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HomeMy WebLinkAbout1987 Building and Grounds Committee Minutes December 7, 1987 5 :30 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel . It was moved by Lichty, seconded by Angel that the Agenda, as proposed, be approved. Motion carried. The request of the Superintendent of the Central Garage for authorization to test underground fuel storage tanks was reviewed. This action is necessary to comply with EPA regulations on underground storage of fuel tanks. It was moved by Lichty, seconded by Angel that authorization be given to said request. Motion carried. The proposal of the Clerk/Auditor for installation of a by-pass heating system at the Holiday Inn Civic Center was reviewed. Several weeks ago, the pipes feeding the heating system on the north side of the building broke within a cement block wall , causing water leakage. Corrective measures were taken, but permanent repairs of the pipes are necessary. Young Plumbing and Heating has estimated the cost of the repairs at $2,686. The repairs would consist of running the pipes feeding the heating unit overhead in the false ceiling and eliminating pipes running through the cement block wall . It was moved by Angel , seconded by Lichty that authorization be given to proceed with said heating system as requested. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor Building and Grounds Committee Minutes November 9, 1987 6:15 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel . Also present: Council Members Budak, Seeber and Mayor McKinley. It was moved by Angel , seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. The following bids were reviewed for the construction of the female locker room area in the basement of City Hall : Hoffman Home Prairie Improvements Construction General Construction $5,130.00 $5,078.00 Lockers 1,548.29 1,572.00 (a) Installation 430.00 235.00 New Records Room Door 835.00 968.00 $7,943.29 $7,871 .00 In a communication dated November 9, 1987, it was the recommendation of the Police Chief to accept the low bid of Prairie Construction in the amount of $7,871 .00. Money for this project is available from the City Hall Maintenance Budget. It was moved by Angel , seconded by Lichty that said recommendation be referred to the Finance Committee for approval . Motion carried. The request of the Clerk/Auditor for authorization to seek bids for a gas burner replacement in the boiler was reviewed. Jim Boesen, Heating Inspector, reported that the current City Hall boiler is 28 years old and in need of repair. It was moved by Lichty, seconded by Angel that said authorization be approved and referred to the Finance Committee for approval . Motion carried . With no further business before the Committee, it was moved by Lichty, seconded by Angel that the meeting be adjourned. Motion carried. Larry P. Burger Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES October 26 , 1987 6 : 00 p.m. Large Conference Room Members present: Chairperson Wright, Lichty, Angel Also present: Councilpersons Miller, Seeber, Budak It was moved by Angel, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Renewal of the occupancy agreement between the City of Waterloo and the Public Employees Credit Union was discussed. The Credit Union currently utilizes space in the basement of City Hall and several months ago had requested authorization from the Building and Grounds Committee to make extensive capital improvements within their office area. At that time, the Building and Grounds Committee had approved their request and had indicated that a longer lease period would be considered at the time of renewal of the occupancy agreement. Bob Stevenson, City Planner, reported that a two year occupancy agreement was being proposed with no changes from the current agreement. It was moved by Angel, seconded by Lichty that said occupancy agreement be recommended to the City Council for approval. Motion carried. Discussion was brought to the floor on the flying of the POW/MIA flag on the City Hall flagpole. Several ideas were discussed on when and where the flag should be flown. It was reported that currently the United States flag and State of Iowa flag are flown at City Hall. Larry Burger, City Clerk/Auditor, also reported that the City has flown the Partners in Education flag and has been requested to fly the City of Waterloo flag. It was moved by Angel, seconded by Lighty that the POW/MIA flag be flown on the City Hall flagpole as a third flag for a six month period subject to the approval of the requestor (Jim Gano) , and that after the six month period said decision be re-evaluated. Motion carried. With no further business before the committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor Building and Grounds Committee Minutes October 19, 1987 5:00 p.m. Large Conference Room Members present: Chairperson Wright, Angel Members absent: Lichty It was moved by Angel , seconded by Wright to approve the agenda, as received. Item No. 1. -- Review of specifications for a speaker system for the City Hall Council Chambers. City Clerk/Auditor Larry Burger reviewed the proposed specifications for the updating of the speaker system in the City Hall Council Chambers. Burger stated that the City Clerk/Auditor's office had been in contact with the Waterloo school system audio visual person, Dan Evanson. Burger continued that the proposed system would consist of one automatic microphone mixer, a mic input, balanced line output, one audio amplifier, balanced input and output, four audio speakers, 8 ohm 70 volt line, ceiling flush mount with baffles, shielded microphone cables, two conductors with shields, two conductor speaker cables. He continued that these were the specifications that we would be sending out should the Building and Grounds Committee approve the proposal . Councilperson Miller stated that he was concerned with the proposed ceiling mount speakers. He continued that he did not feel the speakers would be effective in the City Council Chambers due to the low ceiling. Discussion followed regarding the various options that could be taken instead of the ceiling mount speakers. Clerk/Auditor Larry Burger stated that he would get in touch with Mr. Evanston from the Waterloo school system to bring back any alternative proposals that he may have. Moved by Angel , seconded by Wright to table the review of the specifications for the speaker system in the Council Chambers of City Hall for a two-week period to allow additional information. Motion carried. Item No. 2 -- Renewal of the Agreement between the City of Waterloo and Deaf Services Commission of Iowa to occupy space in an office in City Hall . City Clerk/Auditor Larry Burger stated that this was a renewal agreement for Deaf Services of Iowa to occupy the office space in the basement of City Hall that was previously occupied by the Health and Sanitation Department. He continued that a representative from the Deaf Services Commission conducts her business every Wednesday to accommodate the deaf citizens of the community for interpretation purposes. This agreement is a non-financial agreement and has a 30 day written notice of termination. Moved by Angel , seconded by Wright to refer the agreement to the City Council with the recommendation for approval . Motion carried. Item No. 3 -- Request of Councilperson Miller to paint and update the Eastside Library. Councilperson Miller stated that he had been in contact with architect Darrell Anderson to formulate a color of paint that would look good for the trim of the Eastside Library. Miller continued that many people had volunteered their time to help paint the Eastside Library and the donation of the paint. He continued that the only obligation that the City would possibly have would be some time from Jim Boesen to oversee the operation. Building and Grounds Committee October 19, 1987 Page 2 Dave Van Dee of the Planning and Development Department stated that the application is presently in for the Eastside Library to be placed on the Historical Society' s list of endangered buildings. He stated that that process may still take a while due to the fact that the Historical Society is presently moving their offices. Van Dee continued that paint should not be a problem with jeopardizing any possibility of the building being accepted. Councilperson Miller asked that the Council give him a commitment stating that this project will probably now be a spring project and he would like a commitment from the Building and Grounds Committee so that the group of volunteers will not disband over the winter. Moved by Wright, seconded by Angel that this issue be tabled until an answer is received from the State Historical Society regarding the proposal by Councilperson Miller to update the Eastside Library. Motion carried . With no other business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor Building and Grounds Committee Minutes September 14, 1987 6:15 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel Also present: Mayor McKinley, Seeber, Miller and Budak It was moved by Angel , seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. Don Temeyer, Planning and Development Director, presented the request of J & L Auto Salvage for expansion of their operation on Mitchell Avenue. Mr. Weekley' s request is to lease seventeen (17) lots of City-owned property lying south of their current auto salvage yard. Mr. Temeyer brought this matter to the Building and Grounds Committee to allow them the opportunity to review whether the City should continue to lease property in Riverview for such uses. The long-range plan for the Riverview area is to gain control and develop the area for recreational purposes. The Committee did not take formal action on said request but will again review the matter in the future. Larry P. Burger, Clerk/Auditor, provided two quotes for the installation of air handling units in the computer room of the Waterloo Police Department. Proposals were received from Town & Country Heating and Refrigeration in the amount of $925 and from Artic Refrigeration in the amount of $884. The electrical work for said project would be completed by the City Electrical staff. It was moved by Angel , seconded by Lichty that the Building and Grounds Committee recommend to the Finance Commitee that said installation for air handling units be approved. Motion carried. Larry Cunningham, Superintendent of Central Garage, reported that the City must comply with Federal regulations regarding the underground storage tanks and their required removal by May, 1988. He specifically requested authorization to remove the storage tanks located in the driveway of City Hail and near the City Hall Annex. It was estimated that the project would take three to four days and would cost approximately $6,000. City staff would remove the storage tanks. Soil testing and the disposal of the waste would be bid to a private contractor. It was moved by Angel , seconded by Lichty that the Committee recommend to the Finance Committee the removal of said underground storage tanks. Motion carried . With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor Building and Grounds Committee Minutes September 8, 1987 6:00 p.m. Large Conference Room Members present: Chairperson Wright, Angel Members absent: Lichty Also present: Mayor McKinley, Budak It was moved by Angel , seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Jim Rodemeyer, Personnel Director, reported that with the passage of the Iowa Clean Indoor Air Act adopted by the Iowa State Legislature, a Committee of City Hall staff (both smoking and non-smoking employees) have prepared a written policy for the designation of smoking and no smoking areas in City Hall . It was hoped that this policy will be used as a guideline for other City buildings. Mr. Rodemeyer summarized the policy statement to state that smokers are allowed only in the areas designated as smoking areas within City Hall . The policy defines smoking and no smoking public areas and meeting rooms. It also addresses individual office areas of employees. Smoking and no smoking areas are designated in the Police Department due to the wide variety of uses and areas within this Department. Mr. Rodemeyer stated that if the policy is adopted by the City Council , appropriate signage will be placed in conspicuous areas of City Hall . With the approval of the Building and Grounds Committee, said policy will be referred to the City Council for its review and approval on September 14, 1987. Implementation of said policy is scheduled for October 1, 1987. It was moved by Angel , seconded by Wright that said City Hall policy on smoking be recommended to the City Council for approval . Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor Building and Grounds Committee Minutes August 24, 1987 4:00 p.m. Large Conference Room Members present : Chairperson Wright, Lichty and Angel . It was moved by Lichty, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Deb Collett, Director of the Waterloo Housing Authority, reported that 225 West Ridgeway has undergone a final audit. As a result of good management, the Housing Authority was able to make payment on a $9,000 loan to the U.S. Department of Housing and Urban Development. She announced that on September 15, 1987, the Authority will begin taking application for Section 8 Housing. She also briefly described resolutions that were on the Council agenda of August 24, 1987. Angel now present. The request of the Public Employees Credit Union for renovation work in their offices in the basement of City Hall was reviewed. All remodeling will be at the expense of the Credit Union. It was also reported that if the Credit Union did proceed with said renovation, a longer term lease would be expected to be signed at renewal time. It was moved by Angel , seconded by Lichty that renovation as requested by the Public Employees Credit Union be approved. Motion carried. Authorization to proceed with the plans and specifications and to seek bids from area contractors to construct a locker room facility for female police officers was reviewed . Several female officers were in attendance and stated that they were pleased with the proposed plans. It was moved by Lichty, seconded by Angel that authorization be given to the Police Department to proceed with said renovation and recommend to the Finance Committee to seek bids from area contractors . Motion carried . With no further business before the Committee, it was moved by Lichty, seconded by Angel that the meeting be adjourned . Motion carried. Larry P. Burger Clerk/Auditor Building and Grounds Committee Minutes August 10, 1987 5:15 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel Also present: Miller It was moved by Angel , seconded by Lichty that the Agenda, as proposed , be approved. Motion carried. The first item of discussion was the speaker system for the City Hall Council Chambers. In February, 1987 the Building and Grounds Committee reviewed this item and at that time prices were requested for replacement of the sound system. Michelle Temeyer, Deputy Clerk/Auditor, reported that Iowa Radio had reviewed the speaker system in the Council Chambers and recommended that a floor to ceiling curtain be placed in the back portion of the Council Chambers. They felt that a major problem was that sound was not being absorbed and instead was bouncing off the walls. After discussion, it was moved by Angel , seconded by Lichty that the Clerk/Auditor's Office be given authorization to contact area businesses for information on sound systems that would include providing an estimate of cost and a possible demonstration of the system. Motion carried. Window coverings for City Hall was brought to the floor for discussion. With the remodeling that has taken place on the second floor of City Hall and the condition of various other curtains in City Hall , Chairperson Wright expressed the need for curtain replacement. The existing curtains are approximately 12 to 13 years old and when cleaned, the foam backing flakes off. It was moved by Lichty, seconded by Angel that the Clerk/Auditor's staff be given authorization to request estimates of cost from area businesses for blinds for City Hall windows. Motion carried. With no further business before the Committee, the meeting was adjourned . Larry P. Burger Clerk/Auditor T c If Building and Grounds Committee Minutes July 27, 1987 5:00 p.m. Large Conference Roan Members present: Chairperson Wright, Lichty and Angel Also present were Budak, Seeber and Miller It was moved by Angel , seconded by Lichty that the Agenda, as proposed , be approved. Motion carried. The request of LaVerne Droste to purchase Lot 16, Block 34, of Hagerman Place Addition, owned by the City of Waterloo, was reviewed. Said lot is generally located easterly of Cleveland Avenue and southerly of Joder Avenue. With this sale, it is proposed to eliminate the alley access onto Joder Avenue and outlet the alley onto Black Hawk Road . It was moved by Lichty, seconded by Angel that authorization be given to proceed on the sale of said lot, including obtaining an appraisal for said lot, negotiating with Mr. Droste upon receipt of said appraisal , and forwarding said negotiated price to the City Council to set a date of public hearing . Motion carried . Authorization to utilize the existing floor space in the City Hall break room for female officers ' locker facilities was reviewed . Various locations for the locker facilities in City Hall have been studied. The break room location • would provide easy access for the officers in relation to their general work area, and would allow for utilization of existing water service due to the proximity to the restrocros. Said location has been preliminarily reviewed by an architect who has determined that the 9' x13 ' space would be adequate for a shower facility and fifteen (15) lockers. Pauline Closson presented petitions from City employees requesting that a portion of the break roan not be used for the female officers ' locker roan. The petitions stated that too much area in the break room would be lost to said use. Although the petitioners understood the need for the female officers to have an area for their lockers and showers, they felt that other areas in City Hall could be utilized for this purpose. It was moved by Angel , seconded by Lichty that authorization be given to seek quotes as requested and report back to the Committee with said proposals. Motion carried. Authorization to seek bids for redesign and replacement of the Library circulation desk was reviewed. Bev Lind, director of the Waterloo Public Library, reported that the design under consideration would allow for smoother workflow for staff and define checkout and other areas for patrons. Estimated cost of the project is $15,000 to $20,000 and will be funded by the Margaret Nordholm bequest, which stipulated that said funds be used for furniture and equipment at the Library. It was moved by Angel , seconded by Lichty that authorization be given to proceed with remodeling of said circulation desk and recanmended to the Finance Committee that said expenditures be approved . Motion carried. It was moved by Lichty, seconded by Angel that the petitions presented by City employees requesting that the break room not be used for female police officers ' lockers be received and placed on file. Motion carried . With no further business before the Committee, the meeting was adjourned. Larry P . Burger Clerk/Audi tor Building & Grounds Committee Minutes July 20, 1987 5:00 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel . Also present were Budak and Miller. It was moved by Angel , seconded by Lichty that the Agenda, as amended to delete Item No. 4 under new business, be approved. Motion carried. The first item of discussion was emergency repairs to the City-owned building at 607 Dearborn Avenue. Jim Lindsey, Community Development Administrator, reported that the corner of this incubator building has sustained considerable cracking and is in need of repair. Three bids were solicited for repair with two bidders responding to the proposal request. Low bid was submitted by Hoffman for the masonary work and Dvorak for the painting, for a total cost of $4,347.96. It was moved by Lichty, seconded by Angel that authorization be given to expend said funds to repair the City-owned building at 607 Dearborn Avenue. Mot ion carried . The lease of property at the southwest corner of the intersection of Kimball Avenue & Relocated U.S. Highway 20 was reviewed. Dave Van Dee, Assistant City Planner, presented the request of Sherry M. Staudinger to lease 27 .8 acres from the City. Mr. Van Dee explained that this property was acquired as a detention facility and that Ms. Staudi nger would be using the land for the grazing of horses. Mention was made that the person renting the property to the south of the City parcel has inadvertently cropped several acres of the City property. Ms. Staudinger has proposed to fence in the entire City property, which would limit access to the cropped portion described above . After discussion, it was moved by Wright, seconded by Angel that authorization to enter into a lease agreement with Sherry M. Staudinger for the City-owned land described above be approved and that said recommendation be referred to the City Council for its consideration on July 27, 1987. Motion carried . The request of S ibert' s-Unique Cleaners to purchase the former Foxy' s Bar ( 715 Sycamore) from the City of Waterloo for $6,000 was reviewed . Randy Pilkington, Executive Director of the Waterloo Redevelopment Authority, reported that the City had acquired this property through tax sale in April , 1985 for $5,120.77. In addition, there was a $607 plumbing lien on said property. Sibert-Unique Cleaners proposes to demolish the building wi thin 90 days and wi 1 1 level and seed the vacant lot. Eventually, a new structure will be built on this site. It was moved by Lichty, seconded by Angel that authorization be given to sell said property and that said recommendation be referred to the City Council Agenda of July 27, 1987. Motion carried . Discussion was heard on replacing the sound system in the City Council Chambers . It was explained that the Buil di ng & Grounds Committee had reviewed this matter in March, 1986 but had decided that it was too expensive to do so at that time. City Clerk/Auditor Larry P. Burger was instructed to review the situation and get several estimates and report back to the Committee in two to three weeks. With no further business before the Committee, the meeting was adjourned . Larry P. Burger Clerk/Audi tor L L BUILDING AND GROUNDS COMMITTEE MINUTES June 22, 1987 4:30 p.m. Large Conference Roan Members present: Chairperson Wright, Lichty and Angel Also present: Mayor McKinley, Miller, Seeber and Budak It was moved by Angel , seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. The offer of Nate Lipkin to sell real property located in the 1300 block of Black Hawk Street was reviewed. Don Temeyer, Planning and Development Director, reported that an appraisal had been done on the property by Al Little, which listed the value at $11,250. Mr. Lipkin has offered to sell the 10,200 square foot fenced-in lot for $9,000. This lot is the only lot between West 11th and West 15th Street not in public ownership. The lot would be used for the storage of city vehicles currently stored at the city garage. Councilperson Lichty expressed concern that only one appraisal had been done on the property. Mr. Temeyer reported that this is normal procedure unless the buyer and seller cannot arrive at an agreed price. He also reported that a second appraisal probably would not be less than the $9,000 offer of Mr. Lipkin. He also explained that an appraiser must use comparable sales of property in the area as a factor in determining the appraisal price. It was moved by Angel , seconded by Wright that the Building and Grounds Committee recommend to the Council approval of the offer of Nate Lipkin to sell real property located in the 1300 block of Black Hawk Street to the City of Waterloo in the amount of $9,000. Ayes : Wright and Angel . Nays : Lichty. Motion carried. Purchase of property owned by Keith Berg in connection with the Chain of Lakes was reviewed. Lee Miller, Director of the Cedar Valley Chain of Lakes, reported that a meeting of property owners had been held several weeks ago to inform them of the Chain of Lakes project. Keith Berg has indicated to the City that he wishes to sell his property. An appraisal on Mr. Berg ' s property has been ordered. Mr. Miller explained that a master plan has not yet been completed for the Chain of Lakes area; however, the City and State have several alternatives concerning development of the lake north of the seven cabin properties in question. Either access must be provided to the cabin area or the cabins will be purchased. Cost of access to the properties has not been determined . The purchase of Mr. Berg ' s property is similar to the hardship cases that the City has dealt with on various projects associated with the Interstate Substitution Program. Councilperson Angel indicated her unwillingness to purchase Mr. Berg ' s cabin at this time. Councilperson Lichty indicated her personal willingness to buy Mr. Berg 's property. Mrs. Lichty also reported that she would not authorize a condemnation of the cabins. Mr. Miller explained alternatives to the Committee members, including the option of buying up Mr. Berg's property at this time and holding it until such time a master plan is developed . If it is determined that the cabins are not needed, the City would resell the cabin. It was moved by Angel , seconded by Wright that the Building and Grounds Committee recommend to the Council that Mr. Berg' s cabin not be purchased at this time. Ayes : Wright, Angel . Nays : Lichty. Motion carried . With no further business before the Committe, the meeting was adjourned. Larry P. Burger City Clerk/ Auditor BUILDINGS AND GROUNDS COMMITTEE June 1, 1987 6:00 p.m. Large Conference Room Members present: Chairperson Wright, Angel Members absent: Lichty It was moved by Angel, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. A proposal from Teleconnect Telecommunications Services and Systems for the replacement of 911 telephone equipment in the Police Department was reviewed. The current 911 equipment is serviced by Bell. They have recently informed the City that they will no longer be servicing the equipment with the use of local personnel; therefore, the City could experience time delays in servicing of the system when problems arise. With this in mind, the City sought the assistance of Teleconnect to review the possibility of servicing the equipment. Their proposal calls for a 5 year lease purchase of Teleconnect equipment and servicing of said equipment. The City currently pays $541. 00 per month for the Bell equipment including servicing. Teleconnect proposes a cost of $429. 00 per month which includes the 5 year purchase of the equipment. It was moved by Angel, seconded by Wright, that the Building and Grounds Committee recommend to the Finance Committee approval of the 5 year lease with Teleconnect and servicing agreement. Motion carried. Following questions by Councilperson Angel, Don Temeyer reported that as discussed in an earlier Building and Grounds Committee meeting, the owners of 7 cabins along the Cedar River located within the Chain of Lakes project area will be meeting in City Hall on Wednesday, June 3 , 1987 to discuss the project. Councilmembers are invited to the meeting. Mike Lockey, an appraiser from MidAmerica Savings Bank, has been contacted to appraise the property of Keith Berg (one of the cabin owners) . Mr. Berg has expressed an interest in selling his property to the City since he will be leaving the community. His request prompted City staff to begin reviewing the purchase of private property within the project area. Following the appraisal process, the Building and Grounds Committee will be asked to review the proposal and make a recommendation to Council as to whether or not the City should proceed with the purchase of this cabin or any others. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MEETING May 18, 1987 6: 00 p.m. Large Conference Room Members Present: Chairperson Wright, Angel and Lichty Also present: Councilpersons Miller, Budak and Mayor McKinley It was moved by Angel, seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. Lee Miller, Director of the Cedar Valley Lakes Project, presented a slide presentation on the Cedar Valley Lakes concept. It was reported that there are several private property owners in the area of the Cedar Lakes Project and that one of the property owners, Keith Berg, has requested that the City acquire his property. He plans to leave the community and wishes for the City to purchase his property. In addition to Mr. Berg, several other private property owners were present. Committee members were informed that an overall plan has not yet been developed for the area. The Cedar Valley Lakes Committee is responsible for plan development, with the City' s input. Purchase of Mr. Berg' s land at this time would allow the private lands to be controlled for public purposes. It was explained by Mr. Miller that the private properties would no longer have access to their property due to the construction of one large lake. If the private properties are not purchased by the City, an alternative access to the area would need to be provided or make two lakes. Several property owners indicated their unwillingness to sell their property at this time. It was moved by Angel, seconded by Lichty that an appraisal be obtained for the property owned by Keith Berg and that a meeting be scheduled with all property owners in the area to appraise them of the Cedar Valley Lake concept. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDINGS & GROUNDS COMMITTEE April 27, 1987 6:15 P.M. Large Conference Roan Members present : Chairperson Wright, Lichty and Angel . Also present: Seeber and Mil ler. The Agenda, as proposed , was approved . The following bids were reviewed for Second Floor Remodeling of City Hall : Bidder Bid Amount Quality Home Improvement $10,660.00 Daniels Home Improvement $ 9,725.00 Hoffman Home Improvement $14,037 .00 It was the recommendation of the Planning and Development Director to accept the low bid of Daniels Home Improvement. In addition to the above bids, it was the recommendation of the Director of Parks that carpeting be replaced in one of the four roans to be occupied by the Park Commission (formerly occupied by Planning , Programming & Zoning). Carpet is badly worn and in need of replacement. Also, in addition to the bids listed above, it is anticipated that the removal of asbestos and its disposal will be approximately $3,000. Money for the above described renovation has been identified in unused bond funds for City Hall Window Replacement. Chairperson Wright asked for staff input from those departments affected by the above moving/remodeling. Comments were generally favorable. Councilperson Miller also suggested that now is the time to implement an overall painting scheme for City Hall . Even though monetary limitations may now exist, an overall theme or plan should be available. Larry P . Burger, Clerk/Auditor, suggested that after completion of the second floor renovation, an overall theme be developed for future implementation. It was moved by Angel , seconded by Lichty that the bid of Daniels Horne Improvement be recommended to the Finance Committee, together with approval for carpeting in the fourth roan of the future Park Department offices and approval of the asbestos removal and disposal be approved, and that an overall decorating theme be reviewed for City Hall . Motion carried . Jim Boesen, City Hall Maintenance, reported that the water storage tank in the boiler room is leaking and in need of repair. Cost of the tank replacement is approximately $3,000 to $3 ,500. In addition to this, asbestos removal is estimated to cost $6,000. It was moved by Angel , seconded by Lichty that authorization be given to solicit bids for said tank replacement and asbestos removal . Mot ion carried. With no further business before the Committee, the meeting was adjourned . Larry P. Burger City Clerk/Auditor BUILDINGS & GROUNDS COMMITTEE April 20, 1987 5:15 P.M. Large Conference Roan THE BUILDINGS & GROUNDS COMMITTEE MEETING WAS CANCELLED DUE TO THE LACK OF A QUORUM. Larry P . Burger City Clerk/Auditor BUILDINGS AND GROUNDS COMMITTEE March 23, 1987 5:00 P.M. Large Conference Room Members Present: Chairperson Willie Mae Wright, Mary Lichty and Rose Angel . It was moved by Angel , seconded by Lichty that the Minutes of March 16, 1987, as proposed, be approved. Motion carried. The use of city land for a central transfer station located at East Park and Sycamore Street was reviewed. Randy Pilkington, Director of the Waterloo Redevelopment Authority presented a preliminary site plan for the proposed Waterloo Transit Terminal . This project is a result of the Jefferson Bus Line to relocate with the MET bus system at one central transfer point. The Union Bus Depot will be relocated as a part of the Relocated 218 Highway project. Financing for the project is indicated below: Site acquisition $ 33,090 Construction costs 228,000 TOTAL 261,090 Federal funding $193,264 Private funding 33,720 Land costs 33,090 IDOT 1,016 TOTAL $261,090 Prior to the submission of a grant application to the Federal Urban Mass Transit Administration (UMTA), the city must agree to allow the use of its land for the construction of said facility. Total square footage of this land is 11,030 square feet. Deadline for grant submission is April 1, 1987. Mr. Pilkington explained the parking and traffic flow in the area. It was indicated that it is unclear whether or not the city would be leasing or deeding the land for the facility. After discussion, it was moved by Angel , seconded by Lichty that the Buildings and Grounds Committee recommend to the Council the approval of use of city land for central transfer station. Motion carried . With no further business before the Committee, the meeting was adjourned. Larry P . Burger City Clerk/Auditor BUILDINGS AND GROUNDS COMMITTEE March 16, 1987 5:45 P.M. Large Conference Room Members Present : Chairperson Willie Mae Wright, Mary Lichty and Rose Angel . It was moved by Angel , seconded by Lichty that the Agenda, as proposed, be approved. Motion carried . The proposal to relocate the present Union Depot to the Central Bus Transfer Station on Sycamore and Park Avenue was reviewed. The bus depot is being purchased by the Iowa Department of Transportation as a part of the Relocated U.S. Highway 218 project. The project cost is $261,090. An UMTA grant will be sought in the amount of $193,264 or 85% of the project cost. The local share would be an in-kind match of land by the City for location of the facility. $34,000 in private financing would be obtained through leasehold improvements. The grant application is scheduled to be submitted in April with an anticipated completion date of of the project as March, 1988. A feasibility study has been prepared by Thorson Brom Broshar Snyder Architects. A copy will be distributed to council members for further review. This information was made available today: therefore, a subsequent meeting will be scheduled on this matter. Randy Pilkington, Director of the Waterloo Redevelopment Authority distributed a letter dated March 16, 1987 from Robert Ludwig and Stephen Launspach stating that it is their intent to offer the City $5,500 for the Foxy' s property and to demolish the existing building after said purchase. No action was taken on this letter. With no further discussion before the committee, it was moved by Angel , seconded by Lichty that the meeting be adjourned. Motion carried. Larry P . Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE March 9, 1987 5:30 P.M. Large Conference Room Members Present: Chairperson Wright, Lichty and Angel . It was moved by Lichty, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The first item of discussion was a proposal for Sibert 's-Unique Cleaners of 211 East 6th Street to purchase the property formerly occupied by the Ellis Hotel from 0. J. Keiper for expansion purposes. Randy Pilkington, Executive Director of the Waterloo Redevelopment Authority, reported that Sibert' s-Unique Cleaners would purchase the property for $60,000 which is at or above fair market value. Of this amount, $45,000 would be paid to Ilten, the first mortgage holder on the property with the remaining $15,000 being applied toward property taxes for said property. Additional investments in the property including Waterloo Industrial Development Association' s (WIDA) second mortgage in the amount of $27,500; Community Development's $40,000 for demolition, and the City of Waterloo's revenue sharing in the amount of $10,000. Angel now present at 5:40 p.m. Richard Ludwig, President, explained that the need for expansion is due to the recent purchase of its West 10th and Washington Street location by the Iowa Department of Transportation for Relocated U.S. 218. This operation will be moved to the East 6th Street location resulting in a very crowded facility. He indicated that this expansion would create 25 to 30 new jobs within the next five years. The expansion is expected within the next one to two years, but no guarantee could be made at the present time. Mr. Ludwig also expressed that his company may consider the purchase of Foxy' s Bar and demolish this eyesore in the downtown area. Mitzie Rekward, representing Lockard Construction Company, Inc. , reported that there has not been any interest prior to Sibert 's request for development of the site. There was discussion concerning the difficulties the City has had with the current owner of the site. Councilperson Seeber suggested that the City not penalize Sibert's-Unique Cleaners for the wrongs of Mr. Keiper. Councilperson Miller inquired as to whether a design concept had been formulated. Mr. Ludwig said that architectural renderings have not been completed. Mr. Ludwig invited Councilmembers to tour the Sibert operations in Dubuque or Des Moines facility. Following discussion, it was moved by Angel , seconded by Lichty that the Committee recommend to the Council that the City's lien in the amount of $10,000 be released for the property owned by 0. J. Keiper at the corner of Sycamore and East Fifth Street. Motion carried. The second item of discussion was the financing plan for the Conway Plaza Skywalk. It was reported that the Council had asked staff to request that the Conway Plaza partners consider shortening the repayment schedule or the option of ballooning the payment. Following discussion, the partners of Conway Plaza proposed that the City bond for the Skywalk cost and that Conway Plaza will pay their share of the semi-annual bond payments over a ten year period. However, the partners have agreed to balloon the payment when development occurs on this property. They also will continue to personally guarantee the loan. Following discussion, it was moved by Angel , seconded by Wright that this matter be referred to the full Council without a recommendation from the Building & Grounds Committee. Motion carried . BUILDING & GROUNDS COMMITTEE March 9, 1987 Page Two The request of Vern Reiter for the City to sell a portion of land behind their existing business at 1029 Commercial Street was reviewed. This land is needed for expansion purposes. The land in question was donated to the City in 1982 for a sports complex: however, no restrictions were placed on the property when the City accepted the parcel . Discussion followed concerning the development of the Tibbet' s Park area as a recreational facility. Councilperson Seeber suggested that the Council first decide whether the Tibbet' s Park project is supported by the Council before a commitment is made for the property in question. It was moved by Angel , seconded by Lichty that staff be authorized to prepare an appraisal for the property and refer the matter to the Council for setting a date of hearing for sale of said land. Motion carried . Discussion began on the Central Transportation Station for Intra-City and Inter-City Carriers on Sycamore Street; due to time constraints, no action was taken on this matter. The meeting was adjourned at 6:40 p.m. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES February 9, 1987 5 :45 P.M. Large Conference Room Members present: Chairperson Wright, Lichty and Angel The Agenda, as proposed, was approved. The request of the Veterinary Hospital (Drs. Winegarden, Guldner and Reilly) to lease a portion of the City's parking lot adjacent to their newly renovated building at 404 Jefferson Street was reviewed. The veterinarians are proposing to lease from the City approximately one-third of the existing parking lot adjacent to their building at a cost of $50.00 per month for three years. They would be responsible for the maintenance, snow removal and normal care of the parking area. Virgil Graybill , Superintendent of Motor Vehicle Parking, reported that the lot is rarely used by daily parkers and that it would not have a negative impact on the downtown parking demand . It was also pointed out that the City has, in similiar situations, leased parking areas to developers in the downtown area: however, should the City require a leased area for a use other than parking , the City would be able to do so by giving a 30 day notice. It was moved by Angel , seconded by Lichty that the Building and Grounds Committee recommend to the Council the approval of the above described lease agreement. Motion carried. With no further business before the Committee, the meeting was adjourned . Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES February 23, 1987 6:00 p.m. Large Conference Room Members present: Chairperson Wright, Angel and Lichty Also present: Budak and Seeber The Agenda, as proposed, was approved. The only item of discussion was the sale of property to the State of Iowa for Relocated U.S. 218 located at the southeast corner of West 6th Street and Bluff Street. Bob Stevenson, City Planner, reported that the property is currently being used by the City Electrical Department for the storage of equipment. Per the City's Memorandum of Understanding with the State of Iowa, the City must make all City owned property available to the State for construction of State roads. The State will pay for all buildings and fencing which might be relocated on the property. The State of Iowa originally offered $2,000.00 to the City for this property; however, through renegotiation this offer has been increased to $5,000.00 for the two metal sheds and fencing on said property. The State will also pay for the relocation of all electrical equipment which is currently stored on the site. Mr. Stevenson sugge-+'d that the $5,000.00 paid by the State be used to fence in the City owned property located at the corner of Black Hawk Street and West 12th Street for storage of the electrical equipment. This area will be much larger than the current storage area and will require about 1,000 feet of fencing. With the $5,000.00 payment from the State and $2,000.00 in the Electrical Department budget for this fencing, the area would be somewhat of a secure location for storage. Staff members also reported that property owners near the proposed storage area will be notified of this storage area. It was moved by Lichty, seconded by Angel that the Building and Grounds recommend to the City Council the approval of the sale of said property in the amount of $5,000.00, and that the City owned property between West 12th and West 13th between Black Hawk Street and the dike be fenced in with the funds described above and used as a storage area for electrical equipment. Motion carried. With no further business before the Committee, it was moved by Angel , seconded by Lichty that the meeting be adjourned. Motion carried. Larry P. Burger City Clerk/Auditor