayor Buck Clark ORAL PRESENTATIONS Motion to receive and file oral comments. ADJOURNMENT Motion to adjourn. Suzy Schares City Clerk MEETINGS Monday, Januarq 9, 2012 4:05 p.m. - Council Work Session, Council Chambers 4:35 p.m. - Council Work Session, Council Chambers 4:55 p.m. - Boards and Commissions Committee, Council Chambers 5:00 p.m. - Finance Committee, Council Chambers PUBLIC INFORMATION 1. Communication from Traffic Operations Superintendent transmitting retirement of Steve Scanlon, Sign & Traffic Equipment Operator, effective December 31, 2011, together with recommendation of approval of payout of $17,463.07 for unused benefits. 2. Communication from Public Works Director transmitting retirement of Robert Decker II, Equipment Operator 1, effective December 30, 2011 together with recommendation of approval of payout of $4,499.43 for unused benefits. January 9, 2012 Page 9 CONTRACT PAYMENT SCHEDULE 1. Waterloo Dam Rehabilitation and Riverwall Reconstruction, Contract No. 713. Pay estimate No. 72 to Peterson Contractors, Inc in the total amount due of $49,315.56 2. F.Y. 2010 Riverfront Renaissance Lower Plaza, Contract No, 763 Pay estimate No. 17 to AECOM in the total amount due of $12, 781.27 3. F.Y. 2010 Street Reconstruction, Contract No. 772 Pay estimate No. 32 to Aspro in the total amount due of $1,379.40 4. F.Y. 2011 Cattle Congress Storm Water Pump Station, Contract No. 801 Pay estimate No. 6 to AECOM in the total amount due of $14,918.27 5. F.Y. 2011 River Renaissance Upper Plaza, Contract No. 808 Pay estimate No. 7 to AECOM in the total amount due of $15,886.09 6. Delane Avenue Detention Area & Preliminary Plan Development Payment to JDE Engineering in the total amount due of $18, 786.25 7. Waterloo Stormwater Lift Stations at Cedar Bend, Hollywood and Fletcher Avenue Payment to Snyder & Associates in the total amount due of $4,868.00 December 29, 2011 The Council of the City of Waterloo, Iowa, met in Special Session on Thursday, December 29, 2011, 8:00 a.m. Roll Call: Cole, Getty, Jones, Greenwood, Schmitt, Welper, Hart. 137176 - Hart/Cole that copies of Call for the Special Session on Thursday, December 29, 2011, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137177 - Hart/Cole that the Agenda, as proposed, for the Special Session on Thursday, December 29, 2011, be accepted and approved. Voice vote -Ayes: Seven. Motion carried. CONSENT AGENDA ITEMS 137178 - Hart/Schmitt that. Class C Liquor License Permit Application for: MidTown Development LLC dba Sky, 501 Sycamore Street (New) (Expires 12/15/12), be approved. Voice vote - Ayes: Seven. Motion carried. 137179 - Hart/Schmitt that "Resolution approving Completion of Project and Recommendation of Acceptance of Work performed by Prairie Contraction Co., Inc. of Waterloo, Iowa at a total cost of $880,534.00 in conjunction with F.Y. 2011 Mark's Park Play Area and Performance Structure, Contract No. 773; and receive and file two-year maintenance bond—Submitted by Eric Thorson, P.E., City Engineer", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2011-1162. ADJOURNMENT 137180 - Hart/Schmitt that the Council adjourn at 8:09 a.m. Voice vote -Ayes: Seven. Motion carried. Suzy Schares City Clerk January 3, 2012 The Council of the City of Waterloo, Iowa, met in Organizational Meeting at City Hall Council Chambers, Waterloo, Iowa, at 5:30 p.m., on Tuesday, January 3, 2012. Mayor Ernest G. Clark in the Chair. Roll Call: Cole, Getty, Jones, Greenwood, Schmitt, Welper, Hart. 137181 - Hart/Schmitt that the Agenda, as proposed, for the Organizational Meeting on Tuesday, January 3, 2012, at 5:30 p.m., be accepted and approved. Ayes: Seven. Motion carried. 137182 - Hart/Cole that the Oath of Office documents of the Mayor, Council Members and City Officers/Directors, be received and placed on file. Ayes: Seven. Motion carried. 137183 - Hart/Cole that Mayor Clark's recommendation of appointment of Quentin Hart as Mayor Pro Tem, be placed on file and approved. Ayes: Seven. Motion carried. 137184 - Hart/Cole that Mayor Clark's appointment of Daniel J. Trelka as Director of Safety Services, be placed on file and approved. Ayes: Seven. Motion carried. 137185 - Hart/Cole that Mayor Clark's appointment of Pat Treloar as Chief of Fire Services, be placed on file and approved. Ayes: Seven. Motion carried. 137186 - Hart/Cole that council appointment of Jim Walsh as City Attorney, be placed on file and approved. Ayes: Seven. Motion carried. 137187 -% Hart/Cole that council appointment of Suzy Schares as City Clerk, be placed on file and approved. Ayes: Seven. Motion carried. 137188 - Hart/Cole that City Clerk's appointment of Carol Failor as Deputy City Clerk, be placed on file and approved. Ayes: Seven. Motion carried. 137189 - Hart/Cole that Mayor Clark's re -appointment of all other current City Officers and Directors, be placed on file and approved. Ayes: Seven. Motion carried. 137190 - Cole/Welper that Mayor Clark's appointment of the following Council Standing Committees for 2012 - 2013, be received, placed on file and approved: FINANCE HUMAN RESOURCES Chairperson - Carolyn Cole Chairperson - Ron Welper Vice Chairperson - Steve Schmitt Vice Chairperson - Quentin Hart Quentin Hart Carolyn Cole BUILDING & GROUNDS Chairperson - Harold Getty Vice Chairperson - Ron Welper Bob Greenwood PUBLIC WORKS Chairperson - Bob Greenwood Vice Chairperson - Ron Welper Harold Getty ORDINANCES Chairperson - Mayor Pro Tem All Council Members Ayes: Seven. Motion carried. PUBLIC SAFETY Chairperson - Vice Chairperson - BOARDS & COMMISSIONS Chairperson - Vice Chairperson - Steve Schmitt David Jones Harold Getty David Jones Steve Schmitt Carolyn Cole January 3, 2012 Page 2 MISCELLANEOUS 137191 - Schmitt/Cole that City Clerk transmitting Surety Bonds from The Hanover Insurance Group in the amount of $1,000,000.00 for all city employees, be approved. Ayes: Seven. Motion carried. 137192 - Schmitt/Cole that "Resolution naming Bank Iowa, Community National Bank, Farmers State Bank, First Security Bank, Iowa Public Agency Investment Trust, Liberty Bank, F.S.B., MidwestOne Bank & Trust, Public Employees Credit Union, Regions Bank, US Bank, Veridian Credit Union and Wells Fargo, N.A. as depositories for the City of Waterloo; and Resolution No. 2011-4 be rescinded in its entirety", be adopted. Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-1. ADJOURNMENT 137193 - Getty/Hart that the Council adjourn at 5:36 p.m. Ayes: Seven. Motion carried. Suzy Schares City Clerk January 3, 2012 The Council of the City Chambers, Waterloo, Iowa, Tuesday, January 3, 2012. Jones, Greenwood, Schmitt of Waterloo, Iowa, met in Regular Session at City Hall Council immediately following the Organization Meeting at 5:36 p.m., on Mayor Ernest G. Clark in the Chair. Roll Call: Cole, Getty, , Welper, Hart. Moment of Silence. Pledge of Allegiance: Ron 137194 - Hart/Schmitt Welper, Ward 5 Council Member that the Agenda, as proposed, for the Regular Session on Tuesday, January 3, 2012, at 5:30 p.m., be accepted and approved. Voice vote -Ayes: Seven. Motion carried. 137195 - Hart/Schmitt that the Minutes, as proposed, for the Regular Session on. Monday, December 19, 2012, at 5:30 p.m., be accepted and approved. Voice vote -Ayes: Seven. Motion carried. Mayor Clark recognized the January Team Member of the Month - Robert Morelock. CONSENT AGENDA 137196 - Hart/Schmitt that the following items on the consent agenda be received, placed on file and approved: a. Resolutions to approve the following: 1. Resolution approving Schedule AP642, pp. 1-62, dated January 3, 2012, in the amount of $2,432,175.37, a copy of which is on file in the City Clerk's office, together with recommendation of approval of the Finance Committee. Resolution adopted and upon approval by Mayor assigned No. 2012-2. 2. Request .of Ryan Zimmerman for tax exemptions on new construction totaling $180,000.00 for property located at 5826 Summerland Drive and located in the City Limits Urban Revitalization Area (CLURA)-Submitted by Christopher W. Western, Planner II. Resolution adopted and upon approval by Mayor assigned No. 2012-3. b. Motion to approve the following: 1. 2. 3. 4. 5. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Tom Klein, Golf Maintenance III Iowa Turfgrass Conference and Tradeshow Des Moines, Iowa January 17-19, 2012 $140.00 Gammie Scully, Cultural & Arts Commission Director; Kent Shankle, Curator Travel to research and purchase for collection Oaxaca, Chiappas, Mexico January 14-31, 2012 $7,922.00 Greg Ahlhelm, Plans Examiner B3 Building Plans Examiner 2009 Des Moines, Iowa February 16, 2012 $180.00 Mark Suchy, Golf Maintenance III Iowa Turfgrass Conference and Tradeshow Des Moines, Iowa January 17-19, 2012 $185.00 Investigator Pohl ICAC Forensics of Internet Related Evidence Ankeny, Iowa January 10-12, 2012 $405.00 January 3, 2012 Page 2 Class B Beer License Permit Application 6. Godfathers Pizza, 3811 University Avenue (Renewal) (Expires 4/30/12) (Includes Sunday Sales) Special Class C Beer/Wine License Permit Application 7. Hibachi Sushi Buffet, 1535 Flammang Drive (Renewal) (Expires 11/07/12) (Includes Sunday Sales) Roll call vote -Ayes: Seven. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom. PUBLIC HEARINGS 137197 - Schmitt/Welper that proof of publication of notice of public hearing on 2012 Riverfront Sports Park Shelter Project, as published in the Waterloo Courier on December 22, 2012, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137198 - This being the time and place of public hearing, the Mayor called for written and oral objections and there were none. Schmitt/Welper that the hearing be closed. Voice vote -Ayes: Seven. Motion carried. 137199 - Schmitt/Welper that "Resolution confirming approval of plans, specifications, form of contract, etc. in conjunction with 2012 Riverfront Sports Park Shelter Project", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-4. 137200 - Schmitt/Welper that "Resolution ordering construction in conjunction with 2012 Riverfront Sports Park Shelter Project", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-5. 137201 - Schmitt/Welper to receive, file and instruct City Clerk to open and read bids and refer to ' Leisure Services Director for review: Bidder Bid Security Bid Amount All Inclusive Rec $3,087.00 $61,738.33 B & B Builders & Supply 5% $49,600.00 B & P Construction, Inc. $58,272.12 $58,272.12 Michael Huff Construction 5% $52,900.00 Voice vote -Ayes: Seven. Motion carried. 137202 - Getty/Hart that proof of publication of notice of public hearing on Demolition and Site Clearance of the following properties: 915 Lafayette Street, 917 Lafayette Street, 919 Lafayette Street, 927 Lafayette Street and 1021 Lafayette Street, Contract No. 174-D-NSP3-01-09-12, as published in the Waterloo Courier on December 22, 2012, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137203 - This being the time and place of public hearing, the Mayor called for written and oral objections and there were none. Getty/Hart that the hearing be closed. Voice vote -Ayes: Seven. Motion carried. January 3, 2012 Page 3 137204 - Getty/Hart that "Resolution confirming approval of plans, specifications, form of contract, etc. in conjunction with Demolition and Site Clearance of the following properties: 915 Lafayette Street, 917 Lafayette Street, 919 Lafayette Street, 927 Lafayette Street and 1021 Lafayette Street, Contract No. 174-D-NSP3-01-09- 12", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-6. 137205 - Getty/Hart that "Resolution ordering construction in conjunction with Demolition and Site Clearance of the following properties: 915 Lafayette Street, 917 Lafayette Street, 919 Lafayette Street, 927 Lafayette Street and 1021 Lafayette Street, Contract No. 174-D-NSP3-01-09-12", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-7. 137206 - Getty/Hart to receive, file and instruct City Clerk to open and read bids and refer to Community Development Director for review: Bidder Bid Security Bid Amount Benton's Sand & Gravel, Inc 905 Center Street Cedar Falls, Iowa 50613-1407 $2,182.50 $43,650.00 Frickson Backhoe & Trucking 911 Central Avenue Evansdale, Iowa 50707 $1,435.00 $28,700.00 Frickson Bros. Excavating 737 Colleen Avenue Evansdale, Iowa 50707 $1,950.00 $39,000.00 McClain & Company. 520 Charles Street Waterloo, Iowa 50703 5% $43,500.00 Peterson Contractors Inc. Box A Reinbeck, Iowa 50669-0155 5% $94,800.00 Voice vote -Ayes: Seven. Motion carried. 137207 - Greenwood/Schmitt that proof of publication of notice of public hearing on Asbestos Abatement Services Request for Proposals for the following properties: 212 Jefferson Street, 302 Jefferson, 306-308 Jefferson Street and 312 Jefferson Street, as published in the Waterloo Courier on December 27, 2012, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137208 - This being the time and place of public hearing, the Mayor called for written and oral objections and there were none. Greenwood/Schmitt that the hearing be closed. Voice vote -Ayes: Seven. Motion carried. 137209 - Greenwood/Schmitt that "Resolution confirming approval of Request for Proposals, plans, specifications, form of contract, etc. in conjunction with Asbestos Abatement Services Request for Proposals for the following properties: 212 Jefferson Street, 302 Jefferson, 306-308 Jefferson Street and 312 Jefferson Street", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-8. 137210 Greenwood/Schmitt that "Resolution authorizing to proceed in conjunction with Asbestos Abatement Services Request for Proposals for the following properties: 212 Jefferson Street, 302 Jefferson, 306-308 Jefferson Street and 312 Jefferson Street", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-9. 137211 - Greenwood/Schmitt January 3, 2012 Page 4 to receive, file and instruct City Clerk to open and read bids and refer to Community Planning & Development Director for review: Bidder Bid Security Bid Amount Abatement Specialist 5% $32,523.00 Active Thermal Concepts 5% $55,833.40 Advanced Environmental Testing and Abatement, Inc. 5% $38,880.00 New Horizons LLC 5% $51,644.00 Site Services 5% $47,860.00 Voice vote -Ayes: Seven. Motion carried. 137212 - Cole/Getty that proof of publication of notice of public hearing on Asbestos Abatement Services Request for Proposals for 330 Madison Street, as published in the Waterloo Courier on December 27, 2012, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137213 - This being the time and place of public hearing, the Mayor called for written and oral objections and there were none. Cole/Getty that the hearing be closed. Voice vote -Ayes: Seven. Motion carried 137214 - Cole/Getty that "Resolution confirming approval of Request for Proposals, plans, specifications, form of contract, etc. in conjunction with Asbestos Abatement Services Request for Proposals for 330 Madison Street", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-10. 137215 - Cole/Getty that "Resolution authorizing to proceed in conjunction with Asbestos Abatement Services Request for Proposals for 330 Madison Street", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-11. 137216 - Cole/Getty to receive, file and instruct City Clerk to open and read bids and refer to Community Planning & Development Director for review: Bidder Bid Security Bid Amount Abatement Specialist 5% $44,896.00 Active Thermal Concepts 5% $53,723.00 Advanced Environmental Testing and Abatement, Inc. 5% $37,440.00 New Horizons LLC 5% $74,213.00 Site Services 5% $59,370.00 Voice vote -Ayes: Seven. Motion carried. RESOLUTIONS 137217- Welper/Schmitt that "Resolution approving final acceptance and release of final payment for work performed by Miller Fence Company of Waterloo, Iowa at a total cost of $28,421.00 in conjunction with 2011 Cedar River Youth Sports Complex Fencing Project -Submitted by Rick Curran, Leisure Services Facilities Manager", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-12. January 3, 2012 Page 5 137218 - Welper/Schmitt that "Resolution accepting and approving the acquisition of property generally located at 626-628 W. 9th Street, as granted by court order pursuant to Section 657A of the Iowa Code; and authorize Mayor and City Clerk to execute any necessary documents -Submitted by Noel Anderson, Community Planning & Development Director", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-13. OTHER COUNCIL BUSINESS 137219 - Hart/Welper that "an Ordinance vacating a portion of Edgemont Avenue located between Cataract Avenue and Park Lane in conjunction with request of Arlin Zevenbergen for the vacation, sale and conveyance of a portion of Edgemont Avenue located between Cataract Avenue and Park Lane, with a portion to be conveyed to Arlin 2evenbergen for $16,263.83; and a portion to be conveyed to MKW Apartments LLC for $1.00 and enter into a development agreement, subject to the retention of a utility easement over certain portions and subject to certain conditions", be received, placed on file, considered and passed for the first time. Roll call vote -Ayes: Seven. Motion carried. 137220 - Hart/Welper that rules requiring ordinances to be considered and voted for passage at two prior meetings be suspended. Roll call vote -Ayes: Seven. Motion carried. 137221 - Hart/Welper that "an Ordinance vacating a portion of Edgemont Avenue located between Cataract Avenue and Park Lane", be considered and passed for the second and third times and adopted. Roll call vote -Ayes: Seven. Ordinance adopted and upon approval by Mayor assigned No. 5090. 137222 - Hart/Welper that "Resolution authorizing said sale and conveyance; and authorize City Attorney to prepare and deliver deed accordingly in conjunction with request of Arlin Zevenbergen for the vacation, sale and conveyance of a portion of Edgemont Avenue located between Cataract Avenue and Park Lane, with a portion to be conveyed to Arlin Zevenbergen for $16,263.83; and a portion to be conveyed to MKW Apartments LLC for $1.00 and enter into a development agreement, subject to the retention of a utility easement over certain portions and subject to certain conditions", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-14. 137223 - Hart/Welper that "Resolution approving said development agreement with MKW Apartments LLC; and authorize Mayor and City Clerk to execute said document in conjunction with request of Arlin Zevenbergen for the vacation, sale and conveyance of a portion of Edgemont Avenue located between Cataract Avenue and Park Lane, with a portion to be conveyed to Arlin Zevenbergen for $16,263.83; and a portion to be conveyed to MKW Apartments LLC for $1.00 and enter into a development agreement, subject to the retention of a utility easement over certain portions and subject to certain conditions", be adopted. Roll call vote -Ayes: Seven. Resolution adopted and upon approval by Mayor assigned No. 2012-15. 137224 - Schmitt/Welper that adoption of ordinance and resolutions be postponed indefinitely in conjunction with request of Sunnyside South Addition, LLC for the vacation, sale and conveyance of a portion of San Marnan Drive generally located between Galactic Drive and West 4th Street, west of Ansborough for $1.00 plus costs and enter into a Development Agreement, for the purpose of relocating the roadway for the creation of new residential lots, be approved. Voice vote -Ayes: Seven. Motion carried. 137225 - Cole/Welper that Abstract of Votes for the November 8, 2011 Municipal Election -Submitted by Suzy Schares, City Clerk, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. January 3, 2012 Page 6 ORAL PRESENTATIONS Duane Ehlers, Waterloo Iowa, expressed concern with receiving a notice of violation of a zoning ordinance for the property located at 2260 Independence Avenue. The property has been rezoned from C-1 to C-2. The mobile home is being used as a storage facility. Mayor Clark will look into the issue and get back to Mr. Ehlers. Mr. Ehlers requested a copy of the minutes from August. 137226 - Hart/Schmitt that the above oral comments be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137227 - Hart/Schmitt that the council adjourn to Executive Session at 6:09 p.m. Roll call vote -Ayes: Seven. Motion carried. City Attorney Jim Walsh stated that discussion of Contract Negotiations is an approved topic of Executive Session pursuant to Iowa Code Section 20.17(3)(2011). EXECUTIVE SESSION 137228 - Hart/Schmitt that the council adjourn Executive Session at 6:44 Seven. Motion carried. • ADJOURNMENT 137229 - Hart/Schmitt p.m. Voice vote -Ayes: that the Council adjourn at 6:44 p.m. Voice vote -Ayes: Seven. Motion carried. Suzy Schares City Clerk January 5, 2012 The Council of the City of Waterloo, Iowa, met in Special Session on Thursday, January 5, 2012 immediately following the Council Work Session. Roll Call: Cole, Getty, Jones, Greenwood, Schmitt, Welper, Hart. 137230 - Hart/Cole that copies of Call for the Special Session on Thursday, January 5, 2012, be received and placed on file. Voice vote -Ayes: Seven. Motion carried. 137231 Hart/Schmitt that the Agenda, as proposed, for the Special Session on Thursday, January 5, 2012, be accepted and approved. Voice vote -Ayes: Seven. Motion carried. EXECUTIVE SESSION 137232 - Hart/Schmitt that the council adjourn to Executive Session at 8:09 a.m. Roll call vote -Ayes: Seven. Motion carried. City Attorney Jim Walsh stated that discussion of Contract Negotiations is an approved topic of Executive Session pursuant to Iowa Code Section 20.17(3)(2011). EXECUTIVE SESSION 137233 - Hart/Schmitt that the council adjourn Executive Session at 8:30 a.m. Voice vote -Ayes: Seven. Motion carried. ADJOURNMENT 137234 - Hart/Schmitt that the Council adjourn at 8:30 a.m. Voice vote -Ayes: Seven. Motion carried. Suzy Schares City Clerk TT 31TrMR2ER OF THE yEAR 2011 JIMMY DAY JR. SOLID WASTE OPERATOR WASTE MANAGEMENT SERVICES THE CITY OF WATERLOO IS PROUD TO ANNOUNCE THAT JIMMY DAY JR. HAS BEEN NAMED 201 1 TEAM MEMBER OF THE YEAR. MR. DAY HAS WORKED FOR WASTE MANAGEMENT SERVICES SINCE AUGUST 7, 1 988 AS A SOLID WASTE OPERATOR. HE DISTINGUISHED HIMSELF BY HIS DEDICATION TO SERVING THE PUBLIC BY GOING OUT OF HIS WAY TO GIVE A CITIZEN EXTRA ATTENTION. A CITIZEN HAD LOST HIS WALLET AND IT ENDED UP IN THE TRASH CAN; IT FELL FROM THE CAN ONTO THE STREET WHEN BEING TIPPED AND JIMMY NOTICED IT. JIMMY'S HONESTY AND FORTHRIGHTNESS IN TAK- ING IMMEDIATE ACTION TO RETURN THE CITIZEN'S PROPERTY WAS TRULY APPRECIATED. TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY:`br,� BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori.inal - Clerk/Finance STAFF ONLY ('/& 31 `fritO l346 ,3ODC, U� / 2/4 9V /(, Z G� 1 /G, / 7<'/-7 /)-/6-;Loi/ Co. - De'artment NAME(S) AND POSITION(S): Kyle Bauch, PM 11 DATE: 12/15/2011 NAME OF CLASS / MEETING: ACRT Inc. Line Clearance Manual and certification test DESTINATION: 1101 Campbell Avenue DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: N/A RETURN DATE: N/A DATE(S) OF MEETING: N/A PURPOSE OF TRAVEL/TRAINING: Forestry is required to be certified to trim trees within the 10 -foot safety zone of power lines. The training manual is purchased for employees to learn and study. The certification test is also purchased. This is OSHA required training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS REGISTRATION MILEAGE/FUEL 167.09 for manual,test� TOTAL FOR ALL: $ freight TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-37-4100-1346 X GRANT REIMBURSABLE YES NO X YES NO TOTAL: $ REQUIRED CERTIFICATION 167.09 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST Gt- ' AYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 12_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-01-8200-1345 2500.00 355.36 1,925.00 219.64' 12/22/2011 Copy - Department NAME(S) AND POSITION(S): Buck Clark, Mayor DATE: December 21, 2011 NAME OF CLASS / MEETING: Cedar Valley Coalition DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Feb. 25, 2012 RETURN DATE: Feb. 29, 2012 DATE(S) OF MEETING: Feb. 26, 27, 28, 29, 2012 PURPOSE OF TRAVEL/TRAINING: Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members*** ***On 12/21/2011, Mayor Clark received verbal approval from Harold Getty, Carolyn Cole, Bob Greenwood, Steve Schmitt and Ron Welper for this Travel Request in the amount of $1,925.00 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 975.00 LODGING 300.00 MEALS 0 REGISTRATION 0 MILEAGE/FUEL $100.00 TAXI 0 PARKING $550,00 AIRFARE MISC/TOLLS TOTAL FOR ALL: $ 1,925.00 BUDGET LINE ITEM: 010 01 8200 1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ $1,925.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR /2---02/-.20// DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 24 32 5 50 1.34' w0O(Y% .414 Sa3 3 772c,) Copy - Department NAME(S) AND POSITION(S): Rudy D. Jones Community Development Director DATE: NAME OF CLASS / MEETING: Cedar Valley Coalition DESTINATION: DEPARTURE POINT IF NOT WATERLOO: December 20, 2011 Washington, D. DEPARTURE DATE: February 24, 2012 RETURN DATE: February 29, 2012 DATE(S) OF MEETING: February 27-28, 2012 PURPOSE OF TRAVEL: Travel with the Cedar Valley Coalition group to meet with Congressional Delegation members. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ -0- YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa (*$530.80 quoted 12-20-11) ESTIMATE OF COST: 950.00 LODGING 220.00 MEALS .00 REGISTRATION .00 MILEAGE/FUEL 150.00 TAXI .00 PARKING 700.00* AIRFARE 100.00 MISC/TOLLS TOTAL FOR ALL: $ 2,120.00 224 32 5850 1346 BUDGET LINE ITEM: BG2IA ADMN x YES YES GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 2,120.00 PER PERSON I BELIEVE THIS TRIP SE JAR BLIC PU POSE AND IS NECESSARY AJ4D, ENEFI IAL TO HE CITYpF WATER Noel Anderson, Community Planning & Development Director - DEPARTMENT HEAD December 20, 2011 it.gared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MA OR '11 r76 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY /� GNU (,ur)`r //iz' /) -30".o/ Copy - Department NAME(S) AND POSITION(S): Noel Anderson ,Community Planning & Development Dir. DATE: December 28, 2011 NAME OF CLASS 1 MEETING: Cedar Valley Coalition DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Feb. 26, 2012 RETURN DATE: Feb 29, 2012 DATE(S) OF MEETING: Feb. 27-28, 2012 PURPOSE OF TRAVEL/TRAINING: Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 0 YES NO METHOD OF TRAVEL: CITY VEHICLE X AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 990.00 LODGING 220.00 MEALS 0 REGISTRATION 0 MILEAGE/FUEL $150.00 TAXI 0 PARKING $900.00 AIRFARE $100.00 MISC/TOLLS TOTAL FOR ALL: $ 2,360.00 BUDGET LINE ITEM: 010 08 5700 1345 YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 2,360.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO /ft s DEPARTMENT HEAD MAYOR I APPROVE THIS TRAVEL REQUEST DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE 1/01(2,0 - TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED O/0 37 4/60 /?2e./-62 FY BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 3oUO.00 ) /4/o, 97 '7Ij6J Copy - Department NAME(S) AND POSITION(S): Todd Derifield, City Forester DATE: 1/3/12 NAME OF CLASS / MEETING: 78th Annual Iowa Turfgrass Conference & Trade Show DESTINATION: Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 1/17/12 RETURN DATE: 1/19/12 DATE(S) OF MEETING: 1/17/12 — 1/19/12 PURPOSE OF TRAVEL/TRAINING: Educational in turf grass management WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS 30 PARKING 185 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 215 BUDGET LINE ITEM: 010-37-4100-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 215 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTM NT{H DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO (fr FINANCE DEPT. LINE ITEM USED FY 2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1160- 1346 11 PRO ICAC fO 0i2() 3ri / Copy - Department NAME(S) AND POSITION(S): Inv. Stacy Hesse DATE: January 4,2012 NAME OF CLASS / MEETING: /CAC Peer 2 Peer Software Training DESTINATION: Boca Raton, Florida DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: July 18,2011 RETURN DATE: July 22,2011 DATE(S) OF MEETING: July 19-22,2011 PURPOSE OF TRAVEL: This Amended Travel request is to reimburse inv. Stacy Hesse for Air Travel cost for her to travel to Boca Raton Florida for the ICAC Peer 2 Peer Software Training Course. It was originally believed that ICAC could reimburse the Officer directly for paying for her airfare so the airfare was not included in the original travel request. Inv. Hesse did pay for the airline ticket by using her own credit card and now it has been determined that the city needs to reimburse the Officer and ICAC will reimburse the city for the travel cost. This training was originally approved on June 20,2011 and she did attend the class from July 19-22,2011. The cost of this amended travel request is the actual amount of money spent for Airfare to Boca Raton Florida. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 00.00 YES NO METHOD OF TRAVEL: XX CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING MEALS REGISTRATION $391.30 MILEAGEiFUEL TOTAL FOR ALL: $ 391.30 010-11-1160-1346 BUDGET LINE ITEM: 11 PRO ICAC TAXI XX xx GRANT REIMBURSABLE PARKING YES AIRFARE MISCITOLLS YES NO xx REQUIRED CERTIFICATION NO TOTAL: $ 391.30 PER PERSON 1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD -L# I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE 1(9 (96 (0 - TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2012 BUDGETED o6V0t0 EXPENDED YTD /(/ K 3 c S THIS REQUEST /0 00 LEFT AFTER THIS Cis " REQUEST //6, DATE 7)2c=' /-'('.z `/ 3 Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Outside Agency Instructors DATE: January 4, 2012 NAME OF CLASS / MEETING: Waterloo Police Reserve Academy DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: January 14, 2012 Return Date: May 30, 2012 DATE(S) OF MEETING: January 14 -May 30, 2012 PURPOSE OF TRAVEL: The Waterloo Police Department is hiring 7 new Reserve Police Officers to add to our current list of Reserve Officers. We are required to train these officers through a standardized training set up by the Iowa Law Enforcement Academy. The Waterloo Police Department personnel will be conducting most of the certification training but some Outside agency instructors will be required to teach areas not in the expertise of our Officers. The cost associated with this training will be to pay these instructors. This cost will not exceed $1000.00 for all the instructors needed to certify the new recruit reserve Officers and will be paid out of the Waterloo Police Training line. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING TAXI MEALS PARKING REGISTRATION AIRFARE MILEAGE/FUEL $1000.00 MISC/TOLLS TOTAL FOR ALL: $ 1000.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST zgi DEPARTMENT HEAD MAYOR 126 (9- DATE DATE CITY OF WATERLOO Boards and Commissions & Council Communication Boards & Commissions & Council Communication Meeting: Jan. 9, 2012 Prepared: December 28, 2011 Dept Head Signature: CC Number of Attachments: 1 SUBJECT: Appointment to Board of Electrical Examiners & Appeals Submitted by: Craig Clark Building Official Recommended Committee Action: Approve appointment of Mardy L. DeHart to a three-year term on the Board of Electrical Examiners & Appeals commencing January 10, 2012 and expiring January 10, 2015 Summary Statement: Mardy provided an application for the Board of Electrical Examiners & Appeals on December 28, 2011. Expenditure Required: N/A Source of Funds: N/A Policy Issue: N/A Alternative: N/A Background Information: Mardy lives in Brandon and is a journeyman electrician / foreman for Community Electric in Waterloo. CITY OF WATERLOO Boards and Commissions & Council Communication Boards & Commissions & Council Communication Meeting: Jan. 9, 2012 Prepared: December 28, 201W, Dept Head Signature: CC Number of Attachments: 1 SUBJECT: Appointment to the Plumbing Board Submitted by: Craig Clark Building Official Recommended Committee Action: Approve appointment of Randy Waschkat to a three-year term on the Plumbing Board of Licensing, Examiners & Appeals commencing January 10, 2012 and expiring January 10, 2015 Summary Statement: Randy provided an application for the Plumbing Board of Licensing, Examiners & Appeals on November 30, 2011. Expenditure Required: N/A Source of Funds: N/A Policy Issue: N/A Alternative: N/A Background Information: Randy lives in Waterloo, is President of Ray Waschkat Plumbing and is a state -licensed Master Plumber. He has been plumbing in Waterloo for 42 years. CITY OF WATERLOO Boards and Commissions & Council Communication Boards & Commissions & Council Communication Meeting: Jan. 9, 2012 Prepared: December 28, 201 Dept Head Signature: CC Number of Attachments: 1 SUBJECT: Appointment to Board of Electrical Examiners & Appeals Submitted by: Craig Clark Building Official Recommended Committee Action: Approve appointment of David W. Kline to a three-year term on the Board of Electrical Examiners & Appeals commencing January 10, 2012 and expiring January 10, 2015 Summary Statement: David provided an application for the Board of Electrical Examiners & Appeals on December 14, 2011. Expenditure Required: N/A Source of Funds: N/A Policy Issue: N/A Alternative: N/A Background Information: David lives in Waterloo and is the Electrical Engineer at Modus Engineering in Waterloo. He is a Licensed Professional Engineer in the State of Iowa and has over seven years of local experience in the electrical and construction industry. This would be David's first term on the electrical board. CITY OF WATERLOO Boards and Commissions & Council Communication Boards & Commissions & Council Communication Meeting: Jan. 9, 2012 Prepared: January 4, 2012 Dept Head Signature: CC Number of Attachments: 0 SUBJECT: Re -Appointment to the Plumbing Board Submitted by: Craig Clark Building Official Recommended Committee Action: Approve re -appointment of Mike Brocka to a three-year term on the Plumbing Board of Licensing, Examiners & Appeals commencing January 10, 2012 and expiring January 10, 2015 Summary Statement: Mike requested reappointment to the Plumbing Board of Licensing, Examiners & Appeals in December 2011. Expenditure Required: N/A Source of Funds: N/A Policy Issue: N/A Alternative: N/A Background Information: Mike lives in Denver, Iowa and this will be his third term on the Waterloo Plumbing Board. City of Waterloo Financial DATE 1/09/12 TIME 15:42:01 VENDOR TOTAL INVOICE 13537 MILLER. ITEM* P.O. 4 FINANCIAL MANAGEMENT OPEN INV ' REPORT INVOICE 4 INVOICE DESCRIPTION ;NV DATE DOE DATE /L DATE INV NET AMT PAGE 62 AP0642 0TY41 1 RYAN 7 IR JESS1EXXX1200002394 RELO EXPENSE, 9 NIGHTS, 7 FEL CONTRACT 4 DESCRIPTION 0 RELO-EXPENSE,: 5. NIGHTS, 7 PAL 5953 1327 BOLED PEC LEAD NT Invo __ TOTAL INVOICE ITEC TOTAL INVOICES WITH DUE TOTAL INVOICES DATE OF 1/09/TOIR 1/09/2012 1/09/2012 1.350.00 ANT/UNIT TOTAL ANT WORK ORDER 1 350..0 1350.00 exp PCT: - i. 0000 AMT: i,350.00 1, 031, 775. 03 JANUARY 9, 201 Friday's AP64o Report Total + Adj for data entry errors, canceled/added PVs, Etc : PVs/Invoices Added since Friday: Data entry errors RYAN T & JESSIE N MILLER $ 1,030,405.03 (Monday's AP640 Report Total 20.00 1,350.00 $ 1,031,775.031 WORK COMP CLAIMS ELAVON - ACHMANUAL WARRANT PRAIRIE CONSTRUCTION -Manual Warrant HOUSING AUTHORITY 10,21 1.65 98.56 42,646.74 1,478.72 Bill Payment Total $ 1,086,210.70 C %sue / 9-o?"id Prepared by M W¢teh +y/ January 3, 2012 Vendor Name: Addr ss: City and State: Schmitt Telecom Partners, Inc. 722,Water Street, Suite 400 Waterloo IA 50703 CITY OF WATERLOO PAYMENT VOUCHER Vendor No. 9177 Finance OepL Only Bat Keyed Department Leis Grant/Project Code Invoice Date 12/23/11 Special I nstru ctlons: / Invoice No. 44267W Total: Amount Description $117.50 Service on phone system $117.50 /2 Date Finance Department Approval G/L Distribution 010-37-4100-1371 91 -2 - Date CITY OF WATERLOO 'n (1919 -01a --- Council Communication City Council Meeting: 12/12/11 Prepared: 12/6/11 Dept. Head Signature: 31 , # of Attachments: 1 SUBJECT: 2012 Golf Turf Equipment Submitted by: JB Bolger- Golf & Downtown Area Maintenance Manager Recommended City Council Action Preliminarily approve the plans, specifications, etc. and taking of bids, and set the date of hearing and bid opening as January 0, 2012. Summary Statement This equipment will be used to maintain the City's three municipal golf courses. Expenditure Required TBD Source of Funds General Obligation Bond Funds for Off Road Equipment- Golf Policy Issue N/A Alternative N/A Background Information: These units would be bid utilizing Iowa Department of Transportation Grounds Care Contract Pricing. The Iowa DOT Office of Procurement and Distribution seeks competitive bids that are valid for any government entity in the State of Iowa. CITY OF WATERLOO LEISURE SERVICES 1101 CAMPBELL AVE WATERLOO IA 50701 GENERAL INSTRUCTIONS, REQUIREMENTS AND SPECIFICATIONS FOR 2012 GOLF MAINTENANCE TURF EQUIPMENT Bid documents for 2012 Golf Maintenance Turf Equipment. Actual quantity purchased will depend on bid prices. All equipment is expected to be ready for use by the City of Waterloo, Iowa. CITY OF WATERLOO LEISURE SERVICES COMMISSION 2012 GOLF TURF EQUIPMENT Waterloo Leisure Services is seeking competitive bids for GOLF TURF EQUIPMENT as described in the enclosed specifications. Bidder shall use Iowa Department of Transportation Grounds Care Contract Pricing to create bid or any other pricing structure to offer the lowest possible price. Bid prices are based on a per unit price. The City of Waterloo makes no declarations on the quantity of units being purchased. RECEIVING OF BIDS Sealed proposals will be received by the City Clerk of the City of Waterloo, Iowa, at her office in City Hall, Waterloo, Iowa, with a bid deadline of Friday January 6, 2012 until 12:00 Noon for the 2012 GOLF TURF EQUIPMENT as detailed in the specifications sheet included in this packet. City Hall is located at 715 Mulberry Street, Waterloo, Iowa, 50703. OPENING OF BIDS All proposals for the 2012 GOLF TURF EQUIPMENT will be opened in open Council meeting to he held in the Council Chambers in City Hall, Waterloo, Iowa, on Monday January 9, 2012 at 5:30 p.m., and the proposals will be referred to Waterloo Leisure Services for recommendation of award. PUBLIC HEARING Notice is hereby given that the Waterloo City Council will conduct a public hearing on the proposed specifications for the 2012 GOLF TURF EQUIPMENT at 5:30 p.m. on Monday January 9, 2012. The hearing will be held in the Council Chambers in Waterloo City Hall. The specifications documents are on file in the City Clerk's office, 715 Mulberry St. and the Waterloo Leisure Services Commission office, 1101 Campbell Ave., Waterloo, Iowa, for public examination. Any person interested may file written objection with the City Clerk before the date set for the hearing or appear and make an objection at the meeting. When submitting a bid, please note on the lower left hand corner of the envelope: Golf Turf Equipment Bid All bids must meet or exceed the Specifications provided. Bids that do not meet or exceed the Specifications will be rejected. All bid prices are recognized by the City and the Bidder to be valid irrevocably for a minimum of sixty (60) days from the calendar date of the Bid Opening. Standard procedure dictates that the City of Waterloo will accept the lowest responsive, responsible bid. However, the Bidder understands that the City reserves the right to reject any bid that is either considered not to be responsive or not most advantageous to the City. The City will normally award the purchase contract to the responsible bidder who meets or exceeds the minimum specifications provided. The City of Waterloo, Iowa, reserves the right to accept or reject any and all bids. Upon acceptance of the bid, a purchase order mailed or delivered to the bidder that is accompanied by a copy of the signed Proposal bearing the City Clerk's signature shall constitute acceptance of the Bid and, therefore, be a legal binding agreement. If applicable, the Bidder guarantees that Title conveyed for the goods shall be delivered free from security interest or other lien or encumbrance. The bid price given shall be the complete price for unit or units meeting specifications provided. This price shall include all discounts, freight and/ or transportation costs necessary to supply the vehicles in accordance with the Specifications and to the final destination at 1101 Campbell Avenue, Waterloo, Iowa. Certain units or equipment items may be listed as trade-ins for special purchases. The trade-in values are to be specifically listed as indicated in the proposal documents. The City reserves the right to purchase the units with our without trade ins. All bids should include all extras or options as detailed on the attached specifications sheets including special warranty provisions or maintenance provisions. The bidder is cautioned to review these carefully and complete the bid proposal accordingly. Specific questions may be addressed to: JB Bolger, Golf Manager Waterloo Leisure Services 1101 Campbell Avenue Waterloo, Iowa 50701 319-291-4370 Monday through Friday 7AM-4:OOPM with any questions. The bidder must have and maintain inventory of repair parts as well as have experienced service personnel for this equipment. The bidder shall certify by the act of signing and submitting his/her bid that all items and service delivered hereunder shall comply with the Federal Occupation Safety and Health Act of 1960 as amended and applicable. BID DEADLINE: Bids will be received until 12:00 Noon, local time on Friday January 6, 2012. Bids will be publicly opened Monday January 9, 2012 at the 5:30 p.m. City Council Meeting. THE CITY RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS. Thank you for your time and your bid. Specifications for 2012 Equipment: The undersigned hereby agrees to furnish the following equipment f.o.b. Waterloo, IA, ready for immediate use with all the necessary parts and accessories need for its operation as specified below. Dealer must list any deviation from specifications given. John Deere 2500B Diesel Greens Mower Code Description 1002 11 Bladed reels 2002 Continuous machined grooved front roller kit 3001 Smooth surface tires BM19746 Light kit BM19852 Light Kit- Rear Grass Catcher 9010 One Full Set (3) Vertical Cutting Units with Front Rollers (1 each) Rim & Tire- Front & Rear (Mounted) (1 each) Service, parts, and tech manuals Safety/ Operational Video or DVD John Deere Pro Gator- 2030A 1411TC Diesel Code Description 1000 2WD Traction Unit BM19776 Work Light Kit 9051 Cargo Box 9080 Quick Connect Kit TCB11078 Auxiliary Hydraulic Kit VGB10058 Quick Connect Kit BM20502 Rear Receiver Hitch Kit AM128944 Receiver Draw Bar Kit (1 each) Service, parts, and tech manuals Safety/ Operational Video or DVD Dakota 410 Turf Tender (Mounted) Unit to be installed on a pre -owned 2001 John Deere Pro Gator 2030A. Price to include pickup of unit in Waterloo, all associated installation costs and parts, delivery back to Waterloo. Serial number: TC2030A035581 Required Items: - John Deere PTO Hydraulic Kit - Electric Over Hydraulic Dash Mounted Controls - One Set of Black and Green Spinners for Fertilizer & Grass Seed. - Parking Stand - Operations, Tech, and Parts Manuals. - Safety/ Operational Video or DVD John Deere 5075E Utility Tractor with Attachments Code Description 1240 4 Wheel Drive 3520 Dual Mid Valves with Joystick Control 5010 21.5L-16.1 In. 6PR R3 Bias Tires 6110 9.5-16 In. 6PR R3 Bias Tires LV150155 Engine Coolant Heater Kit LVB25771 Second Rear SCV with Detented Float and Lever Control LVB25547 Rear Work Light- Quantity 2 R127764 Weight, Front Suitcase (104 Lb.)- Quantity 6 LVB25889 Weight, Front Support- Quantity 1 2451P 553 Standard Loader 0595 Custom Configuration 1015 Mounting Frame 2000 2 Function Hoses and Couplers 4020 Small Ballast Box and Extension 7020 Skid Steer Carrier 8995 Less Bucket LVB25341 72 In. Quik-Tatch Standard Front Loader Bucket 9014 Hood Guard 9036 Brush Guard 0253KV Worksite Pro 48 In. Rail Pallet Fork TM900019 Technical Manual PC4501 Paper Parts Catalog Operational/Safety Video or DVD Toro Greensmaster 3400 Triflex o Kubota D902 23.5 HP 3 Cylinder Diesel Engine o Power Steering o Joystick control for raising & lowering reels o Smooth Surface Tires o Double A -arm Cutting Unit Suspension o Quick Connect/Disconnect Feature for Cutting Unit & Reel Drive Motor o Standard Backlapping Equipment o Optional Light Kit o 11 Blade DPA Cutting Units o Front Aluminum Wiehle Narrow Spaced Roller o Rear Full Steel Roller o DPA Rear Roller Adjustment Kit (114-4630) (Installed) o One Full Set (3) Vertical Cutting Units w/ Thin dynaBLADES o (1 each) Rim & Tire- Front & Rear if Different (Mounted) o (1 each) Service, parts, and tech manuals o Safety/ Operational Video or DVD Toro Greensmaster 3250-D o 23 HP Kubota Diesel Engine o Power Steering o Raise/Lower-Mower Lever o Smooth Surface Tire o Standard Backlapping Equipment o Optional Light Kit o 11 Blade DPA Cutting Units o Front Aluminum Wiehle Narrow Spaced Roller o Rear Full Steel Roller o Rear Roller Adjustment Kit (114-4630) (Installed) o One Full Set (3) Vertical Cutting Units w/ Thin dynaBLADES o (1 each) Rim & Tire- Front & Rear if Different (Mounted) o (1 each) Service, parts, and tech manuals o Safety/ Operational Video or DVD CITY OF WATERLOO, IOWA WATERLOO LEISURE SERVICES COMMISSION BID FORM for 2012 Golf Maintenance Equipment Bidder is providing bid price as specified with all options included delivery to Leisure Services 1101 Campbell Ave, Waterloo, Iowa ready for use by the City of Waterloo. Bidder shall use State of Iowa DOT Grounds Care Contract Pricing or any other pricing structure to offer the lowest possible price. If awarded the contract we agree to deliver the equipment to the Leisure Services Department on or before March 16, 2012. Equipment received before March 16, 2012 will have a warranty start date of March 16, 2012. Failure to deliver equipment on or before the designated receiving date shall result in a penalty at a daily rate of $50.00 per unit per working day until delivery is made. We understand that this quotation will be reviewed by the Leisure Services Golf Manager and the Waterloo City Council for the purpose of securing the equipment at the most favorable cost. Life cycle analysis will be used when appropriate. Factors such as service location and availability, warranty, maintenance records, vendor's past performance records, and quality of products offered will be considered where applicable. Trade-in items may be retained depending on trade values offered. Bid prices are per unit and specific quantities of units purchased will depend on bid prices. BIDDER: COMPANY NAME ADDRESS: CONTACT PERSON PHONE: ( John Deere 2500 B Greens Mower dollars ($ ) John Deere Pro Gator 2030A dollars ($ ) Dakota 410 Turf Tender Plus Install dollars ($ ) John Deere 5075E Utility Tractor with Attachments dollars ($ ) Toro Greensmaster 3400 TriFlex dollars ($ ) Toro Greensmaster 3250-D dollars ($ ) Optional Trade -In Equipment John Deere 1800 Utility Vehicle • Model Year 1998 • Approx. 248.8 hours • Serial # M01800G045277 • Located at South Hills Golf Course Trade In Value: dollars($ ) John Deere 2030 Pro Gator • Model Year 2003 • Approx. 1,050 hours (474 hours shown on current meter, digital instrument panel had to be replaced) • Serial # TC2030A035583 • Located at Gates Golf Course Trade In Value: dollars($ ) John Deere 2500 Greens Mower • Model Year 2007 • Approx. 1,098.1 hours • Serial # TC250AD040540 • Located at Iry Warren Golf Course Trade In Value: dollars($ ) John Deere 5300 Tractor with Loader & Bucket • Model Year 1996 • 520 Loader & bucket • Approx. 5,425.6 hours • Two wheel drive • Serial # LV5300E630369 • Located at Gates Golf Course Trade In Value: dollars($ ) John Deere 2155 Tractor with Loader & Bucket • Model Year 1989 • 520 Loader & Bucket • Approx. 6,000 hours (Gage face too cloudy to read, estimated from service records) • Two wheel drive • Serial # L02155A670554X • Located at Leisure Services Main Shop Trade In Value: dollars($ ) John Deere 2155 Tractor with Loader & Bucket • Model Year 1991 • 146 Loader & bucket • Approx. 6,000 hours (Gage face too cloudy to read, estimated from service records) • Two wheel drive • Serial # LO2155A710180 • Located at South Hills Golf Course Trade In Value: dollars($ ) SIGNED: DATE: / / STATE OF IOWA, Black Hawk County I do solemnly swear that the annexed copy of 1371223 NOTICE OF PUBLIC HEARING AND NOTICE notice was published in the WATERLOO/CEDAR FALLS COURIER a daily newspaper printed in WATERLOO, Black Hawk County, Iowa, for 1 issues commencing on 12/27/2011, in the issues of 12/27/2011 of said newspaper, and that the annexed rate of advertising is the regular legal rate of said newspaper, and that the following is a correct bill for publishing said notice. Printer's Bill $16.48 CV'xc_L Signed Subscribed and swo �6‘ day of 2 1, Wry Publ . to b •re me this Received of the sum of Dollars in full for publication of the above invoice. Notary Seal: NOTICE OF U1-10 AND NOTIICETO S,ICD RSN for the taking ofbldafor 2012 GOLF TURF£QUIPMENT Seyated proposalsvorylitbe mcelved by,fie 1 ache lofifee ilo the Ctt9 i aall of said Ch y on the 6th day of J: U#Sx 20120101 12:00pm lor2012 LSerfE4uIpment• Allproposals racalye)Il be o eoedln thecounoil Chprfib ? n iha„City Nall in the cjtyolWaterloo>0 tfAlnilhegthday otJanuary, 2012„atk§2y p•m. BId pro- al uch lima abe smaylheor 0 be fixede, Weltime s Nolide laberebygiveIne,Ogunail of the City ofWatedoow hdodl aPubile hearing oa apaclfcallp !pbid document, etc, In cunlunwlbawon 2012 Golf Tuff ,-equipment-el 6:50 P:m, on January'9, 2011. In the Oeuoolt chambers In iiia City Hellin Ibe Cllyotwaterloo; Lowe. Thapropposedbld form 1s on 0Je in the of- floeoftbaCltyOlerkforpubllc examinalion. A bid document maybe oblalnod Boni Waterloo Leisure-Sefyic es, ;1101 o6rnpbell Avenue, Watoloo, Igwai 60797, sald lima anm placed dba heard emay file wrlllen oblactlomwith tha Coy Clerk, CIIy Hall Waterioo: lows, before the date ser for said healing. erloo1111012111 day of Oeoamberr,, 2011. Suzy Sobares City Clerk Van Wall/Great American Waterloo Implement MTI Distributing JD 2500B Greens Mower 35,116.00 N/B N/B JD 2030A Pro Gator 23,554.00 N/B N/B Dakota 410 Turf Tender Top Dresser 13,426.00 N/B N/B JD 5075E Utility Tractor N/B 31,679.74 N/B Toro 3400 Triflex Greens Mower N/B N/B 38,777.79 Toro 3250-D Greens Mower N/B N/B 33,932.97 Trade Values: JD 1800 Utility Vehicle 2,500.00 N/B N/B JD 2030 Pro Gator 6,000.00 N/B N/B JD 2500 Greens Mower 7,000.00 N/B 3,500.00 JD 5300 Tractor N/B 5,000.00 N/B JD 2155 Tractor N/B 4,800.00 N/B JD 2155 Tractor N/B 4,500.00 N/B CITY OF WATERLOO &LIAcAN) Council Communication City Council Meeting: January 9, 2012 Prepared: January 6, 2012 Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: APPEAL ON DENIAL OF APPLICATION Submitted by: Suzy Schares, City Clerk Recommended City Council Action: Motion to deny request of Andrew Peterson of 408 Courtland Avenue permission to drive a motor vehicle for the purpose of carrying passengers. Summary Statement Expenditure Required Source of Funds Policy Issue Alternative Background Information: This was denied after review of the criminal history record and recommendation of denial by the Police Department. CITY OF WATERLOO, IOWA APPLICATION FOR PERMISSION TO DRIVE A MOTOR VEHICLE FOR THE PURPOSE OF CARRYING PASSENGERS _ Date 1.Z- -1/4" Name of Applicant: Hirer) 'e rco SSN # 5C93'- %l�3 Date of Birth: /et --a/o -S-r" Place of Birth: Z&,,n ay Applicant's address: y,9 (74, )1 (I Phone Number: „2q 7„:2_ Place of Residence for one year previous to moving to present address: Year Address: Age: g --657 Race: Height: ,s 9,4 Color of Eyes: Srai „e Weight: 17z Color of Hair:/qr.k Visible Distinguishing Marks: /I49p Are you a citizen of the United States? l�p,� Have you ever been convicted of a felony/or misdemeanor? vac If yes, state nature of offense and penalty imposed: Have you ever been licensed as a driver or chauffeur? y S How Long? Has such license ever been revoked? A/n If yes, state reason and length of time: _ 4420 Applicant REFERENCES I, the undersigned, a citizen of Waterloo, Iowa, residing at and by occupation a Ire -hitt have been personally acquainted for ,5--7 years with the applicant above named, and believe him/her to be a man/woman of good moral character, of correct and orderly deportment, of temperate and industrious habits, and in all respects fit to drive a motor vehicle in the City of Waterloo and am willing that my certificate to his/her fitness should be made public. Dated JQC ,20I Reference Signature Subscribed and sworn to before me this day of -e-( 9 ,201(. Notary Public Council Communication City Council Meeting: January 9, 2012 Prepared: December 28, 2011 Dept. Head Signature: Number of Attachments: 2 SUBJECT: Hotel/Motel Tax Grant recommendations Submitted by: Aaron Buzza, Waterloo CVB Recommended City Council Action: Approve CVB Board recommendations for funding in the CVB Partner portion of the Hotel -Motel Tax Grant cycle. Summary Statement: The CVB Board reviewed three applications in the CVB Partner portion of the Hotel -Motel Tax Grant cycle and has recommended allocations totaling $66,000, with $11,000 reserved for mini -grant applications in fiscal year 2013. Please see attached memo for background on CVB Partner grant cycle, calculations of amount in CVB Partner grant cycle, and an attached breakdown of scores & recommended allocations. Expenditure Required: $66,000. Source of Funds: Hotel -motel tax grant funding for FYE2013 Policy Issue: None Alternative: Make alternative recommendations for funding of projects or do not fund. Background Information: Attached is the memo and spreadsheet highlighting scores and funding. We have also been asked to identify potential conflicts of interest for Council members, and Mr. Getty would have a conflict with the Grout Museum District's application and Ms. Cole would have a conflict with the Waterloo Center for the Arts' application. CITY OF WATERLOO Council Communication City Council Meeting: 1/9/12 Prepared: 1/3/12 Dept. Head Signature: # of Attachments: SUBJECT: Resolution -to approve and authorize Leisure Services Golf Manager to apply for Cedar Trails Partnership grant funds for a cross-country ski grooming device in the amount not to exceed $4,000. A copy of the grant request will be available for review in the City Clerk's Office. Submitted by: JB Bolger, Golf Manager Recommended City Council Action: Pass Said Resolution Summary Statement This grooming device would be pulled behind a City owned snowmobile to create cross-country skiing opportunities at Iry Warren and Gates Park Golf Courses. Expenditure Required No City funds would be requested as "matching funds" for this grant. The City's prior investment in the snowmobile and the operators labor hours are the match listed in the grant request. Source of Funds NA Policy Issue NA Alternative NA Background Information: When snow conditions have allowed, Golf Maintenance employees have groomed classical cross country ski trails at Iry Warren and Gates Park Golf Courses for many years. This new grooming device will speed up the grooming process and allow for a ski skating lane to be created at the same time. Cedar Trails Partnership Grant Application General Information A. Name of project: Cross Country Ski Trail Groomer B. Name of organization: Waterloo Leisure Services C. Mailing address: 1101 Campbell Ave. Waterloo, IA 50701 D. Names and qualifications of persons who will administer the grant: JB Bolger, Golf & Downtown Area Maintenance Manager for Leisure Services, will administer the grant. They City of Waterloo, Department of Leisure Services, will be responsible for creation of the cross-country ski trails. E. Contact person, title, email and phone number: JB Bolger Golf & Downtown Area Maintenance Manager James.Bolger@Waterloo-IA.ORG (319) 291-4370 II. Project Description A. Primary project type: Trail -specific maintenance equipment B. Need being addressed and expected benefits: The purchase of a cross-country ski trail grooming device will allow for the creation of two different styles of skiing lanes. Currently Leisure Services Golf Maintenance Employees tow only a classical style track sled behind our snowmobile. The tow behind grooming device we are seeking funding for will create a six foot wide trail that can be used for both ski skating and classical skiing. We plan to make trails two passes wide creating a 12 foot width. The machine will allow for creation of trails that are appealing to both styles of cross-country ski enthusiasts. The classical tracks that we currently provide when conditions allow will be improved because they can be placed on the groomed base layer of snow. Placement of the classical tracks on the groomed snow base layer allow for the skier to use poles for additional traction instead of having poles drop deep into un -groomed snow. C. Specific project plan, including short-term, measurable objectives and long-term goal. For trail enhancement or construction projects, a site plan and/or cross section is required. The plan for this project is to create approximately three and a half total miles of groomed cross-country ski trails that will be appealing to both ski skating and classical style skiers. Gates Park Golf Course will create an approximately two mile trail and Iry Warren Golf Course will create an approximately one and a half mile trail. Each of these trails would be two passes or 12' wide. D. Timetable for project. Would like to procure grooming unit in time for use in Winter 2012/13. IV. Financial Information A. Budget: B. Three bids will be required for purchases of all supplies and materials over $500 in cost. Local cross-country skiers have requested a specific model and brand of groomer. That brand and model is the Tidd Tech 6' Trail Tenderizer with optional track setter. This request makes it impossible to obtain three bids. Manufacturer sells direct, no dealer network is available. C. Whenever possible and fiscally prudent, supplies, materials and services shall be purchased from suppliers and/or venders with offices in Black Hawk County. No local manufacturer of this type of grooming device was able to be located. Purchase of snowmobile in 2010 was from a local Waterloo Dealer. D. Specify amount requested from the Cedar Trails Partnership and desired timing of grant payment. Grant request is $3,500.00 and payment between the time of grant awards and August 2012 should work well. Order and delivery of the unit would need to be in the fall of 2012 at the latest. E. Specify amount requested from all other funding sources. In-kind items mentioned in the budget are the only other funding sources. F. Include the following: Make check payable to: City of Waterloo CTP Grant Other Fund Source Total Cost Materials $3,500.00 Snowmobile -Paid for by City of Waterloo $3,500.00 Supplies Fuel -Paid for by City of Waterloo Other (specify) Labor Time- Paid for by City of Waterloo $3,500.00 B. Three bids will be required for purchases of all supplies and materials over $500 in cost. Local cross-country skiers have requested a specific model and brand of groomer. That brand and model is the Tidd Tech 6' Trail Tenderizer with optional track setter. This request makes it impossible to obtain three bids. Manufacturer sells direct, no dealer network is available. C. Whenever possible and fiscally prudent, supplies, materials and services shall be purchased from suppliers and/or venders with offices in Black Hawk County. No local manufacturer of this type of grooming device was able to be located. Purchase of snowmobile in 2010 was from a local Waterloo Dealer. D. Specify amount requested from the Cedar Trails Partnership and desired timing of grant payment. Grant request is $3,500.00 and payment between the time of grant awards and August 2012 should work well. Order and delivery of the unit would need to be in the fall of 2012 at the latest. E. Specify amount requested from all other funding sources. In-kind items mentioned in the budget are the only other funding sources. F. Include the following: Make check payable to: City of Waterloo Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: Noel Anderson, Community Planning & Development Director # of Attachments: 1 SUBJECT: Resolution approving professional service agreement with Main Street Waterloo, for 2 years (FY 13 and FY 14) for $40,000 per year. Submitted by: Noel Anderson, Community Planning & Development Director Recommended City Council Action: We ask that the City Council take the necessary actions to approve the agreement. Summary Statement: As you may be aware, the City of Waterloo has had a professional service agreement with Main Street Waterloo for a number years to prioritize downtown development, activities, events, and the coordination towards progression and revitalization of our city core, The agreement provides for Main Street to provide the following services: - Coordinate efforts to attract office, retail and housing developers to commit to developments downtown. - Coordinate the efforts of numerous Government agencies and Government programs downtown. - Coordinate a comprehensive streetscape program, including storefront rehabilitation, signage program and public improvements. - Coordinate a program of economic restructuring including the conversion of upper floors for housing and offices. Devise and implement a retail and commercial marketing program in conjunction with existing and proposed downtown property owners and developers. - Coordinate, advise and implement a program on downtown property acquisition and investment. - Coordinate a program which generates an inflow of money through positive investments, development, renovation and rehabilitation and donations. Implement a local and national public relations program. - Coordinate, advise and assist with the Downtown Urban Renewal Plan. Implement the Waterloo Main Street Program The past agreement (FY 11 and FY 12) was for $40,000 for two years. Expenditure Required: $40,000 for two consecutive years Source of Funds: Downtown bonds and TIF cash Policy Issue: Economic Development CITY WEBSITE: wwwci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Alternative: NA Background Information: The Main Street organization has worked diligently to provide entertainment, activities, and works regularly with Downtown property owners and businesses for economic development, expansion, design review, marketing, etc. for the overall good of the central business district. These types of activities and action items are crucial towards bring people to Downtown Waterloo, ensuring we are working together with our downtown businesses and property owners, and working to ensure a higher level of design for the downtown streetscape. Main Street has recently worked with gaming funds to works towards aesthetic improvements in Downtown Waterloo (painting light poles, etc.), which was a priority of a downtown survey conducted by Main Street volunteers. Main Street Waterloo continues to bring new events and new patrons to Downtown Waterloo through numerous events, the hanging of wreaths, the provision and maintenance of hanging planters, etc. to present a new Downtown Waterloo to current and future downtown visitors. With the Riverfront Renaissance nearing completion, the numerous reinvestment projects we have been experiencing in Downtown Waterloo, staff believes it is crucial to continue this agreement to build upon the momentum we currently have in place, and gain more through new projects, new events, and new visitors and customers to Downtown Waterloo. !TIMAIN iiTQEET ATTE 00 DOWNTOWN CULTURAL & ENTERTAINMENT DISTRICT November 29, 2012 Mayor Buck Clark City of Waterloo 715 Mulberry Street Waterloo, IA 50703 RECEIVED NOV 3 0 2011 Z.1 320 -East 4th Street Waterloo, Iowa 50703 Phone: 319-291-2038 Fax: 319-291-4298 info@mainstreetwaterloo.org www.mainstreetwaterloo.org Dear Mayor Clark: On behalf of Main Street Waterloo, I would like to thank the City of Waterloo for our mutually beneficial sixteen year partnership. Main Street Waterloo is dedicated to the revitalization of our downtown center, and as such is actively engaged in providing a variety of services to the City. These would include, but not be,limited to: Coordinating efforts to attract office, retail, and housing developers downtown Coordinating the efforts of numerous government agencies and government programs Coordinating a comprehensive streetscape program, including storefront rehabilitation, signage program, and public improvements. Coordinating a program of economic restructuring, including the conversion of upper floors for housing and offices Devising and implementing a retail and commercial marketing program Coordinating, advising and implementing a program on downtown property acquisition and investment Coordinating a program which generates an inflow of money through positive investments, development, renovation and rehabilitation, and donations Implementing a local and national public relations program Coordinating, advising and assisting with the Downtown Urban Renewal Plan Implementing the Waterloo Main Street Program Attached is a Professional Services Agreement between the Waterloo City Council and Main Street Waterloo. This is a biannual agreement (FY1$ and FY14 for $40,000 during each FY to provide these and other services. Thank you for considering the continuation of this agreement. I would like to thank you for your continued support...it is a true pleasure to be a part of this successful effort. rel Jeff : urt E'e u Djiletor, Main Street -Waterloo Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD Ai -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: Noel Anderson, Community Planning & Development Director # of Attachments: 1 SUBJECT: Adopt a resolution authorizing the Mayor and City Clerk to sign and fully execute an amendment to the original Development Agreement with J.J.B. Properties, LLC from November 5, 2007, to change completion date from January 1, 2009 to January 1, 2010, and to change the Minimum Assessment end date from December 31, 2022 to December 31, 2023 Submitted by: Noel Anderson, Community Planning & Development Director Recommended City Council Action: Resolution approving amendment Summary Statement: As you may recall, back in 2007, the City Council approved a Development Agreement with J.J.B. Properties, LLC for the development of a professional office building, Financial Resource Advisors, in the Country Club Business Park. The building was built, but the full assessment was one year behind the original goal due to the finishing of the project in February of 2009. This requires a change in the yearly allocation of rebates back to them, which is addressed in the amendment. They are not getting any new rebates from the original, just moving everything back by one year from the original agreement. All other terms of the original Development Agreement would remain the same. The building is an 8,833 sq. ft. professional office building in the San Marnan TIF District, worth over $2.0 million in value. The building shows great success in the business park area, being one of the first buildings, leading to several others including the VGM expansion, Grainger Inc., Cedar Valley Medical, CBE building, Financial Resource Advisors, the new Veteran's Administration building, Liberty Bank, ADI, Beecher Kimball, and PTP Partners. Expenditure Required: $0.00 Source of Funds: NA CITY WEBSITE: wwwci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Policy Issue: Economic Development within the City of Waterloo. Alternative: NA Background Information: The City of Waterloo has worked to build a new Ansborough Interchange to this area, rezone land, and extend the TIF District to draw new development to the area. As with the many other projects listed above, we are proving to be successful in this endeavor. With the overall goal of trying to accomplish the goal of trying to bring new development, staff would support the amendment to the development agreement. Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 "c Dept. Head Signature: Noel Anderson, Community Planning & Development Director # of Attachments: 1 SUBJECT: Adopt a resolution authorizing the Mayor and City Clerk to sign and fully execute an amendment to the original Development Agreement with Avita Developments LLC from May 5, 2008, to change completion date from January 1, 2009 to January 1, 2010, and to change the Minimum Assessment end date from December 31, 2024 to December 31, 2025 Submitted by: Noel Anderson, Community Planning & Development Director Recommended City Council Action: Resolution approving amendment Summary Statement: As you may recall, back in 2008, the City Council approved a Development Agreement with J.J.B. Properties, LLC for the development of a medical office building, Dr. Sundaram's Cardiovascular building, in the Logan Plaza area. The building was built, but the full assessment was one year behind the original goal due to the finishing of the project in February of 2009. This requires a change in the yearly allocation of rebates back to them, which is addressed in the amendment. They are not getting any new rebates from the original, just moving everything back by one year from the original agreement. All other terms of the original Development Agreement would remain the same. The building is a 9,238 sq. ft. medical office building in the Logan TIF District, worth over $2.5 million in value. The building shows great success in the Logan area, being one of the first free standing medical building, working off the success of Allen Hospital expansion, Hy -Vee, Subway, and Walgreen's. Expenditure Required: $0.00 Source of Funds: NA Policy Issue: Economic Development within the City of Waterloo. CITY WEBSITE: wwwci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Alternative: NA Background Information: The City of Waterloo continues to prioritize the Highway 63 Corridor for redevelopment. As with the many other projects listed above, we are proving to be successful in this endeavor. With the overall goal of trying to accomplish the goal of trying to bring new development, staff would support the amendment to the development agreement. CITY OF WATERLOO Council Communication City Council Meeting: January 9 2012 Prepared: January 3, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: CHANGE ORDER NO. 5 -- $164,534.60 INCREASE F.Y. 2010 S 1REET RECONSTRUCTION PROGRAM ASPRO, INC. CONTRACT NO. 772 Submitted by: Dennis Gentz, P.E., Assistant City Engineer Recommended City Council Action: Staff has reviewed this Change Order and recommends that the Mayor be authorized to sign it on behalf of the City. Please execute all three (3) copies and return two (2) to our office for further processing. Summary Statement Transmitted herewith is Change Order No. 5 in the amount of $164,534.60. This is the accumulated amount of adjustments from original to final quantities that were determined necessary during the construction of the project, which results in an increase to the total project cost. Expenditure Required Source of Funds Local Option Sales Tax Funds Policy Issue N/A Alternative None Background Information: Cc: Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: Tanuary 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: F.Y. 2010 STREET RECONSTRUCTION PROGRAM CONTRACT 772 Submitted by: Eric Thorson, P.E., City Engineer Recommended City Council Action: It is recommended that this project be accepted. Summary Statement I report that ASPRO, INC., of Waterloo, Iowa, has completed the F.Y. 2010 STREET RECONSTRUCTION PROGRAM, CONTRACT NO. 772 in accordance with the plans and specifications. The total cost of the contract was $5,598,205.63. Transmitted also to the Clerk's Office is the Maintenance Bond that guarantees the maintenance of this improvement for a period of two (2) years. Expenditure Required Source of Funds Local Option Sales Tax Funds Policy Issue N/A Alternative None Background Information: Cc: Aspro, Inc. Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 3, 2012 Dept Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: CHANGE ORDER NO. 1 -- $175,040.63 DECREASE F.Y. 2012 SIDEWALK REPAIR ASSESSMENT PROGRAM - ZONE 1 B & B BUILDERS AND SUPPLY CONTRACT NO. 811 Submitted by: W. Wa ne Castle PLS EI Associate En!ineer Recommended City Council Action: Staff has reviewed this Change Order and recommends that the Mayor be authorized to sign it on behalf of the City. Please execute all three (3) copies and return two (2) to our office for further processing. Summary Statement Transmitted herewith is Change Order No. 1 in the decrease amount of $175,040.63. This is the accumulated amount of adjustments from original to final quantities that were determined necessary during the construction of the project, which results in a decrease to the total project cost. Expenditure Required Source of Funds Property Owner Assessments Policy Issue N/A Alternative None Background Information: Cc: Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: F.Y. 2012 SIDEWALK REPAIR ASSESSMENT PROGRAM - ZONE 1 Contract No. 811 Submitted by: Eric Thorson, P.E., City Engineer Recommended City Council Action: It is recommended that this project be accepted. Summary Statement I report that B & B BUILDERS AND SUPPLY, of Waterloo, Iowa, has completed the F.Y. 2012 SIDEWALK REPAIR ASSESSMENT PROGRAM - ZONE 1, CONTRACT NO. 811 in accordance with the plans and specifications. The total cost of the contract was $130,602.98. Transmitted also to the Clerk's Office is the Maintenance Bond that guarantees the maintenance of this improvement for a period of two (2) years. Expenditure Required Source of Funds Property Owner Assessments Policy Issue N/A Alternative None Background Information: Cc: B & B Builders and Supply Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: Artareat Id9I76« iQu5( `01/v Iib. SUBJECT: F.Y. 2012 Sidewalk Repair Assessment Program - Zone 1, Contract No. 811 Submitted by: Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Documents be received and placed on file and that a resolution be adopted levying these assessments. Summary Statement Transmitted herewith are the final schedule of assessments, abandonment schedule, final plats and breakdown of project costs for the F.Y. 2012 Sidewalk Repair Assessment Program - Zone 1, Contract No. 811, which is bounded by: North City Limits - Highway 63 - Conger Street - Broadway Street - Park Road - Cedar River - West City Limits - North City Limits. Expenditure Required Source of Funds Policy Issue Alternative Background Information: CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: CHANGE ORDER NO. 1 - $26,100.20 DECREASE F.Y. 2012 SIDEWALK BLOCK GRANT REPAIR ASSESSMENT PROGRAM -ZONE1 B & B BUILDERS AND SUPPLY CONTRACT NO. 812 Submitted by: W. Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Staff has reviewed this Change Order and recommends that the Mayor be authorized to sign it on behalf of the City. Please execute all three (3) copies and return two (2) to our office for further processing. Summary Statement Transmitted herewith is Change Order No. 1 in the decrease amount of $26,100.20. This is the accumulated amount of adjustments from original to final quantities that were determined necessary during the construction of the project, which results in a decrease to the total project cost. Expenditure Required Source of Funds Block Grant Funds and Property Owner Assessments Policy Issue N/A Alternative None Background Information: Cc: Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: SUBJECT: F.Y. 2012 SIDEWALK BLOCK GRANT REPAIR ASSESSMENT PROGRAM - ZONE 1 Contract No. 812 Submitted by: Eric Thorson, P.E., City Engineer Recommended City Council Action: It is recommended that this project be accepted. Summary Statement I report that B & B BUILDERS AND SUPPLY, of Waterloo, Iowa, has completed the F.Y. 2012 SIDEWALK BLOCK GRANT REPAIR ASSESSMENT PROGRAM - ZONE 1, CONTRACT NO. 812 in accordance with the plans and specifications. The total cost of the contract was $50,956.65. Transmitted also to the Clerk's Office is the Maintenance Bond that guarantees the maintenance of this improvement for a period of two (2) years. Expenditure Required Source of Funds Block Grant Funds and Property Owner Assessments Policy Issue N/A Alternative None Background Information: Cc: B & B Builders and Supply Rudy Jones, Community Development Director Pauline Closson, Engineering Department CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: Eric Thorson, PE., City Engineer # of Attachments: cijUvlc ( irtrek. /91 igta 16.9(4) Ait )612--.36 SUBJECT: F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1 Contract No. 812 Submitted by: Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Documents be received and placed on file and that a resolution be adopted levying these assessments. Summary Statement Transmitted herewith are the final schedule of assessments, abandonment schedule, final plats and breakdown of project costs for the F.Y. 2012 Sidewalk Block Grant Repair Assessment Program - Zone 1, Contract No. 812, which is bounded by: North City Limits - Highway 63 - Conger Street - Broadway Street - Park Road - Cedar River - West City Limits - North City Limits. Expenditure Required Source of Funds Policy Issue Alternative Background Information: CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: lanuary 4, 2012 Dept. Head Signature: Eric Thorson, P.E. # of Attachments: SUBJECT: EPA Urban Waters Small Grants Submitted by: Phil Schuppert, Stormwater Specialist Recommended City Council Action: Approve and authorize the Mayor to sign the Letter of Commitment for participation with the Black Hawk Soil and Water Conservation District's EPA Urban Waters Small Grant application. Summary Statement: We are looking to partner with the Black Hawk Soil and Water Conservation District, City of Cedar Falls, and several other local organizations to request $54,700 in EPA grant funding to assist in local outreach, education and water monitoring activities in the metro area. These activities would focus on the Sink Creek, Castle Hill/Pleasant Valley, and the Dry Run Creek (Cedar Falls) watersheds. These funds would also be used to implement and monitor demonstration projects showing how we can manage sump flows through raingardens in areas where sump -sanitary separation is to occur. Funded items under this application would include the following: • Green Jobs Training through the Iowa Stormwater Education Program's Rainscaper Certification Classes • Free training and equipment provided to local citizens interested in performing water quality monitoring through the IOWATER program. • Design, installation, and monitoring of raingardens to manage sump water flows in cooperation with the Black Hawk Soil and Water Conservation District, Iowa Department of Agriculture and Land Stewardship's Urban Conservation Program, and IOWATER. • Summer education programs focused on watershed management provided in partnership with the Hartman Reserve Nature Center • Surveys conducted by the University of Northern Iowa's Leisure, Health, and Human Services Department to help us better identify the watershed management priorities of landowners in these watersheds, as well as helping us measure the effectiveness of current outreach activities. Expenditure Required: $625 per year for 2 years Source of Funds: Stormwater Fee Outreach Budget Policy Issue: N/A Alternative Background Information: The United States Environmental Protection Agency has dedicated $1.8 million to the Urban Waters Small Grants program to be split evenly among each of the 10 EPA regions. As such Region 7, which includes Iowa, Kansas, Missouri, Nebraska and nine Tribal Nations will receive_ $180,000 to be distributed through a competitive grants process. Originally, Engineering had looked at submitting a Waterloo -only application. However, after learning that Cedar Falls was also planning on submitting an application, it was determined that combining our efforts to reduce redundancy and increase the impact of the requested funds would strengthen our application and allow us to better compete with the larger urban areas within EPA Region 7. The activities described in this application directly relate to the public involvement, outreach and education, and illicit discharge detection and elimination wet weather monitoring, as well as sanitary sewer back-ups and overflow requirements of the city's NPDES permit. CITY OF WATERLOO Council Communication City Council Meeting: -January 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Bradley Hagen # of Attachments: 1 SUBJECT: Approval of recommendation of award and contract to Failor Hurley Construction, of Hudson, Iowa in the amount of $21,190 for Livingston Aviation Entry Door Replacement for Waterloo Regional Airport. Submitted by: Bradley Hagen, Airport Director Recommended City Council Action: Approval of recommendation of award and contract to Failor Hurley Construction, of Hudson, Iowa in the amount of $21,190 for Livingston Aviation Entry Door Replacement for Waterloo Regional Airport. Summary Statement Expenditure Required: $21,190 Source of Funds: 100% IDOT Grant Policy Issue Alternative Background Information This project will replace the existing entry door on the south side of Livingston Aviation administration building. The City of Waterloo, through Waterloo Regional Airport, owns the building and is responsible for the structural maintenance. The existing door is over 25 years old and is in need of replacement. In addition, it doesn't meet the requirements of the current usage as UNI sports charters many business charters have multiple people with oversized bags that makes it difficult an inefficient to enter the building. CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 3, 2012 Dept. Head Signature: Bradley Hagen1 # of Attachments: 1 SUBJECT: Approval of recommendation of award, bonds, and contract to Failor Hurley Construction, of Hudson, Iowa in the amount of $21,190.00 for Livingston Aviation Entry Door Replacement at Waterloo Regional Airport. Submitted by: Bradley Hagen, Airport Director Recommended City Council Action: Approval of recommendation of award, bond, and contract to Failor Hurley Construction, of Hudson, Iowa in the amount of $21,190.00 for Livingston Aviation Entry Door Replacement at Waterloo Regional Airport. Summary Statement Expenditure Required: $21,190 Source of Funds: 100% IDOT Grant. Policy Issue Alternative Background Information: This project will replace the existing entry door on the south side of Livingston Aviation administration building. The City of Waterloo, through Waterloo Regional Airport, owns the building and is responsible for the structural maintenance. The existing door is over 25 years old and is in need of replacement. In addition, it doesn't meet the requirements of the current usage as UNI sports charters many business charters have multiple people with oversized bags that makes it difficult an inefficient to enter the building. Mayor BUCK CLARK COUNCIL MEMBERS SUBJECT: Approval of asbestos abatement contract with Advanced Environmental for the CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: ` �'( # of Attachments: i../ /4 e0ee000•..oOO•••••• asbestos abatement services of the former Francis Grout School located at 330 Madison DAVID Street in the amount of $37,440.00. JONES Ward 1 Submitted by: Noel Anderson- Community Planning & Development Director CAROLYN COLE Recommended City Council Action: Approval of asbestos abatement contract Ward z with Advanced Environmental for the asbestos abatement services of the former Francis HAROLD Grout School located at 330 Madison Street in the amount of $37,440.00. GETTY Ward3 Summary Statement: The City of Waterloo has tested the Former Francis Grout School QUENTIN for asbestos for upcoming demolition. Asbestos has been detected, and removal is now HART required. Ward 4 RON Expenditure Required: $37,440.00 WELPER Wards Source of Funds: The asbestos removal and demolition activities of this site will partially BOB be undertaken by the City of Waterloo using Iowa Brownfield Cleanup Grant, for nuisance GREENWOOD abatement. The entire project is budgeted at $380,000 of which $43,525 comes from the At -Large STEVE SCHMITT At -Large Iowa Department of Economic Development's Brownfield Redevelopment program. Policy Issue: Slum and Blight Alternative: N/A Background Information: The City of Waterloo purchased the Former Francis Grout School due to its deteriorating condition and it's potential for additional new home construction. cc: NOEL C. ANDERSON, Community Planning &Development Director CITY WEBSITE: www.ci.waterlooda.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large Policy Issue: New development -Sports Complex CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: # of Attachments: SUBJECT: Approval of asbestos abatement contract with Abatement Specialist LLC for the asbestos abatement services of 212, 302, 306-308, 312, Jefferson Street and 319 W. 2nd Street in the amount of $32,523.00. Submitted by: Noel Anderson, Community Planning & Development Director Recommended: City Council Action: Approval of asbestos abatement contract with Abatement Specialist LLC for the asbestos abatement services of 212, 302, 306-308, 312 Jefferson Street, and 319 W. 2nd Streets in the amount of $32,523.00. Summary Statement: The City of Waterloo will be demolishing these structures in preparation of the future Sports Complex. State laws require that all asbestos containing material be removed prior to demolition. Expenditure Required: $32,523.00 Source of Funds: The asbestos survey and demolition activities of this site will be undertaken by the City of Waterloo using G.O. funds, for nuisance abatement. STEVE SCHMITT At -Large Alternative: N/A Background Information: The City of Waterloo purchased these properties to demolish in preparation of the Downtown Sports Complex. cc: NOEL C. ANDERSON, Community Planning & Development Director CITY WEBSITE: wwwci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept. Head Signature: , �l- # of Attachments: 1 SUBJECT: Waterloo Center for the Arts Window Replacement Project Change Order #2 Submitted by: Craig Clark - Building Official/Maintenance Administrator Recommended City Council Action: Approve recommendation of Change Order #2 for net increase of $13,396.47 to Don Gardner Construction Co. Inc., Waterloo, IA., for replacement of 2 sets of double doors on south end of Longfellow Concourse Gallery and authorize Mayor to execute said document. Summary Statement Expenditure Required - Net increase of $13,396.47 Source of Funds - 410-22-4205-2152 Background Information: Mayor BUCK CLARK CITY OF WATERLC", IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street Waterloo, Iowa 50703-5783 (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & DevelopmentDrector Council Communication City Council Meeting: January 9, 2012 Prepared: January 4, 2012 Dept, Head Signature: # of Attachments: 6. COUNCIL SUBJECT: Asbestos Abatement Services Request for Proposals for 910 W. Shaulis Road. MEMBERS DAVID JONES Ward 1 CAROLYN COLE ilrm'd 2 HAROLD GE 1 1 Y Ward 3 QUENTIN HART Ward 4 RON WELPER Girard 5 Submitted by: Noel Anderson- Community Planning & Development Director Recommended City Council Action: Resolution setting date of hearing as January 23, 2012 to approve Request for Proposals for Asbestos Removal at 910 West Shaulis Road; and instruct City Clerk to publish notice. Summary Statement: The City of Waterloo will be demolishing this structure in preparation of further in preparation of the Shaulis Road improvement Project. State laws require that all asbestos containing material be removed prior to demolition. Expenditure Required: To be determined Source of Funds: The asbestos survey and demolition activities of this site will be undertaken by the City of Waterloo using 80% Transportation Funds and 20% Local Option Sales Tax. BOB Policy Issue: Shaulis Road Extension GREENWOOD At -Large STEVE SCHMITT At -targe Alternative: N/A Background Information: The City of Waterloo purchased the building in November of 2010 with the intention of demolishing the structure to make room for Shaulis Road Extension. co NOEL C. ANDERSON, Community Planning & Development Director CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WAI'hRLOO Council Communication City Council Meeting: Ianuary 9, 2012 Prepared: anua 20 2 Dept, Head Signature: # of Attachments: SUBJECT: Request the City Council adopt resolutions to preliminarily approve the request for the bid document and specifications for Six (6) 2013 model year patrol cars and to instruct the City Clerk to publish notice of hearing on bid document, specifications etc, as February 6, 2012 Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Approve Summary Statement: The Finance Committee at their January 9, 2012 meeting approved the request for authorization to seek bids. Expenditure Required: Est $144,000 Source of Funds: GO Bond Policy Issue: NA Alternative: NA Background Information: Request Council adopt resolutions to set date of hearing for the purpose of purchasing six (6) 2013 Patrol Cars. This request is in line with the overall equipment replacement plan and is budgeted in the 2012 CIP. Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA CITY HALL • 715 Mulberry Street • Waterloo, IA 50703 • (319) 291-4301 Fax (319) 291-4286 CITY OF WATERLOO Council Communication City Council Meeting: January 9, 2012 Prepared: January 5, 2012 Dept. Head Signature: Mayor Buck Clark # of Attachments: 1 SUBJECT: Hotel/Motel Tax Ordinance Change Submitted by: Mayor Buck Clark Col \c tL VUe_oC._ Recommended City Council Action: I recommend that the council adopt a change to the hotel/motel tax ordinance as follows: 1-8A-7: Local Transient Guest Tax Fund: D. The revenue derived from any hotel and motel tax authorized by this article shall be used as follows: 1. $50,000 to the Grout Museum District for the promotion of tourism to be paid semi annually beginning July 1.2012. With the remaining. funds to be distributed as follows: 2. Fifty (50) percent to the Waterloo Convention and Visitors Bureau, Inc. for the promotion of tourism. 3. Twenty (20) percent, or a minimum of $150,000.00, to the Five Sullivan Brothers Convention Center. 4. Ten (10) percent to the Waterloo City Council for discretionary purposes. 5. Twenty (20) percent to recreation, culture, conventions, entertainment. The Board of Directors of the Waterloo Convention and Visitors Bureau, Inc. shall make recommendations every January, or as otherwise requested, to the City Council concerning the allocation of these funds. (Ord. 4584, 10-28- 2002) Summary Statement: The recommended changes are indicated in bold, italics and underlined. Expenditure Required: None Source of Funds: N/A Policy Issue: None Alternative: Background Information: Billie Bailey, Executive Director of Grout Museum District has requested the above mentioned annual allotment. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer RECEIVED JAN 0 4 2012 CITY OF WATERLOO, IOWA To: City Council Members Re: Notice of Severance Department CITY HALL 715 MULBERRY STREET 50703 Today's Date: 1/4/2012 Effective Date: 12/31/2012 Employment Date: 12/10/1979 TRAFFIC OPERATIONS/SIGN DEPARTMENT Job Title/Classification SIGN & TRAFFIC EQUIPMENT OPERATOR This is to report that the employment of STEVE SCANLON with the City of Waterloo has been severed by reason of: V Retired Disability Related ❑ No ❑ Yes ❑ Resigned ❑ Termination ❑ Other In accordance with City Policy, it is requested to allow payment which consists of the following: Comments: Benefits Total Hours (x) Hourly Rate Total Payout Vacation -Accrued 200 $ 22.24 $ 4,448.00 Vacation -Current 80 $ 22.24 $ 1,779.20 Usable Sick Leave 48 $ 22.24 (x) 25% $ 266.88 Frozen Sick Leave 720 $ 22.24 (x) 60% $ 9,607.68 Personal Hours 8 $ 22.24 $ 177.92 Comp Time Pay 53.21 $ 22.24 $ 1,183.39 Unscheduled Leave $ - Other Pay $ - Total Payment ll $ 17,463.07 Approved by Human Resource &&1 Date 1/4/2012 Date Routing: Original to Human Resources by Department Human Resources will forward original to City Clerk Clerk's Office will forward copy of approved form to Council Agenda Date: I!- l let 1,9-- 0 Accruals (Copy in Personnel File) Department and Human Resources ❑Status D-9 Updated 6/28/11 RECEIVED DEC 21 2011 CITY OF WATERLOO, IOWA CITY HALL 715 MULBERRY STREET 50703 Today's Date: 12/19/2011 Effective Date: 12/30/2011 Employment Date: 12/14/1983 To: City Council Members Re: Notice of Severance Department STREET Job Title/Classification EQUIPMENT OPERATOR I This is to report that the employment of ROBERT L. DECKER II with the City of Waterloo has been severed by reason of: O Retired Disability Related E No ❑ Yes ❑ Resigned ❑ Termination ❑ Other In accordance with City Policy, it is requested to allow payment which consists of the following: Comments: Benefits Total Hours (x) Hourly Rate Total Payout Vacation -Accrued 200 $ 21.58 $ 4,316.00 Vacation -Current $ - Usable Sick Leave 16 $ 21.58 (x) 25% $ 86.32 Frozen Sick Leave 7.5 $ 21.58 (x) 60% $ 97.11 Personal Hours Comp Time Pay $ - Unscheduled Leave $ - Other Pay $ - Total Payment $ 4,499.43 Approved by Human Resourc Routing: Original to Human Resources by Department Human Resources will forward original to City Clerk (Copy in Personnel File) Clerk's Office will forward approved form to Department a Council Agenda Date: Fi V619— 0 AS/400 Status/Accruals ❑ 1-9 Date Date x\do-, Updated 7/20/10 Payment voucher prepared by: Pauline Closson January 3, 2012 Vendor Address City & State Invoice Date Peterson Contractors, Inc CITY OF WATERLOO PAYMENT VOUCHER Vendor No. Department: City Engineering Department Grant/Project 07VIPDAMM 8108WALL Batch No. Keyed By: 9002 A010912 Invoice No. Qty/Unit Amount Description PROJECT CODE G/L Distribution City Contract 713 Est No. 72 12/15/11 72 Subfinal Cedar River Dam Rehab/Riverwall Recon $7,081.00 Waterloo Dam Period ending 2/20/10 07VIPDAMM 424-07-7610-2171 $42,234.56 Riverwall Reconstrucion 07Wall 424-07=7610-2171 Period ending 12/15/11 Special Instructions: TOTAL $49,315.56 -)IvAA-ct-* '19[90« 1/3/12 Date Approved By: Date An Equal Opportunity/Affirmative Action Employer January 3, 2012 Vendor Name AECOM Address City & State ************************************* Invoice Date Invoice No. Qty/Unit CITY OF WATERLOO 9002 PURCHASE ORDER A010912 Vendor No. Departmen Engineering Grant/Project Code # 07VITLOPL Amount Description GL Distribution 12/20/11 37194204 $12,781.27 City Contract No. 763 Est. No. 17 F.Y. 2010 Lower Plaza CRS October 15 thru December 16, 2011 Special Instructions: Submitted B r , Total $ 12,781.27 1/3/12 424-07-7610-2103 Date Approved By: An Equal Opportunity/Affirmative Action Employer Voucher prepared by: Pauline C CITY OF WATERLOO 9002 PAYMENT VOUCHER A010912 January 3, 2012 Vendor Address City & State Aspro Invoice Date Invoice No. 12/22/11 Special Instructions: 32 git 41v Submitted By Qty/Unit Amount Vendor No. Batch No. Keyed By; Department: Engineering Department Grant/Project Code # 07 STR Description G/L Distribution $1,379.40 Contract 772 Est. 321 205-07-7500-2165 F.Y. 2010 Street Reconstruction 520-14-5200-2163 11/29 - 12/20/2011 Total $ 1,379.40 1/3/12 Date Approved By: Date An Equal Opportunity/Affirmative Action Employer Payment voucher prepared by: Pauline Clossom osson CITY OF WATERLOO 9002 PAYMENT VOUCHER A010912 January 3. 2012 Vendor No. Department Engineering Vendor Name AECOM Grant/Project Code # 07VIPPUMP Address City & State Invoice Date Invoice No. Qty/Unit Amount Description G.L. Distribution 12/20/12 37194205 $14,918.27 City Conract # 801 Est # 6 Cattle Congress Storm Water Pump Station 11/5 - 12/16/11 Special Instructions Submitted By pojottc TOTAL $14,918.27 1/3/12 Date Approved By An Equal Opportunity/Affirmative Action Employer 424-07-7505-2163 Vouchers Prepared by Pauline Closson CITY OF WATERLOO .9002 PAYMENT VOUCHER A010912 January 3, 2012 Vendor No. Vendor AECOM Department Engineering Department Address City & State Ciuty & State Invoice Date ************************************ Invoice No. Qty/Unit Amount Description Grant/ProjE 07VIPUPPL 12/20/11 37194206 15,886.09 Contract No. 808 Est No.7 2011 River Renainance Upper Piazza 11/5 - 12/16/11 CRS Special Instructions: Submitted By Total $ 15,866.09 01/03/12 Batch No. Keyed By: G/L Distribution 424-07-7610-2103 Date Approved By: Date An Equal Opportunity/Affirmative Action Employer Payment voucher prepared by: Pa Pauline C osson CITY OF WATERLOO 9002 PAYMENT VOUCHER A010912 January 3, 2012 Vendor Name Address City & State Invoice Date JDE Engineering ************************************ Invoice No. Qty/Unit 12/27/11 4 Special Instructions Submitted By Vendor No. Department: Engineering Grant/Project Code # Amount Description G.L. Distribution $18,786.25 Delane Avenue Detention Area & Preliminary Plan Development Est # 4 11/2//11 thru 12/23/11 TOTAL $18,786.25 1/3/12 Date Approved By An Equal Opportunity/Affirmative Action Employer 411-07-5300-2103 Voucher Prepared by Pauline C CITY OF WATERLOO 9002 PAYMENT VOUCHER A010912 Januaiy 3, 2012 Department Engineering Vendor Name Snyder & Associates Grant/Project Code # 07LTF 5007 Address City & State Invoice Date «*********************************** Invoice No. Qty/Unit Amount Description G.L. Distribution 12/14/11 110.0951.01 B-5 $2,170.00 Waterloo Stormwater Lift Stations CDBG 409-07-5300-2103 Service thru 11/30/11 Cedar Bend 12/14/11 110.0951.01A-5 $2,498.00 Design services Hollywood CDBG 409-07-5300-2103 Service thru 11/30/11 Cedar Bend 12/14/11 110.0951.01C-5 $200.00 Design Services Fletcher Ave CDBG Service thru 11/30/11 Cedar Bend 409-07-5300-2103 East # 5 Special Instructions TOTAL 4,868.00 i✓1"--2 1/3/11 Submitted By Date Approved By Date An Equal Opportunity/Affirmative Action Employer RECEIVED JAN 0 4 2012 OF WATERLOO, IOWA CRY HALL 715 MULBERRY STREET 50703 To: City Council Members Re: Notice of Severance Department TRAFFIC OPERATIONS/SIGN DEPARTMENT Today's Date: 1/4/2012 Effective Date: 12/31/2012 Employment Date: 12/10/1979 Job Title/Classification SIGN & TRAFFIC EQUIPMENT OPERATOR This is to report that the employment of with the City of Waterloo has been severed by reason of: STEVE SCANLON Ct Retired Disability Related ❑ No ❑ Yes ❑ Resigned ❑ Termination ❑ Other In accordance with City Policy, it is requested to allow payment which consists of the following: Comments: Benefits Total Hours (x) Hourly Rate Total Payout Vacation -Accrued 200 $ 22.24 $ 4,448.00 Vacation -Current 80 $ 22.24 $ 1,779.20 Usable Sick Leave 48 $ 22.24 (x) 25% $ 266.88 Frozen Sick Leave 720 $ 22.24 (x) 60% $ 9,607.68 Personal Hours 8 $ 22.24 $ 177.92 Comp Time Pay 53.21 $ 22.24 $ 1,183.39 Unscheduled Leave. 1 $ _ Other Pay $ _ Total Payment $ 17,463.07 Approved by ter Human Resource Routing: Original to Human Resources by Department. Human Resources will forward original to City Clerk (Copy in Personnel File) Clerk's Office will forward copy of approved form to Department and Human Resources Council Agenda Date: 0 Accruals ❑Status 01-9 Date 1/4/2012 Date Updated 6/28/11 RECEIVED GEC 2 1 2011 CITY OF WATERLOO, IOWA CITY HALL 715 MULBERRY STREET 50703 Today's Date: 12/19/2011 To: City Council Members Re: Notice of Severance Department STREET Effective Date: 12/30/2011 Employment Date: 12/14/1983 Job Title/Classification EQUIPMENT OPERATOR I This is to report that the employment of ROBERT L. DECKER II with the City of Waterloo has been severed by reason of: ❑ Retired Disability Related ❑' No ❑ Yes ❑ Resigned O Termination ❑ Other In accordance with City Policy, it is equested to allow payment which consists of the following: Comments: Benefits Total Hours (x) Hourly Rate Total Payout Vacation -Accrued 200 $ 21.58 $ 4,316.00 Vacation -Current $ - UsableSickLeave 16 $ 21.58 (x) 25% $ 86.32 Frozen Sick Leave 7.5 $ 21.58 (x) 60% $ 97.11 Personal Hours Comp Time Pay $ - Unscheduled Leave $ - Other Pay $ - Total Paymen $ 4,499.43 Approved by Human Resourc Date Date 19 0% Routing: Original to Human Resources by Department Human Resources will forward original to City Clerk (Copy in Personnel File) Clerk's Office will forward approved form to Department Council Agenda Date: 0 AS/400 Status/Accruals 0 1-9 Updated 7/20/10