HomeMy WebLinkAboutMinutes-01/22/2018 COUNCIL WORK SESSION
January 22, 2018
3:40 p.m.
Harold E. Getty Council Chambers
Members present: Jacobs, Morrissey, Shimp, Klein, Amos, Schmitt, and Juon.
Moved by Schmitt seconded by Amos that the Agenda, as proposed, be approved. Voice vote-
Ayes: Seven. Motion carried.
Objective: Walnut Neighborhood Housing Coalition update.
Ali Parrish, Iowa Heartland Habitat for Humanity, explained that a memorandum of
understanding was signed with the City of Waterloo and the coalition partners.
Judy Marshall, 316 Walnut Street, provided an overview of neighborhood activities the Walnut
Neighborhood Association, Orchard Hill Church, and Harvest Vineyard Church have worked
together to undertake.
Laura Hoy, 335 Almond Street and President of Walnut Neighborhood Association, provided an
update of activities in the Walnut Neighborhood.
David Deeds, JSA Development and 922 Mulberry, explained the impacts of demolition on the
Walnut Neighborhood and that action will be on the agenda in the coming weeks for historic tax
credits for the homes they are working to rehab in the neighborhood.
Ali Richmond, Neighborhood Assistance Coordinator with Habitat Humanity, provided an
overview of owner occupied home repairs assistance program.
Angie Fordyce, Waterloo Community Development, explained CDBG funding dollars that have
been allocated to assist with rehabilitation of the neighborhood.
Mr. Morrissey questioned if the housing designs go before a board to ensure conformity in the
neighborhood and questioned if Habitat for Humanity received a grant and if there are plans to
use this model in other parts of town.
Ali Parrish explained that a board does not review housing designs; they did not get a grant they
applied for and noted that they needed to be farther along in their project, and explained that they
are also building in the Church Row neighborhood and that if community engagement improved
their results would improve.
Objective: Discussion of construction contract procedures.
Eric Thorson, City Engineer, provided an overview of construction contract procedures and
reviewed with council steps taken by the Engineering Department to manage the project prior to
beginning the project, during construction, and after the project is complete.
Mrs. Juon requested an explanation of change orders and instances where the City Engineer is
able to approve payments.
Mayor Hart clarified the difference between change orders and quantity adjustments.
Eric Thorson explained quantity adjustments and how they are verified.
Paul Huting, Leisure Services Director, explained that the specifications are part of the contract
and that the quantities are approximate and the billing would be paid based on the actual cost of
quantities used.
Eric Thorson explained that the specifications were in a document separate from the contract.
Mrs. Juon commented that the policy from 1991 needs to be revisited.
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Mrs. Klein questioned if the $91,000 change order was paid out prior to council voting and
commented on the need to review the payment process.
Mayor Hart explained the payment process.
Eric Thorson explained that approvals are provided each time work is completed and at the end
of the project
Mayor Hart requested clarification on what the $91,000 represents.
Eric Thorson explained the quantity adjustment.
Mrs. Juon commented that perhaps the confusion is coming by putting the final quantity
adjustment on the agenda as a change order.
Eric Thorson explained that an audit comment from years ago started the process of calling these
change orders getting council approval on the agenda rather than final quantity adjustments.
Mr. Jacobs commented that the council had no idea that they were exceeding the product prices
and commented that the numbers do not appear to be accurate on the change orders submitted to
the council and that the resolution from 1991 needs to be updated. He further stated that he
would be in favor of allowing the City Engineer to approve certain dollar amounts.
Mr. Morrissey questioned who assembles the financial paperwork for the project.
Eric Thorson explained the consultant puts together the summary and if a consultant is not used
then city staff prepares the summaries. He further noted that city staff reviews the consultant
work.
Mr. Morrissey questioned if the payments are included in the bills resolution.
Eric Thorson confirmed.
Michelle Weidner, Chief Financial Officer, explained that when she started the city underwent a
state re-audit and they recommended the council approve change orders and quantity
adjustments. She further explained possible options for a policy change.
Mrs. Klein expressed concern for the approval process for contract expenditures and final
quantity adjustments.
Objective: Introduction to FY 19 Budget Process.
Michelle Weidner provided an overview of the upcoming budget process and deadline.
Mr. Jacobs questioned if the CFO has big ideas on savings for the budget, especially considering
the council adopted a goal of lowering the levy rate.
Michelle Weidner explained that it would be up to council to determine what services would be
cut.
Mr. Shimp questioned if departments could provide a five percent reduction.
Mrs. Juon questioned if the dates outlined in the presentation are firm.
Michelle Weidner confirmed and explained the schedule and required council action.
Mr. Schmitt questioned what she meant by the city's hands being tied.
Michelle Weidner explained that some of the restrictions include contracted wage increases.
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Mr. Morrissey clarified the base amount listed in the handouts and that it includes $500,000 of
reserves and an assumed retention of all services provided to the public.
With no further business before the Council, it was moved by Morrissey seconded by Schmitt
that the meeting be adjourned at 5:17 p.m. Voice-vote Ayes: Seven. Motion carried.
Kelley Felch
City Clerk