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HomeMy WebLinkAbout1986 BUILDING & GROUNDS COMMITTEE December 8, 1986 5:15 P.M. Large Conference Roan 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 Police Department to replace the septic tank system at the Police Training Center, 348 Elk Run Road, was reviewed. Sewage is currently handled by a septic tank system which has been malfunctioning. It has been recommended by the City Engineering Department and the Black Hawk County Sanitation Inspector that the followingbe proposed to address the problem: Add one (1) new 1,250 gallon septic tank, add a one (1) horsepower sewer outlet lift pump, construct four (4) lateral drain line trenches and add four (4) lateral standard four inch (4" ) field tile lines. It was moved by Angel , seconded by Lichty that authorization be given to the Police Department to make necessary repairs as requested. Motion carried. The request of the Human Rights Commission to repair a damaged wall in their office located at 415 Commercial Street (Waterloo Public Library) was reviewed. The crack is a result of the shifting of the building. It was felt that the repair could be made with a sheet of plywood. It was moved by Angel , seconded by Lichty that this repair be referred to the Clerk/Auditor for mitigation. Motion carried. With no further business before the Committee, the meeting was adjourned . Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE November 10, 1986 6:00 p.m. Large Conference Room Members Present: Chairperson Wright, Lichty and Angel . It was moved by Angel, seconded by Lichty that the agenda, as proposed, be approved. Motion carried. Randy Pilkington, Executive Director of the Waterloo Redevelopment Authority, reported that the purpose of the meeting was to discuss the lease situation with Foxy's, located at 715 Sycamore Street. The building which Foxy' s occupies is a City building and has been leased to the tenants on a month-to-month lease with a 60-day cancellation clause being available to the City. The current lease expires March 14, 1987. In order to give Gary DeBoer, the tenant, adequate notice of possible cancellation, this matter comes before the Committee. The recommendation of the staff was not to extend the lease beyond the March 14, 1987 date. A copy of police cases for 715 Sycamore Street for the years 1984, 1985 and 1986 was reviewed. Twenty incidences have occurred during 1986 at said location. Mr. DeBoer asked that the Council consider selling the property to him or that he be allowed to continue at said location. Mr. Pilkington indicated that with the demolition of the Ellis Hotel , the site becomes much more saleable with the inclusion of the Foxy's bar area. To date there has not been any interest in the sale of this property. It was moved by Angel , seconded by Lichty that the Building & Grounds Committee recommend to the Council that the lease for Foxy's at 715 Sycamore Street not be renewed beyond March 14, 1987. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE November 3, 1986 6:00 P.M. Large Conference Room Members Present: Chairperson Wright, Angel and Lichty. It was moved by Angel, seconded by Lichty that the agenda, as proposed, be approved. Motion carried. Bev Lind, Director of the Waterloo Public Library, presented the request for installation of galvanized steel gratings to cover the three (3) open window wells around the exterior of the library building on the south, east and north sides. Estimates are approximately $4,000 for material and $2,000 - $2,500 for labor. Additionally, the installation of additional light fixtures on the second floor of the Public Library in poor visibility areas is being requested. Cost of these fixtures will be approximately $700 and will be installed by the City Electrical Department. The final request was for resheathing of the main stairwell at the Public Library. Original estimates for this repair was $6,675. Since obtaining this estimate, an alternative method of repair of the railing has been investigated at a cost of approximately $150. It was moved by Angel , seconded by Lichty that the Building & Grounds Committee recommend to the Finance Committee that said improvements be authorized. Motion carried. Councilperson Wright extended her appreciation to Bev Lind for her excellent work at the Public Library. With no further business before the Building & Grounds Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor PUBLIC SAFETY/BUILDING & GROUNDS COMMITTEE MINUTES October 13, 1986 6:00 P.M. Large Conference Room Members Present : Chairperson Lichty, Angel and Seeber. The Public Safety Committee was called to order by Chairperson Lichty. The Agenda, as proposed, was approved. The first item on the Public Safety Committee meeting was the request of the Fire Chief for authorization to purchase an IBM, PC-AT computer and HAZMET software. In order to comply with the State and Federal Regulations concerning the "right to know" law, it is necessary that information be stored in such a manner that it is easily obtainable during an incident . Councilperson Miller indicated that the City has undertaken extensive precautions to comply with this regulation. The approximate cost of the computer is $11,000.00, including software. Money for this item is not budgeted in the current year budget; however, Federal Revenue Sharing could be considered as a source for this request. It was moved by Angel, seconded by Seeber that a recommendation of approval be forwarded to the Finance Committee to purchase the computer as requested. Motion carried. There was general discussion concerning the recent spill at the Chamberlain Manufacturing Company. Fire Chief Stapella updated the Council on the incident. The Building & Grounds Committee was called to order by Chairperson Wright. Also present were Angel and Lichty. The first item of discussion was the request of the Superintendent of Central Garage to seek bids to replace two (2) overhead doors at 1601 Black Hawk Street. The current doors are 36 years year old and are beyond repair. It was moved by Angel, seconded by Lichty that a recommendation of approval be forwarded to the Finance Committee on such request. Motion carried . The Public Safety and Building & Grounds Committees met as a joint committee for discussion on the Police Laboratory, Chemical Testing/Building Improvements. Chief Shook reported that the chemical testing performed by the Police Department was terminated on March 26, 1986 due to the unacceptable storage and ventilation of chemicals. The inability to conduct chemical testing is adversely affecting the investigation and solution of criminal offenses . Bids on building improvements, equipment and exhaust system to resume the suspended chemical testing have been received following authorization from the Finance Committee to seek bids. Bids were sent to the following companies for chemical testing and storage equipment: Allied-Fisher Scientific, Sergent-Welch Scientific, American Scientific Products, Curtis Matheson Scientific, and VWR Scientific. Bids were sent to the following companies for construction work: Lockhard Construction, Claude Gardner Construction, Jens Olesen Construction, and Prairie Construction. Only one (1) bid was received for the equipment and one for the installation. They were as follows: BIDDER BID AMOUNT Allied-Fisher Scientifc $9,310.00 Prairie Construction $13,826.00 TOTAL $23,136.00 Money for this item is unbudgeted in the current year budget. Again, Federal Revenue Sharing Funds were identified as a possible source for this improvement. It was moved by Angel , seconded by Budak that a recommendation of appproval be forwarded to the Finance Committee to proceed with the building improvements and ventilation system by the companies named above. Motion carried . With no further business before the Committees, the meeting was adjourned. Larry P . Burger City Clerk/Auditor BUILDING & GROUNDS ('MITTEE September 2, 1986 5:00 P.M. Large Conference Room Members present: Chairperson Wright, Lichty and Angel . Also present: Budak and Seeber. It was moved by Wright, seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. The replacement of damaged carpet at Conway Civic Center was brought to the floor for discussion. Larry P. Burger, Clerk/Auditor, indicated that due to a breakage of a frozen pipe during January, 1986, it was necessary to replace some of the carpeting in three of the first floor rooms that face West Fourth Street. Mr. Burger explained that the City of Waterloo owns Conway Civic Center but the management of the facility is under contract with the Holiday Inn Civic Center. The City of Waterloo has received an insurance settlement in the amount of $8,000 for the replacement of the carpet which was valued at $12,000.00. Bids were solicited from area carpet dealers with only one returning a bid. Peterman & Haes, Inc., submitted a bid in the amount of $16,027.00. Councilperson Lichty indicated that there may have been some neglect on the part of the Conway management and that the pipe breakage could have been averted. It was moved by Angel , seconded by Lichty that the replacement of the damaged carpet at Conway Civic Center be referred to the Finance Committee for approval . Motion carried. Review of the bids for repair and plaster of a wall at Conway Civic Center was brought to the floor for discussion. Larry P . Burger, Clerk/Auditor, reported that in June, 1986 plaster within the Exhibition Hall of the facility fell . There were no personal injuries associated with this incident. The architect for the facility, Thorson, Brom, Broshar & Snyder, reviewed the damage at no cost to the City and found that the wooden slats that were behind the plaster board had at some time gotten wet. The nails that had been driven through the plaster to these slats had given way. It was the recommendation of the architect that screw nails be used in the replacement process. Proposals were sought from area plaster contractors with only one bid returned. Messingham, Inc. will perform the work for a cost of $850.00. It was moved by Angel , seconded by Lichty that the repair and plaster of the wall at Conway Civic Center be referred to the Finance Committee for approval . Motion carried. Review of the City's multi-year contract with Northwestern Bell for Centrex services was reviewed. Mr. Burger explained that Northwestern Bell provides the Centrex services for the City. Teleconnect is responsible for all equipment within City-owned facilities and provides long distance service to the City. Tom Peterson, Teleconnect representative, reported that he is able to offer the Centrex services to the City as Teleconnect has a contract with Northwestern Bell to act as their representative or agent to potential clients for these services. Bell is now offering a seven-year contract to the City for Centrex services which would lock in the current rate structure. It was moved by Angel , seconded by Lichty that the multi-year contract with Northwestern Bell for Centrex services be referred to the City Council for approval . Motion carried. Don Temeyer, Planning and Development Director, presented the request of J&L Auto Salvage to lease approximately 15,000 sq. ft. of vacant land from the City of Waterloo adjacent to his present facility near the intersection of Mitchell Avenue and Winona Street. J&L Auto Salvage have not met the minimum requirements of the City Code or the Zoning Ordinance in regard to auto salvage operations. Of particular concern is that his current operation does not have adequate land to operate and spills over onto adjacent City-owned property. J&L Auto Salvage were given until September 1, 1986 to come into compliance and remove parts, junk and debris from the City street and other City property in the area. The lease of this property would be for a one year period. If the City were to decide not to lease this property to J&L Auto Salvage, it would virtually put the business out of operation. Several attempts have been made to assist J&L Auto Salvage to relocate to a place that is compatible with their needs. This has not been successful to date. It was moved by Lichty, seconded by Angel that City staff proceed to prepare a lease for approximately one-half acre of land to J&L Auto Salvage near the corner of Winona Street and Mitchell Avenue and present it to the City Council at the next regularly scheduled meeting of September 8, 1986. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS MINUTES July 14, 1986 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. The first item of discussion was the janitorial services contract for City Hall , Police Training Center and Parking Ramp. The bids received are as follows: Police (Per Month) City Hall Training Center Parking Ramp We Clean Janitorial Service $1,690.00 $290.00 $500.00 Brandt & Associates $1,955.00 $ 65.00 $705.00 Premier Cleaning Services $1,675.00 $ 80.00 $475.00 Dietrick Janitorial Services $4,197.00 $465.00 $1,895.00 It was the recommendation of the Clerk/Auditor that the contract for janitorial services for City Hall and the Police Training Center be awarded to Brandt & Associates and that the cleaning of the Parking Ramp be awarded to We-Clean Janitorial Company. Both companies have agreed to dividing the contract work as recommended. The current contract with Premier Cleaning Services, Inc., was reviewed and that unsatisfactory service has been rendered by Premiere. It was moved by Angel, seconded by Wright that the Building and Grounds Committee recommend to the Finance Committee that the contracts for cleaning services for City Hall , Police Training Center and Parking Ramp be awarded as recommended by the Clerk/Auditor. Motion carried. Jim Boesen, Heating and Cooling Inspector, gave a brief update on repairs made to the furnace and roof at the Street Department, 1601 Black Hawk Street. He distributed pictures of the completed work. Mr. Boesen also presented a request to lower the existing ceiling in the administrative area of the Street Department. This would also include insulation work. The estimated work is approximately $1,800. It was moved by Angel , seconded by Wright that the Building and Grounds Committee recommend to the Finance Committee that bids be sought on this project. Motion carried. With no further business before the Building and Grounds Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES May 12, 1986 5:30 p.m. Large Conference Room Members present: Chairperson Wright, Lichty and Angel . Also present: Miller, Seeber, Budak and Mayor McKinley. It was moved by Angel , seconded by Lichty that the Agenda, as proposed, be approved. Motion carried. Jim Boesen, Heating Inspector, updated the Committee on the Police Training Center improvements. He reported that Chuck 's Roofing has completed the roof and that the airhandling unit has been moved to the Street Department. Currently bids are being sought for removal of the indoor range equipment so that the area can be converted to a training area. Jim Boesen also reported that the reroofing of the Street Department is partially completed. Work is continuing according to schedule. It was moved by Angel , seconded by Lichty that it be recommended to the Finance Committee that authorization be given to the Street Department to seek bids on painting the exterior of their facility located at 1601 Black Hawk Street. Motion carried. Renewal of the Occupancy Agreement with the Public Employees Credit Union in the basement of City Hall was reviewed. Larry P. Burger, Clerk/Auditor, stated that the proposed agreement is exactly the same as the previous agreement. It was moved by Lichty, seconded by Angel that the renewal of the Occupancy Agreement with Public Employees Credit Union be recommended to the Council for approval . Motion carried. It was moved by Lichty, seconded by Angel that authorization be given to seek bids on janitorial services for City Hall , City Hall Annex, and Ramps. Motion carried. The request of the Police Chief to seek bids on carpet replacement in the Police Chief's office, secretary's area and conference room was reviewed. An amount of $1,600 in unallocated office equipment funds is available within the Police Department FY86 Budget for this item. Due to the condition of the carpet in other areas of the Police Department, it was recommended that the Chief also seek bids for carpet replacement in those areas of the department that are badly in need of replacement. It was moved by Lichty, seconded by Angel that the Police Chief be authorized to seek bids for carpet replacement in those operational areas of the department and prioritize the need. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor BUILDING AND GROUNDS COMMITTEE April 7, 1986 3:45 p.m. Large Conference Room Members present: Chairperson Wright, Angel and Lichty. Also present Seeber, Budak and Miller. It was moved by Lichty, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Under unfinished business, the trees at Conway Civic Center were brought to the floor for discussion. Rick Tagtow, City Forester, suggested that his staff be allowed to work with Conway and perhaps trim the trees, let them leaf out, and see what the results of this would be. Removal of the trees was not considered to be necessary at this time. It was moved by Angel, seconded by Lichty that the trees not be removed at this time and that the City Forester be instructed to work with the property owners to address the situation. Motion carried. Shrubbery at the intersection of West First and Jefferson Street was brought to the floor for discussion. Rick Tagtow, City Forester, reiterated the situation that the bushes are on City property but that a private property owner had invested considerable amounts of money for this landscaping. It was suggested that the flashing traffic light at the intersection be removed rather than removing the trees or trimming them. It was moved by Angel , seconded by Lichty that this item be referred to the Sign and Traffic Department for removal of the flashing lights. Motion carried. Bob Stevenson, City Planner, asked that the Committee set some minimum requirements for the placement of billboards on City property. Recently the Waterloo Water Works entered into an agreement with Mid-West Outdoor Advertising for placement of signs on Water Works property. If the City were to allow the placement of billboards on City property, it was thought that all sign companies in the community should be allowed to bid. Mr. Seeber expressed a desire that no signs be erected on City property. Bart Schwagert, attorney representing the Waterloo Water Works, stated that the agreement with Mid-West Outdoor Advertising does not allow the advertisement of the issues of abortion, religion or politics. The agreement is for three years. Again Bob Stevenson reiterated his concerns as follows: (1) Does the City want to allow signs on City property? (2) What is the procedure that should be followed if the City does decide that signs are appropriate on City property? After much discussion, it was moved by Angel , seconded by Lichty that requests to place signs on City property be brought to the Council on an individual basis with the Council setting a date of hearing on entering a lease with the requestee. Motion carried. The Police Training Center Improvement Plan as proposed by the Police Department was reviewed. The first phase would be to sell the inside range equipment to a successful bidder or at City Auction. Phase II would be remodeling of the former range site into classrooms. The remodeling will consist of cold air and warm air venting, insulating and weatherproofing the outside walls and partitioning the room. Police Chief Shook indicated that the inside range will not be used. He also indicated that the Waterloo Protective Police Association does not use the premises for monthly meetings. It was moved by Angel, seconded by Lichty that a recommendation of approval he forwarded to the Finance Committee on the Police Training Improvement Plan as presented. Motion carried. BUILDING AND GROUNDS COMMITTEE PAGE TWO The request to update the telephones for the City Hall Annex was reviewed. The phone system that was originally situated in the Annex was to accommodate the Sign and Traffic and Electrical Departments. Since that time, offices have been added to the Annex such as the Clean Community Commission, Retired Senior Citizens and the City Garage. With the placement of the Animal Control Department under the direction of Mike Mrzlak, an additional phone is necessary. The costs of a new system after trade-in is $2,000. Mr. Burger also explained the request for electrostatic painting of various petitions in the men and women's restrooms around City Hall as well as various other pieces of furniture within the departments. The costs of the painting in the restrooms would be borne by the City Hall Maintenance Budget. The cost of furniture painting would be paid by the departments requesting the painting. It was moved by Lichty, seconded by Angel that the above items relating to the telephone update and the electrostatic painting be recommended to the Finance Committee for approval . Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor BUILDING AND GROUNL COMMITTEE March 24, 1986 5:00 p.m. Large Conference Room Members present: Chairperson Wright, Angel , Lichty. Also Present: Miller. Randy Pilkington, Assistant Planning Director, presented the request of the Downtown Council to replace the parking meters on West Fourth Street between Jefferson Street and Washington Street and move this courtesy parking area to the lower reserved section of the new West Side Parking Ramp. It was explained that the courtesy parking on West Fourth Street was for a trial one-year period. Many of the business owners along West Fourth Street that had originally agreed to contribute to the cost of replacing the revenue lost from the meters have not paid. The proposal now being considered would require that businesses in the area would be approached and sign a contract indicating their financial support of the proposed change. Preliminary discussions with many of the surrounding property owners have indicated that they would support such a system. Also a part of the request consists of replacing the lost courtesy parking along West Fourth Street with the lower level of the parking ramp (reserved parking spaces) . There are 43 spaces in this section. Current monthly parkers in this area would be approached to move their reserved stalls in the basement area to the skywalk level of the ramp. The area would need to be resigned at a approximate cost of $400-$500. It was also recommended that a time limit he placed on this arrangement. Mr. Pilkington also stated that prior to any action being taken on this request, a public hearing would be held. In the meantime he and the Downtown Council would collect information such as how much money would be generated from such a proposal and whether or not business owners in the area favored this arrangement. Businesses that lease spaces in the ramp would be responsible for monitoring the parking situation. Virgil Grayhill , Superintendent of Motor Vehicle Parking, stated that his staff could patrol the area during daylight hours; however, after 5:00 p.m. there would be no monitoring of the situation. It was recommended that the six courtesy spots on West Fourth Street between Jefferson and Commercial be retained. It was moved by Angel , seconded by Lichty that the staff and the Downtown Council be instructed to proceed with the plan as proposed with a recommendation to the Council on April 7, 1986 and the hearing on said proposal to be held on April 28, 1986. Motion carried. Rick Tagtow, City Forester, explained a situation on West Fourth Street in front of the Conway Civic Center. The Civic Center has requested that the City remove a pin oak tree from City right of way that blocks their marquis. Mr. Tagtow explained that City policy is that trees are not removed for reasons of blocking signage; however, the Civic Center did remind Mr. Tagtow that without patrons being able to see the marquis, business could be driven away from the center and the City. With this in mind, Mr. Tagtow brought this problem to the Committee for their recommendation. Mr. Tagtow reported that in investigating the situation, it is apparent that the marquis is blocked not only by the tree in question but also by the skywalk. Discussion was heard as to whether the tree should be removed and the precedent setting nature of such action. It was moved by Lichty, seconded by Wright that action on this item be tabled for two weeks (April 7, 1986) until such time as Committee members could again review the situation. Motion carried. Chairperson Lichty inquired about the shrubbery at the intersection of Jefferson and West First Street. Discussion followed with said item referred to the Building and Grounds Committee Agenda of April 7, 1986. With no further business before the Committee, the meeting was adjourned. Michelle Temeyer Deputy Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES March 3, 1986 5:45 p.m. Large Conference Room Members present: Chairperson Wright, Lichty, Angel . The Agenda, as proposed, was approved. An update was presented to the Committee regarding the water service problem to 715 Sycamore Street, Foxy's Tap. The City currently owns this property and has extended a month's lease to the occupant. Randy Pilkington, Assistant City Planner, stated that water service was extended to this property through the Ellis Hotel but with its demolition the service will be killed. A temporary service can be junctioned from the Ellis Hotel to the site for several months but a long term solution must be addressed. The bar owner, Mr. Gary DeBoer, has received bids on this water extension ranging down to $1,495.00. He has indicated a desire to put this service in but only if the City intends to keep him at this site for a period of time. Mr. DeBoer has indicated that he wishes to stay at this location as long as possible because he has put many dollars worth of improvements into the bar. Several options were reviewed including the possibility of relocating him to a different site; although, this was not the most viable plan. After discussion it was moved by Angel , seconded by Lichty that the City continue its month to month lease, but not activate the cancellation clause. Ayes: Three. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor ti BUILDING AND GROUNDS COMMITTEE MINUTES February 17, 1986 5:15 p.m. Large Conference Room Members present: Chairperson Wright, Angel and Lichty. Also present: Mayor McKinley, Budak, Seeber. It was moved by Lichty, seconded by Angel that the agenda, as proposed, be approved. Motion carried. The first item of discussion was the review of the proposal to demolish the Ellis Hotel . Randy Pilkington, Director of the Waterloo Redevelopment Authority, stated that the Waterloo Industrial Development Association (WIDA) has been approached to loan the money for the demolition to Mr. Keiper for a period of 18 months. If after that time Mr. Keiper has not repaid his loan to WIDA, the City would be responsible for repaying WIDA. The City would use the Downtown Tax Increment Financing District Funds to pay off WIDA. In exchange the City would receive the second mortgage, by assignment from WIDA on the property that would remain until paid. Mr. Keiper has also agreed to allow the City to use the property after it has been cleared for parking until it is sold or developed. The profits from this use would be used to pay down the note. Mr. Pilkington also indicated that he and the Redevelopment Authority would do everything possible to facilitate the sale or redevelopment of the site. Demolition of the project would begin immediately and be completed within 90 days. Councilperson Lichty questioned whether or not the City would need to bid out the work as the proposed price is over $25,000. In response, Assistant City Attorney Donna Lesyshen stated that the City is not a party to the contract; therefore, there is no requirement to go to public bid. She also stated that the City has done extensive research on the proposed contractor (Marvin Armbruster) and is satisfied with the documentation that has been provided. He is a bonded contractor and has received favorable references from the City of Cdar Rapids. There was also considerable discussion as to whether or not to give Foxy's Bar a 60 day notice of cancellation of their lease. The utilities serve both Foxy's and the Ellis Hotel making it difficult to continue to serve Foxy's without considerable cost for utilities and relocation. It was moved by Angel , seconded by Lichty that the Building and Grounds Committee recommend to the Council the approval of a lease addendum with Foxy's and that the City not exercise the cancellation clause for one (1) month. Motion carried. Larry P. Burger, Clerk/Auditor, presented an enhancement of the software program for the present telecommunication systems in City Hall , Recreation Center, and Library. He outlined the 34 enhancements that the expenditure of $3,500 would provide. He stated that money for this enhancement is available in the City Hall Budget which pays for the lease of the Teleconnect phones. In response to a question from Mr. Seeber, Mr. Burger stated that bidding this equipment would be difficult to accomplish. He explained that the enhancements will eliminate cross-talk within the phone lines. It was moved by Lichty, seconded by Angel that this item be referred to the Finance Committee with no recommendation. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P . Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE February 10, 1986 6:00 p.m. Large Conference Room Members present: Chairperson Wright and Angel. Members absent: Lichty. Also present: Miller and Seeber. The agenda, as proposed, was approved. The speaker system in the City Hall Council Chambers was discussed. Jeff Isaacs and Perry Wright presented the Committee with several alternatives to the current sound system. As they saw the situation, there were three main problems with the existing system: the coverage, quality of sound and the feedback. Their review of the existing system indicated that it was quite outdated. Several alternatives were explored; the first being the complete overhaul of the existing system. Cost of this proposal would be approximately $4,250. This would include the installation of one automatic mixer, seven microphones and four two-way speakers as well as the installation of an output line for use by TV camera and tape recorders. A second alternative would be the installation of a mixer and several other changes. Cost of this proposal is approximately $2,550. A third alternative would be to make minor modifications to the existing system. Jack Seeber stated that the City would be obligated to take bids on the speaker system modification. Chairperson Wright thanked Mr. Wright and Mr. Isaacs for their work and stated that the Committee would take the information under advisement. It was moved by Wright, seconded by Angel that the meeting be adjourned. Motion carried. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS OOMMITTEE MINUTES February 3, 1986 4:30 p.m. Large Conference Room Members present: Chairperson Wright, Lichty, and Angel. Also present: Miller, Budak, and Seeber. The agenda, as proposed, was approved. The only item of discussion was the property currently in the possession of the City of Waterloo known as 713-715 Sycamore Street, the site of Foxy's Bar. This location is adjacent to the Ellis Hotel. A background was provided to the Committee on how the City acquired the property. It was explained that the property was available for sale because the taxes had not been paid. The City redeemed the property at a cost of $5, 120 which included back taxes, interest and penalty. O.J. Keiper, owner of the building, was served notice of the assignment to the City of Waterloo. According to State Code, Mr. Keiper could have redeemed the property prior to January 28, 1986. He did not redeem; therefore, the City was given a deed to the property. The City's ownership of the property is further complicated by the lease arrangements of the tenant. Mr. Keiper had leased the building to the former owner of Foxy's Bar. He in turn subleased the building to the current owner, Garrett DeBoer. Mr. DeBoer did not know of the situation of the unpaid taxes. The City Attorney's staff has stated that they do not feel that the City is bound by the lease between Mr. Keiper and the first tenants; therefore, a new lease had been negotiated with the current tenant. The lease is a month to month lease with either party able to terminate the agreement with the tenant giving a thirty-day notice and the City giving a sixty-day notice of termination. Members of the Committee expressed concern about the City owning a liquor establishment and the ensuing liabilities that could result from our ownership. The liability that the City could incur should someone sustain damage from the premises was discussed. Without knowing the exact circumstances, Donna Lesyshen, Assistant City Attorney, stated that it would be hard to predict the City's liability. She stated that the current insurance that the City carries was adequate protection to undertake the ownership of this building. It was moved by Lichty, seconded by Angel that this item be referred to the Council with no recommendation for final action. Motion carried. With no further business before the Committee, the meeting was adjourned. Michelle Temeyer Deputy Clerk/Auditor BUILDING & GROUNDS OOMMMEE MINUTES January 27, 1986 4:45 p.m. Large Conference Room Members present: Chairperson Wright, Lichty, Angel Chairperson Wright announced that several items had been added to the agenda including under New Business: No. 7, improvements to workshop at MVPF and No. 8, refurbishment of Mayor's Office. It was moved by Lichty, seconded by Angel that the agenda, as amended, be approved. Motion carried. Chris Harshbarger, Executive Director of Hawkeye Valley Area Agency on Aging, requested authority to renovate a portion of the East Side Library. They are requesting that the basement area known as the Children's Library be remodeled to house the Transportation Staff within the agency. With the renovation, there would be no changes made to the structure of the Library but merely enhancement of the area. Approximate costs would be $10,000 which would include carpeting and the necessary decor. They are asking that permission be granted to this renovation without an increase in the lease price and that the improvements be deducted from the $12,000 debt that the agency currently holds with the City. This debt originated when the City issued $150,000 of General Obligation Bonds for the renovation of Sac's On 7th. In addition to that $150,000, a $12,000 grant was to be extended to the agency. During an audit of the City approximately two years ago, it was found that the $12,000 had been listed as a loan to the agency instead of a grant; therefore, he was requesting the disposition of the $12,000 in this manner. It was moved by Angel, seconded by Lichty that said request for renovation be approved and that the lease agreement be referred to the Council. Motion carried. The next item was discussion of the former Ellis Hotel. Jim Curran reported that the building was tagged as dangerous in November, 1985. In order to protect the public from falling glass and debris, a barricade snow fence had been put around the building on City sidewalk. He was now asking for direction so that legal proceedings could begin to have the structure demolished. Don Temeyer, Planning and Development Director, stated that initial conversations have taken place with 0. J. Keiper, owner of the building to either negotiate a settlement or obtain a court order to demolish. Several types of funding could be used to tear down the building including Community Development Block Grant Funds, money from the Waterloo Redevelopment Authority, the Rath money or Tax Increment Financing money. The liability of the City is great and everyone agrees that something must be done. The question is haw will it be financed. Assistant City Attorney, Donna Lesyshen, stated that work with Mr. Keiper will continue. Randy Pilkington, Director of the Waterloo Redevelopment Authority, stated that his organization supported the demolition of the building. It has deterred development in the downtown area. Several nearby property owners expressed their support for the demolition of the building including Mary Charles of Pitze's, Inc. and others. Chairperson Wright stated why ordinances of the City could not be enforced prior to the time a building gets in such bad condition. No action was taken on this matter. The following bids were reviewed for the purchase of a gas unit heater for the Street Department: Gubbels Heating $1 ,581 .00 Lentz Heating $1 ,812.25 Woolsey Heating $1 ,894.00 Young Heating $2,245.00 Fereday Heating $2, 163.00 BUILDING & GROUNDS WNMI'rrEE MINUTES PAGE TWO It was the recommendation of the Heating Inspector that the low bid of Gubbels Heating be approved. He also stated that this is an emergency repair as no heat is currently available to the repair area of the Street Department. It was moved by Angel, seconded by Wright that the Building and Grounds Committee recommend to the Finance Committee approval of this expenditure. Motion carried. Jim Boesen, Heating Inspector, stated that the boiler that heats the office area in the Street Department is no longer in working condition. Due to this emergency, he requested the Building and Grounds Committee authorization to take bids on an energy-efficient furnace. It was moved by Angel, seconded by Lichty that authorization be granted as requested and that this item be referred to the Finance Committee for approval. Motion carried. Division Chief Frank Magsamen presented to the committee some pro- posed energy-saving modifications to Fire Station No. 1 . They included ceiling insulation and insulated panels in the windows. Total cost of the expenditure is $2,349.60. This cost could be recovered in approximately 2.4 years. The Fire Department Personnel would be doing the work involved in this project. Additionally, he presented energy improvements to each of the substations with a 2 1/2 year recovery of the initial investment. The total costs for the four stations would be $4,782.80. It was moved by Lichty, seconded by Angel that the approval to these renovations be approved and referred to the Finance Committee for approval. Motion carried. Larry Burger, Clerk/Auditor, stated that he along with Eric Thorson, City Engineer, Jim Boesen, Heating Inspector, and Jim Curran, City Building Official had met to determine the needs of City Hall for energy conservation measures. With the use of an energy audit prepared by Stenson-Warm-Grimes-Port Architects, Inc. , the following recommendations were being forwarded to the committee for their review: IMPROVEMENT COST PAYBACK 1 . Install fluorescent fixtures in the hallway lobby and jail corridors $ 3,519 1 .7 yrs. 2. Replace all single-paned windows in City Hall with 7/8" insulated glass $ 48,500 10 yrs. 3. Revise the HVAC controls in City Hall $ 25,000 2.6 yrs. 4. Install time clocks on all water coolers to reduce usage within City Hall $ 150 3.3 yrs. 5. Install a new boiler burner for more efficiency at less gas usage $ 5,000 3.9 yrs. 6. Install double-glazed windows and insulating panels in the jail area $ 8,386 9.9 yrs. 7. Install controls in the individual offices to control the needs for heat throughout City Hall $ 12,000 2 yrs. TOTAL $102,555 Mr. Burger stated that as each modification is prepared and ready for bid letting that the Finance Committee would be also advised. It was moved by Angel, seconded by Lichty that the proposed improvements for City Hall as presented be approved. Motion carried. BUILDING AND GROUNDS ODMMITTEE MINUTES PAGE THREE The refurbishment of the Mayor's office was brought to the floor for discussion. Improvements include repainting, recarpeting, refinishing the desk, and new blinds for the windows. The cost of these improvements would be taken from the insurance line item within the Mayor's budget. He will not be using City insurance; therefore, this money is available for other uses. It was the recommendation of the Committee to recommend to the Finance Committee that these improvements be approved. Motion carried. The Superintendent of the Motor Vehicle Parking Facilities requested authorization to purchase materials to complete the workshop at the Conway Vicinity Parking Ramp. Meters are currently repaired at the old workshop at the West Side Ramp but due to the malfunction of a furnace, a new workspace must be found. The amount needed to complete the new shop is $1 ,199.75. It was moved by Angel, seconded by Lichty that the repairs as requested be recommended to the Finance Committee for approval. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor