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HomeMy WebLinkAbout2004 BUILDING& GROUNDS COMMITTEE December 13, 2004 3:50 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. Lou Cutwright, Building Official/Maintenance Administrator, reviewed the plans to remodel the men's police locker room. Equipment needs of patrol officers have increased over the years, necessitating larger lockers. The new locker room layout provides room for 76 18" x 24" x 72" lockers. City staff will do the demolition, electrical and HVAC work to minimize the use of dollars on the project. Greenwood now present at 3:54 p.m. Capital Improvement Funds for FY04 and FY05 will be used to fund the project, with an estimated cost of$70,000.00. Mr. Cutwright reviewed the layout of the locker room. Plans detail one shower system in the men's locker room. Moved by Greenwood, seconded by Cole that said plans be approved and the Building Official/Maintenance Administrator be authorized to proceed. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:57 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE November 15, 2004 4:45 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Lou Cutwright, Building Official/Maintenance Administrator, reviewed Changer Order No. 1 for a net increase in the amount of$40,590.00 in conjunction with East and West 5th Street Parking Ramps Repair Project. This contract was awarded to McGill Restoration of Omaha, Nebraska. The change order represents 873 square feet of delaminated repair at $30.00 per square foot and 120 Lineal feet of expansion joints at $120.00 per square foot for a total cost of$40,590.00. The expansion joints at the West 5th Street ramp are leaking and will be removed and replaced with a membrane with a better seal. If it is not repaired, it will continue to get worse as water gets below the deck and freezes. The contract was bid using the deck coating as the constant. All bidders included a per square foot costs for the delaminated repairs and expansion joints. Moved by Greenwood, seconded by Cole to approve said change order and forward to full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Kincaid, seconded by Greenwood that the meeting be adjourned at 4:52 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMIT 1'EE November 1, 2004 4:10 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to remodel Fire Rescue Training Center Basement at an estimated cost of$40,000.00 was reviewed. The project includes removal of existing carpet in the upstairs and downstairs hallways and replace with vinyl tile; replace kitchen cabinets, countertop, sink, install vinyl tile; construction of new bathroom and update electrical in areas to be remodeled to current building code. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to replace six walk-in doors at the Traffic Annex at an estimated cost of$5,500.00 was reviewed. The walk-in doors in the Traffic Annex are in bad condition. Replacing the doors, closers, etc., would provide energy savings. By having the rusted-out frames capped and installing new doors with related hardware, the job will cost approximately $5,500.00. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. Lou Cutwright, Building Official/Maintenance Administrator, reviewed the phasing of the East and West Fifth Street Parking Ramps Repair. The deck repair project was bid on October 25, 2004, with the low bid by McGill Restoration, Inc. of Omaha, Nebraska. The base bid only included the membrane application. A square foot cost for concrete replacement was provided so if unstable deck material is found, repairs can be made at a set price. The ramp repair project will take place in two phases. Phases I will include repairing all delaminated concrete and repairing expansion joints. Phase I will be completed this fall. Phase II will include the membrane application. This phase has been moved to the late spring and early summer because manufacturers require warm temperatures for material application. The exact square footage concrete replacement or expansion joints needed to be replaced is unknown, so the project will have change orders reflecting these unknown quantities. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:23 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE October 4, 2004 4:55 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to replace the ceiling and paint the walls, doors, etc. in the basement lobby of City Hall at a cost of$6,493.00 was reviewed. It has been 30 years since the basement lobby of City Hall has been remodeled or painted. The moving of the public restrooms to the lower level means more traffic is going to be diverted to the area. The total cost for remodeling the lobby will be $6,493.00. Verbraken's Painting& Wallcovering was the low bidder for the painting portion of the project with a bid of $2,648.00. Dyball Acoustical Inc. submitted a bid of$3,845.00 to replace the acoustical ceiling and grid. The painting includes the walls, doors and frames, elevator doors and the penthouse in the jail. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 5:00 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE September 27, 2004 4:50 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Director of Cultural & Arts Commission for authorization to dispose of equipment, furniture and miscellaneous items through the city auction process was reviewed. The items include: an older model Xerox copy machine, two color printers, two old scanners, some older chairs and other miscellaneous items. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:51 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE September 20,2004 4:40 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Kincaid, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to develop plans and specifications for repairs to the East 5th Street and West 5th Street ramps at an estimated cost of$75,000.00 was reviewed. From 1996 to 2001 the city invested$1.6 million in the East and West Fifth Street ramps. The deck overlay was a success in renewing the ramps. The upper levels are in need of maintenance to continue to protect the major investment. The freezing and thawing action has caused some concrete cracking. This maintenance package will include repairing these areas and overlaying the upper decks with a protective membrane. Over the past two years, major repairs have been budgeted in the CIP funding. The cost for the repairs is estimated at $75,000.00. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to upgrade the boiler control system for the Five Sullivan Brothers Convention Center at an approximate cost of $33,000.00 was reviewed. Control of the heating system at the Five Sullivan Brothers Convention Center was by an on/off switch. Last year, we were relying on the internal safeties built into the boiler. The old system is pneumatic (air pressure controlled). This system has failed because of age, etc. Plans were in place to renew the system with the overall upgrade that was brought to Building & Grounds in July 2003. Since the total package has not moved forward, the need is pressing to upgrade the boiler control system so the system can run safely this heating system. Working with Gilmor & Doyle and Johnson Controls, the upgrade to the control system will cost approximately $33,000.00. The estimated cost to upgrade the HVAC system is $280,000.00. That project has been put on hold due to contract talks with the owners of the Ramada Inn. Each year, $150,000.00 is budgeted for maintenance items for the Five Sullivan Brothers Convention Center. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the City Clerk for authorization to dispose of older parts/equipment through the city auction process was reviewed. The equipment is located in the Public Access Studio. Most of it is parts from original equipment that no longer works. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:52 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE September 7, 2004 4:10 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Kincaid, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Greenwood, seconded by Cole that the request of the Leisure Services Director to approve the preliminary design for new restroom building at Riverfront Baseball Stadium and approve contract with Struxture Architects at a cost of $16,000.00 to develop detailed construction drawings and bid documents be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Greenwood that the request of the Police Captain for authorization to dispose of older police radios, cell phones and mobile vision equipment through an auction process be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:14 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 23, 2004 3:30 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Leisure Services Director to approve preliminary design and agreement with InVision Architects to develop construction drawings and bid documents for renovation of the Iry Warren Memorial Golf Course Pro Shop was reviewed. The Leisure Services Golf Improvement Committee and Leisure Services Commission have reviewed the preliminary design and recommended that the project proceed. The total estimated cost for the project is $350,000.00, including architect fees and 15 percent contingency. Paul Huting, Leisure Services Director, reported the primary reason for the improvements is for use for golf outings, not for wedding functions. Councilperson Greenwood asked what is the return on the investment for the city. Mr. Huting stated that the renovation project will make it a representative facility with the same amenities offered by the other golf courses, such as an indoor facility for golf outings. Mr. Huting reported that the project will be funded with Golf Improvement Funds, which include GO bond money, $12,000.00 per year received from the golf pros and set aside funds. There is $300,000.00 GO Bond funds for golf course improvements. Mr. Huting reported that the city has not performed an audit on the golf pro revenues, but we could do that. Mr. Huting reported that the renovation plans are comparable to improvements made to the South Hills Golf Course several years ago and Gates Golf Course prior to the improvements at South Hills. Mr. Huting reported that the architect initially suggested a basement be added. Parts of the current building is used for storage, and when the building is remodeled there will be a need for a new storage area. The addition of the basement came up as a relatively inexpensive way for storage, with an estimated cost of $35,000.00. The basement will be built under the banquet room and will include a mechanical room on one end. They will keep the mechanicals in the current building. John DeLorbe, Chairperson of the Leisure Services Commission, reported that a Golf Improvement Committee meeting was held, and Bob Molinaro was invited as he wanted to presented his ideas for improvements. Mr. DeLorbe reported that most of the members of the Golf Improvement Committee who had gone through the south end of the building felt it needed to be torn down, and they made that recommendation to the Leisure Services Commission. Mr. DeLorbe stated they are not building a meeting/banquet room, but renovation of the club house to make it comparable to the other courses. Councilperson Greenwood stated that using $300,000.00 for the renovation, what will be left to be used for the greens and grounds. Mr. Huting responded that there are ongoing projects such as seeding of two golf courses and paving at Gates. Mr. Huting reported there is currently $500,000.00 available, with$350,000.00 earmarked for the improvements at Iry Warren. Moved by Cole, seconded by Kincaid that the request of the Leisure Services Director to approve preliminary design and agreement with InVision Architects to develop construction drawings and bid documents for renovation of the Iry Warren Memorial Golf Course Pro Shop be approved. Prior to a vote on the above motion, the following comments were heard. Bob Molinaro stated the city should have solicited input. Red Carpet feels the city is intruding on the private sector. Mr. Molinaro stated he was notified of the Golf Improvement Committee meeting the day before the meeting, and the next day the Leisure Services Commission voted on the project with no notification. Mr. Molinaro stated falsehoods have been presented today as there are only about four or five events held at the Iry Warren Golf Course. 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The area to be vacated has one adjacent property owner, Roosevelt Roby, who is requesting to purchase the entire portion. Kecia Anderson and Augustus Anderson do not wish to purchase their portion of the property. The portion to be vacated is 5,662.8 sq.ft., which would have an asking price of $1,359.72 based on a price per sq.ft. of$0.24. Utilities are located on the property so the city would need to acquire an easement. Mr. Roby is going to build a house to the west of the property, which will provide added taxable value. The vacation of the right-of-way will allow for disposal of unneeded city property, and it does meet the Sale of Property Policy. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:15 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 16, 2004 4:30 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Fire Chief for authorization to seek bids for remodeling work in the basement and upstairs hallway at the Regional Training Center at an estimated cost of $50,000.00 was reviewed. The project is part of Waterloo Fire Rescue's 2005 Capital Improvement Program and includes the following: 1. Installation of new drop ceiling in basement center hallway, kitchen and bathroom. 2. Remodel kitchen, including cupboards, countertop and flooring. 3. Installation of a second bathroom. 4. Update electrical service in the basement classroom. 5. Purchase two multimedia projectors/computers for two classrooms. 6. Repair water leak problem. 7. Replace tables and chairs in the lower level classroom. 8. Replace carpet with tile in the upstairs hallway. 9. Installation of white board status boards in the lower level classroom. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of NCN Limited Co. to vacate, sell and convey for $1.00 city right-of-way generally located along Westfield Avenue near the old Winterbottom Building at 25 Westfield Avenue to be used for condominium units and office space was reviewed. The Planning, Programming and Zoning Commission recommended that the portion of right-of-way be vacated and conveyed as it would allow for development in the Riverfront Renaissance area. The vacation request would allow for the redevelopment of the old Winterbottom building. The applicant's plans are to reuse the existing warehouse for condominium units and office space. Commercial Street is planned to be extended past this portion of the building, but there appears to be ample right-of-way to the street. The vacated area would be 2 feet inside the existing sidewalk. An easement would need to be retained and utilities would need to be relocated. An indemnity agreement would also be needed for snow removal due to the close proximity of the sidewalk. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of Bill Ramsey, Inc. Realtors to vacate, sell and convey for $1.00 city right-of-way generally located on Home Park Boulevard south of Lot 12 and west 20' of Lot 13 in Lewis Millers' Small Farms Addition to allow for development of 12 additional residential units was reviewed. The vacation request would allow for the development of twelve additional residential units. The requested area is not foreseen for any present or future right-of-way needs. There are utilities located within this area, so an easement would need to be retained, but the easement would not affect the proposed development plans. The Planning, Programming and Zoning Commission recommended that the portion of right-of-way be vacated and conveyed as it would not appear to serve a present or future right-of-way. The area to be vacated is estimated at 9,950 sq. ft., with a price per sq. ft. of $0.41, creating an assessed value of $4,079.00. The development would create 12 units with a value of approximately $100,000.00 per unit and would meet the sale of property policy. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:46 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 9, 2004 4:10 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. Greenwood now present at 4:11 p.m. The request of the Associate Engineer for authorization to seek bids for relocation of granite pavers and relocation of two memorials and placement of support pads for new benches in conjunction with City Hall Landscaping Project was reviewed. Plans have been developed for various landscaping improvements around City Hall. Many of these improvements are slated to be constructed/installed by in-house staff or volunteers. However, a part of the improvements will need to be contracted out, including relocation of granite pavers (Mulberry Street side) in a designed configuration to subdivide planting beds for shrubs or bushes. Also included are the relocation of two memorials and placement of support pads for new benches. Councilperson Gunderson stated that at one time the Fire and Police Unions discussed contributing funds to the cleanup of the memorials. Councilperson Gunderson will investigate further with the Police and Fire Unions. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to proceed with Gates Swimming Pool Renovation"0"Depth and replacement of concrete deck at a cost not to exceed $90,000.00 was reviewed. The Gates Pool "0" depth and replacement of concrete deck is Year Four of a four year program to renovate the Gates and Byrnes Park Pools. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:17 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE July 26, 2004 4:15 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to purchase dance floor and staging equipment for the Five Sullivan Brothers Convention Center at an approximate cost of $40,000.00 was reviewed. The existing equipment at the Five Sullivan Brothers Convention Center used for weddings, receptions, etc. is 30 years old. The existing dance floor is in bad condition, with stripped locking screws, missing panels and missing and bent edging. The Center will have three weddings on the same day, which requires three dance floors. With the same kind of units, one large dance floor could be fabricated, if needed. The total cost of the portable dance floor system is approximately $10,000.00. This includes 100 3'x3' natural oak parquet panels and 40 sections of gold-anodized perimeter trim. The Five Sullivan Brothers Convention Center also needs new staging. The existing staging is in very poor condition. A large liability is that it does not meet OSHA or ADA requirements. Back rails are missing and accessibility to the stage does not exist. The new staging will be mobile, thus causing less damage to corners and doors while being moved. The total cost for the new staging is approximately$30,000.00. CIP funding and some hotel/motel tax funds from last year will be used to fund these projects. It was moved by Cole, seconded by Kincaid that the request of the Building Official/Maintenance Administrator for authorization to purchase dance floor and staging equipment for the Five Sullivan Brothers Convention Center at an approximate cost of $40,000.00 be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:23 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE June 28, 2004 4:30 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Members absent: Cole. Moved by Greenwood, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Cole. Motion carried. The request from Mary Gifford to vacate, sell and convey for $1.00 an alley located between 1309 and 1317 West 11`h Street was reviewed. Ms. Gifford appeared before the Building & Grounds Committee on May 14, 2004, and her offer was denied. Two property owners abut the vacated areas, Mary Gifford who is requesting to purchase the entire portion and Verle Jurgenson who does not wish to purchase the property. The square footage is approximately 1,920 sq. ft. with an average price per square foot of abutting property at $1.88. The assessed value of the property is $3,609.60, and Ms. Gifford is offering $1.00 for the property. Utilities are located on the property so the city would need to acquire an easement. The City Planner noted Ms. Gifford is going to use the property for improving her driveway, which does not increase taxable value, and recommended that the committee follow the policy. Councilperson Greenwood stated that the land is contiguous to Ms. Gifford's property, is non-buildable and he feels this should be an exception to the policy. Moved by Greenwood, seconded by Kincaid that said request be approved and forwarded to the full council for approval. Ayes: Two. Absent: Cole. Motion carried. The request of James Rodenbaugh, Trent Vesper and Ken and Brenda Rand to vacate, sell and convey a portion of the street located along Halverson Avenue between Lucas and Midland Streets was reviewed. At the May 4, 2004 Planning, Programming and Zoning Commission, the request by James Rodenbaugh to vacate a portion of the street located on Halverson Avenue was recommended for approval. James Rodenbaugh is requesting to vacate and purchase a portion of the street located on Halverson Avenue between Lucas and Midland Streets. The square footage is approximately 30,000 sq. ft. with an average price per square foot of abutting property at $0.40. The assessed value of the property is approximately $12,000.00. Mr. Rodenbaugh is offering to purchase the portion of alley for the assessed value of the land. Trent Vesper, an abutting property owner, is offering to purchase a portion of the alley for $100.00, and Ken and Brenda Rand, abutting property owners, are offering to purchase the remaining area of the alley for the assessed value of the land. Staff's recommendation is to sell the property to James Rodenbaugh and Ken and Brenda Rand at the assessed value of the land, and not accept the offer from Trent Vesper to sell for $100.00. Moved by Greenwood, seconded by Kincaid that the request of James Rodenbaugh and Ken and Brenda Rand to vacate, sell and convey a portion of the street located along Halverson Avenue between Lucas and Midland Street at the assessed value be approved and forwarded to the full council for approval. Ayes: Two. Absent: Cole. Motion carried. Paul Huting, Leisure Services Director, updated the committee on the new ADA restroom addition and entrance at Riverfront Stadium. A few weeks ago, the Building & Grounds Committee tabled this item due to questions on ADA funding, flood concerns and funding from the Waterloo Bucks and UNI. Mr. Huting reported he has been working with the City Planner and Earth Tech and will be requesting $25,000.00 assistance from the ADA Commission. This item will be brought back to the committee in two to three weeks. Construction would start in the fall with work continuing through the winter months. Mayor Hurley asked that requests to sell and convey city property not be placed on the council agenda before July 26, 2004. Mayor Hurley would like time for council members to review the Sale of Property Guidelines. With no further business before the committee, it was moved by Greenwood, seconded by Kincaid that the meeting be adjourned at 4:40 p.m. Ayes: Two. Absent: Cole. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE June 21, 2004 4:35 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request from Dwayne Eilers to vacate, sell and convey for $50.00 the alley located along Bishop Avenue was reviewed. The square footage is approximately 969 sq. ft. with an average price per square foot of abutting property at $0.79. The assessed value of the property is $765.51. Mr. Eilers is offering $50.00. The property is not needed by the city for any future use. At a prior meeting, the Building & Grounds Committee denied Mr. Eilers request as it did not meet the Sale of Property Guidelines. Dwayne Eilers reported he has been maintaining the property for 20 years. Selling the property to him would put the property on the tax roll. Mr. Eilers stated that six years ago the city sold the property across from him for $1.00, and the city sold property five times larger than this property to Lockard for $1.00. Mr. Eilers stated that the city charges $80.00 to mow lots, and he has been maintaining this property at no cost to the city for 20 years. It was moved by Greenwood, seconded by Cole that the request of Dwayne Eilers to vacate, sell and convey for$50.00 the alley located along Bishop Avenue be approved. Prior to a vote on the above motion, the following comments were heard. Councilperson Gunderson commented that this request does not meet the city's guidelines for sale of property. Councilperson Greenwood stated that the property is contiguous with Mr. Eilers' property, and he sees no reason for the city to own it as we would have to maintain it. Councilperson Schmitt noted that these are guidelines and each request is looked at on its own merit. Councilperson Cole stated that the property appears to have no value except to Mr. Eilers. Following comments a vote was taken on the above motion with the following result. Ayes: Three. Motion carried. The request from Qwest to pay the city $1,600.00 to locate ASAM 52B cabinets on city park property to provide DSL service throughout the city was reviewed. The cabinets would be located at Bontrager Park and Miriam Park. The locations are necessary due to the existing locations of other equipment for which they must work together. The cabinets would allow Qwest to efficiently operate their services throughout the city. The cabinets specifically work to provide high-speed Internet connections to residents. Qwest has placed some of these cabinets in right-of-way locations as is allowed by their franchise agreement. Qwest is offering to pay $800.00 for easements, which would amount to a one-time payment of $1,600.00 to the city. Staff feels this is a fair amount and recommend approval. Specific attention was paid to sight visibility and park space use, and these locations were not determined to have any negative impact upon the use of the land. A representative from Qwest noted that the cabinets are self- contained, locked and secured. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:44 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk I BUILDING & GROUNDS COMMITTEE June 14, 2004 3:30 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Leisure Services Director for authorization to hire an architect to do preliminary design and cost estimate for renovating the south wing of Iry Warren Pro Shop to create an indoor banquet facility was reviewed. Leisure Services staff contacted InVision Architecture for a preliminary walk-through of the pro shop. The south end of the building housing a vacant apartment is in disrepair. Councilperson Greenwood now present at 3:37 p.m. The estimated cost to renovate the south end of Iry Warren Pro Shop to create an indoor banquet facility is $350,000.00. The cost estimate for the preliminary work will be forwarded to the Finance Committee for approval. Councilperson Greenwood stated the Iry Warren Pro Shop is a publicly-owned building which the pro leases from the city. There are private vendors providing the same type of service. Councilperson Greenwood stated he does not feel it is right to compete with private businesses, and the city would not receive any income from the use of the banquet area. Paul Huting, Leisure Services Director, commented that the public using Iry Warren might expect the same services as the other golf courses. Mr. Huting suggested that the council look at renegotiating the revenue with the golf pros at renewal time. Councilperson Greenwood stated he would rather negotiate the revenue up front. Councilperson Greenwood noted that private businesses have to repair their leased buildings at their costs, not the landlord's cost. Councilperson Gunderson stated that the pros contract is up for renewal next year and the city can renegotiate the contact so it is more fair to the city. In the future, this could be an additional stream of revenue for the city. Moved by Cole, seconded by Kincaid that the Leisure Services Director be authorized to hire an architect for preliminary design and cost estimate for renovation of the south wing of the Iry Warren Pro Shop to create an indoor banquet facility. Ayes: Two. Nays: Greenwood. Motion carried. The request of the Leisure Services Director for approval of preliminary design for a new ADA restroom addition and entrance at Riverfront Stadium and authorization to hire Struxture Architects to develop detailed construction drawings and bid documents was reviewed. The Leisure Services Commission and the Joint Baseball Committee have reviewed and approved the preliminary design as developed by Struxture Architects. They are recommending that formal design work begin for Riverfront Stadium improvements. The cost estimate for the work will be forwarded to the Finance Committee for approval. Paul Huting, Leisure Services Director, reviewed the preliminary design. The project would include new men and women's restrooms and umpire area. The preliminary estimated cost for the project is $220,000.00, of which $160,000.00 is available in GO Bond funds and Leisure Services will request some ADA funding. Lou Cutwright, Building Official/Maintenance Administrator, reported that the ADA Compliance Commission has typically approved $20,000.00 to $30,000.00 for ADA improvements. Mr. Cutwright stated the Riverfront Stadium is located in the floodway, and the city would need preliminary approval from the Army Corps of Engineers before any funds are used for the project. Mr. Huting responded that Struxture Architects would ask for approval before any work is started on the project. Mr. Huting stated that the new owners of the baseball team are committed to helping the city with the improvements. 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Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Police Chief for authorization to seek bids for surveillance video assessment system/cameras and improvements for current emergency alarm systems in City Hall was reviewed. The Police Department has received notification that the city was awarded a grant in the approximate amount of$130,000.00 to implement new security and protective measures for the City Hall location. This work is to be performed under the 2003 State Homeland Security Grant Program II Critical Infrastructure Protection Allocation project (CIPA). Included in the grant award is approximately $30,000.00 to provide surveillance video assessment system/cameras at critical locations throughout City Hall and approximately $8,000.00 to improve current emergency alarm systems in City Hall. Funds for the purchase are included in the CIPA grant with no matching funds required from the city. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator to seek RFPs for window replacement for City Hall and exterior lighting was reviewed. The 2003 State Homeland Security Grant Program II Critical Infrastructure Protection Allocation Project for the city includes two elements. The first is the replacement of the first floor windows with impact- resistant doors and windows. Two alternates would be included in the RFP; the replacement of second floor windows and the re-caulking of all window frames and granite panels. Homeland Security dollars would take care of window replacement, and the caulking alternate would be funded by CIP for building improvements. City Hall lighting is the second element of the security package. The existing lighting would be removed when the new landscaping package is put in place. The lighting would be much like the wall lighting installed on the exterior of the Five Sullivan Brothers Convention Center. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Director of Cultural & Arts Commission for authorization to proceed with obtaining a beer/wine license for the Center For The Arts was reviewed. The process is part of a long-range financial plan to increase revenues to support current programs at the Center For The Arts and future programs in the Youth Pavilion. The ability to sell wine and beer will not only provide revenue through sales, but will also significantly impact room rentals. Friends of the Arts would be the license holder. All expenses and revenues would be processed by the Friends of the Arts and at the end of the year, they would transfer funds to the Cultural & Arts Commission as a Friends donation. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of Brent Williams to purchase property generally located along Black Hawk Road, just north of the levee crossing Black Hawk Road for $750.00 for the purpose of building a duplex unit was reviewed. Brent Williams, who lives nearby the property, would like to purchase the lot portion for $750.00 to build a duplex unit on the site. The new dwelling would be valued around $120,000.00 - $150,000.00. The property has an assessed value of$5,080.00. The property taxes from a home valued near $120,000.00 would be approximately$1,024.66 per year for the city's portion only. At a five year time period, the amount credited toward the purchase price would be $5,123.32. Mr. Williams would also need to have the property surveyed at an estimated cost of $250.00 - $300.00. Staff believes this to be a fair price and recommends approval with the stipulation that Mr. Williams sign a development agreement for the start of the construction of the home within six months of approval. Moved by Cole, seconded by Greenwood that said request be forwarded to the full council. Ayes: Three. 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Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request from Dwayne Eilers to purchase for $50.00 an alley generally located along Bishop Avenue was reviewed. The square footage is approximately 969 sq. ft. with an average price per square foot of abutting property at $0.79. The assessed value of the property is $765.51, and Mr. Eilers is offering $50.00 for the property. Noel Anderson, City Planner, stated that the City's Sale of Property Guidelines states for unbuildable parcels the city would use the assessed value of the land, or if none is assigned, use the price per square foot of abutting property. The offer amount would be lowered for development purpose by figuring the taxes to be paid on the land for a proposed development, with the goal to be to repay the difference within five years or eight years in a CURA. City staff feels Mr. Eilers should follow the guidelines. Councilperson Gunderson stated that when he was running for office last year many people felt the city was giving the property away or at little cost, and they felt any additional property would increase the value of the buyer's property. Councilperson Cole concurred with Councilperson Gunderson. Moved by Cole, seconded by Kincaid that said request from Dwayne Eilers to purchase the property for$50.00 be denied,but Mr. Eilers could bring back a better offer. Prior to a vote on the above motion, the following comments were heard. Councilperson Kincaid noted that the property is located by a drainage way, and no one could build on it. Councilperson Clark stated this is a totally unusable piece of property that no one else can use, and all Mr. Eilers would have to do is move his fence and not maintain the property, then the city would have to mow it. Councilperson Clark stated he feels the city should sell the property to Mr. Eilers for$50.00. Councilperson Schmitt stated he doesn't feel Mr. Eilers is offering enough money compared to what the land is worth. Councilperson Welper stated he feels everyone should be treated the same, and the city needs to sell the land for what it is worth. Councilperson Gunderson stated he has a problem selling any land for $1.00 to anyone, and a lot of citizens have a problem with that. Councilperson Gunderson stated he feels Mr. Eilers should pay market value and he still gets a good deal. Councilperson Kincaid stated Mr. Eilers has been maintaining this property for 15 years. Following comments a vote was taken on the above motion with the following result. Ayes: Two. Absent: Greenwood. Motion carried. The request from Mary Gifford to purchase for $1.00 an alley generally located between 1309 and 1317 West 11th Street was reviewed. The square footage is approximately 1,920 sq. ft., with an average price per square foot of abutting property at $1.88. The assessed value of the property is $3,609.60, and Ms. Gifford is offering $1.00. Noel Anderson, City Planner, stated that Ms. Gifford is proposing to pave the land to use for their driveway. Mr. Anderson stated they will not increase the value of their property, but he is unsure if paving for a driveway will x1°ID�l!D pa)iog JouUN •paureo uotloJ j •poomuaaIf :luasgy •oMZ •ucd 00:£1.0 patunofpu aq 2utlaauz atii l�ul pit;ouix icq papuooas `aio3 ,iq panout sum It `aalliutuzoo alp atojaq ssauisnq Jatiiln3 ou t um •paureo uogow •poomuaat9 :wow •om j :saACy •panoJdde aq lsanbai pies piwout}i /iq papuooas `aio3 iCq panow pair azm stood tpoq pue Sunpom ati siaiioq oq •loafotd all Jo.' mud wag Apeaziu SUIT 00'000`SS$ wul paltodai `Jolutlslu!u py a otreualuieyAJietotdJo 2uipitng `lq umin3 no7 •tenoJdd-e FIT zoo loafoid suit )ioEq 2uuq iomxlsiuitupy aoueualureyAyieiog3O Sutpiing atil letil palsanbat aalliutuio3 spunoio Sutpitng atij '00'000`t79$ lnoge si 'mod sale° w pod a2unid all jo Sutdtd puno 2iopun am Jo Jredat put? Suidtd pamaz tilim `loafoid aril3o lsoo iulol atjZ •smaA oml lsed atp JOAO asn icSiaua-ti iq Jo asnuoaq siood all lu Jalt'ati mau u um!!! of sum snsuasuoo aul `2utlaam aalltutuIo3 spunoto 28 Sutpitng £00Z `8 t isany DIP ICI •pamaina i sum 00'000`P9$ Jo Isoo jUlol t? 113 suoilenou311 Iood POOZ -£00Z tgl?m uogaunfuoo ut stood sau.LCg pue soTeD alp pue luautaosidai.zaitoq ttltm paaooad of uotlezuotpne .zoj `1oletlstutuzpy aoueualuiremeiogjp 2utpiing all Jo lsanba.t atij •paureo uotlopj •poomuaatD :maw •omI :saicv •paivap aq lsanbai plus lutil pn ourx Aq papuooas `aio3 panow •saxel .0iatil aseaJout Z a2ed t700Z `t7Z XeIN aom uutop spunotj 28 2uipimg BUILDING & GROUNDS COMMITTEE May 10, 2004 4:05 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The purchase of Joe's Salvage located in the floodway of Black Hawk Creek was reviewed. The Capital Improvements Program contains funding for the purchase and mitigation of properties located within a flood hazard area. Joe's Salvage is located in the Floodway, and a previous engineering study of the area has shown that its presence affects flood levels in this area. This area is in the Floodway of Black Hawk Creek. The Floodway has frequent flooding and is located on the Black Hawk Creek side of the levee system. Joe Litzkow and his family live on the property. The project would work to purchase and move the salvage yard and the home from this area. Staff has initially requested $250,000 for the purchase and removal of the property. This was based on previous costs associated with moving of the salvage yards from the Riverview area. However, the purchase price would be determined by an appraisal and moving costs would need to be actual moving costs in accordance with the city's relocation standards. The first step to move on this project would be to authorize staff to have the property appraised. It was suggested that the city have two appraisals of the property. The purchase would not include the vehicles. There may be some land on the north side of the property that could be farmed, but the city would turn most of the area into a greenbelt. The area where this business is located does not conform to the Land Use Plan, but the Supreme Court grandfathered in the business. If the business is moved to an industrial area, it will be required to have a solid fence around the property which would help with enforcement. Moved by Greenwood, seconded by Cole that staff be authorized to proceed with contracting with two appraisal firms to obtain two appraisals of the property. Ayes: Three. Motion carried. The request from Petcor NA Corp. (PCI) to purchase city-owned property generally located off West 4th Street was reviewed. The area was previously vacated as city right-of-way. Three property owners abut the vacated area: Petcor NA Corp. (PCI), Douglas Burns and Dick Klingamen. The Burns property owner previously initiated a request to purchase the vacated area to change his driveway location from West 4t Street to a driveway to begin at the Skyline Drive cul de sac. Dick Klingamen, for Timberline Condominiums, was in agreement with that request. PCI had concerns as this represents an entrance to their property, which they intend to construct for residential units. The sale and conveyance of property was not finalized as the property owner did not want a PCI entrance at this location. PCI is now requesting to purchase the vacated property. Staff has been in conversation with the other property owners and PCI regarding this matter, with no consensus being reached to date. PCI has requested the matter be forwarded to the Building & Grounds Committee, and if no consensus is reached, the property be bid out for purchase. The square footage is roughly 39,291, with an average price per square foot of abutting property at $0.17 for an asking price of $6,679.49. The consensus of the committee was to have a meeting with all the involved parties. Moved by Greenwood, seconded by Cole that the request be tabled and staff schedule a council work session with the property owners. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:28 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE April 19, 2004 3:45 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the City Planner to increase annual fees for placement of bus benches on city right-of-way from $15.00 to $25.00 was reviewed. The Waterloo Code of Ordinances allows for bus benches to be placed in city right-of-way along MET bus routes for convenience of riders of the bus services, as well as providing for a means of private enterprise advertisement. The ordinance requires the operator of the bus benches to pay a $15.00 annual fee for the placement of each bench. City staff is recommending the annual fees for the bus benches upon city right- of-way be increased to $25.00 per bench. Greenwood now present at 3:48 p.m. Dennis Knudson, President of The Bench Company, asked the city for a code change to allow benches in the 218 Overlay Corridor for the benefit of his business and bus riders. Mr. Knudson stated on some of the benches no one wants to advertise, but he still provides the bench as a service. Mr. Knudson requested if the rates are increased to an annual fee of$25.00 per bench, he would like to make semi-annual payments. Noel Anderson, City Planner, reported the Zoning Ordinance does not allow advertisement in the Highway 218 Corridor Overlay District, and any changes would need to be presented to the Highway Review Committee. Mr. Knudson commented that he is particularly interested in putting bus benches in the Mitchell & LaPorte Avenues area. Moved by Cole, seconded by Greenwood that the request of the City Planner to increase annual fees for placement of bus benches on city right-of-way from $15.00 to $25.00 be approved, and that operators of the bus benches be invoiced one-half the annual amount twice per year. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 3:56 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE March 8, 2004 4:20 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Leisure Services Director for authorization to seek bids for City Hall landscaping project was reviewed. Craig Ritland reviewed the master plan and estimate of costs for the landscaping project. The project will include the following: Cost PHASE I Install three flagpoles $ 5,000.00 PHASE II Relocate 72 granite pavers $ 5,800.00 Relocate 2 memorials $ 1,000.00 Red Brick Chip Mulch and Weed Barrier Fabric $ 1,200.00 Irrigation $ 4,250.00 Grading and Sodding $ 1,000.00 Total Phase II $13,250.00 PHASE III Plantings $ 7,000.00 PHASE IV Benches (4 Total) $ 4,000.00 Mr. Ritland discussed the types of plants that would be located in front of City Hall and along the East 5th Street side. The project includes an irrigation system. Councilperson Cole suggested some flowers be included in the project for color. One tree would have to be removed. Paul Huting, Leisure Services Director, stated that the city will receive a grant from MidAmerican Energy to cover the $7,000.00 cost for the plantings. Lou Cutwright, Building Official/Maintenance Administrator, reported that ClIP funds are available to cover the reminding cost of the project. In answer to a question from Councilperson Schmitt, Mr. Cutwright will include exterior lighting in the project. Moved by Greenwood, seconded by Cole that the request of the Leisure Services Director for authorization to seek bids for City Hall landscaping project be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:30 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE March 1, 2004 4:25 p.m. Council Chambers Chairperson Kincaid called the meeting to order at 4:45 p.m. Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for approval of remodeling of the office at the Traffic Department at an estimated cost of $6,000.00 was reviewed. Sandie Greco, Superintendent of Traffic Operations, was given permission from the former mayor to start remodeling her office area. Personnel from the Leisure Services Department started the project in mid-November 2003. The estimated total cost of the project is $6,000.00, including carpet. At this time, $4,300.00 in materials have been purchased and an additional $1,700.00 will be needed to complete the project. Funds are available in the CIP program to pay for the project. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to remodel the restroom, break room and women's police locker room in the basement of City Hall was reviewed. Mayor Hurley and staff have requested that the first floor restrooms be turned into private restrooms for staff personnel use only. Unsanitary conditions have resulted from the public use of these restrooms. The basement restrooms are not handicap accessible so they will need to be remodeled. CIP funding for FY04 was approved to remodel the Police Department's locker rooms. Since the women's locker room is located in the adjacent space and there is an over-sized break room, the Building Official/Maintenance Administrator has assessed the entire area of the men and women's restrooms, the women's locker room and the break room and decided on a plan that will enhance the whole area. The break room will be made smaller to accommodate three to four persons. The break room will be made more livable, brightened up with paint, flooring and counter top. In order to keep down the cost, the Building Official/Maintenance Administrator will be using a combination of private contractors and staff to complete the project, with an estimated completion date of May 14, 2004. The total estimated cost for the project, including fixtures, new police lockers, etc., is $45,000.00. Funds in the FY04 CIP will be used to fund the project. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:55 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE February 23, 2004 4:35 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of Pioneer Graphics to vacate, sell and convey the alley generally located between West 4t and West 5th Streets, north of Bluff Street and to forgive a demolition lien in the amount of$45,704.00 and weed assessment in the amount of$90.00 for properties located just north of the Gibson Specialty site to allow expansion of the business located at 316 West 5th Street was reviewed. Pioneer Graphics is working to expand their business currently addressed at 316 West 5th Street. The expansion will involve the city vacating two alleyways, forgiving a lien against a property and entering into a development agreement. Pioneer Graphics would then span from West 5th Street to West 4th Street. On February 10, 2004, the Planning, Programming and Zoning Commission recommended approval of Pioneer Graphics request to vacate an alley generally located between West 4th and West 5th Streets, north of Bluff Street. The area requested is designated as Commercial on the Future Land Use Map. The request to vacate would meet the goals and policies of the Comprehensive Plan to encourage business expansion in this area. The request to vacate the alleyways would allow for the expansion of Pioneer Graphics as they incorporate the Gibson Trophy building onto their site/expansion plans. A shared easement of access will be retained on the alley connecting to West 4th Street to allow continued use by Heaton Adams in the former depot building. The request by Pioneer Graphics to expand also involves them purchasing nearby properties just north of the Gibson Specialty site. These properties are the former site of the Devil's Den, which was demolished by the city as a dangerous building and a lien placed against the lots. As part of this project, the city would forgive the $45,704.000 demolition lien and $90.00 weed lien to encourage development. The liens were put on the property specifically to leverage development in the future. The Stevens Family Trust will offer the property to the city for $1.00 due to the liens. The city is committed to the development and redevelopment of the downtown business area. As part of this, the city will offer incentives for downtown business development and expansion. A Development Agreement will be forwarded to the full council outlining the commitment by Pioneer Graphics to expand towards West 4th Street encompassing the Gibson Specialty building and redeveloping the former alleys and empty lots. The sale of the alleys and forgiveness of the liens are requested for $1.00. This would meet the Sale of Property Guidelines policy for acquiring city property if development/expansion would pay the difference in taxes in the next 8 years. The alleys would have a total assessed value of $10,980.00 for the 4,000 sq. ft. of property. Pioneer Graphics' planned expansion should raise their taxable value in excess of $150,000.00, which would meet the policy payback requirements. It was moved by Cole, seconded by Greenwood that the request of Pioneer Graphics to vacate, sell and convey the alley generally located between West 4th and West 5th Streets, north of Bluff Street and to forgive a demolition lien in the amount of$45,704.00 and weed assessment in the amount of $90.00 for properties located just north of the Gibson Specialty site to allow expansion of the business located at 316 West 5th Street be approved and forwarded to the full council for consideration. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:41 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE February 16, 2004 3:45 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Members absent: Cole. Mayor Pro Tern Welper sat in for Councilperson Cole. Moved by Welper, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Community Development Director for authorization to create office space at the Carnegie Annex building at a cost not to exceed $1,000.00 was reviewed. Greenwood now present at 3:48 p.m. Rudy Jones, Community Development Director, reported that Community Development is preparing to hire additional staff and is requesting permission to begin the necessary arrangements to create office space for the new staff. The Building Official/Maintenance Administrator is assisting in identifying usable space in the Carnegie Annex in some of the available rooms. It will require disposing of outdated and unutilized furniture and other miscellaneous items. If sufficient space can be found, the cost should be kept to a minimum of $1,000.00. Mr. Jones stated that if no other space can be identified, they would look at using the conference room which is currently used by all departments Cheryl Huddleston, Human Resources Manager, reported that the Human Resources Department utilizes the conference room for interviews and Civil Service Commission meetings. Ms. Huddleston reported that the conference room was part of the incentive for Human Resources to move to the Carnegie Annex so that they would have an interview room. Ms. Huddleston stated that Human Resources has a vacant office with a desk and chair they would rather give up than the conference room. Councilperson Welper stated that this motion will only grant the request to find additional information, as the Community Development Director will have to report back to the committee before any changes are made in the building. Moved by Welper, seconded by Kincaid that the request of the Community Development Director for authorization to create office space at the Carnegie Annex building at a cost not to exceed $1,000.00 be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Welper, seconded by Greenwood that the meeting be adjourned at 3:54 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE February 2, 2004 4:20 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator to approve agreement with Martin Brothers to lease equipment for maintaining floors at the Five Sullivan Brothers Convention Center at a cost of $405.91 per month was reviewed. By contract, the city is required to supply the equipment to maintain the floors at the Five Sullivan Brothers Convention Center. The maintenance includes: carpet cleaning, vacuuming and hard surface floor maintenance. All of the existing equipment is between 15 to 20 years old and cannot be repaired at a reasonable cost. The Building Official/Maintenance Administrator has been working with Martin Brothers and Heartland Paper Company on the lease or purchase of commercial floor equipment. Lou Cutwright, Building Official/Maintenance Administrator, presented a quotation from Martin Brothers to purchase the equipment at a total cost of$15,629.00. Funding for the purchase of the equipment would be through hotel/motel funds and the maintenance budget. The cost to lease said equipment would be approximately $24,000.00 for 60 months. It was the recommendation of the Building Official/Maintenance Administrator to accept the proposal from Martin Brothers to purchase the equipment at a cost of$15,629.00. Moved by Cole, seconded by Kincaid that the recommendation of the Building Official/Maintenance Administrator to purchase the equipment from Martin Brothers at a cost of $15,629.00 be approved. Mr. Cutwright explained there is a one-year warranty on the equipment which covers labor and materials. When the warranty expires, maintenance staff will maintain the equipment. Greenwood now present at 4:28 p.m. Councilperson Greenwood inquired about the energy project at the Five Sullivan Brothers Convention Center and rebates on lighting from MidAmerican Energy. Following comments a vote was taken on the above motion with the following result. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:33 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUIILDING & GROUNDS COMMITTEE January 26, 2004 3:30 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of Hasan & Sajra Hadzic to lease property located at 820 Sycamore Street for $800.00 per month for six months to use for a bar was reviewed. The property was previously acquired by the city for the development of the area for Iowa Brownfields Riverfront Housing project. At that time, the city has not secured a developer for such a project. Recently, another couple had been renting the building for bar purpose, and the current applicants would continue to use it for such purposes. The building would be demolished upon the eventual development of the area. Any lease with a potential tenant would need to have terms to end the lease within a given amount of time as well as only be a six-month lease. Moved by Cole, seconded by Kincaid that said request be approved and forwarded to the full council for approval. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 3:34 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk