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Home My WebLink AboutCouncil Packet - 1/9/2017THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, REGULAR SESSION TO BE HELD AT THE HAROLD E. GETTY COUNCIL CHAMBERS Monday, January 9, 2017 5:30 PM CITY OF WATERLOO GOALS 1. Support economic development efforts that attract, retain and create quality jobs resulting in a diverse economic base and increased population. 2. Continue to support implementation of the Downtown Master Plan. 3. Facilitate and promote the development of housing options to meet the needs of current and future Waterloo citizens. 4. Develop a customer -centered service delivery approach. 5. Seek additional opportunities to share services and resources with other government entities. 6. Collaborate with statewide elected officials to reduce the burden on local property taxes. 7. Address the changing public workforce needs in Waterloo. 8 Enhance and protect a diverse, family-oriented community where neighborhoods are safe and well maintained. 9. Enhance the quality of place opportunities for the citizens of our community. General Rules for Public Participation 1. At the chair/presider's discretion, you may address an item on the current agenda by stepping to the podium, and after recognition by the chair/presider, state your name, address and group affiliation (if appropriate) and speak clearly into the microphone. 2. You may speak one (1) time per item for a maximum of five (5) minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office you may speak one (1) time per item for a maximum of three (3) minutes. 3. If there is a hearing scheduled as part of an agenda item, the chair/presider will allow everyone who wishes to address the council, using the same participation guidelines found in these "general rules". 4. Although not required by city code of ordinances, oral presentations may be allowed at the chair/presider's (usually the Mayor or Mayor Pro Tem) discretion. The "oral presentations" section of the agenda is your opportunity to address items not on the agenda. You may speak one (1) time for a maximum of five (5) minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office a speaker may speak to one (1) issue per meeting for a maximum of three (3) minutes. Official action cannot be taken by the Council at that time, but may be placed on a future agenda or referred to the appropriate department. 5. Keep comments germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 4:00 p.m. on Monday of the day of the City Council meeting to appear before the City Council (may also register by phone). Registered speakers will be given first priority. Page 1 of 152 Roll Call. Prayer or Moment of Silence Rev. Jae Hee Lee of St. Paul's United Methodist Church Pledge of Allegiance Daniel Trelka, Chief of Police Agenda, as proposed or amended. Minutes of January 3, 2017, Regular Session, as proposed. Proclamation declaring January 2017 as National Mentoring Month. Proclamation to Join in National Observance of Dr. Martin Luther King, Jr.'s Birthday January 16, 2017. Swearing in of three (3) Waterloo Fire Rescue Fire Recruits. Greg Freshwater, Kyle Wilkins and Andy Dahlhauser. ORAL PRESENTATIONS Iowa Code Chapter 21 gives the public the right to attend council meetings but it does not require cities to allow public participation except during public hearings. The City of Waterloo encourages the public to participate during the Oral Presentations by following the rules listed on the front of the agenda. 1. Consent Agenda: (The following items will be acted upon by voice vote on a single motion without separate discussion, unless someone from the council or public requests that a specific item be considered separately.) A. Resolution to approve the following: 1. Bills Payment, Finance Committee Invoice Summary Report, a copy of which is on file in the office of the City Clerk. 2. Resolution setting date of public hearing as January 23, 2017, to approve a request by Bertha Johnson, to purchase the home at 1420 Byron Avenue, in the amount of $5,000, and approve Development Agreement. Submitted By: Noel Anderson -Community Planning and Development Director 3. Resolution preliminarily approving specifications, bid documents, etc., and setting the date of bid opening as January 26, 2017 and the date of public hearing as Page 2 of 152 February 6, 2017, for Turf Maintenance Equipment, and instruct City Clerk to publish notice. Submitted By: JB Bolger, Golf & Downtown Area Maintenance Manager 4. Resolution approving preliminary plans, specifications, form of contract, etc., and setting date of bid opening as February 2, 2017, and date of public hearing as February 6, 2017, for the FY2017 Permeable Alley, Contract No. 905, and instruct City Clerk to publish notice of plans, specifications, form of contract, etc. Submitted By: Phil Schuppert, Stormwater Specialist 5. Cancellation of special assessments for properties listed on Exhibit A and authorize City Clerk to notify Black Hawk County Treasurer of said cancellations. Submitted By: Kelley Felchle, City Clerk B. Motion to approve the following: 1. TRAVEL REQUESTS a. Steven Hoambrecker, Director Waste Management Services Class/Meeting: 2017 Iowa Water Environment Association Destination: Ankeny, IA Dates: Jan 31 - Feb 1, Amount not to exceed: $335.00 2017 2. LIQUOR LICENSES a. Liquor & Tobacco Outlet, 2844 University Avenue Class: B Wine / C Beer / E Liquor Renewal Application Includes Sunday Expiration Date: 1/31/2018 b. HyVee Gas #2, 2221 Logan Avenue Class: C Beer Renewal Application Includes Sunday Expiration Date: 1/2/2018 c. Hampton Inn, 2034 LaPorte Road Class: Special C Liquor Renewal Application Includes Sunday Expiration Date: 1/31/2018 d. Chilito's Mexican Bar & Grill, 441 E. Tower Park Drive Class: C Liquor Renewal Application Includes Sunday Expiration Date: 10/28/2017 e. XO Food & Liquor, 428 Franklin Street Class: B Wine / C Beer / E Liquor Renewal Application Includes Sunday Expiration Date: 12/14/2017 3. Motion to approve Application for Fireworks Display at the Cattle Congress on January 21, 2017 from 9:15 pm - 11:15 pm in conjunction with the Hairball Page 3 of 152 Concert. Submitted By: Kelley Felchle, City Clerk 4. Motion to approve Cigarette/Tobacco/Nicotine/Vapor Permit Application for King Star, 2035 E. Mitchell Avenue. Submitted By: Kelley Felchle, City Clerk PUBLIC HEARINGS 2. Opportunity to be heard regarding the sale of certain tracts of land formerly being portions of West San Marnan Drive, located adjacent to Sunnyside Country Club. Motion to receive and file proof of publication of notice of public hearing on an opportunity to be heard. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Submitted By: Noel Anderson, Community Planning & Development Director RESOLUTIONS 3. Resolution approving an agreement with MidAmerican Energy Company for electrical distribution services along Wagner Road, in an amount of $2,750.44, and authorize the Mayor to execute the same. Submitted By: Noel Anderson -Community Planning and Development Director 4. Resolution adopting the Record Retention Manual for Iowa Cities as the records retention schedule of the City of Waterloo, Iowa and establishing electronic imaging and destruction of records. Submitted By: Kelley Felchle, City Clerk 5. Motion approving Change Order No. 1 for a net decrease of $132,347.44 for the F.Y. 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and authorize the Mayor and City Clerk to execute said document. Submitted By: Wayne Castle, PLS, PE, Associate Engineer 6. Resolution approving completion of project and recommendation of acceptance of work for work performed by Midwest Concrete, Inc., of Peosta, Iowa, at a total cost of $214,776.00, for the F.Y. 2017, Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and receive and file two-year maintenance bond. Submitted By: Eric Thorson, PE, City Engineer 7. Resolution approving Supplemental Agreement No. 2, with AECOM of Waterloo, Iowa, in the maximum amount payable of $34,000.00, for construction related services, for the FY 2016 West 2nd, Cedar and West 3rd Streets Improvements, Contract No. 912, and authorize Mayor to execute said document. Submitted By: Jamie Knutson, PE, Associate Engineer 8. Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with the FY 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909. Page 4 of 152 Submitted By: Wayne Castle, PLS, PE, Associate Engineer ORDINANCES 9. Ordinance amending the Code of Ordinances by repealing Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property; and enacting in lieu thereof a new Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property. Motion to receive, file, consider and pass for the first time, an ordinance amending the Code of Ordinances by repealing Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property; and enacting in lieu thereof a new Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property. Motion to suspend the rules. Motion to receive, file, consider and pass for the second and third times and adopt said ordinance. Submitted By: Aric Schroeder, City Planner 10. An Ordinance Amending the 2008 Traffic Code by adding Subsection (130a), Iowa Hwy 21, (Hawkeye Road), at Shaulis Road, A Full Actuated Push Button Pedestrian Signal, to Section 540, Obedience to Official Traffic -Control Devices. Motion to receive, file, consider and pass for the second time an Ordinance amending the Code of Ordinances by amending the 2008 Traffic Code by adding Subsection (130a), Iowa Hwy 21, (Hawkeye Road), at Shaulis Road, A Full Actuated Push Button Pedestrian Signal, to Section 540, Obedience to Official Traffic -Control Devices. Motion to suspend the rules. Motion to consider for the third time and adopt said ordinance. Submitted By:Sandie Greco, Traffic Operations Duperintendent ADJOURNMENT Motion to adjourn. Kelley Felchle City Clerk MEETINGS 4:50 p.m. Ordinance Committee, Harold E. Getty Council Chambers 5:00 p.m. Boards & Commissions Committee, Harold E. Getty Council Chambers 5:05 p.m. Human Resources Committee, Harold E. Getty Council Chambers 5:10 p.m. Finance Committee, Harold E. Getty Council Chambers Page 5 of 152 CITY OF WATERLOO Council Communication Minutes of January 3, 2017, Regular Session, as proposed. City Council Meeting: 1/9/2017 Prepared: REVIEWERS: Department Reviewer Action Date Clerk: Office ll9ig lhy, Nancy Approve( D/41/20 "/ ... ATTACHMENTS: Description DI Minutes or i/3/ Submitted by: Submitted By: Type C U a.tern Page 6 of 152 January 3, 2017 The Council of the City of Waterloo, Iowa, met in Regular Session at Harold E. Getty Council Chambers, Waterloo, Iowa, at 5:30 p.m., on Tuesday, January 3, 2017. Mayor Quentin Hart in the Chair. Roll Call: Present: Morrissey, Lind, Amos, Schmitt, and Welper. Absent: Jacobs and Powers. Prayer or Moment of Silence. Pledge of Allegiance: Noel Anderson, Community Planning and Development Director. 146911- Welper/Amos that the Agenda, as proposed, for the Regular Session on Tuesday, January 3, 2017, at 5:30 p.m., be accepted and approved. Voice vote -Ayes: Five. Motion carried. 146912- Welper/Amos that the Minutes, as proposed, for the Regular Session on Monday, December 19, 2016, at 5:30 p.m., be accepted and approved. Voice vote -Ayes: Five. Motion carried. Mayor Hart recognized Dustin Lindaman as the 2016 Team Member of the Year. ORAL PRESENTATIONS Mr. Morrissey questioned the timing for council input. Mayor Hart responded Oral Presentations would be the appropriate time for a council member to speak. David Dryer, 3145 W. 4th Street, questioned the schedule for public hearings regarding University Avenue construction, how council agenda items are chosen for discussion and action without consulting with consultation or input from citizens. Mayor Hart responded that Mr. Dryer has had the opportunity and continues to have the opportunity to let the council know what is in his heart and on his mind and encouraged Mr. Dryer and the community to continue to communicate with the at large council representatives to be assured they are listening to his voice. Eric Thorson, City Engineer, responded they have met with AECOM regarding the proposed construction on University Avenue and anticipate additional meetings in February and that the meetings will be well publicized beforehand. Mayor Hart stated starting with the new year he would like to give council members an opportunity to speak during oral comments to give presentations on their activities/meetings to let the public know what the members are working and having discussions on. 146913 - Welper/Amos Page 7 of 152 Page 2 that the above oral comments be received and placed on file. Voice vote -Ayes: Five. Motion carried. CONSENT AGENDA 146914 - Welper/Amos that the following items on the consent agenda be received, placed on file and approved: a. Resolutions to approve the following: 1. Resolution approving Finance Committee Invoice Summary Report, dated January 3, 2017, in the amount of $4,643,749.73, a copy of which is on file in the City Clerk's office, together with recommendation of approval of the Finance Committee. Resolution adopted and upon approval by Mayor assigned No. 2017-01. 2. Resolution approving preliminary specifications, bid document, form of contract etc. and setting date of bid opening as January 12, 2017 and date of public hearing as January 17, 2017, for the purchase of two (2) pickup trucks, for the Building Inspections Department, and instruct City Clerk to publish said notice. Resolution adopted and upon approval by Mayor assigned No. 2017-02. 3. Resolution approving preliminary, specifications, bid document, form of contract etc. and setting date of bid opening as January 19, 2017 and date of public hearing as January 23, 2017 for the purchase of six (6) police patrol vehicles and instruct City Clerk to publish said notice.. Resolution adopted and upon approval by Mayor assigned No. 2017-03. 4. Resolution naming financial institution depositories for the City of Waterloo, Iowa and rescinding resolution 2016-002 in its entirety. Resolution adopted and upon approval by Mayor assigned No. 2017-04. b. Motion to approve the following: 1 a. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed P.O. Bush Midwest Counter Drug Training Center Highway Drug Investigations for Patrol Johnston, IA January 18- 20, 2017 $155.00 Page 8 of 152 b. c. 2. a. Page 3 Steve Isenhower, ICT Acting Programmable Controllers using Cedar Rapids, IA 01/30/2017 810.00 Foreman and John RSLOGIX Software Re -Appointment Matt Rolinger Cultural & Arts Hyman, ICT Re -Appointment Tom Wickersham Cultural & Arts 12/31/2019 Matthew Chesmore Lead Inspector/Risk Assessor Des Moines, IA February 2- 3, 2017 $650.00 Recertification Training Approved Beer, Liquor, and Wine Applications Name & Address of Business Class New or Renewal Expiration Date Includes Sunday SingleSpeed Brewing Co., 325 Commercial Street C Liquor / Brew Pub / High Proof Brew Pub w/Outdoor Service New 12/31/2017 X 3. Mayor Hart's recommendation of the following appointments: Appointee Board/Commission Expiration Date New or Re - Appointment Cheryl Banks Ferguson Cultural & Arts 12/31/2019 Re -Appointment Matt Rolinger Cultural & Arts 12/31/2019 Re -Appointment Tom Wickersham Cultural & Arts 12/31/2019 Re -Appointment Steve Carignan Cultural and Arts Commission 12/31/2019 New Appointment Roll call vote -Ayes: Four. Abstain: Mr. Welper for $80.00 in the bill payments. Motion carried. RESOLUTIONS 146915 - Schmitt/Welper that "Resolution approving a Hotel/Motel grant application to the Waterloo Convention and Visitors Bureau in an amount of $12,000, to add two (2) scoreboards to the SportsPlex gymnasium, and authorize Mayor or City Clerk to sign all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. David Dryer, 3145 W. 4th Street, questioned the need for scoreboards at the SportsPlex and why grant monies couldn't be used somewhere else to the benefit of taxpayers. Paul Huting, Leisure Services Director responded that each court needs an additional scoreboard and the hotel/motel grant monies are being requested as the events at the SportsPlex generate tourism. Resolution adopted and upon approval by Mayor assigned No. 2017-05. Page 9 of 152 Page 4 146916- Schmitt/Welper that "Resolution approving acceptance of Community Foundation of Northeast Iowa grant in the amount of $15,508.00 for Waterloo's Ash Tree Replacement Project and authorize Mayor to sign all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2017-06. 146917 - Schmitt/Welper that "Resolution approving a one month extension to the Memorandum of Agreement with Waterloo Community School District to extend technical and professional services in the operation of the Waterloo Educational Access Channel", be adopted. Roll call vote -Ayes: Five. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2017-07. 146918 - Morrissey/Amos that "Resolution approving amendment to the 2008 Traffic Code, Resolution No. 2004-746, Section 310 Prohibited Parking During Snow Removal; Priority I Streets by adding University Avenue from Hwy 63 to Midway Drive", be adopted. Roll call vote -Ayes: Five. Motion carried. David Dryer, 3145 W. 4th Street, questioned why this was being considering this is currently emergency, parking only. Sandie Greco, Superintendent of Traffic Operations & Parking Maintenance, responded the amendment is a formality to add this section of street to the priority streets list so that during snow removal it is a designated no parking street. Resolution adopted and upon approval by Mayor assigned No. 2017-08. 146919 - Morrissey/Amos that "Resolution approving the Amendment to Development Agreement with Avita Developments, LLC, and the City of Waterloo, to change the wording for how the incentives are awarded in the agreement, to allow for better ability for leasing of premises, and authorize the Mayor and City Clerk to sign and fully execute all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. David Dryer, 3145 W. 4th Street, questioned why the city is hiring outside sources to write lease agreements. Noel Anderson, Community Planning and Development Director, responded that this resolution changes the how the Tax Increment Finance incentives in the agreement are awarded, with no additional cost to the city. Resolution adopted and upon approval by Mayor assigned No. 2017-09. 146920 - Morrissey/Amos Page 10 of 152 Page 5 that "Resolution approving an Agreement with Avita Developments, LLC, and City of Waterloo to reword how incentives are paid for project at 2413 West Ridgeway Avenue, and authorize Mayor and City Clerk to sign and fully execute all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. David Dryer, 3145 W. 4th Street, questioned why the city is hiring outside sources to write lease agreements. Noel Anderson, Community Planning and Development Director, responded that this resolution changes the how the Tax Increment Finance incentives in the agreement are distributed, with no additional cost to the city. Resolution adopted and upon approval by Mayor assigned No. 2017-10. 146921 - Lind/Amos that "Resolution approving Amendment to Development Agreement and Minimum Assessment Agreement with N & S Property, LLC and City of Waterloo to add three (3) years, at 50% tax rebates, to the original agreement, and raise the value from $700,000 to $800,000, and authorize the Mayor and City Clerk to sign and fully execute all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. David Dryer, 3145 W. 4th Street, asked the council to identify N & S Properties, LLC, why the incentives are being increased and why the city is hiring outside economic development firms when the city has economic development staff to develop these agreements. Mayor Hart stated there is a difference in tax relief with regards to population versus economic development. Mayor Hart explained the city is 25 million dollars ahead of where they were last year and that he has been invited, by the Governor, to the capital to report on the redevelopment and the recreation of the City of Waterloo. Noel Anderson reported that N & S Properties is the name of the LLC that will be franchising the Harold's Chicken on Franklin Street. Anderson responded the developer has invested money in finishing the building space, increasing the taxable value of the property from $700,000 to $800,000 allowing for the additional rebates. Noel Anderson continued the franchise will offer thirteen jobs, opening February 2, 2017. Mayor Hart explained the Harold's Chicken franchise is not only investing money in the community, but they will also be providing a requested and needed food service along with offering employment opportunities. Hart stated the area has been turned from blighted abandoned buildings into an opportunity for partnerships and development of the community. Dryer commented the city is putting economic development monies into construction of buildings and not employment and jobs. Mr. Lind commented that he was happy to see the number of jobs was reported and that this should be done on all development agreements. Lind requested information on the capital investment the company is making when these agreements are developed. Page 11 of 152 Page 6 Mayor Hart stated the investor is a Waterloo native and his goals are to develop blighted areas of the neighborhood he grew up in and bring opportunities to that area. Mayor Hart is hoping to use this development as a model for other blighted areas in the community. Mr. Schmitt questioned if this space was not part of the original agreement; if the business that left that space is seeing a decrease in incentives that may have been offered to them originally and if the council is setting precedence by increasing the incentives in this case. Noel Anderson reported as this portion of the building, one-third, was not a finished space during the construction of the space, the assessor agreed, when the space was finished, any increased value in the building would also allow for an increase in incentives to the developer of that space. Mr. Schmitt questioned other strip malls of this type being developed and additional incentives being offered. Noel Anderson responded if those building were built with unfinished space and additional taxable value was added by finishing the space when developed, then other incentives might be offered, but that there weren't many buildings being constructed with unfinished space. Mr. Lind commented again that he would like to see indications as to the number of quality jobs created and maintained through economic development. Forest Dillavou, 1725 Huntington Road, questioned if the three years at 50% is on the total $800,000 or just in the $100,000 increase in value. Noel Anderson responded the rebate would be on the $800,000. Mr. Lind questioned how far along is the city into the original agreement. Noel Anderson responded he would research and provide those numbers to Mr. Lind. Resolution adopted and upon approval by Mayor assigned No. 2017-11. 146922 - Lind/Amos that "Resolution approving the FY 2017, (first two quarters), Economic Development Grant to Greater Cedar Valley Alliance, for work towards economic development, in the amount of $24,250, and authorize the Mayor and City Clerk to execute all necessary documents", be adopted. Roll call vote -Ayes: Five. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2017-12. ORDINANCES 146923 - Amos/Welper that "an Ordinance amending the 2008 Traffic Code by adding Subsection (130a), Iowa Hwy 21, (Hawkeye Road), at Shaulis Road, A Full Actuated Push Button Pedestrian Signal, to Section 540, Page 12 of 152 Page 7 Obedience to Official Traffic Control Devices", be received, placed on file, considered and passed for the first time. Roll call vote -Ayes: Five. Motion carried. OTHER COUNCIL BUSINESS 146924 - Lind/Amos that motion to approve change order for adding, Americans With Disabilities Act, (ADA) push buttons to Iowa Hwy 21-Shaulis Road Intersection Signals, in the amount of $1,017.50 or 50% of the total cost. TSF -21-6(8)--92-07 Traffic Signals at Iowa Hwy 21-Shaulis Rd. - Waterloo, be received, placed on file and approved. Voice vote -Ayes: Five. Motion carried. ADJOURNMENT 146925 - Morrissey/Welper that the Council adjourn at 6:10 p.m. Voice vote -Ayes: Five. Motion carried. LeAnn M. Even Deputy City Clerk Page 13 of 152 CITY OF WATERLOO Council Communication Proclamation declaring January 2017 as National Mentoring Month. City Council Meeting: 1/9/2017 Prepared: 12/20/2016 REVIEWERS: Department Mayor Office Clerk Office Mayor Office Clerk Office Mayor Office Clerk Office Reviewer Westphal„ Michelle Even, n Westplhaj Michelle Even, n Westplhaj Michelle E•ven, n Action pproved Rejected pproved Rejected pproved .Approved ATTACHMENTS: Description Type D P.rociamation. Mentoring Month. 2017 Cover Memo Submitted by: Submitted By: Mayor Quentin Hart Date 12/20/2016 9:17 .A.M 12/29/2016 10:56 .A.M 12/29/2016 10:58 .A.M 1/1./2017 10:53 .A.M 1/4/2017 11:10 .A.M 1/4/2017 11:13 AM. 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City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Mayor Office Westphal:, Michelle Approved I/4/2017 - 2:06 PM Clerk, OtTice Felchle, Kelley Approved l /4/20 l 7 - 3:40 PM ATTACHMENTS: Description Type DI Proclamation MLK Birthday 20 Cover Memo Submitted by: Submitted By: Mayor Quentin Hart Page 16 of 152 11111111 11 111111111111111111111 v -Lug Saunuur jo Sup tp6 9qpxijj q o oopalvm jo Amp atp jo !Ea tp past= puu autuu Stu pagposqns olunaaaq anut! gjOglivinfik ANOWLISAL NI -JO 2a! puu sq jo iouoq u! ‘q Saunute 'Spuns smlonbuull i urj aatpwi! wpm' a arp %awning ‘sapinpan puu stuua2oid aapias puu Smunturaoa `a!mo alemdoaddu tp!At Sup atp anaasqo atuartooto puu `GIOZ '91 Saunuur ‘SupuoN uo Suptp.mq vat tu!N amprri upauw uj jo aouunaasgo Tettopuu atp u! uiof o °Naomi& jo suazmajp uodn gua Swim! op ‘oopolum jo £3i otp jo aoSulAi 'pm upuan6 lap jaamiL 'MON -papadsaa 9 uosaod Juana jo Smuutung puu Small) alp uatim Sup alp aoj Naom 03anupuoa At S132umova3 SAUDI •aa lno an!! sn .saatpo oao!naas q2noarp ssaupum jo slau 2u!tuaopad Sq Lomax sq nuagalao 03 gu auanootoi ‘Supip.mg s,2uprau aniasgo am siir puu !sutualp apt!3 azgraa o paiamodtua aau suazgo gu put lusaamun s! 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'am jo sald!oimad 2uipunoj sm 03 dn atm! 03 uopEN ano U0paguo pug aaloulutio uuoparay jo Itramtoo atp 2tquatpuaa3s o3ajg 9q polo/tap 2u!m put tpuu! luaa2 9tp SS0.13U suRapatuy EI 03 spua xa aspuoad s,Ltlunoo ano Imp 2u!ansuo 03 samasano mtutuolaa puu *On% aq qamm Jo.; swap! atp lognormal qtrolaatuy luaa s!tp Jo Sou2a! 2tipsul atp aouoq aAt ‘SuplloH ivaapaj •If tu!rm upiuTAT atp up •uo!slA Jo Smaria puu `aawas ‘dmsaapual sq q2noatp ionaioj uopuN ano pauugo "if tuN aarpnri upacw -au NOLLVWV'13011c1 WAXAT gnrrrUnT wu 1f 1 TV SYS8311/4 Virnafta CITY OF WATERLOO Council Communication Swearing in of three (3) Waterloo Fire Rescue Fire Recruits. Greg Freshwater, Kyle Willdns and Andy Dahlhauser. City Council Meeting: 1/9/2017 Prepared: 1/3/2017 REVIEWERS: Department Reviewer Action Date Z.escue Treloar, Pat approved 1/3/2017 2:47 P 1, Q:.,eAnn. Appr1/1/201.7 1.2:37 P SUBJECT: Submitted by: Summary Statement: Swearing in of three (3) Waterloo Fire Rescue Fire Recruits. Greg Freshwater, Kyle Wilkins and Andy Dahlhauser. Submitted By:Pat Treloar, Chief of Fire Services WFR has three new firefighters that have completed training and we would like to introduce them, and have Mayor Hart swear them in. The three new recruits are: Greg Freshwater, Kyle Willdns, and Andy Dahlhauser. Background Information: Clerk's Office to supply oath to Mayor's office. Page 18 of 152 CITY OF WATERLOO Council Communication Resolution setting date ofpublic hearing as January 23, 2017, to approve a request, by Bertha Johnson, to purchase the home at 1420 Byron Avenue, in the amount of $5,000, and approve Development Agreement. City Council Meeting: 1/9/2017 Prepared: 12/28/2016 REVIEWERS: Department inning(Zo Reviewer Schroeder, Arnc E en ATTACHMENTS: Description a Detailed Report a Development Agreement SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Legal Descriptions: Action Approved Approv Type Date P4/20 "7 Q :5> AM P4/20 "/ 12:341 PM Resolution setting date ofpublic hearing as January 23, 2017, to approve a request by Bertha Johnson, to purchase the home at 1420 Byron Avenue, in the amount of $5,000, and approve Development Agreement. Submitted By: Noel Anderson -Community Planning and Development Director Recommendation of approval of the sale with Development Agreement and $10,000 Performance Bond or Cash. The property was acquired by the City of Waterloo through Iowa Code 657A in August of 2016. Staff and the Building Official visited the site and determined that the structure is sound enough for rehabilitation. Ms. Johnson has indicated that the home would be rented upon completion. N/A N/A Dilapidated housing/Housing Rehab Demolish Russell Heights Lot 7, Block 1 Page 19 of 152 12/28/2016 Printable Map Output Parcel ID: Deed Haider: Parcel Address: Meatusm's Black Hawk County Parcel Map ;913-36-151-003 ITY OF WATERLOO,..,.... ... ... 1420 BYRON AV, WATERLOO, IA 50702 hospital airport Rrodapt parks_ parks twos. Rsllraada Townships Sections Wales Parrot's HlphtaolhWay Township City Lbws aa&lroad_dhn 07.1110 9neddial wmt.rn.m._ paro®IAlns wisdoms._ Asraal Pholom Bluth Hawk Co. 6� " HAWTHORNE AVE«,.rvl atk ^Vlu"QitllYI�1 1 ; SUM e*oe$1Md I V��:ffrt 11;;rt4rere; .ei 4 1 Ij 1 r ! lip BYONA'E.r,")ItNlul""1,,)Pa p7 ENNY 'Back Hawk County, Iowa 16 East 5th Street alerloo, Iowa 50703-4774 hone: (319) 833-3002 • ax: (319) 833-3070 • -mail:audil+:aR'itrr.r.a.black..Na mw 11992, 2001 EMI Inc. ll :p�' ap t]isclaimer: This map does not represent a survey, No liabitily is assumed for the ccuracy of the data delineated herein, either expressed or imp ied by Black Hawk County, he Black Hawk County Assessor or their employees, This map is compiled from official ecords, including plats, surveys, recorded deeds, and contracts, and only contains nformation required tor local government purposes. See the recorded documents for more etailed le all information. Page 20 of 15 12/28/2016 Black Hawk County Detailed Parcel Report BLACK HAWK COUNTY REAL ESTATE ASSESSMENT AND TAX INFORMATION Parcel ID Deed Holder Tax Mail to Address CITY OF WATERLOO 715 MULBERRY ST PDF No. Map Area Contract Buyer ATTN: FINANCE DEPARTMENT 4 CWTLO-06 I WATERLOO, IA 50703-0000 8913-36-151-003 Pro•ert Address 1420 BYRON AV WATERLOO, IA 50702-2339 CITY OF WATERLOO Current Recorded Transfer Date Drawn Date Filed Recorded Document 8/31/2016 9/1/2016 017 004299 SALES None BUILDING PERMIT Date 10/4/1999 Number WA HA 1244 mount t651 Reason Misc 2016 100% alue axable alue ;9,116 Land 16,010 Land ASSESSED VALUES/CREDITS Class R Multi -Residential Land 0 Dwelling 68,080 Building Multi -Residential Land Class R Dwelling 'Building 38,764 84,090 0 otal 7,880 100% Land Multi -Residential Land alue 0 axable alue Multi -Residential Land DweilinBuildin. otal Acres 68,080 0 84,090 0 Dwelling Building Total 37,870 0 46,776 Class 100% Land Value 16,010 Taxable Value Multi -Residential Land 0 Multi -Residential Land Dwellin' Buildin• otal Acres 64,300 _..._ ._...._.__..� ._. .__. 0 80,310 0 Dwelling 35,837 44,760 TAX INFORMATION ASSESSMENT YEAR 2015 PAYAB Tax District 40001 Gross Value Cor t 84,090 Nocorp Taxable Value 46,776 Disabled Veteran Credit Military Exemption Levy Rate 40.78414 0 0 f u, ter, Property Tax Relief Ag Credit Credit Gross Tax 1,907.72 0.00 $1,908.00 Business Property Tax redit 0.00 LEGAL LAND http://www2.co.black-hawk.iauslwebsite(bhrnaplbhRepDet.as p?apn=891336151003 Page 21 of 15 12/28/2016 Front Foo / Owner OC 'ed IMPAM1,110,1,61,10.1Mblin, otal Rooms Above men B sement Full Foundation U1WW121.1.111.6=111.1911L11143900,14,,...10M.0.010911..1,1 411..91.160,MOIBAL.WeirOlaW.Webt., C Blk Exterior Walls ear Built 1950 ---- 1.1.6111.111W1 rea Black Hawk County Detailed Parcel Report DWELLING CHARACTERISTICS IS e 0 ! Fram Heat y , I Total Livinu Area 1 140 720 AMAINAIVIN 0 0 al IMMIENE1.1..11.2411i Nome n mum rmummlaMN raMVAIMan e Rooms Below es flv Bedrooms Above 2 ABWOUSAMINEAREARC 1,...10,1170.111"M !tl,d,111E Basement Finished Area MAILKOZOVERMY.17.01.1.10.T.I.MAIgEtITIFIT7,104.710.27WW,IMMITAMMP 350 in OM 11,1TVIIIP,H, Roo s.h / Gable Non -Base Heating MOM Addtions A MEM Inn Floor/ all Cl 'k IOW c.. ear Built 11t1979 '1101101 lulL,Vall mum= owea ATA 11,,,,11,,PARY111,1, slANSASIESINSA SISOASISSo, Plumbing St 1 Full Bath 1 Toilet Room 1 MtI Stall Shower ear Built St le 1950 tt Frame IN IN 0 e ANSAAMIA1 Story F hAll BMA, I 10 An, 0 ftic 1/2 Finished w m miN WEVIEMINMEINIEREMI ed'rooms Belo 1114116019111YESM No Basement Floor WM•199T1 rfflIMPF=1111,EMI=.40..S.U.El'ald Of Floorin Ca p Vinyl Interior Finish Mas AVIONONO.IMANNOINFASSIONISIINA"o Pipeless h,o4fevi idth NA ,IONSoodoli OVATIA MAK lArANIMAINI111111. ARRA, Handfired A N OS 'P o Ol 111111I1. rea Basement (SF 168 RCN SOS repiaceti=rnrn e- 1 tory Prefab GARAGES —, , .... Length A rea ........._..,... 0 1336 I olOof,O,NANNNAll Coun V- ono NO o 77/VINIX01 Sot O VoOKNOINEfl — "IANANN, No Basement VI A . • 111MM TAIMIMMACIMEMS magma Porch IINANANNANAMANAANAMEN marmamadN .,AAN INAJJ,,V1,9,N1,611ft,,, ace Heaters umme, 111 IimIo SO Moll' SIAM AMNIONS% Heat C ftic Yes es 0 REWIENIE, am MISMIE7 SES A HP EMEEMBEEMSEIMEMIZEIMIIV Style rea IMOM 15 Frame Open 20 MAMA .1'1" A 1 11 Narl'11114? ACA l',AA atl Dec MEI le ood Deck -Med Concrete Patio - Low Basement Qtrs Over rea 0 AMMY91NMIUMVIMUdlidIMOVIMEMWXMS.IIMYRZIMaooamuwmmamtunammammwert.luimrMnxumMMYVMMP=IIMIMMPMMMM Entry Status: 10spected iiiiiiiiiii11111111111111111101111 http://wwwaco.black-hawkia.us/websiteibhmapibhRepDelasp?apn=891336151003 None 0 rea 168 24 2 Ma O ASEMENT STALLS None 1 Page 22 of 15223 12/28/2016 Black Hawk County Detailed Parcel Report 1979 18 FR [188] I4 12 WD DK [168] 14 CONC PATIO [224] 16 24 1813 A FR (MAIN) [720] 30 14 18 FR GAR [336] 24 45 18 FR OP [20] Date Website Last Updated: 1211612016. http:/Iwww2.co.black-hawk.ia.us/website/bhmap/bhRepbet.asp?apn= 891336151003 Page 23 of 15g Preparer Information: Christopher W. Western 715 Mulberry Street Waterloo Iowa 50703 (319) 291.4366 Name Address City Phone SPACE ABOVE THIS LINE FOR RECORDER DEVELOPMENT AGREEMENT This Development Agreement (the "Agreement") is entered into as of by and between Bertha Johnson, (the "Company") and the City of Waterloo, Iowa (the "City"). Bertha Johnson is a principal of Company and executes the personal guaranty at the end of this Agreement for the purposes stated therein. RECITALS A. City considers economic development within the City a benefit to the community and is willing for the overall good and welfare of the community to provide financial incentives so as to encourage that goal. B. Company is willing and able to finance and deconstruct existing building and related improvements on property located at 1420 Byron Avenue, and legally described on Exhibit "A" attached hereto (the "Property"). AGREEMENT NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows: 1. Sale of Property; Title. Subject to the terms hereof, City shall convey the Property to Company for the sum of $5,000 (the "Purchase Price"). Conveyance shall be by quit claim deed, free and clear of all encumbrances arising by or through City except: (a) easements, conditions and restrictions of record which do not, in Company's opinion, interfere with Company's proposed use; (b) current and future real estate real property taxes and assessments subject to the agreements made herein; (c) general utility and right-of-way easements serving the Property; and (d) restrictions imposed by the City zoning ordinances and other applicable law. City shall have no duty to convey title to Company until Company delivers to City reasonable and satisfactory proof of financial ability to undertake and carry on the Project (defined below), which may take Page 24 of 152 DEVELOPMENT AGREEMENT Page 2 the form of a lending commitment letter. Company shall, at its own expense, prepare an updated abstract of title, or in lieu thereof Company may, at its own expense, obtain whatever form of title evidence it desires. If title is unmarketable or subject to matters not acceptable to Company, and if City does not remedy or remove such objectionable matters in timely fashion following written notice of such objections from Company, Company may terminate this Agreement. City shall provide any title documents it has in its possession, including any abstracts, to assist in title preparation. 2. Timeliness of Construction; Possibility of Reverter. The parties agree that Company's commitment to undertake the Project and to rehabilitate in a timely manner constitutes a material inducement for the City to convey the Property or to cause the Property to be conveyed, to Company and that without said commitment City would not do so. Measured from the date the Property is deeded to Company, Company must obtain permits and begin construction within one (1) month and substantially complete rehabilitation no later than January 23, 2018. If Company has not, in good faith, begun the rehabilitation of the Improvements on the schedule stated above, then title to the Property shall revert to the City, except as provided in this Agreement; provided, however, that if construction has not begun within the state period but the development of the Project is still imminent, the City Council may, but shall not be required to, consent to an extension of time for the construction of the Improvements, and if an extension is granted but construction of the Improvements has not begun within such extended period, then the title to the Property shall revert to the City after the end of said extended period. If Company determines at any time that the Project is not economically feasible, then after giving thirty (30) days' advance written notice to City, Company may convey the Property to City by special warranty deed, and thereupon neither party shall have any further obligation under this Agreement except as expressly provided. If development has commenced within the required period or any extended period and is stopped and/or delayed as a result of an act of God, war, civil disturbance, court order, labor dispute, fire, or other cause beyond the reasonable control of Company, the requirement that construction of the Project shall be tolled for a period of time equal to the period of such stoppage or delay, and thereafter if construction is not completed within the allowed period of extension then title to the Property shall revert to the City. 3. Reverter of Title; Indemnity. In the event of any reverter of title, Company agrees that it shall, at its own expense, promptly execute all documents, including but not limited to a special warranty deed, or take such other actions as the City may reasonably request to effectuate said reverter and to deliver to City title to the Property that is free and clear of any lien, claim, or encumbrance arising by or through Company. Company shall pay in full, so as to discharge or satisfy, all liens, claims, charges, and encumbrances on or against the Property. If Company fails to deliver such documents, including but not limited to a special warranty deed, to City within thirty (30) days of written demand by City, then City shall be authorized to execute, on Company's behalf and as its attorney-in-fact, the special warranty deed required by this Page 25 of 152 DEVELOPMENT AGREEMENT Page 3 Section, and for such limited purpose Company does hereby constitute and appoint City as its attorney-in-fact. Company further agrees that it shall indemnify City and hold it harmless with respect to any demand, claim, cause of action, damage, or injury made, suffered, or incurred as a result of or in connection with the Project, Company's failure to carry on or complete same, or any lien, claim, charge, or encumbrance on or against the Property of any type or nature whatsoever that attaches to the Property by virtue of Company's ownership of same. If City files suit to enforce the terms of this Agreement and prevails in such suit, then Company shall be liable for all legal expenses, including but not limited to reasonable attorneys' fees. Company's duties of indemnity pursuant to this Section shall survive the expiration, termination or cancellation of this Agreement for any reason. 5. No Encumbrances; Limited Exception. Until completion of the Improvements, Company agrees that it shall not create, incur, or suffer to exist any lien, encumbrance, mortgage, security interest, or charge on the Property, other than such mortgage or mortgages as may be reasonably necessary to finance Company's completion of the Improvements and of which Company notifies City in advance of Company's execution of any such mortgage. Company may not mortgage the Property or any part thereof for any purpose except in connection with financing of the Improvements. 6. Water and Sewer. Company will be responsible for extending water and sewer service to any location on the Property and for payment of any associated connection fees. 7. Reserved 8. Reserved 9. Reserved 10. Representations and Warranties of City. City hereby represents and warrants as follows: A. City is not prohibited from consummating the transaction contemplated in this Agreement by any law, regulation, agreement, instrument, restriction, order or judgment. B. Each person who executes and delivers this Agreement and all documents to be delivered hereunder is and shall be authorized to do so on behalf of City. 11. Representations and Warranties of Company. Company hereby represents and warrants as follows: Page 26 of 152 DEVELOPMENT AGREEMENT Page 4 A. Company is not prohibited from consummating the transaction contemplated in this Agreement by any law, regulation, agreement, instrument, restriction, order or judgment. B. Company is duly organized, validly existing, and in good standing under the laws of the state of its organization and is duly qualified and in good standing under the laws of the State of Iowa. C. Company has full right, title, and authority to execute and perform this Agreement and to consummate all of the transactions contemplated herein, and each person who executes and delivers this Agreement and all documents to be delivered to City hereunder is and shall be authorized to do so on behalf of Company. 12. No Assignment or Conveyance. Company agrees that it will not sell, convey, assign or otherwise transfer its interest in the Property prior to completion of the Project, whether in whole or in part, to any other person or entity without the prior written consent of City. Reasonable grounds for the City to withhold its consent shall include but are not limited to the inability of the proposed transferee to demonstrate to the City's satisfaction that it has the financial ability to observe all of the terms to be performed by Company under this Agreement. 13. Materiality of Company's Promises, Covenants, Representations, and Warranties. Each and every promise, covenant, representation, and warranty set forth in this Agreement on the part of Company to be performed is a material term of this Agreement, and each and every such promise, covenant, representation, and warranty constitutes a material inducement for City to enter this Agreement. Company acknowledges that without such promises, covenants, representations, and warranties, City would not have entered this Agreement. Upon breach of any promise or covenant, or in the event of the incorrectness or falsity of any representation or warranty, City may, at its sole option and in addition to any other right or remedy available to it, terminate this Agreement and declare it null and void. 14. Notices. Any notice under this Agreement shall be in writing and shall be delivered in person, by overnight air courier service, by United States registered or certified mail, postage prepaid, or by facsimile (with an additional copy delivered by one of the foregoing means), and addressed: (a) if to City, at 715 Mulberry Street, Waterloo, Iowa 50703, facsimile number 319-291-4571, Attention: Mayor, with copies to the City Attorney and the Community Planning and Development Director. (b) if to Company, to Bertha Johnson, 521 Fowler Street Waterloo, Iowa 50703, Attention: Bertha M. Johnson. Page 27 of 152 DEVELOPMENT AGREEMENT Page 5 Delivery of notice shall be deemed to occur (1) on the date of delivery when delivered in person, (ii) one (1) business day following deposit for overnight delivery to an overnight air courier service which guarantees next day delivery, (iii) three (3) business days following the date of deposit if mailed by United States registered or certified mail, postage prepaid, or (iv) when transmitted by facsimile so long as the sender obtains written electronic confirmation from the sending facsimile machine that such transmission was successful. A party may change the address for giving notice by any method set forth in this section. 15. No Joint Venture. Nothing in this Agreement shall, or shall be deemed or construed to, create or constitute any joint venture, partnership, agency, employment, or any other relationship between the City and Company nor to create any liability for one party with respect to the liabilities or obligations of the other party or any other person. 16. Amendment, Modification, and Waiver. No amendment, modification, or waiver of any condition, provision, or term of this Agreement shall be valid or of any effect unless made in writing, signed by the party or parties to be bound or by the duly authorized representative of same, and specifying with particularity the extent and nature of the amendment, modification, or waiver. Any waiver by any party of any default by another party shall not affect or impair any rights arising from any subsequent default. 17. Severability. Each provision, section, sentence, clause, phrase, and word of this Agreement is intended to be severable. If any portion of this Agreement shall be deemed invalid or unenforceable, whether in whole or in part, the offending provision or part thereof shall be deemed severed from this Agreement and the remaining provisions of this Agreement shall not be affected thereby and shall continue in full force and effect. If, for any reason, a court finds that any portion of this Agreement is invalid or unenforceable as written, but that by limiting such provision or portion thereof it would become valid and enforceable, then such provision or portion thereof shall be deemed to be written, and shall be construed and enforced, as so limited. 18. Captions. All captions, headings, or titles in the paragraphs or sections of this Agreement are inserted only as a matter of convenience and/or reference, and they shall in no way be construed as limiting, extending, or describing either the scope or intent of this Agreement or of any provisions hereof. 19. Binding Effect. This Agreement shall be binding and shall inure to the benefit of the parties and their respective successors, assigns, and legal representatives. 20. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original and all of which, taken together, shall constitute one and the same instrument. Page 28 of 152 DEVELOPMENT AGREEMENT Page 6 contemporaneous negotiations, discussions, understandings, or agreements, whether oral or written, with respect to the subject matter hereof. 22. Time of Essence. Time is of the essence of this Agreement. IN WITNESS WHEREOF, the parties have executed this Development Agreement by their duly authorized representatives as of the date first set forth above. CITY OF WATERLOO, IOWA Bertha Johnson By: By: Quentin Hart, Mayor Bertha M. Johnson Attest: Kelly Felchle, City Clerk PERSONAL GUARANTY. The undersigned, being either an officer, shareholder, manager, or member of Company, hereby agree for themselves and their heirs, personal representatives, and assigns, to unconditionally guarantee to City, its successors and assigns, the full and prompt performance by Company, its successors and assigns, of all promises and covenants on the part of Company to be performed pursuant to the foregoing Agreement, including but not limited to the duties of indemnity set forth therein. Liability of guarantors hereunder is joint and several. Page 29 of 152 DEVELOPMENT AGREEMENT Page 9 EXHIBIT "A" Legal Description of Property LOT 7 BLK 1 Russel HeightsWaterloo in Black Hawk County, Iowa. Page 30 of 152 CITY OF WATERLOO Council Communication Resolution preliminarily approving specifications, bid documents, etc., and setting the date ofbid opening as January 26, 2017 and the date of public hearing as February 6, 2017, for Turf Maintenance Equipment, and instruct City Clerk to publish notice. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Q,� GVur Service Reviewer Fluting, Paul n, ATTACHMENTS: Description DI 2017 '.furl NVQ ui tena:nncc SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: nt Action Approved Approved Type Date 1/11./2017 10:.` 7 A.M 1/11./2017 12:30 QOM Resolution preliminarily approving specifications, bid documents, etc., and setting the date ofbid opening as January 26, 2017 and the date of public hearing as February 6, 2017, for Turf Maintenance Equipment, and instruct City Clerk to publish notice. Submitted By: JB Bolger, Golf & Downtown Area Maintenance Manager Approve as presented. This transaction includes turf maintenance equipment for use at the golf courses. Trade-in units are also detailed in the bid documents. TBD 415-37-4120-2113 416-37-4120-2113 Page 31 of 152 CITY OF WATERLOO LEISURE SERVICES 1101 CAMPBELL AVE WATERLOO IA 50701 GENERAL INSTRUCTIONS, REQUIREMENTS AND SPECIFICATIONS 2017 TURF MAINTENANCE EQUIPMENT Bid documents for 2017 Leisure Services Turf Maintenance Equipment. Actual quantity purchased will depend on bid prices. All equipment is expected to be ready for use by the City of Waterloo, Iowa. Page 32 of 152 CITY OF WATERLOO LEISURE SERVICES COMMISSION 2017 TURF MAINTENANCE EQUIPMENT Waterloo Leisure Services is seeking competitive bids for TURF MAINTENANCE EQUIPMENT as described in the enclosed specifications. Bidder shall use Iowa Department of Transportation Grounds Care Contract, NJPA, or any other pricing structure to offer the lowest possible price. Bid prices are based on a per unit price. The City of Waterloo makes no declarations on the quantity of units being purchased. RECEIVING OF BIDS Sealed proposals will be received by the City Clerk of the City of Waterloo, Iowa, at her office in City Hall, Waterloo, Iowa, with a bid deadline of Thursday January 26, 2017 until 1:OOpm for the 2017 TURF MAINTENANCE EQUIPMENT as detailed in the specifications sheet included in this packet. City Hall is located at 715 Mulberry Street, Waterloo, Iowa, 50703. OPENING OF BIDS All proposals for the 2017 TURF MAINTENANCE EQUIPMENT will be opened at 1:00 p.m. on Thursday January 26, 2017 in the First Floor Conference Room at City Hall. Proposals will be referred to Waterloo Leisure Services for recommendation of award. PUBLIC HEARING Notice is hereby given that the Waterloo City Council will conduct a public hearing on the proposed specifications for the 2017 TURF MAINTENANCE EQUIPMENT at 5:30 p.m. on Monday February 6, 2017. The hearing will be held in the Council Chambers in Waterloo City Hall. The specifications documents are on file in the City Clerk's office, 715 Mulberry St. and the Waterloo Leisure Services Commission office, 1101 Campbell Ave., Waterloo, Iowa, for public examination. Any person interested may file written objection with the City Clerk before the date set for the hearing or appear and make an objection at the meeting. When submitting a bid, please note on the lower left hand corner of the envelope: 2017 TURF MAINTENANCE EQUIPMENT All bids must meet or exceed the Specifications provided. Bids that do not meet or exceed the Specifications will be rejected. Page 33 of 152 All bid prices are recognized by the City and the Bidder to be valid irrevocably for a minimum of sixty (60) days from the calendar date of the Bid Opening. Standard procedure dictates that the City of Waterloo will accept the lowest responsive, responsible bid. However, the Bidder understands that the City reserves the right to reject any bid that is either considered not to be responsive or not most advantageous to the City. The City will normally award the purchase contract to the responsible bidder who meets or exceeds the minimum specifications provided. The City of Waterloo, Iowa, reserves the right to accept or reject any and all bids. If applicable, the Bidder guarantees that Title conveyed for the goods shall be delivered free from security interest or other lien or encumbrance. The bid price given shall be the complete price for unit or units meeting specifications provided. This price shall include all discounts, freight and/ or transportation costs necessary to supply the vehicles in accordance with the Specifications and to the final destination at 1101 Campbell Avenue, Waterloo, Iowa. Certain units or equipment items may be listed as trade-ins for special purchases. The trade-in values are to be specifically listed as indicated in the proposal documents. The City reserves the right to purchase the units with our without trade ins. All bids should include all extras or options as detailed on the attached specifications sheets including special warranty provisions or maintenance provisions. The bidder is cautioned to review these carefully and complete the bid proposal accordingly. Specific questions may be addressed to: JB Bolger, Golf Manager Waterloo Leisure Services 1101 Campbell Avenue Waterloo, Iowa 50701 319-291-4370 Monday through Friday 7AM-4:OOPM with any questions. The bidder must have and maintain inventory of repair parts as well as have experienced service personnel for this equipment. The bidder shall certify by the act of signing and submitting his/her bid that all items and service delivered hereunder shall comply with the Federal Occupation Safety and Health Act of 1960 as amended and applicable. BID DEADLINE: Sealed proposals will be received by the City Clerk of the City of Waterloo, Iowa, at her office in City Hall, Waterloo, Iowa, with a bid deadline of Thursday January 26, 2017 until 1:OOpm for the 2017 TURF MAINTENANCE Page 34 of 152 EQUIPMENT as detailed in the specifications sheet included in this packet. City Hall is located at 715 Mulberry Street, Waterloo, Iowa, 50703. THE CITY RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS. Thank you for your time and your bid. Specifications for 2017 Equipment: The undersigned hereby agrees to furnish the following equipment f.o.b. Waterloo, IA, ready for immediate use with all the necessary parts and accessories need for its operation as specified below. Dealer must list any deviation from specifications given. Jacobsen HR700 65.2 HP Kubota Diesel Engine 14' Width of Cut Hydraulic Drive to Each Cutting Blade Two Full Sets of Additional Mower Blades (In addition to set mounted to machine) Mulch Kit for all Three Decks Decks Set to Two Inch Height of Cut One Spare Wheel and Tire (mounted) for Front and Rear Drive Axles TWO YEAR COMPREHENSIVE WARRANTY (1 each Paper) Operators, Tech, and Parts Manuals Safety Video/DVD John Deere 2653B Diesel Utility Mower Code Description 1004 8 Blade 30" Heads BM 19746 Light Kit 2006 Spiral Front Roller BM18440 Rear Roller Scraper 3001 Deluxe Seat with Arm Rests (1 each) Paper Service, Parts, and Tech Manuals Safety Video/ DVD Page 35 of 152 John Deere Gator TX Turf Vehicle Code Description 4000 Cargo box power lift 1001 Cayman turf tires BM21700 Front bumper BM25000 Rubber flooring insert 3002 Spray -in Bedliner 9070 Rear receiver hitch BM19635 Hitch drawbar kit Golf Cart Style, Push -to -Start Accelerator Pedal Owners, Parts, and Tech Manuals Safety Video/DVD John Deere 2500B Diesel Greens Mower Code Description 1002 11 Bladed reels 2002 Continuous machined grooved front roller kit 3001 Smooth surface tires BM 19746 Light kit BM19852 Light Kit- Rear Grass Catcher 9010 One Full Set (3) Vertical Cutting Units w/Front Rollers and mounting Yokes (1 each) Rim & Tire- Front & Rear (Mounted) (1 each) Operators, parts, and tech manuals (paper) Safety/ Operational Video or DVD Page 36 of 152 CITY OF WATERLOO, IOWA WATERLOO LEISURE SERVICES COMMISSION BID FORM for 2017 Turf Maintenance Equipment Bidder is providing bid price as specified with all options included delivery to Leisure Services 1101 Campbell Ave, Waterloo, Iowa ready for use by the City of Waterloo. Bidder shall use State of Iowa DOT Grounds Care Contract Pricing or any other pricing structure to offer the lowest possible price. If awarded the contract we agree to deliver the equipment to the Leisure Services Department on or before April 14, 2017. Failure to deliver equipment on or before the designated receiving date shall result in a penalty at a daily rate of $50.00 per unit per working day until delivery is made. We understand that this quotation will be reviewed by the Leisure Services Golf Manager and the Waterloo City Council for the purpose of securing the equipment at the most favorable cost. Life cycle analysis will be used when appropriate. Factors such as service location and availability, warranty, maintenance records, vendor's past performance records, and quality of products offered will be considered where applicable. Trade-in items may be retained depending on trade values offered. Bid prices are per unit and specific quantities of units purchased will depend on bid prices. BIDDER: COMPANY NAME ADDRESS: CONTACT PERSON PHONE: ( } Jacobsen HR700 dollars ($ John Deere 2653E Utility Mower dollars ($ } Page 37 of 152 John Deere Gator TX Turf Vehicle dollars ($ John Deere 25008 Greens Mower dollars ($ Optional Trade -In Equipment Jacobsen R311 Wide Area Rough Mower • Model Year 2010 • Approx. 3,300 hours (Total of old and current hour meters) • Serial 6916601775 • Located at Iry Warren Golf Course Trade In Value: dollars($ ) John Deere 2653A • Model Year 2006 • Approx. 1,944 hours • Serial # TC2653D140809 • Located at South Hills Golf Course Trade In Value: dollars($ ) John Deere 2500 A Greens Mower • Model Year 2007 • Approx. Hours: 2,092 • Serial # TC250AD040534 • Includes verticut heads with new teeth -spring 2016 • Located at Gates Park Golf Course Trade In Value: dollars($ ) Page 38 of 152 John Deere Turf Gator • Model Year 2008 • Approx. 1,962 Hours • Serial # WOTURF6011585 • Includes Windshield and Sun Canopy • Located at South Hills Golf Course Trade In Value: dollars($ ) SIGNED: DATE: / / Page 39 of 152 CITY OF WATERLOO Council Communication Resolution approving preliminary plans, specifications, form of contract, etc., and setting date ofbid opening as February 2, 2017, and date ofpublic hearing as February 6, 2017, for the FY2017 Permeable Alley, Contract No. 905, and instruct City Clerk to publish notice of plans, specifications, form of contract, etc. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Engineering 'Thorson, ➢-0,rnc approved 1/4/201.7 ... cn, Q:.,cAnn Approved 1/4/201.7 ... SUBJECT: Submitted by: Summary Statement: Source of Funds: 6 AM. 6 AM Resolution approving preliminary plans, specifications, form of contract, etc., and setting date ofbid opening as February 2, 2017, and date ofpublic hearing as February 6, 2017, for the FY2017 Permeable Alley, Contract No. 905, and instruct City Clerk to publish notice of plans, specifications, form of contract, etc. Submitted By: Phil Schuppert, Stormwater Specialist The alley permeable paving project is intended to serve as the city's Environmental Beneficial Project in keeping with the requirements of the sanitary sewer consent decree. Stormwater Fees Policy Issue: Stormwater Page 40 of 152 CITY OF WATERLOO Council Communication Cancellation of special assessments for properties listed on Exhibit A, and authorize City Clerk to notify Black Hawk County Treasurer of said cancellations. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Clerk Office 110 lhy, Nancy Approved D/1/201"/ 2:413 PM ATTACHMENTS: Description Type DI Exhibit A 1::1 uc1c. SUBJECT: Submitted by: Cancellation of special assessments for properties listed on Exhibit A, and authorize City Clerk to notify Black Hawk County Treasurer of said cancellations. Submitted By: Kelley Felchle, City Clerk Page 41 of 152 Parcel Number Address Sewer Storm Garbage Removal 1 8913-22-379-018 831 Knoll Avenue $88.57 $14.58 $55.65 2 8913-25-251-015 1316 Mulberry Street $20.07 CITY OF WATERLOO Council Communication Opportunity to be heard regarding the sale of certain tracts of land formerly being portions of West San Marnan Drive, located adjacent to Sunnyside Country Club. City Council Meeting: 1/9/2017 Prepared: 1/3/2017 REVIEWERS: Department inning g (Zona Reviewer Schroeder, Aric ATTACHMENTS: Description a Notice to Property Owner a Notice to Property Owner Notice to Property Owner Notice to Property Owner SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Q."r net 1 Q.Tact 2 Tract 3 Tract Action Approved Appr49�'c�:i Type Material MaterinnQ Material Material Date 1/4/2017 1/1./2017... "7 AM Q:1 AM Motion to receive and file proof of publication of notice of public hearing on an opportunity to be heard. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Submitted By: Noel Anderson, Community Planning & Development Director Approval The City previously took action to vacate and convey portions of right-of- way of West San Marnan Drive, and the Iowa Supreme Court declared that the City did not use the proper procedure in conveying said property, and enjoined the City from selling or transferring the land without following the procedures prescribed in Iowa Code Section 306.23. The City has now obtained an independent appraisal of the land from Rally Appraisal, LLC and is proposing to sell the land in accordance with Iowa Code Section 306.23, which included notices to be mailed by certified mail to persons entitled to notice, and the accepting of sealed bids, which shall be due January 12, 2017 at 1:00 p.m. in the offices of the City Clerk, and all bids received shall be considered at a hearing on January 17, 2017. This hearing is to provide an opportunity to be heard to ensure compliance with Iowa Code Section 306.23. The hearing dates and bid opening complies with the 60 day notice requirement of the Code. None Page 43 of 152 Source of Funds: Policy Issue: Background Information: Legal Descriptions: n/a Land Disposal Please find attached the notices that were mailed. Also attached is an overview aerial photo and an aerial photo for each of the 4 tracts to be sold. Per Iowa Code Section 306.23, the area to be sold is broken into the 4 different tracts as these 4 areas were originally acquired by the IDOT from different property owners. See attached. Page 44 of 152 NOTICE November 9, 2016 VIA CERTIFIED LETTER TO: See attached Exhibit "A" Ladies and Gentlemen: This letter is sent to you to comply with the provisions of Section 306.23, Iowa Code. These provisions require the City of Waterloo to notify you as the present owner of the adjacent land from which certain lands were originally acquired, or as an owner of certain lands when originally purchased or condemned for highway purposes, that we are selling the tract of land described below: Tract 1 That part of the Southwest Quarter of Section 5, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Commencing at the Southwest corner of said Southwest Quarter; thence N89°49'35" E 1166.63 feet along the South line of said Southwest Quarter to the point of beginning; thence N2°21'21" W 21.34 feet to the former North right-of- way line of West San Marnan Drive (formerly Primary Road No. 412); thence N87°38'39'E 1487.92 feet along said former right-of-way to the East line of said Southwest Quarter; thence S0°09'45" E 77.99 feet to the Southeast corner of said Southwest Quarter; thence S89°49'35" W 1486.01 feet along the South line of said Southwest Quarter to the point of beginning, containing 1.695 acres. You and all other persons qualified under these provisions are provided a period of 60 days from the date of this letter to be heard and make offers for this tract. The names and addresses of others receiving this notice, if any, are shown on attached Exhibit "A". Offers received from persons qualified under these provisions that equal or exceed other offers, and equal or exceed fair market value, shall be given preference. Fair market value for the tract has been established at $318,248. If you are interested in submitting an offer, please complete and return the enclosed Offer to Buy form, along with your payment. If no offers are received by 1:00 p.m. on January 12, 2017, or no offer equals or exceeds the fair market value, the property will be disposed of by the City of Waterloo by other means. 1 Page 45 of 152 If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on the appropriate form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 1 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. The City Council will provide a hearing for an opportunity to be heard and comment at its meeting of January 9, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. The City Council will provide a hearing authorizing the sale and conveyance of said property and will consider all offers received and accept comment at its meeting of January 17, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. You have a right to be heard at these meetings in regard to this matter. The City reserves the right to reject all offers. Relied 7dcitee Kelley Felchle, City Clerk, City of Waterloo 2 Page 46 of 152 Q x w Page 47 of 152 Tract 1 - Page 1 taxmalto4 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50704 CEDAR FALLS, IA 50613 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 PORT RICHEY, FL 34668 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 taxmailto3 3846 TRENT LN 1962 KAMILLE CT WATERLOO, IA 50701 WATERLOO, IA 50701 O 0) (0X 0 CO 0 0 5135 SWEET BASIL LN WATERLOO, IA 50701 1925 WESTCHESTER RD #316 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 1925 WESTCHESTER RD #210 WATERLOO, IA 50701 WATERLOO, IA 50701 1941 KAMILLE CT 1937 KAMILLE CT 1925 WESTCHESTER RD #324 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 10739 UNION DR 1848 WESTCHESTER RD 1972 KAMILLE CT 1925 WESTCHESTER RD #322 3865 TRENT LN 1925 W WESTCHESTER RD WATERLOO, IA 50704 1963 KAMILLE CT WATERLOO, IA 50701 1938 KAMILLE CT 1866 WESTCHESTER RD 1921 KAMILLE CT 3834 TRENT LN 1925 WESTCHESTER RD #114 WATERLOO, IA 50701 1925 WESTCHESTER RD #218 WATERLOO, IA 50704 2623 FALLS AV 1925 WESTCHESTER RD #310 taxmailto2 HELLMAN,BETTY L HERRING,MARY C 1925 WESTCHESTER RD #312 1925 WESTCHESTER RD #308 1900 WESTCHESTER RD #B HUMBLE,BONNIE J 3927 BRADLEY RD JASCHEN,ANNA MAE 3915 BRADLEY RD 1977 KAMILLE CT 1900 WESTCHESTER RD #C 3844 TRENT LN KELLEY,MARJORIE A 1926 KAMILLE CT 1925 WESTCHESTER RD #202 LAYLIN,LINDA M SCHAEFER,CAROL J LINDEMAN,REGENA M 1870 WESTCHESTER RD 3913 BRADLEY RD 1925 WESTCHESTER RD #220 MALAISE,DAWN M TRUST MARR,CAROL A 1925 WESTCHESTER RD #216 MC CADAM,BEVERLY L MC ELLIGOTT,MARILYN A MEINDERS,PATRICIA M MILLER,RETA M PO BOX 2817 MISENHEIMER,ETHELYN M LE 1409 OLYMPIC DR MONTGOMERY, MARY SCHMIDT,JEANNE D NEUWOHNER,MARY L 0 BRYON,PAULA ORUM,NORMA J TRUST 1925 WESTCHESTER RD #116 DAVIS PHILLIPS,SHIRLEY PO BOX 1077 RAMSEY, MARGARET T HANSEN,BETH E taxmailtol HELLMAN,ROBERT B SR HERRING,RONALD P HILDEBRANDT,CAROL A HOLSTAD,A JOHN HUGHES,MAXINE C TRUST HUMBLE,ROBERT M IHURM,VIRGINIA A JASCHEN,DUANE M JESUDASON,SHAMA ANN JORGENSON,MARY A KAPP, ELIZABETH KARR JENNER TRUST KELLEY,JOHN M DOLAN,LORIE L LAUTERBACH,RUSSELL E LAYLIN,WILLIAM K ISCHAEFER,MICHAEL A LINDEMAN,GEORGE J ILINDQUIST,MICHELLE A LOGAN,STEPHANIE E LYNCH,JANET MALAISE,LARRY L TRUST MARR,MERRILL J MARTENS,MAXINE M 1MC CADAM,STANLEY I 1MC ELLIGOTT,ROBERT P IMEINDERS,MICHAEL A IMILLER,JIM D MILLER,VAN G TRUST MISENHEIMER,WILLIAM E LE MOLINARO, MARY ELLEN MONTGOMERY,LOUIS E SCHMIDT,ROBERT D NEUWOHNER,THOMAS B 10 BRYON,HAL IORUM,A MANLEY TRUST HENKLE,BARBARA M z Q 0 coI J J_ I EL 1R2KTOO L L C RAMSEY,WILLIAM E 1RANNEY,PEGGY A LE Page 48 of 152 Tract 1 - Page 2 Q x w Page 49 of 152 Tract 1 - Page 3 Waterloo, IA 50701 Page 50 of 152 Tract 1 - Page 4 OFFER TO BUY I herewith submit an offer of $ to the City of Waterloo (hereinafter known as City) for the purchase of the following land: Tract 1 That part of the Southwest Quarter of Section 5, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Commencing at the Southwest corner of said Southwest Quarter; thence N89°49'35" E 1166.63 feet along the South line of said Southwest Quarter to the point of beginning; thence N2°21'21" W 21.34 feet to the former North right-of- way line of West San Marnan Drive (formerly Primary Road No. 412); thence N87°38'39'E 1487.92 feet along said former right-of-way to the East line of said Southwest Quarter; thence S0°09'45" E 77.99 feet to the Southeast corner of said Southwest Quarter; thence S89°49'35" W 1486.01 feet along the South line of said Southwest Quarter to the point of beginning, containing 1.695 acres. I herewith enclose a CERTIFIED CHECK or MONEY ORDER (the City will NOT accept CASH or personal check) for the full amount of the offer made payable to the City of Waterloo. Should the City not accept the offer, the amount will be returned by mail. I accept title by Quit Claim Deed. I agree to accept the Quit Claim Deed without an Abstract of Title, and am aware that the land is being sold in accord with the provisions of and subject to the limitations of Chapter 306 of the Code of Iowa. "Any sale of land as authorized therein shall be upon the condition that the tract, parcel or piece of land so sold shall not be used in any manner so as to interfere with the use of the highway, or to the material damage of the adjacent owner, and shall be subject to the right of all utility associations, companies, or corporations to continue in possession of a right of way in use at the time of such sale." This offer is subject to the following conditions: Bidders are cautioned that any conditions may cause their bid to be rejected. No additional conditions shall be allowed after submittal of a bid. The City of Waterloo reserves the right to waive any technicalities and to reject any or all offers. I certify that I have inspected the property to my complete and total satisfaction and that I am fully aware of all conditions of the property and the terms and conditions under which it is being offered for sale. I understand that the property is being sold as is with no warranties of any nature either expressed or implied. I therefore submit an offer, as shown above, for the property. 1 Page 51 of 152 Appraised value: $318,248 Offers Due: Thursday, January 12, 2017 at 1:00 p.m. If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on this form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 1 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. If my offer is accepted by the City, please issue the Quit Claim Deed to: (PLEASE PRINT OR TYPE) * The exact name or names the bidder wishes to appear on Patent. Address Signed: Date Telephone Number 2 Page 52 of 152 liiiiiuiii uu„ 01111111111111110111111001101110000 01011," 11,011,11.1.1.10",,„""' 111111111111111111111111 d1011111111111111111111111111111111I T11, NI 111' ',000001100 I:marmw 1111 qupuuu III 111111 Illy qN IiIVV „� 110000011y 11114 lig 4°1GINIIIIIIIII II, u� �uV�IN Nus VIIII„�I�INp'ju1� W yI1m44��`' �I�JI„� Il�llllll,�yl�' xu 411i100IIIiijmyjjjj ........... li NiNI, u 111 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII iiiiioXiiiouum l 'oI1l�'l�IliiliIiI,lNiIVl'l �uI;!I�1�';14'�,�'I�qI C '� IlI,ilo° I I,d I IIIIIIIIIIIIII o y'!,�NIII,'„i �I ;I' �,ii11'”' II N'A x�,q l 16 � rl'I �I R,I Ix mullN,JN!!Il,lo .PN,ly ml'N' „'I^ipll 1111111 H'v'v'vltl'v°'vll'NllilM M'H i1�ll111j iiAwN� III.MNJi uc m '''111,iu1 ��4o llMl' i ,iy iPlI,Ilr u'NVI°PV popllll I,Y 0000001 111111119111 „,„„:„,!!!!„1111111111, 14'"";',""11111„'„„e„,„ 11111111111111111111111 Wiii'Il�upl 111111111111111111111111 ll illll 00111111111111111111111111111 111111111 ^: 1111111y, hI ' l' ' Nm 1hll111111�lll III I iii IlllllIlllxlllllllIMVII LIu, 'dlik�°° °°",,, IIII,, vit 111.9 Ilul 1'ii'C''111j{11'%10 ,'1,11141'1114'1,1'91114,11,,,(,,,,4J141' ,4,;y,,,, ;";I°r'riR NOTICE November 9, 2016 VIA CERTIFIED LETTER TO: See attached Exhibit "A" Ladies and Gentlemen: This letter is sent to you to comply with the provisions of Section 306.23, Iowa Code. These provisions require the City of Waterloo to notify you as the present owner of the adjacent land from which certain lands were originally acquired, or as an owner of certain lands when originally purchased or condemned for highway purposes, that we are selling the tract of land described below: Tract 2 That part of the Southeast Quarter of Section 5, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Beginning at the Southwest corner of said Southeast Quarter; thence N0°09'06"W 77.99 feet to the former North right-of-way line of West San Marnan Drive (formerly Primary Road No. 412); thence N87°27' 11"E 1641.43 feet along said former right-of-way; thence S2°32'49"E 100.76 feet; thence Southwesterly 37.81 feet along a 570.00 foot radius curve, concave Southerly, said curve having a chord of 37.81 feet and bearing S67°34'44"W; thence Southwesterly 99.21 feet along a 510.00 foot radius curve, concave Northerly, said curve having a chord of 99.05 feet and bearing S71"15'04"W, to the South line of said Southeast Quarter; thence S89°50'54"W 1515.34 feet along the South line of said Southeast Quarter to the point of beginning, containing 4.175 acres. You and all other persons qualified under these provisions are provided a period of 60 days from the date of this letter to be heard and make offers for this tract. The names and addresses of others receiving this notice, if any, are shown on attached Exhibit "A". Offers received from persons qualified under these provisions that equal or exceed other offers, and equal or exceed fair market value, shall be given preference. Fair market value for the tract has been established at $783,886. If you are interested in submitting an offer, please complete and return the enclosed Offer to Buy form, along with your payment. If no offers are received by 1:00 p.m. on January 12, 2017, or no offer equals or exceeds the fair market value, the property will be disposed of by the City of Waterloo by other means. 1 Page 55 of 152 If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on the appropriate form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 2 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. The City Council will provide a hearing for an opportunity to be heard and comment at its meeting of January 9, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. The City Council will provide a hearing authorizing the sale and conveyance of said property and will consider all offers received and accept comment at its meeting of January 17, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. You have a right to be heard at these meetings in regard to this matter. The City reserves the right to reject all offers. Reeky 7eecl�e Kelley Felchle, City Clerk, City of Waterloo 2 Page 56 of 152 Page 57 of 152 Tract 2 - Page 1 OFFER TO BUY I herewith submit an offer of $ to the City of Waterloo (hereinafter known as City) for the purchase of the following land: Tract 2 That part of the Southeast Quarter of Section 5, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Beginning at the Southwest corner of said Southeast Quarter; thence N0°09'06"W 77.99 feet to the former North right-of-way line of West San Marnan Drive (formerly Primary Road No. 412); thence N87°27' 11"E 1641.43 feet along said former right-of-way; thence S2°32'49"E 100.76 feet; thence Southwesterly 37.81 feet along a 570.00 foot radius curve, concave Southerly, said curve having a chord of 37.81 feet and bearing S67°34'44"W; thence Southwesterly 99.21 feet along a 510.00 foot radius curve, concave Northerly, said curve having a chord of 99.05 feet and bearing S71"15'04"W, to the South line of said Southeast Quarter; thence S89°50'54"W 1515.34 feet along the South line of said Southeast Quarter to the point of beginning, containing 4.175 acres. I herewith enclose a CERTIFIED CHECK or MONEY ORDER (the City will NOT accept CASH or personal check) for the full amount of the offer made payable to the City of Waterloo. Should the City not accept the offer, the amount will be returned by mail. I accept title by Quit Claim Deed. I agree to accept the Quit Claim Deed without an Abstract of Title, and am aware that the land is being sold in accord with the provisions of and subject to the limitations of Chapter 306 of the Code of Iowa. "Any sale of land as authorized therein shall be upon the condition that the tract, parcel or piece of land so sold shall not be used in any manner so as to interfere with the use of the highway, or to the material damage of the adjacent owner, and shall be subject to the right of all utility associations, companies, or corporations to continue in possession of a right of way in use at the time of such sale." This offer is subject to the following conditions: Bidders are cautioned that any conditions may cause their bid to be rejected. No additional conditions shall be allowed after submittal of a bid. The City of Waterloo reserves the right to waive any technicalities and to reject any or all offers. I certify that I have inspected the property to my complete and total satisfaction and that I am fully aware of all conditions of the property and the terms and conditions under which it is being 1 Page 58 of 152 offered for sale. I understand that the property is being sold as is with no warranties of any nature either expressed or implied. I therefore submit an offer, as shown above, for the property. Appraised value: $783,886 Offers Due: Thursday, January 12, 2017 at 1:00 p.m. If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on this form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 2 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. If my offer is accepted by the City, please issue the Quit Claim Deed to: (PLEASE PRINT OR TYPE) * The exact name or names the bidder wishes to appear on Patent. Address Signed: Date Telephone Number 2 Page 59 of 152 liiiiiuiii uu„ nollotopood 111111111111111111100 111'1111" 11,011,11.1.1.11,,,,,1 111111111111111111111111 d1011111111111111111111111111111111I 1111111111111111111111111111111111111111111111 T11, NI 111' 1111 qupuuu111111111 0III 111111 Ill11111 qN IiIVV � uum lig 11114 ,y..11110' jlllllllllllllllp1111 loulloon000nolloulloon000nonov IIIIIIIIII11111 1111111111111111111111111 11111 IIII II „ II m+, II,m 'l°umili!9G �'m"'Iww�wlw Ih Ja �wNNMMMnnMldlp III II II WVwnlm popo � ail' I wliwllwl" u! li i 111111111111111111111111111111111 1111111111111111 uuuuuu�11111II�V1 1111111111111111111111111111 111111111111 11,111,,11,„11,1,,11111 ca a) U O T.) ca a) 0 c c LE c 2a) C j {� ca O O Z� 0 0 Iloonipiju1iiiiii'I 0 0 N 0 iilrl�dw�dr; IIIIIIIIIIIIIIVI ' Y"di81i1Vb WNMIIm�;''Ni'!I1I1' „ III 0111111111111111110 rlo"�riC�o1R�� R11i`;'t,,�I11''lI'uYll��i�df��}BIW''y'g" ,il+;! u�ll�i ildu' I411 Iw ,71,,�N^" NOTICE November 9, 2016 VIA CERTIFIED LETTER TO: See attached Exhibit "A" Ladies and Gentlemen: This letter is sent to you to comply with the provisions of Section 306.23, Iowa Code. These provisions require the City of Waterloo to notify you as the present owner of the adjacent land from which certain lands were originally acquired, or as an owner of certain lands when originally purchased or condemned for highway purposes, that we are selling the tract of land described below: Tract 3 That part of the Northwest Quarter of Section 8, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Commencing at the Northwest corner of said Northwest Quarter; thence N89°49'35"E 1166.63 feet along the North line of said Northwest Quarter to the point of beginning; thence N89°49'35"E 1486.01 feet along the North line of said Northwest Quarter to the Northeast corner of said Northwest Quarter; thence S0°09'45"E 52.11 feet; thence S87°38'39"W 1268.30 feet; thence Westerly 135.88 feet along a 480 foot radius curve, concave Northerly, said curve having a chord of 135.43 feet and bearing N84°14'46"W; thence Westerly 82.40 feet along a 540.00 foot radius curve, concave Southerly, said curve having a chord of 82.32 feet and bearing N80°30'28"W; thence N2°21'21"W 72.65 feet to the point of beginning, containing 2.666 acres. You and all other persons qualified under these provisions are provided a period of 60 days from the date of this letter to be heard and make offers for this tract. The names and addresses of others receiving this notice, if any, are shown on attached Exhibit "A". Offers received from persons qualified under these provisions that equal or exceed other offers, and equal or exceed fair market value, shall be given preference. Fair market value for the tract has been established at $500,561. If you are interested in submitting an offer, please complete and return the enclosed Offer to Buy form, along with your payment. If no offers are received by 1:00 p.m. on January 12, 2017, or no offer equals or exceeds the fair market value, the property will be disposed of by the City of Waterloo by other means. 1 Page 62 of 152 If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on the appropriate form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 3 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. The City Council will provide a hearing for an opportunity to be heard and comment at its meeting of January 9, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. The City Council will provide a hearing authorizing the sale and conveyance of said property and will consider all offers received and accept comment at its meeting of January 17, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. You have a right to be heard at these meetings in regard to this matter. The City reserves the right to reject all offers. Reeky 7eecl�e Kelley Felchle, City Clerk, City of Waterloo 2 Page 63 of 152 taxmailto4 I WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 CEDAR FALLS, IA 50613 WATERLOO, IA 50701 WATERLOO, IA 50701 WATERLOO, IA 50701 taxmailto3 4245 W 4TH ST WATERLOO, IA 50701 1954 RED TAIL DR WATERLOO, IA 50701 WATERLOO, IA 50704 1935 RED TAIL DR 1946 RED TAIL DR 4202 HARBIN DR 1925 RED TAIL DR 1923 RED TAIL DR 1924 RED TAIL DR WATERLOO, IA 50701 WATERLOO, IA 50703 1934 RED TAIL DR 2202 THUNDER RIDGE BD 1911 RED TAIL DR 1916 RED TAIL DR 1967 RED TAIL DR HUDSON, IA 50643 CEDAR RAPIDS, IA 52401 0 N 0 I Q O OO J W Q 0 N 0 Q O J cc W Q Waterloo, IA 50701 Waterloo, IA 50703 Cedar Falls, IA 50613 Ames, IA 50014 Cedar Falls, IA 50613 Ames, IA 50014 tamailto2 KLINGAMAN,DEBRA A 129 PLAZA CR BROWN,GREGORY A 1955 RED TAIL DR m 0 N >< 0 CO 0 CL CEJVANOVIC,SEJLA COOPER,MICHELLE L DAMS,CHRISTY K DIZDARIC,MERIMA DIZDARIC,ZLATA DOLIC,SUADA 1111 W SAN MARNAN DR 1221 FRANKLIN ST KANTAREVIC,SABI RA KENNETT,BRENTON A KRAPFL,BRENDA CUTUK,MINELA SMITH,JULIE K PO BOX 447 425 2ND STREET SE, SUITE 900 1945 RED TAIL DR 1947 RED TAIL DR #1B 400 Kingsley 928 Mulberry 1209 W 23rd Street 2160 Country Club Blvd 1209 W 23rd Street 2160 Country Club Blvd taxmailtol KLINGAMAN,STEVEN R A S HOLDINGS LLC IBROWN,STACI A CAFARO,CRAIG 'CEDAR VALLEY 4 RENT L L C CEJVANOVIC,ELVIS 1COOPER,ORLANDO DAMS,JUSTIN 1DIZDARIC,ADNAN DIZDARIC,KADIR 'DOLIC,IRHAD GALACTIC DEVELOPMENT CORP 1GARCIA,GUADALUPE KANTAREVIC,HAJRUDIN 1KENNETT,BRIAN M KRAPFL,KEVIN 10BIC,EDIN SMITH,HERBERT J SUNNYSIDE SOUTH ADDITION LLC XL COLT FARMS LLC WHITE,DIVA A TRUNNELL,ANGENE B Irene Sindlinger Ocea Sindlinger William Wayne Sindlinger Pauline Evelyn Sindlinger McGinnis Joan Sindlinger Dallas V. McGinnis Page 64 of 152 Tract 3 - Page 1 OFFER TO BUY I herewith submit an offer of $ to the City of Waterloo (hereinafter known as City) for the purchase of the following land: Tract 3 That part of the Northwest Quarter of Section 8, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Commencing at the Northwest corner of said Northwest Quarter; thence N89°49'35"E 1166.63 feet along the North line of said Northwest Quarter to the point of beginning; thence N89°49'35"E 1486.01 feet along the North line of said Northwest Quarter to the Northeast corner of said Northwest Quarter; thence S0°09'45"E 52.11 feet; thence S87°38'39"W 1268.30 feet; thence Westerly 135.88 feet along a 480 foot radius curve, concave Northerly, said curve having a chord of 135.43 feet and bearing N84°14'46"W; thence Westerly 82.40 feet along a 540.00 foot radius curve, concave Southerly, said curve having a chord of 82.32 feet and bearing N80°30'28"W; thence N2°21'21"W 72.65 feet to the point of beginning, containing 2.666 acres. I herewith enclose a CERTIFIED CHECK or MONEY ORDER (the City will NOT accept CASH or personal check) for the full amount of the offer made payable to the City of Waterloo. Should the City not accept the offer, the amount will be returned by mail. I accept title by Quit Claim Deed. I agree to accept the Quit Claim Deed without an Abstract of Title, and am aware that the land is being sold in accord with the provisions of and subject to the limitations of Chapter 306 of the Code of Iowa. "Any sale of land as authorized therein shall be upon the condition that the tract, parcel or piece of land so sold shall not be used in any manner so as to interfere with the use of the highway, or to the material damage of the adjacent owner, and shall be subject to the right of all utility associations, companies, or corporations to continue in possession of a right of way in use at the time of such sale." This offer is subject to the following conditions: Bidders are cautioned that any conditions may cause their bid to be rejected. No additional conditions shall be allowed after submittal of a bid. The City of Waterloo reserves the right to waive any technicalities and to reject any or all offers. I certify that I have inspected the property to my complete and total satisfaction and that I am fully aware of all conditions of the property and the terms and conditions under which it is being 1 Page 65 of 152 offered for sale. I understand that the property is being sold as is with no warranties of any nature either expressed or implied. I therefore submit an offer, as shown above, for the property. Appraised value: $500,561 Offers Due: Thursday, January 12, 2017 at 1:00 p.m. If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on this form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 3 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. If my offer is accepted by the City, please issue the Quit Claim Deed to: (PLEASE PRINT OR TYPE) * The exact name or names the bidder wishes to appear on Patent. Address Signed: Date Telephone Number 2 Page 66 of 152 liiiiiuiii uu„ nollotopood 111111111111111111100 111'1111" 11,011,11.1.1.11,,,,,1 111111111111111111111111 d1011111111111111111111111111111111I 1111111111111111111111111111111111111111111111 T11, NI 111' 1111 qupuuu111111111 0III 111111 Ill11111 qN IiIVV � uum lig 11114 Itfl11,5 /AlittrPgn 111111111,11,111,101011111111111111 111111111111111111111111 IN111„ , 1101 11111111111,1,1,,,,,„, iipjjjjjjilljtvilittoloo),10 1111110mo, '1'1'1'1'1'1'1'1'1111,1 "um" m0 1111111110000000000000001111111101 luouloupoii 0101010101010101010101010101000000100v011110 11111,111' fi000000000 $looloolovory ,t10100001001001001001001001001001001001111 11111111111111111111111111' 000001111 1041111111111111111111111111,1111111111111111111,11,11,11 11:10000i1001000001110 000,0 =1, 00000000000,0000000000000000000000000000000000000000000 011111111111111111111111151110000000000000000000000000001i((0,0,0,0,0, 11111'11 1111111111111111„ 11111111 11,11,11,11,1u1„1,1111111111111111111 0000lviviv,i1,111111111110op0000000 111111,i11,1'11011111,iiii11111111111111111111101111111111000 00,1,1;111 olloo11111111111110000vvol 1000000000000000 00000 1 Ip11111111111111111111111,1,111111111111111111111,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,1,11,,o 1111 muni,,,uummum, 1111111111111111111111111111 III 1 100000000000000000010111111111111111111111,11,1,1„, '1'1'1'1'1'1'1'1'11'11111110?01111111111101111111111111111111", 11111111111111111111 110000, 000 11111111111111111111 11111111111111111111' 1111 0,00,010111111111111111111111111000% 11111111111111111111111111 00000111100110[ rr 101 u°111111Iii11101'1011i11"11"11)111111111- .11,1,111,1;01,A111111111111 0011111111111100100, 1.11,1;;;;I„,„„,,;;;;;;,iiiii;1111111111111,111111111111,11p,,,,. 111111,11,11,11,111,11,11,11,111,1„„„,,,,,,,,,,,I00010000000011)))1121111111[1.1.,11111111111111111111,„„,,,11,, oo000000000000ilyvvvvvvvvvvvvvvvvvillil,1,11,11 „ „„, 11111111'11'11'11'11'1111!11!1'11'11'11'11'11'11'11'11'11'11!'1'111'1"1111'11'1'111:11,11,11,111„ ,111111,,111,11111111111111 „, 0 moo 011111.u, ,",,',h,,i::::Y1,11111111111111111111111111111 111 NOTICE November 9, 2016 VIA CERTIFIED LETTER TO: See attached Exhibit "A" Ladies and Gentlemen: This letter is sent to you to comply with the provisions of Section 306.23, Iowa Code. These provisions require the City of Waterloo to notify you as the present owner of the adjacent land from which certain lands were originally acquired, or as an owner of certain lands when originally purchased or condemned for highway purposes, that we are selling the tract of land described below: Tract 4 That part of the Northeast Quarter of Section 8, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Beginning at the Northwest corner of said Northeast Quarter; thence N89°50' 54"E 1515.34 feet along the North line of said Northeast Quarter; thence Southwesterly 94.61 feet along a 510.00 foot radius curve, concave Northerly, said curve having a chord of 94.48 feet and bearing S82°08'18"W; thence S87°27'11"W 477.10 feet; thence S88°39'59"W 945.22 feet; thence N0°09'45"W 52.11 feet to the point of beginning, containing 1.184 acres. You and all other persons qualified under these provisions are provided a period of 60 days from the date of this letter to be heard and make offers for this tract. The names and addresses of others receiving this notice, if any, are shown on attached Exhibit "A". Offers received from persons qualified under these provisions that equal or exceed other offers, and equal or exceed fair market value, shall be given preference. Fair market value for the tract has been established at $222,305. If you are interested in submitting an offer, please complete and return the enclosed Offer to Buy form. If no offers are received by 1:00 p.m. on January 12, 2017, or no offer equals or exceeds the fair market value, the property will be disposed of by the City of Waterloo by other means. 1 Page 69 of 152 If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on the appropriate form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 4 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. The City Council will provide a hearing for an opportunity to be heard and comment at its meeting of January 9, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. The City Council will provide a hearing authorizing the sale and conveyance of said property and will consider all offers received and accept comment at its meeting of January 17, 2017 to be held at 5:30 p.m. in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa. You have a right to be heard at these meetings in regard to this matter. The City reserves the right to reject all offers. Reeky 7eecitee Kelley Felchle, City Clerk, City of Waterloo 2 Page 70 of 152 taxmallto4 ta)cmaitto3 WATERLOO, IA 50701 HUDSON, IA 50643 WATERLOO, IA 50702 WATERLOO, IA 50704 WATERLOO, IA 50704 Cedar Falls, IA 50613 Ames, IA 50014 taxmailto2 1111 W SAN MARNAN DR PO BOX 447 1111 W SAN MARNAN DR NN 00 NN X 00 CO 00 00 X CO 1209 W 23rd Street 2160 Country Club Blvd CL CL 1 taxmailtol GALACTIC DEVELOPMENT CORP SUNNYSIDE SOUTH ADDITION LLC IVGM DEVELOPMENT CORP IVGM MANAGEMENT INC IVGM MANAGEMENT LTD 'William Wayne Sindlinger Pauline Evelyn Sindlinger McGinnis Page 71 of 152 Tract 4 - Page 1 OFFER TO BUY I herewith submit an offer of $ to the City of Waterloo (hereinafter known as City) for the purchase of the following land: Tract 4 That part of the Northeast Quarter of Section 8, Township 88 North, Range 13 West of the Fifth P.M., Black Hawk County, Iowa, described as follows: Beginning at the Northwest corner of said Northeast Quarter; thence N89°50' 54"E 1515.34 feet along the North line of said Northeast Quarter; thence Southwesterly 94.61 feet along a 510.00 foot radius curve, concave Northerly, said curve having a chord of 94.48 feet and bearing S82°08'18"W; thence S87°27'11"W 477.10 feet; thence S88°39'59"W 945.22 feet; thence N0°09'45"W 52.11 feet to the point of beginning, containing 1.184 acres. I herewith enclose a CERTIFIED CHECK or MONEY ORDER (the City will NOT accept CASH or personal check) for the full amount of the offer made payable to the City of Waterloo. Should the City not accept the offer, the amount will be returned by mail. I accept title by Quit Claim Deed. I agree to accept the Quit Claim Deed without an Abstract of Title, and am aware that the land is being sold in accord with the provisions of and subject to the limitations of Chapter 306 of the Code of Iowa. "Any sale of land as authorized therein shall be upon the condition that the tract, parcel or piece of land so sold shall not be used in any manner so as to interfere with the use of the highway, or to the material damage of the adjacent owner, and shall be subject to the right of all utility associations, companies, or corporations to continue in possession of a right of way in use at the time of such sale." This offer is subject to the following conditions: Bidders are cautioned that any conditions may cause their bid to be rejected. No additional conditions shall be allowed after submittal of a bid. The City of Waterloo reserves the right to waive any technicalities and to reject any or all offers. I certify that I have inspected the property to my complete and total satisfaction and that I am fully aware of all conditions of the property and the terms and conditions under which it is being offered for sale. I understand that the property is being sold as is with no warranties of any nature either expressed or implied. I therefore submit an offer, as shown above, for the property. 1 Page 72 of 152 Appraised value: $222,305 Offers Due: Thursday, January 12, 2017 at 1:00 p.m. If you have any questions regarding this disposal, please contact the City Clerk, City of Waterloo at the following address or phone number: City Clerk City of Waterloo City Hall, First Floor 715 Mulberry Street Waterloo, Iowa 50703 Telephone: (319) 291-4522 All offers must be in writing on this form and submitted to the above address. All offers must be clearly marked as "SEALED OFFER Tract 4 Former Portion of West San Marnan Drive". Offers must be received by the City Clerk no later than Thursday, January 12, 2017 at 1:00 p.m., at which time offers will be opened in the First Floor Conference Room at City Hall, 715 Mulberry Street. If my offer is accepted by the City, please issue the Quit Claim Deed to: (PLEASE PRINT OR TYPE) * The exact name or names the bidder wishes to appear on Patent. Address Signed: Date Telephone Number 2 Page 73 of 152 00000,'Oul'111111111111111111 ' p '1111oulooluoml ronnipli 01011,"11,011,11.1.1.1,„.11 111111111111111111111111 rd I II 111111111111111111111111111111111 I 111111111111111111111I1I1111111111111111111111 „ ,11 111' 140 „ TAIT ,II.,,,,,11111h11, "‘ y00000000ioll d000h11111111111111 ',000001100 '111111111111111111 li'l'111111111111111111 „uun.111111111111111111111111111111111111111111 11 IV111,1 "11111111001011001101 10010111111111111111000000010011111111100001011100000000000000101' """1111111111111111111111111111111d1111111111 ,11,1111111111111111111111— jil TA',""!"? 111111111 0 11111 110000011y 11114 11111111111111111111111111111111 youlooluovouo 11111111111111111111111111111111 1111111111munummummummummum::::::::, 00000000000000l0000000000voor oloollowoolooloolooloolooloolouP oolooluououlouluo oopopoo111111111111111111111111111111111M00111 00000000000000011bloo 1111111111111loollo111111111111111111111111ooll0001111 loolooloolVolvii111111111 p000l00000l11111111111111111111111111111111111111111111111IIIIIIIIIIIIIII, 0000000000000000hool000m ooloolool000lon 1111 o 11100000011000k poo000000 1111119111111111,1111),.1 „ „leg101:011111°,1" nolo e.9 „,111,111101111 ;711j1111111r1111 uoli 011 1100000001000 11111111111111111111111 loorog000log 000lO1111141111,o1), 1111111111111111111111111111111111,111,,„ 111 00000000000000 41h,'11 001000010,0° 000 I 0000000100000°0°000 00061' 00 0 10 11000 CITY OF WATERLOO Council Communication Resolution approving an agreement with MidAmerican Energy Company for electrical distribution services along Wagner Road, in an amount of $2,750.44, and authorize the Mayor to execute the same. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department inning Zon Reviewer Schroeder„ Arne -r ATTACHMENTS: Description MndArnerican. A.greernent SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Action Approved A;pproved Type Date 1/1/20 ""'/ 0:5AM 1/1/20 ""'/ AM Resolution approving an agreement with MidAmerican Energy Company for electrical distribution services along Wagner Road, in an amount of $2,750.44, and authorize the Mayor to execute the same. Submitted By: Noel Anderson -Community Planning and Development Director To approve and authorize the agreement The City of Waterloo currently owns 14 acres along Wagner Road that are being subdivided and prepared for development. This contract with MidAmerican Energy Company allows for the extension of distribution lines in order to service the 14 acres. $2,750.44 TIF/Bond Economic Development N/A The City of Waterloo recently acquired 14 acres of land along Wagner road north of Airline Highway. The City is now preparing the site for Commercial development and as a part of that preparation MidAmerican Energy will need to extend services to the site. Page 76 of 152 eleetric_distribution_extension_agreement_(2-2) - New Form Page 1 of 2 MidAmerican Energy Company ELECTRIC DISTRIBUTION EXTENSION AGREEMENT NON-REFUNDABLE CONTRIBUTION IN AID OF CONSTRUCTION MidAmerican Energy Company, an Iowa Corporation, its successors and assigns, (Company), and City of Waterloo its successors and assigns, (Applicant) agree as follows: I. Company will extend its electric distribution system as required to make electric service available to the following platted and described area: Wagner Road - 6 Commercial Lots owned by the City 2. 3. 4. 5. The Company shall: a. Install, own, operate and maintain the electric distribution system and reserves the right to extend or alter the system in the future if necessary. b. Furnish all necessary labor and materials required for the construction of such distribution system. c. Schedule such installation with Applicant so as to provide timely service. The Applicant shall: a. Provide, without cost to the Company, such easements as are necessary for the construction, operation and maintenance of the electric distribution system. b. Provide easement areas: 1) cleared of all obstructions; 2) within 4" of final grade over the route of the distribution system; 3) with streets finished to local specifications; and 4) with sewer and water installed. c. Place visible stakes, including lot numbers, on all lot corners and easement lines. d. Provide drawings showing the location of all present and future underground facilities. e. Provide the concrete transformer pads, conduit systems, and other facilities where required by the Company's tariffs and electric service manual (includes an inspection by a Company representative prior to pouring the pads or covering the conduit system). f. Locate all underground facilities such as storm sewers, sanitary sewers, septic lines and water lines that are not located by members of a one -call locating system. g. Indemnify, protect and hold harmless the Company from and against all liability, damage, loss, claims and actions any nature whatsoever which arise out of damage to underground facilities resulting from the customer's failure to correctly locate such facilities as required under this agreement. h. Hold Company harmless for any loss, cost or damage caused by delays in construction of the distribution system and services. Applicant agrees to pay $ 2,750.44 as a contribution in aid of construction in accordance with Company's tariff. The cash contribution in aid of construction shall be due when this Agreement is signed by Applicant. If Applicant requires that the installation be completed during the winter construction season, or when adverse working conditions impede construction, Applicant shall pay an additional non-refundable sum of $ 4.84 per foot. The Company reserves the right to determine when such winter construction season conditions exist. Within the area describbove, Company will provide electric service to customers in accordance with Company's tariffs and Tr. c, sty requirements. MIDAMERICAN ENERGY 711 16.44W, By Adam Streeter Title Engineering Supervisor wmis g 2584939 District North 2-2 5/18/11 APPLICANT By Title Date Wanted Date Signed Page 77 of 152 http://meewss/sites/formservices/meeformservices/legal/ Jayouts/15/Print.FormServer.aspx 12/21/2016 CITY OF WATERLOO Council Communication Resolution adopting the Record Retention Manual for Iowa Cities as the records retention schedule of the City of Waterloo, Iowa and establishing electronic imaging and destruction of records. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Clerk Office hie, Ke ATTACHMENTS: Description D Resolution D Records Retention M r D Archive Form SUBJECT: Action Date Approved •l/4/2017 3:40 PM Type Material •Mater Resolution adopting the Record Retention Manual for Iowa Cities as the records retention schedule of the City of Waterloo, Iowa and establishing electronic imaging and destruction of records. Submitted by: Submitted By: Kelley Felchle, City Clerk Recommended Action: Recommended for approval. Summary Statement: Since purchasing Laserfiche in 2014, the Clerk's Office, IT, and our provider have been working to create a process for scanning city records. Currently, Engineering, Building, Finance, Human Resources, Human Rights, Police Department, Fire Department, and City Clerk's Office are using the program to scan documents. In 2016, public access to digital records was added to the city website to give the public the ability to search minutes, ordinances, resolutions, council proceedings, the FY17 Certified Budget, and Public Input Budget forms. State law does not specify retention policies for local governments, but Iowa Code, Chapter 372.13(5) does set minimum record retention periods for certain types of records. Per Iowa Code, general city records or accurate reproductions should be kept a minimum of five years and permanent retention for ordinances, resolutions, council proceedings, and real property transactions. Chapter 372.13(5) also authorizes the retention of documents or accurate reproductions from electronic or other forms of retention and Chapter 622.30 authorizes electronic reproduction and destruction of original documents as admissible documents in court. The proposed resolution would formally adopt the Records Retention Manual for Iowa Cities, produced by the Iowa League of Cities, State Historical Society of Iowa's Archives and Records Bureau, and the Iowa Page 78 of 152 Municipal Finance Officers Association, as as a guide for records management in the city and provide that the manual update as laws change. This will help assure consistency in the preservation of records retained. The resolution recognizes that electronic records can serve as the official record, just as paper copies serve as official records. Attached are copies of the draft resolution, Record Retention Manual for Iowa Cities, and a copy of the Record Archive Form. The form will be used to catalog stored boxes of records that have not yet been scanned and the information provided will be stored in the physical record catalog. Page 79 of 152 Prepared by Kelley Felchle, City Clerk, City of Waterloo, 715 Mulberry Street, Waterloo, IA 50703, (319) 291-4323. RESOLUTION NO. 2017 -XXX RESOLUTION ADOPTING THE RECORD RETENTION MANUAL FOR IOWA CITIES AS THE RECORDS RETENTION SCHEDULE OF THE CITY OF WATERLOO, IOWA AND ESTABLISHING ELECTRONIC IMAGING AND DESTRUCTION OF RECORDS. WHEREAS, Chapter 372.13(5) of the Code of Iowa authorizes retention of documents or accurate reproductions, and WHEREAS, the City of Waterloo, regularly creates public records and is required to store public records for a certain period of time, and WHEREAS, Section 622.30 of the Code of Iowa authorizes electronic reproduction and destruction of original documents admissible in court, and WHEREAS, electronic imaging of records greatly reduces physical storage requirements and increases response time to records requests, and WHEREAS, the City has procured document management technology and record destruction and disposal services, and WHEREAS, the City of Waterloo will adhere to the Record Retention Manual for Iowa Cities (Produced by the Iowa League of Cities, State Historical Society of Iowa's State Archives and Records Bureau, and Iowa Municipal Finance Officers Association) as the retention and destruction schedule of public records and other supplemental City documents, and will automatically update said schedule to include future changes in state and federal code. NOW, THEREFORE, BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA AS FOLLOWS: 1. Each department is responsible for maintaining its records in accordance with state and federal laws. 2. That the Record Retention Manual for Iowa Cities is hereby adopted and will automatically update to include changes to state and federal document retention requirements; 3. That electronically imaged documents are deemed to be the official City record; 4. That original documents, in accordance with statutory requirements and the Record Retention Manual for Iowa Cities, may be destroyed after being electronically imaged. PASSED AND ADOPTED this day of January, 2017. ATTEST: Quentin Hart, Mayor 41',(rhilg IOWA LEAGUE °f CITIES ) '$i)11( ill League ''''';' III , i'i 1,,,,,,v ), ,,,,t or,, m 0 i 114„,,, till ,11',1.-1,,J;',,,, 6 CitiesRecord Retentwn a This records manual is intended to assist officials in the management of records created and received in the conduct of city business. Ideally, records should facilitate the efficient, economical operation of municipal government, not impede it. This manual suggests methods of controlling records that can help convert a potential liability into an asset. One method of controlling records is to establish a timetable, or schedule, for destroy- ing records that are no longer needed. The largest section of this manual consists of such schedules for records most commonly found in cities in Iowa. These schedules list categories of records, or series, and indicate minimum periods of time city officials need to keep them for administrative, legal, fiscal or historical purposes. In developing these schedules, no attempt was made to identify all of the records in any one city or to list all records that could possibly exist in all cities. Rather, functional categories common to the majority of Iowa municipalities were identified. The recommended retention periods take into account requirements of the Code of Iowa, the Iowa Administrative Code and federal law. In cases where no law exists concerning appropriate retention periods, state and city officials who work with records were consulted. Record series retention and disposition schedules are only one component of an effective records management program. Inactive storage, historical appraisal, municipal records management ordinances, filing systems, electronic methods of recording and retriev- ing data, and disaster planning are some other components of record management of importance for municipalities. While these topics are important, they have not been in- cluded. 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(/..):1))))).)))) ji jl Iowa League of Cities L October 2012 Page 81 ot 152 2 I Record Retention Manual for Iowa Cities Public Records Defined Code of Iowa Section 22.1(3) defines the term "public records" relative to examination of govern- ment records: "As used in this chapter, "public records" includes all records, documents, tape, or other informa- tion, stored or preserved in any medium, of or belonging to this state or any county, city, township, school corporation, political subdivision, nonprofit corporation other than a fair conducting a fair event as provided in Chapter 174, whose facilities or indebtedness are supported in whole or in part with property tax revenue and which is licensed to conduct pari-mutuel wagering pursuant to Chapter 99D, or tax -supported district in this state, or any branch, department, board, bureau, commission, council, or committee of any of the foregoing. "Public records" also includes all records relating to the investment of public funds including but not limited to investment policies, instructions, trading orders or contracts, whether in the custody of the public body responsible for the public funds or a fiduciary or other third party." Common to both definitions is that: • Records are information documented in performance of the official business of an organiza- tion. • Record content, not record form, determines whether or not information constitutes a record. Any information documenting official business, whether recorded on paper or electronically, documented photographically, recorded in video or audio media, or documented using any other medium, constitutes a record. Record Creation and Maintenance Records are created and maintained to facilitate memory. City officials cannot reasonably be expected to remember every fact relative to a government's business. Records, once created or received, must be maintained in unaltered condition in order to afford reliable authority for subse- quent business of the government. Managing Records Municipal governments conduct a large amount of business that must be recorded. Accumulation of records of already transacted business (inactive records) can overwhelm available storage space and hamper retrieval of both active and inactive records. Furthermore, records of business already transacted can prove both legally and financially burden- some, since records must be produced when requested. Retrieving records can be difficult if record management is not done properly. Some records of business already transacted remain permanently valuable to the government due to their content, but most records are of no further use once the documented matter has been transacted and routine audit, legal and administrative uses have been completed. Management of records allows records to be routinely maintained for legally accountable periods of time and affords documentation that the records were maintained, then destroyed routinely, un- der those scheduled record retention periods. Records that are managed routinely and consistently Iowa League of Cities 1 October 2012 Page 82 of 152 3 1 Record Retention Manual for Iowa Cities from the time of their creation through their final disposition favor efficient use of those resources allocated for record keeping Record series retention and disposition schedules are developed by governmental organizations to ensure records are kept for as long as they are needed, routinely destroyed when no longer needed, and the disposition of records legally accounted for. The lengths of time for which a series is routinely needed for audit, legal, administrative and historical determine how long records must be retained. In all cases, the longest of the respective periods of need for each record series is used. The record series retention and disposition schedule formally authorizes the retention and ultimate disposition of the record series. Record Series A record series is a body of records maintained in performance of an official function and gener- ally filed together due to the relationship of the records. A record series is ongoing in that records are added to the file as long as the official function documented in the record series continues to be performed. Usually the components of a records series (i.e., files, electronic records, databases, etc.) are filed together and separately from records documenting other functions. For example, claims are gener- ally filed with claims, and minutes of the city council will be filed together in the city council min- utes file. Claims and city council minutes would constitute two distinct record series. Retention and Disposition Schedules A record series retention and disposition schedule is a formal statement of the period of time records must be retained in order to fulfill routine fiscal, legal, administrative and historical needs for the records. Retention and disposition schedules are developed through analysis of those fis- cal, legal, administrative and historical needs for determination of the necessary routine retention. Records are then scheduled for appropriate retention and final disposition. The record series retention schedule is intended to insure that records are preserved for as long as needed but also, once retention needs have been met, that non -permanent records are destroyed in a routine, timely and legally accountable manner. The retention and disposition schedule is formally adopted by the city to serve as the legal basis for records disposition. Retention and disposition schedules govern routine records disposition. Where a non -routine need for an extended retention of a specific record series is determined prior to the scheduled destruc- tion (for example, when outstanding or anticipated litigation may require use of the records in question), the records must, of course, be held past the scheduled destruction time. But once the non -routine need is past, the scheduled records can be legally destroyed. Adherence to the record series retention and disposition schedule allows records to be destroyed routinely, freeing valuable storage space. Additionally, the smaller quantity of records that are scheduled for permanent retention are preserved, and the resources available for permanent pres- ervation of records are applied only to those records series determined to have permanent value to the government. Iowa League of Cities 1 October 2012 Page 83 of 152 4 1 Record Retention Manual for Iowa Cities Using Record Retention and Disposition Schedules Record series retention and disposition schedules identify record series, and the disposition, ex- pressed as a retention period, applicable to those record series. The record series identified in the schedules in this manual are ones typically created or maintained by Iowa municipalities. In some cities a given record series may be called a different name than the one used in this schedule. Also, some cities may place authority for the same functions under different departments. In order to de- termine an appropriate schedule for records in each particular city organization, it may be necessary to compare the known purpose of the city's own records with the indicated record series labels. Where no comparable example exists, a schedule should be developed, taking into account the ad- ministrative, fiscal, legal and historical values of the record series, and adopted formally by the city. Record series generally accrue continuously with new records being added to the file as new busi- ness is transacted. The retention period must be applied to manageable file increments since it would be unwieldy to individually apply the schedule to each record item (i.e., case file, claim, data- base record entry, etc.) at the time each record becomes inactive. The retention schedule for a record series should correspond to the time frame in which that record series actually accrues, whether that be fiscal year or calendar year. Financial information, such as a file of claims, could be cut off at the end of the fiscal year and the retention and disposi- tion schedule applied to that fiscal year's accrual of records. Claims for that entire fiscal year would be retained for five years after the fiscal year, then destroyed, and claims for succeeding fiscal years would be retained for five years after the close of each of those respective fiscal years. In this way, the physical process of destroying records is simplified. The records to be destroyed together are kept together until the scheduled destruction date, and the entire destruction can be documented as having been performed at the appropriate time. Record Disposition Disposition is the final outcome of records retention, whether for destruction or permanent reten- tion. Most records are scheduled to be destroyed after all normal legal, administrative and fiscal needs for the record have expired. Those needs expire in very short time for many record series, and for certain other records series those needs continue for much longer periods of time. In ei- ther case, the records are to be destroyed once the needs for retaining the records have been met. For a few records series, however, permanent retention is the scheduled final disposition. Some record series might have long-term legal, administrative or fiscal value, but where a record series also documents the development of policy of the city government or the history of the city itself, the record series may be scheduled for permanent retention. Permanent retention is a commitment to preserve the record series without end. Only a portion of all record series have such historical value. A record series allowed to accrue for years wastes storage space, is difficult to use and can become a legal liability. Only records scheduled for permanent retention can be allowed to accrue without routine destruction. Destroying Records The record series retention and disposition schedule, duly adopted by the city government, formal- ly governs retention and final disposition of records. Adherence to scheduled periods of retention results in consistent, routine disposition of records. Only in instances where exceptional needs can be clearly identified and specified, such as for outstanding or pending litigation for which specific records series are needed, should records be retained beyond the scheduled period of retention. Iowa League of Cities 1 October 2012 Page 84 of 152 5 1 Record Retention Manual for Iowa Cities Permanent Retention The record series retention and disposition schedule indicates which records series are to be re- tained permanently as archives of the city government. Generally, records documenting the devel- opment of city policy (for example, council minutes) have permanent value for the history of the city organization and also for the history of the geographic area encompassed by the city. Records to be preserved as archives should be protected from extremes of temperature and humidity, light, rough handling, animals and other conditions that may accelerate their deterioration. Retaining Electronic and Non -Paper Records The record series retention and disposition schedules apply to all forms of the record. Whether paper or electronic, all records are destroyed or preserved in accordance to the record series reten- tion and disposition schedules. The form of the record does not exempt it from application of the schedule. Content and documentary purpose, rather than the physical form in which the record is maintained, define the record series. Modifying a Record Retention Plan The retention periods indicated in the manual are based on reasons city officials in Iowa have found useful for scheduling the indicated record series. If the city's needs are different, it can make specific changes to their schedule to accommodate those needs. Changes should be adopted under the legal mechanism the city has established for modifying municipal ordinances or rules. Once legally adopted, the modified record series retention and disposition schedule governs disposition of the record series, and adherence to the schedule is necessary for legal accountability. Other records may be used in some cities for which no example in the existing manual provides comparison. In such case, the period of time the record is required to satisfy routine administra- tive, legal and fiscal needs must be determined, as well as an appraisal of the historical value of the record series, in order to appropriately schedule the series. The State Historical Society of Iowa, State Archives and Records Bureau may be called upon for information concerning the appraisal of a record's historical value. Any resulting schedules should be submitted to the Iowa League of Cities for possible inclusion in updates to the manual. The R.V .q el COI' t „ t.j1„ a g ern e Records management can be defined as the systematic control of records from the time of their creation or receipt, through their organization and maintenance, to their ultimate disposition. Managing records means keeping only those records that are necessary and keeping them in a way that permits quick and easy access to the important information they contain. As cities continue to see increased documentation and reporting, managing records before they inundate the office is becoming increasingly difficult. Finding enough storage space for these records is one problem; being able to efficiently locate a specific record when needed is another. The application of records management techniques can help solve them. Major purposes of an efficient records management program are reducing the bulk of records stored by disposing of records that are no longer valuable, preserving the valuable records and making records readily accessible to those who need them. The rewards of such a program are reduced costs for space, equipment, and personnel and an orderly flow of information. Public records found in city governments require special consideration. First, public records are public property, owned by the citizens, and in most cases they are open to public scrutiny. Second, some public records protect the rights of the city and its citizens, and for this they deserve special Iowa League of Cities October 2012 Page 85 of 152 6 I Record Retention Manual for Iowa Cities care. Third, public records often have historical value, because they document the development of the community. Therefore, ensuring public access, protecting legal rights and preserving historical information are important goals of a records management program in city government. How to Begin The first task in establishing a records management program is the creation of record series reten- tion and disposition schedules that identify records found in the city and indicate how long to keep them. The creation of these schedules requires three steps: inventory, appraisal and schedul- ing Making the schedules part of an ongoing program requires two more steps: organization and implementation. In the preparation of the record series retention and disposition schedules in this manual, the first three steps were followed. Through the combined efforts of the Iowa League of Cities, the Iowa Municipal Finance Officers Association and the State Historical Society, recommended record series retention and disposition schedules have been developed for many of the records found in many cities in Iowa. Officials in individual cities may wish to review and repeat the first three steps when setting up a specific program in their own city hall. The last two steps, organization and implementation, follow the decision-making and planning of the first three steps and constitute the action part of the program. Throughout all five steps, the process requires cooperation and participation from all city officials. Step 1: Conduct an Inventory To begin, a city must find out what records it has stored, not only in active office space, but also in the basements, vaults, computers, mobile devices, servers or any other place where inactive records have been stashed over the years. During the search, information about the records should be writ- ten down; specially prepared inventory worksheets can simplify this process. The details recorded at this stage may vary according to each city's needs, but the basic information should include the record's title, the time span the complete record encompasses, a physical description of the record (letters and legal papers, databases, GIS systems, maps, electronic documents, etc.), location of the records, equipment currently used to store the record, the amount of space a record occupies, and the frequency of staff reference to the record. Most of these items are simply factual descriptions. It is usually most effective to categorize re- cords according to function, subjects or activity into what is called a "record series." For example: • "Correspondence" is too general a term to be helpful. • "John Smith's letter to the mayor regarding the bond issue to finance Main Street storm sew- ers" is too specific. • "Bond issue correspondence" successfully labels a type of records for most inventory pur- poses. If more than one person is conducting the inventory, it is wise to meet often so the record titles are standardized. Step 2: Appraise the Records After the inventory is complete, the inventory sheets should be sorted so the information gathered can be classified and appraised. The purpose of this appraisal process is to establish the value of a record series in preparation for the next step, deciding how long to keep it. This step may involve research into statutory and audit requirements as well as interviews with city officials in all depart- ments about the current and future values of records in their areas. In order to appraise records in an orderly manner, the following criteria are used: Iowa League of Cities October 2012 Page 86 of 152 7 1 Record Retention Manual for Iowa Cities Administrative Value These records establish policy or document operations. Those that document policy (minutes or resolutions for example) usually have a long-term value. Those that document operations (person- nel time sheets or monthly reports) usually have value for a relatively short length of time. Legal Value These records document the rights and obligations of the city and its citizens. Examples are re- cords showing the basis for an action (legal decisions and opinions), documents representing legal agreements (leases, titles, contracts), and records of action in particular cases (claims, dockets). Retention periods can be dictated by the legal statute of limitations or the term of the agreement, in which case the retention period would be relatively short. If the record documents long-term legal rights and obligations, however, retention is usually permanent. Fiscal Value These records document the day-to-day financial transactions of a city, as well as long-term finan- cial planning and policy. Records that show financial transactions generally have a relatively short- term value determined by the audit period or specific law. Records that document financial policy usually have a longer -lasting value. Historical Value Records with historical value may have a future research use, despite the fact that the original ad- ministrative, legal or fiscal value no longer exists. They are permanently valuable to a city because they document development of policy and/or the growth of the community. The historical value of a record is often the most difficult quality to determine. Each of these values should be considered when deciding on how long to keep a record. A specific record can have value in more than one category, and, if one does, the retention period must satisfy the longest need. Step 3: Schedule the Records After the classification and evaluation of records in the appraisal process, a decision is made on how long to keep each record series. This information is compiled into a record series retention and disposition schedule that names a record series and states its retention period, usually in col- umns. The following example shows a simple format: Table 1 R3-I.1II Minutes of City Council 11111),14,11iiiikkii Purchase Orders hT1 Permanent 4117MAYIVZ 5 years Code of Iowa, 372.13(5) /Afr fffifeffigerafft Fiscal value ends 7 ze777 , 4 4 rK/re,"(/(Ar xrecu / , r Iowa League of Cities 1 October 2012 Page 87 of 152 8 I Record Retention Manual for Iowa Cities More complex formats can be used if directions are to be given about location and form of reten- tion at various stages in the record's lifespan. A more complex format can also address the problem of duplicate copies of the same record. An example of a more complex format follows: Table 2 Record Title ge Final Dispos 1. Minutes firiZzcii4fiffifalf / / / / b. Working copies in other offices AAA 3. Purchase Orders ://ffilY/t/ As long as administra- tively useful A None Destroy A b. Office of origin • 2 years p Destroy The schedules in this manual are in the simpler format. As the second example demonstrates, however, schedules tailored for your city can be more detailed, reflecting your city's needs and resources. Once created, these schedules should be made available to all departments in the city so all offices can use them. Although the record series retention and disposition schedules may be revised in the future, they form the basis of the records management program. Step 4: Organize the Records Using the information gathered in the inventory process and decisions made in the appraisal and scheduling steps, city personnel in all departments now can roll up their sleeves and physically organize their records. In the active office area, the filing system used for current records may be adequate, but if changes are needed they should be made during the organization of records. At this time files should be weeded of valueless paper and non-current records should be removed for storage in inactive areas. The following suggestions can help organize records in this area: 1. Store records of the same record series together. • Do not mix payroll records with commission minutes or cancelled checks with dog licenses in the same box. • Before moving correspondence files to inactive storage, separate routine, less -valuable let- ters from those containing information with long-term value. • Consolidate information from different departments, and dispose of unnecessary duplicate copies of the same record. 2. Store records with the same retention period together. 3. Destroy valueless records based on the retention and disposition schedules. 4. Label the remaining records in a clear, consistent manner. Iowa League of Cities 1 October 2012 Page 88 of 152 9 1 Record Retention Manual for Iowa Cities • Do not use a term such as "Financial Records" as it is too general. A specific term such as "invoices" or "daily cash receipts" is more helpful. • Be consistent in the labeling; choose a term and stick with it. "Claims," "bills," or "vouch- ers," may all be the same thing, but the different terms can cause confusion. 5. Prepare a list or index identifying what and where records are stored and make this information available to all departments. 6. Clean the storage area, and make the records easily accessible. Step 5: Implement the Program Once the organizational phase of the program is completed, city officials might consider the job done. Certain steps in the process, however, need to be repeated regularly in the future to qualify these records management efforts as a "program" rather than a mere house cleaning. The inventory process will not have to be repeated if systematic labeling and indexing take place. The appraisal process might only have to be done again on a limited basis, as new records series are created or reassessment of an old series becomes necessary. Schedules form a basis for the pro- gram and do not need to be changed often, but they can be amended as needed. Implementation of the program means repeating the organizational step often. On almost a daily basis, new records will enter the system. They should be adequately labeled and logically filed at that time. On an annual basis, the record series retention and disposition schedules should be checked. Non-current records should be removed from active files, reviewed, consolidated, labeled and indexed before storing them in inactive areas. Records scheduled for destruction should be re- moved and destroyed. If they are allowed to accumulate, storage areas will become as overcrowded as they were before the program began. Implementing the steps of the organizational phase on a regular basis will ensure that the consider- able amount of time and effort spent in initiating the program will not go to waste. With some ef- fort, city officials can enjoy the benefits that an ongoing records management program can provide. •gUIagg% It is essential that government agencies manage their electronic records appropriately. Like all other government records, electronic records are subject to requirements of Code of Iowa Chapter 22 "Examination of Public Records" and litigation. As with all records, cities must ensure that they are retaining, managing and destroying their electronic records in a proper fashion. This guide is designed to help employees of local governments who create, receive and retain electronic records follow existing procedures and protect themselves and their city. Electronic Records Defined An electronic record is information recorded by a computer or other electronic device that is pro- duced or received in the initiation, conduct or completion of a city or individual activity. Examples of electronic records include: email and text messages, word -processed documents, electronic spreadsheets, digital images and databases. Many electronic records are maintained as part of an electronic recordkeeping system, such as geographic information systems (GIS), digital image stor- age systems, computer aided design (CAD) systems and electronic commerce systems. Electronic Records as Public Records Electronic records are public records if they are created or received as part of performing official duties and fall under Code of Iowa Chapter 22. Iowa League of Cities 1 October 2012 Page 89 of 152 10 I Record Retention Manual for Iowa Cities All electronic records that are created, received or stored by a city are the property of the city; they are not the property of its employees, vendors or customers. Employees should have no expecta- tion of privacy when using the city's computers and electronic devices. Use of Home Computer or Personal Device Records created in the performance of an official function must be managed the same way as those created and received using government computer resources. This holds true when a home com- puter or personal device is used to create or receive city records. Electronic Records Under Code of Iowa Chapter 22 and During Litigation Electronic records might be released in accordance with Code of Iowa Chapter 22 or during the dis- covery process. Computers and electronic devices are provided to employees for conducting public business. Employees should be prepared to provide access to their electronic records to their su- pervisor or their city's attorney under these circumstances. Electronic records that are created using home computers that are related to public business might also be released in accordance with Code of Iowa Chapter 22. Employee Responsibilities with Electronic Records Government employees are responsible for organizing their electronic records so they can be located and used. They are also responsible for using an approved record series retention and dis- position schedule to identify how long electronic records must be kept and when or if they can be deleted. Record Retention and Disposition Schedules The State Historical Society and the Iowa Municipal Finance Officers Association has worked with the Iowa League of Cities to create general record series retention and disposition schedules that can be used by city governments. If the records in an office are not inventoried on a general sched- ule, a special or specific schedule must be created to cover the records in that office. The Iowa League of Cities is available to advise cities about the process for creating special record series retention and disposition schedules. Application of Retention and Disposition to Electronic Records Record series retention and disposition schedules apply to electronic records. You may contact the Iowa League of Cities for information concerning reviewing your electronic recordkeeping sys- tems to determine if any changes are needed to your city's record series retention and disposition schedule. Storing Electronic Records Electronic records must be retained in accordance with a record series retention and disposition schedule, so it is very important that the database be listed on a schedule. The schedule will tell you how long to keep the older data and will help you design the new computer system to purge data at the appropriate time. Note: Electronic records cannot be destroyed if they have been requested un- der Code of Iowa Chapter 22, or if they are part of ongoing litigation, even if their retention period has expired. Many electronic records need to be kept longer than the original technology that was used to create them. New technology is not always compatible with older technology that cities may have used. Cities are responsible for ensuring that older electronic records remain accessible as technology is upgraded or changed. Each time technology upgrades and changes occur, cities should be aware of the existence and location of older electronic records so they can be migrated to the new technol- ogy. Iowa League of Cities 1 October 2012 Page 90 of 152 11 I Record Retention Manual for Iowa Cities Deleting Electronic Records Individual employees are responsible for deleting electronic records in accordance with the appro- priate record series retention and disposition schedule. Deleted electronic records, however, may be stored on backup systems for several days, weeks or months after they are deleted. Cities need writ- ten procedures for ensuring that deleted electronic records are rendered unrecoverable on a regular basis. Note: Electronic records cannot be destroyed if they have been requested under Code of Iowa Chapter 22, or if they are part of ongoing litigation, even if their retention period has expired. CM'il%§%1 For more information contact: Iowa League of Cities 500 SW 7th Street, Suite 101 Des Moines, IA 50309 (515) 244-7282 www.iowaleague.org Iowa Department of Cultural Affairs State Historical Society of Iowa State Archives and Records Bureau 600 East Locust Des Moines, IA 50319 (515) 281-7801 Iowa League of Cities 1 October 2012 Page 91 of 152 12 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records ecord9ride i 1X1_,_ fAffliT,Aleff ,,,,,7 7 / / Retention 'ler* (111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111Re 1. Official Copy Permanent Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. 2. Working Copies As long as administratively useful; then destroy Administrative value ends 3. Index Permanent Continuing administrative and historical value 4. Audio Recordings of Closed Sessions 1 year from date of meeting; unless required to retain due to pending legislation Code of Iowa, 21.5(4). Administrative and legal value ends. 5. Agendas ZAffaaliffilAWMOZAIA 1. Current code 5 years Permanent Administrative value ends Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. 2. Superseded Code Two copies permanent Continuing historical value 3. Index Permanent Continuing administrative and historical value 4. Individual Copies of Ordinances for Disbursement /fileteiff 1. Official Copy Until superseded; then destroy Permanent Administrative and legal value ends Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. A 2. Working Copies As long as administratively useful; then destroy Administrative value ends 3. Index Permanent er (## I At: I IP a' MI1 VI A Continuing administrative and historical value , 1. Re: Budget Until audited or 5 years Fiscal and legal value ends 2. Re: Ordinances Until recodification Fiscal and legal value ends 3. Re: Bond Issues Permanent Continuing legal and historical value 4. Others 5 years II 6 f ,,r(rfry/,c fiff , (,,,,,5,44, "gved:/iy: irfri / / / Fiscal and legal value ends F-7,/ /410171.1/11, / Iowa League of Cities 1 October 2012 Page 92 of 152 13 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records, Continued Recorderitie 7 17 71 ,121nr ..,, 1. Deeds 2. Tide Opinions 3. Abstracts and Certificates of Title 4. Tide Insurance 5. Condemnation Proceedings '' ;IY1.1 i ( 7 — ff Itioi% il a , e , /4, /rp eit/. / / / l � Permanent Permanent Permanent Permanent Permanent @)Ji 1 , III, 111'1'.1'.1'.111111111111"""""'L /7e..) .ffri ir., „„ „ „, //lc; ( .ipli/z/ Tit. r(i : til f 707y5,5 7/)>;///7 it (,rj /.7 /Ifty7fix/iiryigif,./...i9(i . re. ,+,++ liro, r iffre, r iiii-yriv/ P 1 yoid M,1ti," 15, T 1. Claims Settled out of Court 2. Court Decisions z�� ,�,'i!1!IlII t�ii�i;;, if 1. Accepted 2. Rejected riff, ilf7 rj/ .:'*'(),,''/ hy / ////// Z1/ : Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. Code of Iowa, 372.13(5). Also continuing legal, administrative and historical value. ii pII lIa Zlu),,,,,, ... //,/,/,(7 e IIS I� ;M�,�, "1,11 � � �� n'� I �uri°rb��i 01 !i if, rrr $$ .io 's 'fie",1 7 ;y f, / ii k{ , tjjr11 ffe i`,� E'� i �;l 'Ui fluff; t„ ity()it / 4' IP Kfirfffri (1141,Ifftu or ty YI)y " i tl ygSIS Ii1Yk �h`""" /2,,,pri,42/".">,/,444, I�I® �I, I�� FI� � I �jl'm"�9 ii�ii! iil fi�l� 10 years after settlement Permanent 5 years 5 years or 1 year after audit Iplllllllldt VIII Illlllgt II':t /,,f Legal value ends Continuing legal value Legal and fiscal value ends Legal and fiscal value ends Iowa League of Cities 1 October 2012 Page 93 of 152 14 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records, Continued1111/414 / 1 2 miff,45729. , e (Xi" 7„ciliey/46 , . itify,/,,,y py AAA/44; ;///7 /77 EF a ii'11 f Vrf,r1 /I 1. Inventories 2. Maintenance History 3. Cost of operation summaries 4. Information Service Records a. Computer equpment inventory b. Telephone c. Depreciation reports and records d. Vendor information gllqlqqlll I ,� r( ,,yryy,fn4, „ � ....III, r /11."4.1 rggrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrqqrqq A4,,a E Iu1N+Innnnnnnnnm{nnnnnnnnn , grrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr rrrrr r r 11 41�MMW !f � qyl f �Y ' ry l ®t i� rlt .Ctls'ft it , l � � Y kde n } Yy l�l��q�Prrt, ,� � �oq�r,��r(� d 11 y i'yyl� i� u"+ 9 4h m°IIiP��EY �v M•"' 1�)l.iq� 9 ?e 4,1 /// /// /i/// ......... . . 'rtrtrtrtt rtrtrtrt, �®YIIttJU � �� ii 1.4 ' i - ffii uuuuuiuuuuuuuuuuuwi y////1 � weft/fir � ® ! q 1. Civil Lawsuits and Administrative Law Proceedings 2. Criminal and Munici- pal Infraction Cases — Closed While current Life of equipment 5 years While current 5 years 5 years 5 years "7/,/ ,iy/fil,/„///' 71////231/1 5 years after closure 5 years Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends s+q�ga't /,f4,,/(„e er. }I®,' 11 n® t�m !' tr��YYYry�rr!rt�t�' ,��trrr�;,/" 7 I �1 ®if/t til; ills +1�`{I.w',r+��//////M:// Administrative and legal value ends Administrative value ends Iowa League of Cities 1 October 2012 Page 94 of 152 15 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records, Continued 3. Civil Case — Closed 4. Citations 1. Informal Opinions 2. Formal Opinions uII 5 years 5 years 5 years Permanent ® '; W e C't� ® e P , f 1. City Newsletters 2. Advertising Contracts 3. Press Releases 4. Pamphlets, Brochures 5. Newspaper Clippings r e e ._e e e ®�• 1,21141,47 1. Monthly 2. Annual 1. From an Outside Source 2. Pertaining Directly to City e 0e F/ 1107/1 1. Precinct Maps, Cur- rent and Outdated 2. City Elections I. CW,fif /.4)„,,i/fr.77.11,irilyifir Permanent 5 years 5 years Appraise for permanent retention Permanent /0-/„( e<c. 5 years Permanent Pmiluq „�r�r I}I{ As long as administratively useful Appraise for permanent retention Permanent Administrative value ends Administrative value ends Administrative and legal value ends Continuing legal value fizypti 4 77, miff 7A Are/fie viffs/r,Au irr i kl(Weg if:(#,(4,(1 ((frie4 f (fg, PIIPP P PPP P P..IIPPPP PPPPPP.Y IIi IIEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEIIIIIIIIIIIIIIIIEIIIIfI Continuing historical value Administrative and legal value ends Administrative value ends Possible historical value Continuing historical value Administrative value ends Continuing historical value Administrative value ends Possible historical value Continuing historical value Iowa League of Cities 1 October 2012 Page 95 of 152 16 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records, Continued iiecordllride Retention 1�1�1�1�1�1�1�1�1�1�1�1�1�11�1�1m1 '' i a. Election Petitions b. Abstracts Permanent Permanent fifill/W , , L+�� Firri7,,,feicrfrrz,,� ®.' �/(7,/,/ziii/ezi "'� �Y'� Y"�++t1"+Il�llIl` fff � t� ' Uiii1 tii X16 T Y "� '�'�h Continuing historical value Continuing historical value 1. Actuary 2. Investment 3. Fund 5 years 5 years 5 years + - i � n� '% W " '�u +�3 �'gdddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddddd dddd + "i ��11��nuw'dddduuuuuuuuuuuuuu'dddduuuuuuuuuuuuuu'dddduu ff it II � IIIIIIIifffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffff VIII try!,!/7//./17('''''''' ® F IIIIIIIIIIIIIIIIIIII�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII�IIIIIIIIIIIIIIIIIIIIIIIIII ,,,,, ;, rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr rrrrrYYYYY� 1. Agreements and Related Documents Acted on by Council 2. Agreements not Requiring Council Ac- tion MIS P iriitmrrrrlrl��r��i�i( .Y ��a ilyzili 1. Purchase Orders 2. Change Orders .. .. ...10. " "" 1. Official Copy, Bid/ Proposal RFP 2. Copies of Bids Re- ceived and Related Documents for Public Improvement Proj- ects and Acted on by Council Upon expiration, 5 -year minimum 5 years after expiration, 5 -year minimum 10 years after order date or life of purchase 10 years after order date Fiscal value ends Fiscal value ends Fiscal value ends AIL' Irrr;111)�u+pu®! i+u Ilid+`Id�didd Pdddidld{+d+dr�ll++�f�ll�l�l�l�l�d 7 � IV Yr 6666666666 ill/F././jff 10 years after completion of con- tract 10 years after completion of contract; accepted bids retained permanently Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends; continuing administrative value A 3. Copies of Bids Re- ceived and Related Documents for Fleet Equipment Acted on by Council Lifetime of equipment; unaccepted bids: 1 year after acceptance of win- ning bid Administrative value ends Iowa League of Cities 1 October 2012 Page 96 of 152 17 I Record Retention Manual for Iowa Cities Schedule 1: Administrative and Legal Records, Continued 4. Copies of Bids Re- ceived and Related Documents for Other Equipment and Ser- vice Projects Acted on by Council 5. Originals of Bids, Quotes and Proposals Received for Con- tracts Not Awarded by Council ivy r/Iff rii,r/ 1. Stocks of Material Safety Data Sheets for Distribution 2. Issue Slips Milt./// 1. Issue Records 2. Receipt Records 10 years after completion of con- tract; unaccepted bids: 1 year after acceptance of winning bid 10 years after completion of con- tract except: fleet equipment and buses; lifetime of equipment and other capital equipment; 10 years after completion of contract or upon expiration of warranty, whichever is more Administrative value ends Administrative, grant and warranty issues are active until equipment is taken out of service. 3. Catalogued Inven- tory Physical Count Records 4. Catalogued Inventory Year -End Exception/ Adjustment Record 5. Catalogued Inventory Adjustment Record 6. Non -catalogued Inventory Physical Count Record 7. Year-end Materials Inventory Summary , ,,/w//,,,it. , 4 e / ,fi,',SJ, 1. Fax Charges 2. City Hall Copier Read- ings 30 years after last use After audit completion or at least 5 years Administrative value ends Administrative value ends ////f3/71//#17,ff17/17/Zff 5 years 5 years After audit completion or at least 5 years After audit completion or at least 5 years After audit completion or at least 5 years After audit completion or at least 5 years After audit completion or at least 5 years After audit completion After audit completion Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Iowa League of Cities 1 October 2012 Page 97 of 152 18 I Record Retention Manual for Iowa Cities Schedule 2: Financial Records RecordMITitle NAL, f 4/ f/SaMireff /1.k' /,0 i / ;14111,44;‘11‘; iii7" 9.3, , T/1 / I /�Jtl ®�Jo I) A44111/,zlizefrzirmf "11 1. Income from Meters and Lots (daily receipts, monthly summaries, ledgers, deposit slips) 2. Income from Viola- tions (ticket copies, logs, daily receipts, monthly summaries, deposit slips) 1. Application for Fi- nancial Aid (Forms 230001, 230002, agree- ment, invoices, pay- ment vouchers, certifi- cate of audit) 2. Annual Street Finance Report 3. Street Construction Program (Form RUT 1-A, 220001, 220002) 4. Aerial Street Maps ■ .a AI 'MC Wfffgliir ffffffff fyi �, uuuu I ,rs�?> liiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii u rrrrrrr 5 years 5 years 5 years 5 years 5 years Permanent Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Continuing historical value Iowa League of Cities 1 October 2012 Page 98 of 152 19 I Record Retention Manual for Iowa Cities Schedule 2: Financial Records, Continued ,rid Y e112eeptte,� 1. Certified Mail Stubs from Notice to Prop- erty Owners 2. Assessment Title Searches 3. Preliminary and Fiscal Assessment Schedules 4. Petition and Waiver (agreements to special assessments) 5. Assessment Plats 6. Certificate of Levy and Final Assessment / oi �i��u, i a� o 1. Bond Certificates 2. Redeemed Coupons 3. Bond Register 4. Proceedings (notice and call of public meeting, minutes and certificate of meeting, certificate of referen- dum, legal opinions) 5. Remittance Advice Re- ceived with Payments f e /%'diuuuuuuuuuuuiiuuuuuuuuuuuuu mm son etention sod mr6 /7.f.e 5 years after final payment 5 years 5 years after final payment 5 years after final payment 5 years after final payment 5 years after final payment /////ff///Fff// 5 years after final recall 5 years after final recall Permanent Permanent 5 years rla .7 7,4,(// f Fiscal and legal value ends Fiscal and legal value ends Fiscal and legal value ends Fiscal and legal value ends Fiscal and legal value ends Fiscal and legal value ends Fiscal value ends Fiscal value ends Code of Iowa, 372.13(5). Also continuing administrative, legal and historical value. Code of Iowa, 372.13(5). Also continuing administrative, legal and historical value Fiscal value ends if o/: a i o:'/ // :'%:'% Iowa League of Cities 1 October 2012 Page 99 of 152 20 I Record Retention Manual for Iowa Cities Schedule 2: Financial Records, Continued " Yf1f/!l/ ' f7% - Yff%!/:%7/�-J, //% "; !%, " /.' rllllll%%//////// « , � ((1111(„ , , , , 1. Accounts Payable a. Requisitions b. Purchase orders c. Invoices, statements, bills d. Claims presented to council e. Check/warrant copies or stubs f. Vendor ledger cards 2. Accounts Receivable a. Receipt copies or books b. Daily cash receipt tabula- tion (cash register tapes, tallies, etc.) c. Invoices, statements, bills 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years .4* /09/ /1/0/3/17N, 1. Receipt Journal 2. Disbursement Journal 3. General Journal 4. Appropriations Journal 1. General Ledger 2. Subsidiary Revenue Ledger Cards 3. Subsidiary Appro- priation/Expenditure ppro- priation/Expenditure Cards //,r4, n1,�1 7 777�7�}777 i 1 r nm��m ��y1+,}, ar u I �Y JffffffU ( fii, 7 . N �, d4/2:7)‘ 4 u Afru S rifet&edryfy/ 10 years 10 years 10 years 10 years Permanent 10 years 10 years ge PO PO Itg: ry PO flwwwww�wwwwwwww /Vr/7// / Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends //".��`��;;��`4yii�°rrrr`rrr;;�rrrr`la}iiy ,,,r,, ..ir Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends A Continuing fiscal value Fiscal value ends Fiscal value ends 7774 -6,1q4 Al „ ff. w( erer ref/ ye A 2 20./.4 / 4� Iowa League of Cities 1 October 2012 Page 100 of 152 21 I Record Retention Manual for Iowa Cities Schedule 2: Financial Records, Continued 'E!!'1111111111111111111111111111111111111111111111111111111111111111111111111111111111easoti 1'a �njr.p7rcy./0,"(44,,,,,,, (rry, q r�n�ln pp 777 t ry I�U f Ilii t !u r;, �� I�Wftrua ttr\ ttttY 11p� � �u� ��'��xi,\\ xx\��I��111 y44 � ff `t"(gaff7.r�! II`.��II�,�l. .I...+'n{ i 6 }� vr fiFffir/7/77,�7ZI/i7 M/14461 iflAWrglif iia e _ 4 � � Q« 7(e/ 0/161/ 7, - fel( ffi( ref 4 r, 4 „fat, roirs/6"« up7u u 77,3f t (7177 6,1H eig//7/ 4›," 7/ e grci 11(77W Iowa League of Cities 1 October 2012 Page 101 of 152 22 I Record Retention Manual for Iowa Cities Schedule 3: Payroll and Personnel Records eeor 11�, � IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII f4/Vg i ./.,,,/, ,./ A" 7 7 / 7,74. � ®,,, a �M+tuuuuyp��ltp��ltp�� IIIII� 4,1715.. 77/ „///f,ff .-/f,/' 1. W-2, W-3, W-4 2. 941E Quarterly Report 3. Copy o Deposit Card 4. 1099, 1096 1. Withholding Agents Reports 2. Job Service Report 3. Copy of Deposit Card 4. IPERS 5. MFPRSI r®�'�11IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII //fled(etAci, // At, //i; ass 1. Job Description an History 2. Application and Re- sume 3. Civil Service Test, Scores, Placement 4. Evaluations, Discipline, Demotion, Promotion, Awards 5. Continuing Education 6. Medical Information (separate file) 7. Resignations, Reasons for Leaving 8. Claim for IPERS 9. Unemployment Insur- ance Claims 10. Garnishments 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years Permanent 60 years 60 years 60 years 60 years 60 years 60 years 60 years 5 years Through closure plus 1 year yargf. 1 ,4 i'. 70/1( e// /7 Ili( Al ////////3 Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Continuing historical value Administrative value ends (satisfies long- term need for future inquiries) Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends Fiscal value ends Fiscal value ends Iowa League o fC ities I October 2012 Page 102 of 152 23 I Record Retention Manual for Iowa Cities Schedule 3: Payroll and Personnel Records, Continued 11. Enrollment for Direct Deposit, Insurance, Savings Bonds, Etc. t ti;c:("<.1C(1),/fr i tz- i4.),.q,,,,f,-../ C. Civil Service Records 1. Minutes of the Board or Commission 2. Roster of Eligible Ap- plicants 3. Case Files (actions, ap- peals, decisions) 1. EEO -4 Report 2. Plans a. City's b. Potential contractors' 1. Employer's Report 2. OSHA Report 3. Workers' Compensa- tion Reports 1. Negotiations 2. Contracts 3. Fact Finding and Arbi- tration Cases 4. Case Files (actions, ap- peals, decisions r"Zi"' //e/ (/ 1/7 re 1 f : . Jo , I While current ill : Permanent 5 years 10 years /////Wl/ZZ 5 years 5 years 5 years /yiy,ffff, 5 years 5 years 2 years from date of occurrence which benefits are claimed or 3 years from last payment of weekly compensation benefits As long as administratively useful; then appraise for permanent retention Permanent 5 years minimum then appraise for permanent retention 10 years then appraise for perma- nent retention Administrative value ends /47/(. 4/Wi Continuing administrative and historical value Administrative value ends Legal value ends /7/./ II iti Yy Administrative value ends Administrative value ends Administrative value ends /1121171, lllq ,,i 1ii,% Administrative and fiscal value ends Administrative and fiscal value ends Code of Iowa, 85.26. Legal value ends. r Administrative value ends. Possible his- torical value. Continuing administrative and historical value Administrative value ends. Possible his- torical value. Legal value ends. Possible historical value. yi/7, A '01 4 r 73777 Iowa League of Cities 1 October 2012 Page 103 of 152 24 I Record Retention Manual for Iowa Cities Schedule 3: Payroll and Personnel Records, Continued Reoprdgrittell /firlffriliff0/3/ Retention % " 1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111 4 1. Classification Studies 2. Compensation Surveys 3. Administrative Studies 4. Job Specifications 5. Personnel Polices, Pay Plans, Etc. 6. Internal Investigations 5 years 5 years 5 years Permanent Permanent 10 years Administrative value ends. Appraise for possible historical value. Administrative value ends. Appraise for possible historical value. Administrative value ends. Appraise for possible historical value. Continuing historical value Continuing historical value Administrative and legal value ends. Ap- praise for possible historical value. Iowa League of Cities 1 October 2012 Page 104 of 152 25 I Record Retention Manual for Iowa Cities Schedule 4: Public Works Records iiirrrrrrirrrrr%ilii (i(a4444nnr 1 �trr 4, ?»1�ir Y t if,,,,,,,,,,,. iii �i /fry i, , d 1 iri 4,„/?if iii / � w LLw. il ,4444444444444444,,,44444444444,1,1, lc /,.> . 7 gp7pp ®rrrr ,,,�,,,,�,,YYYYI „ 14 I�t �t17 4'i 17r innnmr�lr�' 7 n � ,:!��141i.iii '1#/if 44444U,4444444444444441, rt �m or : ./I VJ /d rm 1 14r'r'i1117tr1«4, ii i ��Y�g11, eninPe 111111111111111111111111111111�0111111111�� »�rreason lfr, u1°Il�yuuuuuuuuuuuuuuu°I°°°°°°uuuuuuuu4yyyyyyyyyuuuuuuuuuuu4 f ft ® , ® w t ® ��lnnnnnnnnnnnnnnln;Innnnnnnnnnl w I�, er mIN 1 / ( ,9,/,( 11(1 f 1. From Outside Source 2. Pertaining to City E. Subdivision Files As long as administratively useful Appraise for permanent retention Permanent to 111 (. Y ,jI... 1. Authorization Phase a. Minutes of Hearing, Clerk's Certificate, Resolu- tions b. Specifications c. Notice of Hearing and Letting (instructions to bidders, bid, bid bond, per- formance bond, certificate of insurance) d. Contract wn, I/4 trifirrer /If 470 Administrative value ends Possible historical value /..Z. /Ziff/ . . tff/ 5 years Permanent (part of minute and resolution books) Permanent 5 years after project completed, if audited Life of structure Continuing administrative and historical value V///8) lllll999999999�9 99 � 1 9 94 yv Vr 77/yylrf It j, iYYYYYYYYYYYAYjYYYYtlY 9 9 of '�,YYYYYYYYii (, r.{GYYYtrrF9rtrprtlUfluijhYjµS4444. I t 4. J '��"p y� ��GG{{I tlIl I®h. !Il�l��l!l YYYYYYY�YYYYYY�YYYY�YYYYYYYYYYYYYYYYY�YYYYYYY��YYYYYYYYY��YYYY YYYY YYYYYIIIIIII rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrririririririririririririririi!i!ririririririririririrrrrrrrrrrrrrrrrrrrn'r'rrrrrrrrrrrrrrrrrrrrrrrrrrrrrn'i'rrrrY /Ziff/. .. / �`r Administrative value ends Continuing legal and historical value Continuing administrative and historical value Fiscal and legal value ends Administrative and legal value ends Iowa League of Cities 1 October 2012 Page 105 of 152 26 I Record Retention Manual for Iowa Cities Schedule 4: Public Works Records, Continued 2. Financing Phase a. Special Assessments, Bond Issues, State or Federal Grants 3. Pre -Construction Phase a. Appraisals b. Environmental Impact Surveys c. Historical Surveys of Buildings d. Relocation Files e. Condemnation Files f. Demolition Files 4. Construction Phase a. Work Orders b. Daily Diaries c. Payroll Records d. Change Orders e. Cement or Other Purchases f. Inspections, Testing g. Progress Reports h. Pay Requests i. Blueprints, Tracings j. Certificate of Completion and Acceptance e 0/, (f : (( ((' , I/ ey / / r f14eriod1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111R See Schedule 2, Financing Records 5 years after project completed; if project not initiated, retain as administratively useful 5 years Appraise for permanent retention 5 years after final payment Permanent Permanent 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited 5 years after project completed, if audited Permanent Permanent Administrative and fiscal value ends Administrative value ends Possible historical value Administrative and fiscal value ends Continuing legal and historical value Continuing legal and historical value Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends Administrative and fiscal value ends aaaaaaaaaae nni+' Iowa League of Cities 1 October 2012 Page 106 of 152 27 I Record Retention Manual for Iowa Cities Schedule 4: Public Works Records, Continued Reeordqide luau uY)jj tlygnnY nnY r q Nnuary ; + 1. Field Notes 2. Benchmark Books //JAL YY �rf�l,�ri�ra, !`r11111111111111111111111111111111eason � Permanent Permanent Continuing administrative and historical value Continuing administrative and historical value h 'I+++#####+I++'+r�f'} {dpi „ �tl1,7.0„,c,,,4„/,,,,,f Yyl+ ,1,1,� 0 ; 9 `,I��r, l# ,i;A� �Y1Ll> .f S� YY�iiiYYi /40 ffl # t Vf6 f I � nny, iivrefr /frkizzyw 1. Monthly 2. Annual I f l W o ®® if 5 years Permanent 1. Zoning Variance Re- quests and Decisions 2. Non-compliance Viola- tions 3. Decisions and Orders 10 years after settlement 10 years after settlement Permanent Administrative value ends Continuing historical value r/./..y. / 1/1/1/f/ff'rn/ 1. Urban Renewal, HUD Block Grant 2. Public Housing a. Applications, Correspon- dence, Records of Ineligibil Determinations, Tenant Files - P' n ,/,‘/, /. '."(6,/,:4, A: :,, 71, (,:fi?,' ,,' . , )..../(43g4',-.4 7/747740/7r 2' II !' See Capital Improvement Projects in this schedule 5 years after case closed Iff/ f0:77:71771/V i ,,,,(, t /:;'i ty , (1 rirlyz>: a a f#rpHf"/ytgirPpl /AyY.SY.SSSSSSSSSSS,rrSY.SY.SY.SSSSSSSSSSSSrSnnnrfrfr ■ Administrative and legal value ends Administrative and legal value ends Continuing administrative, historical and legal value A tf//g/t/t/../ Administrative value ends. (Federal Reg- ister, Guide to Record Retention Require- ments suggests 3 year retention.) n� 'nnnrm�nnni 1 "L Iowa League of Cities 1 October 2012 Page 107 of 152 28 I Record Retention Manual for Iowa Cities Schedule 4: Public Works Records, Continued RetentionRecordmde r 11111111111111111111111111111111)1111111111 1. Monthly 2. Annual ®' o "", 1111ii8fii Il�i�n ri nrinl t111111111111,i11111 �, u to . OA ilailizi/fz);/1 ® r 1. Residential 2. Commercial 3. Rental 99�9999999999i�9i� ,I I+ iin miini' zr 1. Card or Address File 2. Reports 3. Log Books 5 years Permanent ir ;; °i +, l . �b01/1"./ ilie*//c// ' ' (7), 17,, /pi ), ,,,,,,,,j),,, fr.,A, ® x /., ' II �' 4 ®!I W llll� I: ,xl„ ,?7,4,. „:"( iii,f,v, 74: /%1Air, i, ,(./4/n'yft,P1 1/'iklaydZiallffil /1/11 5 years Life of structure 5 years Administrative value ends Continuin • historical value nnnnnnnnnnnnrfnnr ///, nnRnnnnr 11111+i1�l�l�Plls A Administrative value ends Long-term administrative value Administrative value ends 77/y73,77,11111111111111 f f 1111111111111(7/..f1Rii'� �� ri IYli � " I�� 1 ��';yr"? i� III ®�°I�� IIIwl 111 �6 +. �U.II +�I�+�PP 0q ,1.r �f��r rrrrrrrl rrrrrrrrr i9i9i9i9i9ti'i4i4i4.i4� 111111111.11., ........ 5 years 5 years Permanent rrk A Administrative value ends Administrative value ends Continuing administrative and legal value r "WC p l l 11111 14;1 s ,;; If - ® I �l �t s1`1�I rit�lA i� 1 � e, 1. Monthly 2. Annual 5 years Permanent Administrative value ends Continuing historical value .CII, (1 b, i. a a._:7,® i Iowa League of Cities 1 October 2012 Page 108 of 152 29 I Record Retention Manual for Iowa Cities Schedule 4: Public Works Records, Continued ReeordmTide///////////////////////////////////////////////////%///////inno d fffffffffffffffffffffffffffffff��fffffff a %off 1. Inventories 2. Maintenance 3. Cost of Operation Summaries While current Administrative value ends Life of equipment 5 years ttilio, ," p� iffikl 1. Fuel Consumption Records 2. Fuel, Gravel, Sand, Hauling, etc. g 1yew. , n II 1. Monthly 2. Annual 5 years 5 years 5 years Permanent Administrative value ends Administrative and fiscal value ends ////e7,117ff/ Fiscal value ends Fiscal value ends Administrative value ends Continuing historical value Iowa League of Cities 1 October 2012 Page 109 of 152 30 I Record Retention Manual for Iowa Cities Schedule 5: Fire Department Records i0„ , eri% �uuuuui iiuuuuuuuuuuui if %, „ �� f 111 ��1111111111111 7/J1)e/I 1'77 4fFif ''''''(574/Y,/ a udddddddddddddddddddddddddi�dddddddddillill�llllillillilll�lllillilldp � . r�wKte ,A/rr 1. Inventories 2. Maintenance and Testing 1. Card File or Log Book with Results, Viola- tions, Corrections 2. Inspector Books, Copies of Inspection Certificates 1. Arson 5 years 5 years Life of structure 5 years Administrative value ends Administrative value ends Administrative and legal value ends Administrative value ends 1 d 1 �' 3Inllnliril� �±1 "li,,, "i "(27/6/ZZ 2/77 rr r W d 2. Fire Deaths firitfrfArr /4/414/11/01,/// ®i elf 1, ssss,' 6 ! I 16 Y ii Permanent Permanent 7 'u I tltltltltltltltltltltlltltltltltltltltltltltltltltl frffnntd a+i+iY;: � d, r Continuing administrative and legal value Continuing administrative and legal value ifcgi/V-) irqfp 611)i ,5/4,rr gwiffe, (fvet IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII /7/1'7;7/(277 r,'�il 1. Monthly 2. Annual IW " 5 years Permanent Administrative value ends Continuing historical value Yllld nnnnnnnnnllgj i%bn!lIDIIynL,� 'p a........�� IL eeeeaan��N � I o I ! n ��" f„ 4/.4.,"7. � r .Y... � tll IINI lint IpII r'I I d I ^ .YYYidr / A.,4s �ld�® �.�tl.��l �P ��4!Iq I �,.r. lln inn jtl!WWJ!!lr�l,��.! �N�Sa� �tl16!'�d �II� la,�dlj��I�l� d p?s, l! bFwllt, ldiS, �,ri ��. �d1Y�lC(ffffll�..(.��i++d�ld�tinnn��ti�� it "i BiiVY 0�, Yt,ru�i Ilii IIII rrr�� rrYi�itI��Ilrr�llllllllr7��i�rr�ll�, ��Vi" �� iiiiiiiii� iiiiiiiiiiiiiiiiiiiiiiiiiiiii iiiiiiiiiiiiiiiiiiiiiiiiiiiiiii � ii iiiiiiii� ilii 7/7ver..",/, frifigfri,/,4f( 4f , f'71 ,',,: f Ft 1(.0. Mr ' i i , CA it '(</e<', (//,,i i .i. ...y-ff / Iowa League of Cities 1 October 2012 Page 110 of 152 31 I Record Retention Manual for Iowa Cities Schedule 6: Parks and Recreation Records Record( f / //%%//i'Retention e__„„„„„„!efffffffffmmmm1111f 1. Contracts, Agreements (concessions, services, equipment, personnel, facility use, projects) 2. Minutes of the Board or Commission 3. Facilities, Buildings, Other Structures 4. Equipment (invento- ries, maintenance) 5. Facilities, Park Main- tenance, Pesticide Ap- plicator Licenses 1. Program Files (class lists, rosters, score books, permission slips) 2. Reservation Records (shelter houses, facilities, building spaces, etc.) 3. State Sales Tax Return 4. Promotional Materials 5. Photos, Park History � ,®Pini n P®® (474 * 'ii*el ,i1 ) I , fi, .vAl; Abahiii414114 / / / / / / / 1. Daily Cash Receipts, Cash Register Tapes, Deposit Slips 2. Record of Season Ticket Sales 3. User Statistics 10 years after expiration Permanent Life of building or until sold Until equipment retired 5 years minimum 5 years 5 years 5 years 5 years; appraise for permanent retention Permanent Administrative and legal value ends Continuing administrative and historical value Administrative value ends Administrative value ends Administrative value ends Administrative value ends Administrative value ends ....Fiscal value ends Possible historical value Continuing historical value 4. Department of Public Health Water Quality Tests 5. Material Safety Data Sheets 1. Monthly 2. Annual 5 years 5 years 5 years 5 years 30 years after last use 5 years Permanent Fiscal value ends Fiscal value ends Administrative value ends Administrative value ends OSHA requirement; administrative value ends • ministrative v, ue en • s Continuing historical value Iowa League of Cities 1 October 2012 Page 111 of 152 32 I Record Retention Manual for Iowa Cities Schedule 7: Airport Records el !'1111111111111111111111111111111111111111111111111111111111111111 1111111111111111111 q # ti<dri OK, • ' ''4/ le(1 f / // ifty.,9(0 /4 ( ( I/ t 1. Land 2. Buildings, Runways, Other Structures 3. Equipment (invento- ries, maintenance) inn "is is / /11,t, I „, . id /75e i 67/%;,;4; ,, • ii sa sa 1. Monthly 2. Annual See Schedule 1, Administrative and Legal Records, Title Documents See Schedule 1, Administrative and Legal Records, Title Documents See Schedule 1, Administrative and Legal Records, Title Documents Ty"(��,d tii « Id , '�',� �� t�,; ,,,, tt 1./i4 Y U UUU UU UUY iii YY j /,p p f dr{t �5 pg.�ddtt ttt Oddi 7 ,/ , „0 . „ w i-ra Ir r r. ,ru .r+dlda ""`� �I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I,�I / // V°/4#/i /227/./ 5 years Permanent A Administrative value ends Continuing historical value Iowa League of Cities 1 October 2012 Page 112of152 33 1 Record Retention Manual for Iowa Cities Schedule 8: Library Records Record'Tide t rr �1 �� yr,4,y(),/,;‘/I),(gy / ryfr,x),/ii44444' 'ffiww°fi �LL11-- ® ®I ix ,,,,;,, „(/ fy.,./.„„(i. id.p.))/kfr ., i i 16(ii i e ,, 7.,;fi 1 ", 1/1K, 4/V w we ■ i+kkkkkkkkkkkkkkNkkkkkklllllllllllllllllllllllllllllllllllllllliljljljljljljlj7 nnnnn ��,RRRRRRii "" !le WII.2 110 Ur, V 4/ y, uxx, pnnmi a u uuuuuuuua a d ((firer / i 71 r +dN �� ® ul its nnnnnn, , /.(.//' J noon „ rrU i 11�` ��rp uFlipaw ® ® �'"r��"r�® p I 1. Monthly 5 years Administrative value ends 2. Annual Permanent Continuing historical value rye, i'pi/74 1 '''' °: tr® w® 1,24,77/ Dia,iffirr3 Iowa League of Cities 1 October 2012 Page 113 of 152 34 1 Record Retention Manual for Iowa Cities Schedule 9: Housing Records 1 1. Commercial Site Plans 2. Subdivision Plans 3. PUD, P -C, P-1 Plans 4. LUPP Requests 5. Neighborhood Plan- ning (sub -area plans, neighborhood liaison activities) 6. Historic Preservation Files 7. Permitted Home Oc- cupation Files 1. Home Buyer Files (applications, HUD settlement statements, purchase agreements, racial/ethnic documen- tation, rehabilitation contracts and docu- mentation) 2. Grant Program Files (quarterly reports, monthly reports, close- out documents for audits) 3. Annual eteritioirl 11111111111111111111111111111111111111111111111111111111111111111111111111111111111111iveasori 1' 180 days after completion of per- mitted work 5 years after last final plat approval Permanent 5 years 5 years minimum Permanent Permanent 7-30 years or until property is sold 5 -year minimum after program completion and audit Permanent International Building Code Administrative value ends Continuing administrative and historical value Administrative value ends; possible his- torical value Administrative value ends; possible his- torical value Continuing administrative and historical value Continuing administrative and historical value Administrative value ends Administrative value ends Continuing historical value Iowa League of Cities 1 October 2012 Page 114 of 152 35 1 Record Retention Manual for Iowa Cities Schedule 10: Police Records Retention Period 1. Noise Permits 2. Keg Permits 1. Staff Meeting Minutes and Index 2. Personnel Records (discipline, demotion, promotion, awards) 3. Personnel Training Records 4. Significant Exposure and Insignificant Expo- sure Reports 5. Internal Affairs Investi- gations 6. Grievances/Responses 7. Outside -event Over- time Requests, Assign- ments, Billings 8. Policies and Procedures Manuals and Updates 9. Detective Division Policies and Procedures Manual and Updates 10. Field Training Of- ficers Manual and Updates 11. Dispatchers Policies and Procedures Manual and Updates 12. Liability Release Forms 1. Studies/Surveys 2. Arrest Book 3. Trip Cards 4. State of Iowa Grant Reports 5 years 5 years Permanent 5 years after termination o ployment em - 5 years after termination of em- ployment Permanent Permanent Permanent 5 years Permanent Permanent Permanent Permanent Permanent 5 -year minimum, as long as admin- istratively useful Permanent 7 years 5 -year minimum, depending on grant requirements iliffiffililffilffilffieff Administrative value ends Administrative value ends Continuing administrative value Administrative value ends Administrative value ends Continuing administrative value Continuing administrative value Continuing administrative value Administrative value ends Continuing historical value Continuing historical value Continuing historical value Continuing historical value Continuing historical and legal value A Administrative value ends Continuing administrative value Administrative value ends Administrative value ends Iowa League of Cities 1 October 2012 Page 115 of 152 36 I Record Retention Manual for Iowa Cities Schedule 10: Police Records, Continued Jridl, 5. Federal Government Grant Reports 6. Investigation Reports 7. Accident Reports 8. Pawn Records 9. Arrest Records 1. Department Employee Time Records 2. Department Account- ing and Payroll Records 5 -year minimum, depending on grant requirements Permanent Permanent ................................................................................................................................................... 7 years Permanent (hard copy) 5 years 5 years Administrative value ends Continuing historical value Continuing historical value Administrative value ends Continuing historical value Administrative value ends Administrative value ends Iowa League of Cities 1 October 2012 Page 116 of 152 37 1 Record Retention Manual for Iowa Cities Schedule 11: Engineering Records RecordmTig r'E he " ommmJIJmJIJIJIJIJIJIJIJIm 1111111111111easoiti 1. Annexation Maps 2. Plats of City -Owned Property and Ease- ments Granted to City 3. Topography, Hood Plain Maps 4. Utility Location Maps and Plats 5. As Built and Draw- ings of City Buildings, Streets, and Supporting Infrastructure 6. Capital Improvement Project Specifications 7. Capital Improvement Project Files 8. Survey Notes 9. Benchmark Books 10. Material Safety Data Sheets 11. Nuclear Density Gauge Logs 12. Studies/Surveys 13. Complaints 14. Daily Diaries or Logs (appointment calendar, activity, radio, phone) 15. Correspondence with Regulatory Agencies (inspections, certifica- tion, correction of violations) 16. Master Plans (5-10 year projections) Permanent Permanent Permanent Permanent Permanent 5 years after project completed 5 years after project completed Permanent Permanent 30 years after last usage Permanent 5 years 5 years after settlement 5 years 5 years/permanent if correspon- dence serves as certification or evi- dence of correction of violations Permanent Continuing administrative value Continuing administrative value Continuing administrative value Continuing administrative value Continuing administrative value and historical and historical and historical and historical and historical Administrative and fiscal value ends Administrative and fiscal value ends Continuing administrative and historical value Continuing administrative and historical value OSHA requirement; administrative value ends Permit requirement Possible historical value; appraise for permanent retention Administrative value ends Administrative value ends Administrative value ends; appraise for possible historical value Continuing historical value Iowa League of Cities 1 October 2012 Page 117of152 38 I Record Retention Manual for Iowa Cities Schedule 12: Transit Records rrariid 1 g///e/f0/Cer� d fiC //Aadi// 1. Inventories 2. Leases 3. Fuel Consumption 4. Cost of Operation 5. Underground Tanks, Registration and Insur- ance 1. Time Schedules and Route Maps Retention 1 e '%�if M fua j �11 %�/ %% /// f/31/37", While current Life of equipment Permanent Permanent Permanent Administrative value ends Fiscal value ends Continuing fiscal value Continuing administrative and historical value Continuing administrative and fiscal value )111111111114111 ....�s,fr,, {;� ifr�; IIIIIIII�IIIIillllll; '� �� +1++�,��, Permanent Continuing administrative and historical value ��,'�� ,ei ,,,,,,�r,; ,,, ,,� nnnnnnnnn'%'v� �'tj�,y ,,,,I ,,,,,,,,I ,,,,,,,,I ,,,,,,,,I!,lwttt{t�111111�Ift1111R1�nit, ttttlllildl{l, P fg ®� a lupi,", { I!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! 16�� of k,�u 1. , 1 a� IIIIIiP ��@,t :Y i �� 1911@ilk@� IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII,IN I AI '+�� nnl ;Y ' w'', 'j / / 0 ppldl ny i i ilii a� ��1�„ )uiI� �� +IiV1 1. Quarterly Reports 2. Fuel Tax Reports 3. DBE/WBE Report 4. Operating Grants 5. Odometer Readings 6. Time Sheets 7. Material Safety Data Sheets 8. Claims for Refunds of State Fuel Tax 5 year minimum 5 year minimum 5 year minimum Life of structure, not less than 5 years Life of equipment 5 years 30 years after last usage 5 years Administrative value ends Fiscal value ends Administrative value ends Fiscal value ends Administrative value ends Fiscal value ends OSHA requirement; administrative value ends Fiscal value ends Iowa League of Cities 1 October 2012 Page 118 of 152 39 1 Record Retention Manual for Iowa Cities Schedule 13: Electric Utility Records m cord ; , it r, . i ,/,;„ , , ,, ;srr® �r. A u i sirF W ® iii. if III ,'e . RI ff RE,,teritiori d111111111111111111111111111111111111111111111111111111111111111M1111111111111111111te as ()II 1. EIA 412 — Annual Re- port of Public Electric Utilities 2. EIA 767 — Steam -Elec- tric Plant Operation and Design Report 3. EIA 860 — Annual Electric Generator Report 4. EIA 861 — Annual Electric Power Report 5. Iowa Department of Revenue Annual Re- port of Transmission Lines and Equipment 6. Form ME -1 — Iowa Utilities Board Annual Report AgrIIIID� 1. Annual Inspection IP / 5 years 5 years 5 years 5 years 5 years 5 years 5 years Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value l / f / /1". 1. Iowa Dept of Public Health Materials Li- cense 2. Continuous Emission Monitoring 3. Iowa DNR Permits 4. US EPA Permits 5. Iowa Utility Board Permits 5 years 5 years 5 years 5 years 5 years 41 aw m1w .gig //tff/Zrf//ttff Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Administrative value ends; appraise for possible historical value Iowa League of Cities 1 October 2012 Page 119 of 152 40 I Record Retention Manual for Iowa Cities Schedule 13: Electric Utility Records, Continued Recordehde / / fig,(7,/ j feiii/l 1. Electric Distribution Maps 2. Electric Switching Ma•s � vfrf7:74(q) 1. Iowa One Call Locates 2. Primary Switching Log and Tags 3. Safety Glasses and Safety Footwear 4. Siren Tests 5. Job Orders (active) 6. Job Orders (completed) 7. Maps 8. Tree Trimming Maps/ Permit Cards 9. Material Safety Data Sheets 10. Disposal Record of Material from Truck Bay Pits A� 'O9�rrrrr �rrrrrrvl k y i r .. 1. Poles 2. Transformers 3. Job Issues 4. Material in Stock 5. Inventory Records "Fichiciffri. 1981,/ ii, 1. OH Switch Mainte- nance 2. PCB Test Reports 3. Cap Bank Mainte- nance/Inspection Permanent Permanent 7 1 � � i vvvvv (( y vvvvvvvvvvVw • , ® ui�m!V Ifll YS f��® . SII}}NIG Continuing administrative value Continuing administrative value ,,,y}; ;;�;, lrrttr • •III 11 ' " o / 7 years Permanent 7 years 7 years Until completed, not less than 5 years Permanent Permanent 7 years 30 years after last usage Permanent uuwlili��@III Nq °° s ;,, ,,, 11111111 rl l l l l l l l l l l lrrl l l l l l l l l l lll�� °" 'iii , Permanent Permanent Permanent While current 5 years Legal value ends Continuing legal and historical value Administrative and fiscal value ends Administrative value ends Administrative and fiscal value ends Continuing historical value Continuing historical value Administrative, fiscal and historical value OSHA requirement; administrative value ends Continuing legal value Continuing fiscal and historical value Continuing fiscal and historical value Continuing fiscal and historical value Administrative and fiscal value Fiscal, historical and legal value ends 7 years Permanent 5 years Administrative value ends Continuing historical and legal value Administrative value ends Iowa League of Cities 1 October 2012 Page 120 of 152 41 I Record Retention Manual for Iowa Cities Schedule 13: Electric Utility Records, Continued 4. Tools 5. OH Line Inspection 6. UG Line Inspection 7. Infrared Inspection 8. Equipment 9. Fire Extinguisher In- spection 10. Sling Inspections 11. High -Voltage Testing (hot sticks and cover- up) eteritiori �1�1�1�1�1�1�1�1�1�1�1�1�1�111�1�1�1 ,s As long as possessed, not less than 5 years 5 years 5 years 5 years As long as possessed, not less than 5 years Permanent Permanent Permanent 12. Fork -Lift Inspection As long as possessed, not less than 5 years 13. High -Voltage Test- ing of Substation Hot Sticks 14. Miscellaneous Build- ing Maintenance Records ff ii /„,,,' iii;:f7fid:/f7;"/65%,7 Permanent Permanent 1. Generation and Output Logs (monthly meter logs) 2. Recording Charts 1. Semi -Monthly Pay Sheets 1. Record of Unclaimed Deposits 2. Customer Billing Re- cords 3. Meter Test Records 4. Volunteer Records 6 years 5 years 5 calendar years 3 years 3 years Administrative value ends Historical and legal value ends Historical and legal value ends Historical and legal value ends Administrative value ends Continuing legal value Continuing legal value Continuing legal value Historical and legal value ends Continuing legal value Continuing historical value - 3 years after retirement of meter 2 years Federal Energy Regulatory Commission (17,704, 125.3) Federal Energy Regulatory Commission Regulations Administrative and legal value ends Iowa Administrative Code, 199-20.4(8) Iowa Administrative Code, 199-20.4(13) Iowa Administrative Code, 199-20.6 Iowa Administrative Code, 199-20.7(7) Iowa League of Cities 1 October 2012 Page 121 of 152 42 I Record Retention Manual for Iowa Cities Schedule 13: Electric Utility Records, Continued 1 eorderide Pi 94,'„ iC.:Ale(-4 . of 1. Written Programs 2. Training Records 3. Cancelled Confined Space Entry Permits 4. Portable Fire Extin- guisher Inspections 5. Ladder Inspections 6. Sling Inspections 7. Monthly Respirator Inspection Forms 8. Material Safety Data Sheets iio 1 i °/ �� j l l t �ffffffffff1111f��1111f1111111f///��////////////////////////////////////////////////////////////////%/7fZ,,,/, /7/3 tilif/7; 5 years 5 years 5 years 5 years 5 years 5 years 5 years 30 years after last usage Administrative and legal value ends Administrative and legal value ends Administrative and legal value ends Administrative and legal value ends Administrative and legal value ends Administrative and legal value ends Administrative and legal value ends OSHA requirement; administrative value ends Iowa League of Cities 1 October 2012 Page 122 of 152 43 1 Record Retention Manual for Iowa Cities Schedule 14: Water Utility Records Recordrritte 1. Minutes of the Board or Commission 2. Capital Improvement Projects a. Records relating to state and federal funding of planning and/or construc- tion of water and waste- water facilities (correspon- dence, grant applications, approvals, wage determina- tion, adjustments) b. Records relating to con- struction of wastewater treatment facilities (applica- tion, permits, amendments, blueprints, complaints, investigations, reports, Mu- nicipal Operation Permits) 3. Operator's Certification 4. Valuations 5. Rate Surveys a. Monthly b. Annual 6. Report to Iowa De- partment of Revenue "ri(F,„('),//iff,f,(if 1. Blueprints or Plans of Plant and System 2. Inventories (elevated water tanks, wells, pumps, engines, res- ervoirs, dams, pump stations, etc.) 3. Equipment Records (water towers, wells, pumps, engines, tanks, reservoirs, darns, etc.) RetentP��ii��%%/////O/%%%/O%/O%/O%/O%/O%/O%/O%%%%%%%%%%%��i�T��ii7l�li�%%%%/%%/%//%//,%/G%/%%%%%%///%///%%O/O%/O%/O%/O%/O%/O%/O%/O%/O%/O%/O%/O%/O%/O%%i Permanent See Schedule 4, Public Works Records, Capital Improvement Projects 5 years after completion Permanent Length of employment Permanent 3 years Permanent 5 years Permanent While current Continuing administrative and historical value Administrative value ends Continuing administrative value Administrative and legal value end Continuing administrative, fiscal and historical value Administrative value ends Continuing historical value Administrative and fiscal value ends Continuing administrative and historical value Administrative value ends Iowa League of Cities 1 October 2012 Page 123 of 152 44 1 Record Retention Manual for Iowa Cities Schedule 14: Water Utility Records, Continued �»>r� eordeTitil a. Inventories b. Maintenance History c. Depreciation 4. Maps of System 5. Meter Records (loca- tion, testing, mainte- nance) 6. Record of Ys 7. Valve Records 8. Water and Sewer Tap Records 1. Logs Indicating Pump- ing, Hours, Gallons, Chemicals Added, Maintenance, Testing 2. Recording Instrument Charts 3. Records Relating to Operations, Including Correspondence, Per- mits (NPDES, pretreat- ment, disposal water/ wastewater sludge, water supply, historical consumption, usage records, trouble calls) 4. Lab Records Support- ing Lab Certification 5. IDNR Summary of Bacterial Analysis 6. Water Supply Monthly Operations Report 7. Operations Permits 1. Bacteriological Analysis 2. Chemical Analysis While current Life of equipment ....................................................................................................................................... Life of equipment Permanent 2 consecutive periodic tests or 2 years; if record made at retirement, retain for 3 years Permanent Permanent Permanent 6 years 5 years Permanent 7 years 7 years 7 years Permanent 5 years 10 years Administrative value ends Administrative value ends Fiscal value ends Continuing administrative and historical value Iowa Administrative Code, 199-21.6(9); administrative value ends Continuing administrative value Continuing administrative value Continuing administrative value Administrative value ends Administrative value ends Continuing historical and future projec- tion value Administrative value ends Administrative value ends Administrative value ends Continuing administrative value US EPA, 40 CFR 141.33. Administrative value ends. US EPA, 40 CFR 141.33. Administrative value ends. Iowa League of Cities 1 October 2012 Page 124 of 152 45 1 Record Retention Manual for Iowa Cities Schedule 14: Water Utility Records, Continued eeordeTitil 3. Actions Taken to Cor- rect Violations of Pri- mary Drinking Water Regulations 4. Copies of Reports Relating to Sanitary Surveys of System 5. Records Relating to Variances or Exemp- tions 6. Record of Residuals Analysis and Disposal 7. Flood Prediction and Monitoring Data 8. Groundwater Level Monitoring Data 1. Application Forms for Hydrant Meters and Unauthorized Use of Water (without meter) 2. Job Orders 3. Complaints 1. Meter Testing and Maintenance Records (meter cards) 2. Meter Location Re- cords (address cards) / t / ( ii /11 1. Facility/Customer Re- cords (device test and facility survey forms; notifications for need for containment, test- ing, and noncompli- ance; assembly infor- mation and test log) ention pe locimmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm ea ()xi 5 years 10 years 5 years after expiration 5 years Permanent Permanent 5 years 5 years 5 years 5 years after retirement of meter Permanent te4V//7",EEEEEEEEEffff�fEEEEfE(�E�E(4 �, s � �` 1� Permanent US EPA, 40 CFR 141.33. Administrative value ends. US EPA, 40 CFR 141.33. Administrative value ends. US EPA, 40 CFR 141.33. Administrative value ends. US EPA, 40 CFR 141.33. Administrative value ends. Continuing historical and future projec- tion value Continuing historical and future projec- tion value A Administrative value ends Administrative value ends Iowa Administrative Code, 199-21.4(10). Administrative value ends. Administrative value ends Continuing historical value Continuing administrative and historical value Iowa League of Cities 1 October 2012 Page 125 of 152 46 I Record Retention Manual for Iowa Cities Schedule 14: Water Utility Records, Continued 2. Wastewater Treatment (record of monitoring activities and results) 3. Billing and Customer Service Records a. Applz'cations, Certifica- tions, or Permits for Hook- up, Initiation of Service or Discontinuation of Service b. Contracts for Service c. Rate Schedules and Descriptions of Rate Com- putations d. Job Orders e. Complaints f. Meter Readings g. Billing Records 1) Stubs 2) Receipts 3) Daily Receipt Tabula- tions 4) Cash Books O'ournals) 5) Ledgers 6) Summaries of Usage and Billing 7) Delinquent Account Lists 8) Bad Debt Write -Offs 9) Adjustment Postings or Books 10) Records of Customer Deposits and Refunds 1 1) Record of Unclaimed Refunds Retention IIIIIIIIIIIII1If�f 3 years 3 years 1 year after expiration 50 years 3 years 3 years 2 consecutive periodic tests or at least 2 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 1 year 7 years after abandonment of service 1 year Iowa Administrative Code, 567-63.2(3). Administrative value ends. Administrative value ends Administrative value ends Administrative value ends Administrative value ends Iowa Administrative Code, 199-21.4(10). Administrative value ends. Iowa Administrative Code, 199-21.6(9). Administrative value ends. Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Fiscal value ends Code of Iowa, 556.4. Legal and fiscal value ends. Iowa League of Cities 1 October 2012 Page 126 of 152 47 1 Record Retention Manual for Iowa Cities Schedule 15: Gas Utility Records tilt? fetief 1. Record of Unclaimed Deposits 2. Customer Billing Re- cords 3. Meter Records (name of manufacturer, number, type, capacity, multiplier, constants, pressure rating, dates of installation and removal, testing) 4. Pressure Surveys and Records Retell/40n ,iifii uui uuuuuui°ui�� as on ti v'-74fi,(rgziirer � ,,,,��ll ��' � 'I'G111/(, ,a 1. � i ' RA eitio4fite/a4/ittiz" :71f/0",,,, 01„/,/,,folirt., /./(4),,,i / / / 2 years 3 years 3 years after retirement of meter; before meter's retirement, retain last 2 tests 2 years Iowa Administrative Code, 199-19.4(7) Iowa Administrative Code, 199-19.4(12) Iowa Administrative Code, 199-19.6 Iowa Administrative Code, 199-19.7(3) Iowa League of Cities 1 October 2012 Page 127 of 152 Record Archive Form 0 0 a ) to E CO Pc C § g 2 o 2• : CEO § § - c - • O c2 a) . _c o(1)g E a) o .o L,= ¢ o .S • a) O• ai % 2 x Uj2 2a) (Do - co ik n § .§ o L- 0 X27 E ¢ n E _Q ▪ E_ o $ $ k J E • o ® o: n E 7 ® = 7 E 6 9- 0 .2 0 E x .9 o E mR O a) (1 U �_ m o E 0 ce E ct 2 O Number of Boxes: 6 E n 2 6 k Page 128 of 152 /Purr \ \ \ƒ 3 i Never Never o q ' /» Historical/Administrative Historical/Administrative Administrative and legal value ends \ .. ,� .............. % \ Permanent Permanent 5 years � ( 104 Council Record, Record # 146872-146910 December 19, 2016 Council Record #1234567-1234568, January 3, 2017 to January 23, 2017 2016 Liquor Licenses ƒ� ) CLERK -1 CLERK -2 ».� I �6 0 q 2016-02 Page 128 of 152 CITY OF WATERLOO Council Communication Motion approving Change Order No. 1 for a net decrease of $132,347.44 for the F.Y. 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and authorize the Mayor and City Clerk to execute said document. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date P: ngun: eenng Thorson, Eri Approved /11/20 7 ... 0:08 AM cn, Q:.,eAnn ApprovedI/11/20I"/ ... 10:113 AM ATTACHMENTS: Description D Cont 909 _Tina D Cont 909_111 „ty Sump] Ty SUBJECT: Submitted by: Summary Statement: Source of Funds: Type Motion approving Change Order No. 1 for a net decrease of $132,347.44 for the F.Y. 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and authorize the Mayor and City Clerk to execute said document. Submitted By: Wayne Castle, PLS, PE, Associate Engineer This is the accumulated amount of adjustments from original to final quantities that were determined necessary during the construction of the project, which results in a decrease to the total project cost. Property Owner Assessments Page 129 of 152 CITY OF WATERLOO, IOWA FINAL QUANTITY ADJUSTMENT — CHANGE ORDER No. 1 PROJECT: F.Y. 2017 SIDEWALK REPAIR ASSESSMENT PROGRAM — ZONE 6 CONTRACT NO. 909 Date Prepared: December19,2016 AMOUNT: $132,347.44 DECREASE TO: MIDWEST CONCRETE, INC. , Contractor You are hereby ordered to make the following changes from the plans and specifications or perform the following extra work on your contract dated August 22, 2016. A. Description of change to be made or extra work to be done: Adjust original construction quantities to actual construction quantities. B. Reason for ordering change or extra work: As -built quantities varied for some bid items C. Settlement for cost of work to be made as follows: Compensation already made to contractor through bid items. See attached summary. TOTAL DECREASE $132,347.44 BY: MIDWEST CONCRETE, INC. Mayor ATTEST: Date CONTRACTOR City Clerk BY: TITLE: Date Date APPROVED: City Engineer Date Final / C.O. No. 1 Cont. # 909 FFt1 30D612152 F.Y. 2017 SIDEWALK REPAIR ASSESSMENT PROGRAM - ZONE 6 CONTRACT NO. 909 FINAL PERIOD: Due 30 Days from date of acceptance of work - January 09, 2017 Bid Item Bid Item Description Units Original Bid Quantity Final Quantity Quantity Difference Midwest Unit Price Midwest Unit Price Extended Increase / Decrease 1 Remove & Replace PCC Sidewalk, 4" SF 39,008.4 24,309.1 -14,699.3 $ 7.20 $ 280,860.48 $ (105,834.96) 2 Remove & Replace PCC Sidewalk, 5" SF 5,682.7 3,845.5 -1,837.2 $ 7.80 $ 44,325.06 $ (14,330.16) 3 Remove & Replace PCC Sidewalk, 6" SF 1,070.0 383.7 -686.3 $ 8.40 $ 8,988.00 $ (5,764.92) 4 Patch EACH 9.0 4.0 -5.0 $ 20.00 $ 180.00 $ (100.00) 5 Clean Sidewalk EACH 11.0 4.0 -7.0 $ 125.00 $ 1,375.00 $ (875.00) 6 Water Valve Adjustment EACH 78.0 41.0 -37.0 $ 135.00 $ 10,530.00 $ (4,995.00) 7 Gas Valve Adjustment EACH 3.0 1.0 -2.0 $ 200.00 $ 600.00 $ (400.00) 8 Saw Cut LF 58.5 42.9 -15.6 $ 4.00 $ 234.00 $ (62.40) 9 Joint Seal LF 10.3 15.3 5.0 $ 3.00 $ 30.90 $ 15.00 $ 347,123.44 $ (132, 347.44) TOTAL PAY ESTIMATE #1 $ 46,467.81 PAY ESTIMATE #2 $ 80,069.32 PAY ESTIMATE #3 $ 50,072.70 PAY ESTIMATE #4 $ 25,593.00 PAY ESTIMATE #5 $ 1,834.37 RETAINAGE $ 10,738.80 TOTAL PAYMENTS $ 214,776.00 TOTAL ORIGINAL CONTRACT AMOUNT $ 347,123.44 NO CHANGE ORDERS FOR THIS PROJECT NEW CONTRACT AMOUNT $ 347,123.44 FINAL NEW CONTRACT AMOUNT $ 347,123.44 FINAL QUANTITY SUMMARY $ (132,347.44) FINAL CONTRACT AMOUNT $ 214,776.00 FINAL/ C.O. #1 Cont. #909 Page Off52 CITY OF WATERLOO Council Communication Resolution approving completion of project and recommendation of acceptance of work for work performed by Midwest Concrete, Inc., of Peosta, Iowa, at a total cost of $214,776.00, for the F.Y. 2017, Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and receive and file two-year maintenance bond. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Engineering Thor song, ➢-0,rnc approved 1/1./20.7 ... Q 0:12 A.M �,,"QcrQc. Q= Q"Q"ncc ➢-0,a cna Q:.,cAnn Approved 1/4/2017 12:38 P M SUBJECT: Submitted by: Summary Statement: Source of Funds: Resolution approving completion of project and recommendation of acceptance of work for work performed by Midwest Concrete, Inc., of Peosta, Iowa, at a total cost of $214,776.00, for the F.Y. 2017, Sidewalk Repair Assessment Program - Zone 6, Contract No. 909, and receive and file two-year maintenance bond. Submitted By: Eric Thorson, PE, City Engineer Midwest Concrete, Inc. has completed the above referenced project in accordance with the plans and specifications. Transmitted also to the Clerk's Office is the Maintenance Bond that guarantees to remedy any defects in workmanship or materials that may develop in said work within a period of two (2) years from the date of the acceptance of the work under said contract. Property Owner Assessments Page 132 of 152 CITY OF WATERLOO Council Communication Resolution approving Supplemental Agreement No. 2, with AECOM of Waterloo, Iowa, in the maximum amount payable of $34,000.00, for construction related services, for the FY 2016 West 2nd, Cedar and West 3rd Streets Improvements, Contract No. 912, and authorize Mayor to execute said document. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Engineering nng Thor song, Eric Rejected 1/11./201.7 .. 0: i 7 AM Engineering t o s, Tracia .Approved 1/11./201.7 .. 0:i.`.a AM P. ng;inneeri g i"iau r son, .Eric .Approved 1/11./2017 ... 0:2 AM ➢-0,ve .Q..,e Ann .Approvers ATTACHMENTS: Description d Cont Agreement No 2 SUBJECT: Submitted by: Summary Statement: Expenditure Required: Source of Funds: Type 1/14/20"/ X2:26 Resolution approving Supplemental Agreement No. 2, with AECOM of Waterloo, Iowa, in the maximum amount payable of $34,000.00, for construction related services, for the FY 2016 West 2nd, Cedar and West 3rd Streets Improvements, Contract No. 912, and authorize Mayor to execute said document. Submitted By: Jamie Knutson, PE, Associate Engineer Construction related services to include services, materials, equipment, personnel, and supplies necessary to provide construction staking, field review, materials testing and contract administration during the construction phase for the project defined above. The services under this agreement include additional time to complete tasks from Supplemental Agreement No. 1 due to additional work added to the scope of the construction project and an extension of the construction period. not to exceed $34,000.00 G.O. Bonds Page 133 of 152 AECO AECOM 319-232-6531 tel 501 Sycamore Street 319-232-0271 fax Suite 222 Waterloo, Iowa 50703 www.aecom.com SINGLESPEED STREET AND PARKING IMPROVEMENTS CONSTRUCTION -REVIEW SERVICES CITY OF WATERLOO, IOWA SUPPLEMENTAL AGREEMENT NO. 2 WHEREAS, a Professional Services Agreement was entered into between the City of Waterloo, Iowa (Client), and AECOM Technical Services, Inc. (ATS), of Waterloo, Iowa, dated February 9, 2016, for design survey for the Singlespeed Street and Parking Improvements Project; and WHEREAS, the Client and ATS entered into Supplemental Agreement No. 1, dated June 20, 2016, for construction -review services for Phase I of the Singlespeed Improvements Project, City Contract No. 912, FY 2016 West 2nd, Cedar and West 3rd Streets Improvements; and WHEREAS, the Client and ATS now desire to enter into Supplemental Agreement No. 2 for additional construction -review services, for Phase I of the Singlespeed Improvements Project, City Contract No. 912, FY 2016 West 2nd, Cedar and West 3rd Streets Improvements. NOW THEREFORE, it is mutually agreed to amend the original Professional Services Agreement as follows: Project Description The project includes site improvements to the Waterloo Center for the Arts parking lot and entrance locations, reconstruction of 2nd Street and 3rd Street between Commercial Street and Cedar Street, reconstruction of Cedar Street between 2nd Street and 3rd Street, as well as sidewalk improvements along the reconstructed streets and adjacent site improvements near the proposed Singlespeed Brewery in downtown Waterloo. Project includes extending the streetscape elements of the Riverloop Expo along 3rd Street to the intersection with Commercial Street, establishing an enhanced area around the proposed building site, to provide additional and improved parking facilities for the Center for the Arts and to establish improved drop-off areas and sidewalk access to the Waterloo Center for the Arts. Phase I of this project, City Contract No. 912, includes reconstruction of West 2nd, West 3rd and Cedar Streets, construction of sidewalk adjacent to the proposed Singlespeed Brewery and other improvements adjacent to the building site. II. Scope of Services The Scope of Services will encompass and include services, materials, equipment, personnel and supplies necessary to provide construction staking, field review, materials testing and contract administration during the construction phase for the project defined above. The Services under this supplemental agreement include additional time to complete the following tasks (from Supplemental Agreement No. 1) due to additional work added to the scope of the construction project and an extension of the construction period. The Scope of Services is further defined as follows: Task 1. Conduct a preconstruction conference attended by representatives of the Contractor, Client, Consultant and affected utilities. Page 134 of 152 AECOM Page 2 Task 2. Provide construction -staking for horizontal and vertical controls for the project as follows: a. Set Project Control and Mark Removals b. Set Stakes for Roadway Grading c. Check Stakes on Subbase (Bluetop) d. Set Stakes for Storm Sewer e. Set Stakes for Drives f. Set Stakes for Paving at 25 -Foot Intervals g. Stake Lights and Handholes h. Set Stakes for Sidewalks, Steps and Planters Task 3. Review shop drawings and other submittals as required of the Contractor by the contract documents for conformance with the design concept of the project and compliance with the information given in the contract documents. RKLA to assist in this task. Task 4. Answer design interpretation questions from the Client, Contractor, review staff and appropriate agencies. RKLA to assist in this task. Task 5. Prepare bi-weekly applications for payment based on information provided by field review staff and Contractor and forward to the Client for execution with recommendation for approval and payment. Task 6. Perform construction site visits by design personnel at appropriate stages of construction to review the quality of the work and to determine whether the work conforms to the contract documents. RKLA to assist in this task. Task 7. Prepare and assist the Client and Contractor in processing contract change orders. Task 8. Provide periodic field observation during construction to review the work of the Contractor to determine if the work is proceeding in general accordance with the contract documents and that completed work appears to conform to the contract documents. Staffing requirements may be adjusted during the project in relation to the level of construction activity. RKLA to assist in this task. Task 9. Provide weekly SWPPP reviews along with City of Waterloo and contractor personnel, as required by Iowa DNR and City of Waterloo. Task 10. Report to the Client any work believed to be unsatisfactory, faulty or defective or does not conform to the contract documents, and advise the Client of any work that should be corrected or rejected. Task 11. Consider and evaluate Contractor's suggestions for modifications and report them with recommendations to the Client. RKLA to assist in this task. Task 12. Participate in a review of the project with the Client and review staff near project completion and prepare a list of items to be completed or corrected. RKLA to assist in this task. Task 13. Participate in a field observation of the completed project with the Client and review staff before a final application for payment is processed for the Contractor. RKLA to assist in this task. Task 14. Maintain files for correspondence, reports of the job conferences, shop drawings and sample submissions, reproductions of original contract documents including addenda, Page 135 of 152 AECOM Page 3 change orders, field modifications, additional drawings issued subsequent to the execution of the contract, Engineer clarifications and interpretations of the contract documents, progress reports and other project -related documents. Task 15. Provide the Client with a copy of revised drawings of the construction plans (record drawings) for the project based on the construction observation records of the field review staff and the Contractor showing those changes made during construction considered significant. III. Compensation Compensation for the above services will be on an hourly basis in accordance with Part VI of the original agreement and shall be integrated with the fees in Supplemental Agreement No. 1. Estimated fee for the services is Thirty -Four Thousand Dollars ($34,000.00), and shall not be exceeded without authorization of the Client. IV. In all other respects, the obligations of the Client and the Consultant shall remain as specified in the Professional Services Agreement dated February 9, 2016. IN WITNESS WHEREOF, the parties hereto have executed this Supplemental Agreement No. 2 as of the dates shown below: CITY OF WATERLOO, IOWA By: Date Quentin Hart Mayor ATTEST: By: AECOM TECHNICAL SERVICES, INC. By Date December 7, 2016 Douglas W. Schindel, P.E Associate Vice President O:\Administration\AGREE\SUPPLE\SA2 Wat Singlespeed CRS.doc Page 136 of 152 CITY OF WATERLOO Council Communication Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with the FY 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909. City Council Meeting: 1/9/2017 Prepared: 1/4/2017 REVIEWERS: Department Reviewer Action Date Engineering Thorson, ➢-03rd/ approved 1/11./2017 .:59 PM Q"eichk, Key Appr1/11/201."/ 2:44 PM SUBJECT: Submitted by: Summary Statement: Resolution approving documents, and adopt and levy the final schedule of assessments in conjunction with the FY 2017 Sidewalk Repair Assessment Program - Zone 6, Contract No. 909. Submitted By: Wayne Castle, PLS, PE, Associate Engineer Transmitted herewith are the final schedule of assessments, abandonment schedule, final plats and breakdown of project costs for the F.Y. 2017 Sidewalk Repair Assessment Program — Zone 6, Contract No. 909, which is bounded by: Williston Avenue — W 18th Street — Cedar River — E. Ridgeway Avenue — Baltimore Street — Williston Avenue Page 137 of 152 CITY OF WATERLOO Council Communication Ordinance amending the Code of Ordinances by repealing Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property; and enacting in lieu thereof a new Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property. City Council Meeting: 1/9/2017 Prepared: 12/27/2016 REVIEWERS: Department fining g (Zona ATTACHMENTS: Description D Ordinance Irac➢ Reviewer Action Date Schroeder, Aric .Approved 12/28/2016 .. 10:05 AM sra, ..,e Annn. .Approved 1.2/28/2016 .. 1.0:35 AM Type Ordinance D Ordinance clean SUBJECT: Motion to receive, file, consider and pass for the first time, an ordinance amending the Code of Ordinances by repealing Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property; and enacting in lieu thereof a new Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property. Motion to suspend the rules. Motion to receive, file, consider and pass for the second and third times and adopt said ordinance. Submitted by: Submitted By: Aric Schroeder, City Planner Recommended Action: Approval of the amendment. Summary Statement: Staff has been working on an overhaul of the current bus bench program, which is provided for in Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspections and Repair, of Title 7, Public Ways and Property, of the City of Waterloo Code of Ordinances. The City of Waterloo is proposing to phase out existing benches established under the current ordinance, and significant overhaul to the ordinance is required to provide for the phase out. The attached draft Ordinance shows all of the proposed changes, showing strike through of wording proposed to be removed and underline for wording proposed to be added, as well as a clean version of the proposed ordinance amendment, that will strike the existing Article B in its entirety, and replace is with the amended Article B, Bus Stop Benches. Additional amendment will be required in the future when the phase out of existing benches is complete. Page 138 of 152 Expenditure Required: Source of Funds: Policy Issue: none n/a Code of Ordinances Page 139 of 152 1 7-2B-1: PURPOSE; SUNSET: It has been determined by the city council that there exists a need for the placement of bus stop benches at designated locations throughout the city. Therefore, this article is created to assist the public in the use of the metropolitan bus system by providing, subject to the regulations of the city council, bus stop benches for the use of the public. Unless terminated sooner by resolution adopted by the city council, this article shall cease to be effective as of October 31, 2019 and all permits issued hereunder shall terminate as of said date. (Ord. 3226, 6-21-1982) 7-2B-2: AUTHORITY TO INSTALL: It is hereby made lawful for persons to install and maintain public bus benches and to place advertising matter and signs upon such benches subject to the limitations and qualifications of this article. Advertising is a necessary means for the funding of these public service benches; thus, it shall be allowed in all zoning classifications except in front of any one- or two-family residence located in any zoning classification, provided that any bus bench installed by the city of Waterloo shall not be subject to said limitation. (Ord. 3226, 6-21-1982) 7-2B-3: LOCATION OF BENCHES: The placement of bus stop benches shall be limited to MET designated bus ctopslocations designated as bus stops by Metropolitan Transit Authority (MET) only. These designated bus stops may vary in number and location from time to time. In addition, bus stop benches other than benches installed by the city of Waterloo shall conform to the following regulations: A. The location of all bus stop benches shall be reviewed by the planning and development department or the city engineering department. New locations shall only be reviewed in April and November of Atm disposal on or about the twentieth day of the month. No new locations shall be allowed under the current bus bench program. B. New location requests shall be submitted on bus stop bench application forme supplied by the building official. Prior to submitting the form for review, the applicant shall procure signatures of adjacent property owner(s) or agcnt(c) thereof and tcnant(c) and MET transit authorization, as well as rioting appropriate bus route and providing a sketch of the location of the bus stop bench.Reserved. C. Bus stop benches shall be placed on public property parallel to streets along MET designated bus routes and shall further be limited to areas where there is a minimum of six feet (6') from curb or edge of the roadway to front of bench. D. The city engineering department and planning department shall have the right to periodically inspect all bus stop benches for maintenance, safety, and site location and compliance with this article. E. Bus stop benches shall be placed no closer than three (3) blocks or nine hundred feet (900'), whichever is more restrictive, from any other bus stop bench along any individual MET designated bus route. F. In the event MET reduces or alters a route at any time during the year, requests for relocations may be submitted upon written notice from MET of route changes and number of benches affected by company name. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) 7-2B-4: PERMITS: A. Application For Sign Permit: No An applicant for a sign permit or bus stop bench permit under fequired by this article shall be issued after January 2, 2017 to a person not already a permittee. Page 140 of 152 After said date, the city council may choose at any time by resolution to suspend or discontinue the ssuance of renewal permits. submit awritten appIcaton to the city building official. 1. An application may be submitted for one bus stop bench and one permit may be issued for one bus oVop bonoh, provided that the foo required herein accompany the same and the location of the bus €top bench has rcceved approval from the approprbtc departments. 2. Within seven (7) days of the receipt of the application for a sign permit, the building officialohaU approve ordisapprove the application. |fthe building official dinupprovonthoapp|ioakion.thorouoon for the dsapprovaP shall be stated n wrtng and gven to the appPcant. B. Permit Required To Install And Maintain: No bus stop bench shall be installed or maintained unless a permit has been obtained from the city building official, who has vested authority to issue these permits. The permit shall be affixed to base of bench in such a manner that it may bc visible from tho C. Priority In Issuing Permits: Only one permittcc shall be allowcd to placc bus benches, on any ono intersection within the city. The ponnittoofi|ing the application for the permit at the earliest date shall r000ivophohty. D. App -al Denial Of Permit: In the event a permittec is denied a permit, he may appeal the decision of the building official Vothooityomunoii This app -al shall boperfected byfiling anotice ofappeal with the city clerk within ten (10) days of the denial of the issuance of the permit by the building official. • e e • • • • e r 1: • e •e�**+ council. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10'21'1085) 7-2B-5: BUS STOP BENCH FEES: A. Bench Fees: The annual nonrefndable fee shall be twenty five dollars ($25.00) for each new location application form. A nonrefundable fee of seven dollars fifty cents ($7.50) shall accompany each relocation request. The annual fees are assessed for each individual bus stop bench and twelve dollars fifty cents ($12.50) shall be due on April 1 every year and twelve dollars fifty cents ($12.50) shall be due on October 1 every year. If the cty reciuftes the permttee to remove or relocate a bus stop bench as provided in section 7-2B-9, the annual fee shall be refunded on a monthly pro -rata basis for the period from the date on which such bench is removed until the ensuing March 31. (Ord. 4692, 5-10-2004) B. Sign Permit Fees: A sign permit fee required by this article shall be accompanied by a fee of twenty five dollars ($25.00) for each bus stop bench and shall only be issued after the location of the bus oVopbonoh has been reviewed and approved by the appropratc departments. (Ord. 3226, 6 21 1982; umd.Ord. 31UQ. 10 21 1985) 7-2B-6: CONDITIONS OF PERMIT: A. Public Liability Insurance: The permittee shall file a certificate of insurance with the city clerk, which shall name the city as an additional insured and shall be maintained in the amount of three hundred thousand dollars ($3OO.00O.00)for liability coverage. The permittee shall also enter into an agreement with the city to indemnify the city for any and all liability which may arise out of the use of the bus stop bench. B. Permittee Responsibilities: By acceptance of a permit required by this article, the permittee agrees to be bound by this article and to comply with its requirements with respect to each bus stop bench until the bench is removed, whether or not there is a current permt in effect for such bench.and The permittee further agrees to inspect each bus stop bench and to maintain the bus stop benches in a safe, clean and sightly condition, suitable for use by persons with disabilities from the point of departure from a public sidewalk to a point of embarkation on or disembarkation from a MET bus at the edqe of the street. Within forty-eight (48) hours following substantial completion of a snow event that deposited two (2) or more inches of snow, or within seventy-two (72) hours if warranted by heavy 2 Page 141 of 152 snowfall conditions, the permittee shall remove snow and ice from the bench, the cement pad on which it rests, and at least four (4) feet in width of any additional area connecting a public sidewalk (if one exists) with the bench and the bench with the edge of the street, except with respect to those specific bus stop benches for which the city has consented in writing to be responsible for removal of snow and ce. The permittee shall maintain an accurate and up-to-date log showing dates and times of snow removal and ice control activities at each location and shall make the log available for inspection within forty-eight (48) hours of request by the city planner or designee. The permttee shall not permit grass or vegetation to grow to a height exceed four (4) inches in any area under the bench, within a permeter of at least four (4) feet surrounding the benoh, and at least four (4) feet in width of any additional area that is not cemented and connects a public sidewalk (if one exists) with the bench and the bench with the edqe of the street. C. Defend Litigation: A permittee shall defend, at his own expense, any litigation arising from the installation.ce-r maintenance or removal of a bus stop bench for which he holds a permit or a bus stop bench that heowns but for which hedoes not hold apermit. (Ovd.322G.G-21'1082;amd.Ord. 34O0. 10-21-1985) D. The permittee shall remove each bus stop bench in its entirety at the permittee's sole expense within fifteen (15) days afterthe permt therefor expres, unless the cty planner or desknee approves an extended pehod, not to exceed nix (6) monthn, during which a particular bench may remain in place but by the end of which such bench must be removed by the permittee at its sole expense. Approval of an extended period for placement of a bench shall be subject to the city's right to require removal pursuant to section 7'2B'9. except that the period in which removal must occur shall be seven (7) days nstead of 15. Ifthe permttee faIs to remove the bench, then the bench shall be deemed abandoned and the city may remove it and retain or dispose of it in any manner according to the city's sole discretion, and either charge the permittee with a municipal infraction for each bench that permittee failed to remove or charge the permittee for the city's reasonable costs incurred in removing and dsposnq of any such bench. 7-2B-7: SPECIFICATIONS: All bus stop benches installed in accordance with this ahide, but not including benches installed by the city of Waterloo, shall conform rigidly to the following specifications upon installation and at all times thereafter untI removal ofthe bench: A. The benches shall be not more than six feet (6') in kangth, not to exceed forty two inches (42^) in height and thirty inches (30) in depth. B. The benches must be of heavy construction to weigh not less than four hundred (400) pounds. C. The end pieces and legs shall be constructed of concrete. O. The back rests shall be constructed of hardwood or plywood not less than three-fourths inch (3/4") in thickness or shall be constructed of plastic overlay plywood not less than one-half inch (1/2") in thickness. E. The seats shall be constructed of hardwood or plywood not less than one and three-fourths inches (1~/4^)inthickness. F. The several parts of the benches shall be joined by bolts of three-eighths inch (I8) or greater diameter. (Ord. 3226, 6-21-1082) 1 7-2B-8: ENFORCEMENTREMOVAL OF ILLEGAL BENCHES: A. If Should any bus stop bench isbe, found to be noncompliant with this article or if complaints are received by the city concerning the placement or maintenance of any bus stop bench, the city shall 3 Page 142 of 152 deliver to the permittee by regular mail at its last known address s~° we eive~ a written notice from the cty by regular maI, to bring the bench into compliance. Ifthe bus stop bench is not brought into compliance within seven (7)ten (10) days after the notice has been mailed, then the city may declare such bus stop bench to be a threat to public health, safety, and welfare, and as such to constitute a nuisance which the city may summarily abate or remedy at the violators expense. Abatement may take the form of removal of a noncompliant bus stop bench and assessment to the permittee of the nity'snoasonab|enostsinnurnodinnomovin0and/ordispcmin0ofanysunhbennh.-��~=/'~ held and a decision shall be rendered which may lead to removal and retaining said bench as the property of the city and the location will subsequently be disallowed in the future. All existing bus stop benches shall be in compliance within one year after passage of this article. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) B. If the permittee fails to comply with the maintenance standards prescribed by 7 -2B -6.B, then the city may perform acts necessary to achieve such compliance, without notice to permittee. C. If the permittee violates any provision of this article it shall be deemed guilty of a municipal infraction and, upon conviction thereof, shall be fined as provided in section 1'3'2 of this code. Each separate bus stop bench with respect to which a violation is committed or permitted to continue shall constitute a separate offense and shall be punishable as such hereunder. 7-2B-9: REPLACEMENT BY CITY BENCH: If the city desires to install a bench of its own at any bus stop bench location occupied by a permittee during the term of the permit for such bench or at any location in the vicinity of such bench, the city shall provide fifteen (15) days' advance written notice by regular mail to the permittee at its last known address, and the permittee shall remove said bench within 15 days after the date of mailing of said notice. If the permittee fails to remove the bench, then the bench shall be deemed abandoned and the city may remove it, retain it or dispose of it in any manner according to the city's sole disnretion, and either charge the permittee with a municipal infraction or charge the permittee for the city's reasonable costs incurred in removinq and disposinq of the bench. The permittee will also be allowed to relocate its bench to another location for which permittee already has a permit, provided that the permittee removes the existing bench at such alternate location. 4 Page 143 of 152 ORDINANCE NO. AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF WATERLOO, IOWA, BY REPEALING ARTICLE B, BUS STOP BENCHES, OF CHAPTER 2, SIDEWALK CONSTRUCTION, INSPECTIONS AND REPAIR, OF TITLE 7, PUBLIC WAYS AND PROPERTY; AND ENACTING IN LIEU THEREOF A NEW ARTICLE B, BUS STOP BENCHES, OF CHAPTER 2, SIDEWALK CONSTRUCTION, INSPECTIONS AND REPAIR, OF TITLE 7, PUBLIC WAYS AND PROPERTY. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA: That Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspection and Repair, of Title 7, Public Ways and Property, of the Code of Ordinances of the City of Waterloo, Iowa, is hereby repealed in its entirety; and that a new Article B, Bus Stop Benches, of Chapter 2, Sidewalk Construction, Inspection and Repair, of Title 7, Public Ways and Property, is hereby enacted in lieu thereof as follows: B. BUS STOP BENCHES 7-2B-1: PURPOSE; SUNSET: It has been determined by the city council that there exists a need for the placement of bus stop benches at designated locations throughout the city. Therefore, this article is created to assist the public in the use of the metropolitan bus system by providing, subject to the regulations of the city council, bus stop benches for the use of the public. Unless terminated sooner by resolution adopted by the city council, this article shall cease to be effective as of October 31, 2019 and all permits issued hereunder shall terminate as of said date. (Ord. 3226, 6-21-1982) 7-2B-2: AUTHORITY TO INSTALL: It is hereby made lawful for persons to install and maintain Page 144 of 152 Ordinance No. Page 2 public bus benches and to place advertising matter and signs upon such benches subject to the limitations and qualifications of this article. Advertising is a necessary means for the funding of these public service benches; thus, it shall be allowed in all zoning classifications except one- or two-family residence located classification, provided that any bus bench city of Waterloo shall not be subject to said 3226, 6-21-1982) 7-2B-3: LOCATION OF BENCHES: in front of any in any zoning installed by the limitation. (Ord. The placement of bus stop benches shall be limited to locations designated as bus stops by Metropolitan Transit Authority (MET). These designated bus stops may vary in number and location from time to time. In addition, bus stop benches other than benches installed by the city of Waterloo shall conform to the following regulations: A. The location of all bus stop benches shall be reviewed by the planning and development department or the city engineering department. No new locations shall be allowed under the current bus bench program. B. Reserved. C. Bus stop benches shall be placed on public property parallel to streets along MET designated bus routes and shall further be limited to areas where there is a minimum of six feet (6') from curb or edge of the roadway to front of bench. D. The city engineering department and planning department shall have the right to periodically inspect all bus stop benches for maintenance, safety, site location and compliance with this article. E. Bus stop benches shall be placed no closer than three (3) blocks or nine hundred feet (900'), whichever is more restrictive, from any other bus stop bench along any Page 145 of 152 Ordinance No. Page 3 individual MET designated bus route. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) 7-2B-4: PERMITS: A. Application For Permit: No sign permit or bus stop bench permit under this article shall be issued after January 2, 2017 to a person not already a permittee. After said date, the city council may choose at any time by resolution to suspend or discontinue the issuance of renewal permits. B. Permit Required To Install And Maintain: No bus stop bench shall be installed or maintained unless a permit has been obtained from the city building official, who has vested authority to issue these permits. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) 7-2B-5: BUS STOP BENCH FEES: A. Bench Fees: The annual nonrefundable fee shall be twenty five dollars ($25.00) for each new location application form. A nonrefundable fee of seven dollars fifty cents ($7.50) shall accompany each relocation request. The annual fees are assessed for each individual bus stop bench and twelve dollars fifty cents ($12.50) shall be due on April 1 every year and twelve dollars fifty cents ($12.50) shall be due on October 1 every year. If the city requires the permittee to remove or relocate a bus stop bench as provided in section 7-2B-9, the annual fee shall be refunded on a monthly pro -rata basis for the period from the date on which such bench is removed until the ensuing March 31. (Ord. 4692, 5-10-2004) 7-2B-6: CONDITIONS OF PERMIT: A. Public Liability Insurance: The permittee shall file a certificate of insurance with the city clerk, which shall name the city as an additional insured and shall be maintained in the amount of three hundred thousand dollars ($300,000.00) for liability coverage. The permittee shall also enter into an agreement with the city to indemnify the Page 146 of 152 Ordinance No. Page 4 city for any and all liability which may arise out of the use of the bus stop bench. B. Permittee Responsibilities: By acceptance of a permit required by this article, the permittee agrees to be bound by this article and to comply with its requirements with respect to each bus stop bench until the bench is removed, whether or not there is a current permit in effect for such bench. The permittee further agrees to inspect each bus stop bench and to maintain the bus stop benches in a safe, clean and sightly condition, suitable for use by persons with disabilities from the point of departure from a public sidewalk to a point of embarkation on or disembarkation from a MET bus at the edge of the street. Within forty- eight (48) hours following substantial completion of a snow event that deposited two (2) or more inches of snow, or within seventy-two (72) hours if warranted by heavy snowfall conditions, the permittee shall remove snow and ice from the bench, the cement pad on which it rests, and at least four (4) feet in width of any additional area connecting a public sidewalk (if one exists) with the bench and the bench with the edge of the street, except with respect to those specific bus stop benches for which the city has consented in writing to be responsible for removal of snow and ice. The permittee shall maintain an accurate and up-to-date log showing dates and times of snow removal and ice control activities at each location and shall make the log available for inspection within forty-eight (48) hours of request by the city planner or designee. The permittee shall not permit grass or vegetation to grow to a height exceed four (4) inches in any area under the bench, within a perimeter of at least four (4) feet surrounding the bench, and at least four (4) feet in width of any additional area that is not cemented and connects a public sidewalk (if one exists) with the bench and the bench with the edge of the street. C. Defend Litigation: A permittee shall defend, at his own expense, any litigation arising from the installation, maintenance or removal of a bus stop bench for which he holds a permit or a bus stop bench that he owns but for Page 147 of 152 Ordinance No. Page 5 which he does not hold a permit. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) D. The permittee shall remove each bus stop bench in its entirety at the permittee's sole expense within fifteen (15) days after the permit therefor expires, unless the city planner or designee approves an extended period, not to exceed six (6) months, during which a particular bench may remain in place but by the end of which such bench must be removed by the permittee at its sole expense. Approval of an extended period for placement of a bench shall be subject to the city's right to require removal pursuant to section 7-2B-9, except that the period in which removal must occur shall be seven (7) days instead of 15. If the permittee fails to remove the bench, then the bench shall be deemed abandoned and the city may remove it and retain or dispose of it in any manner according to the city's sole discretion, and either charge the permittee with a municipal infraction for each bench that permittee failed to remove or charge the permittee for the city's reasonable costs incurred in removing and disposing of any such bench. 7-2B-7: SPECIFICATIONS: All bus stop benches installed in accordance with this article, but not including benches installed by the city of Waterloo, shall conform rigidly to the following specifications upon installation and at all times thereafter until removal of the bench: A. The benches shall be not more than six feet (6') in length, not to exceed forty two inches (42") in height and thirty inches (30") in depth. B. The benches must be of heavy construction to weigh not less than four hundred (400) pounds. C. The end pieces and legs shall be constructed of concrete. D. The back rests shall be constructed of hardwood or plywood not less than three-fourths inch (3/4") in thickness or Page 148 of 152 Ordinance No. Page 6 shall be constructed of plastic overlay plywood not less than one-half inch (1/2") in thickness. E. The seats shall be constructed of hardwood or plywood not less than one and three-fourths inches (13/4") in thickness. F. The several parts of the benches shall be joined by bolts of three-eighths inch (3/8") or greater diameter. (Ord. 3226, 6-21-1982) 7-2B-8: ENFORCEMENT: A. If any bus stop bench is found to be noncompliant with this article or if complaints are received by the city concerning the placement or maintenance of any bus stop bench, the city shall deliver to the permittee by regular mail at its last known address a written notice to bring the bench into compliance. If the bus stop bench is not brought into compliance within seven (7) days after the notice has been mailed, then the city may declare such bus stop bench to be a threat to public health, safety, and welfare, and as such to constitute a nuisance which the city may summarily abate or remedy at the violator's expense. Abatement may take the form of removal of a noncompliant bus stop bench and assessment to the permittee of the city's reasonable costs incurred in removing and/or disposing of any such bench. (Ord. 3226, 6-21-1982; amd. Ord. 3409, 10-21-1985) B. If the permittee fails to comply with the maintenance standards prescribed by 7 -2B -6.B, then the city may perform acts necessary to achieve such compliance, without notice to permittee. C. If the permittee violates any provision of this article it shall be deemed guilty of a municipal infraction and, upon conviction thereof, shall be fined as provided in section 1-3-2 of this code. Each separate bus stop bench with respect to which a violation is committed or permitted to continue shall constitute a separate offense and shall be punishable as such hereunder. Page 149 of 152 Ordinance No. Page 7 7-2B-9: REPLACEMENT BY CITY BENCH: If the city desires to install a bench of its own at any bus stop bench location occupied by a permittee during the term of the permit for such bench or at any location in the vicinity of such bench, the city shall provide fifteen (15) days' advance written notice by regular mail to the permittee at its last known address, and the permittee shall remove said bench within 15 days after the date of mailing of said notice. If the permittee fails to remove the bench, then the bench shall be deemed abandoned and the city may remove it, retain it or dispose of it in any manner according to the city's sole discretion, and either charge the permittee with a municipal infraction or charge the permittee for the city's reasonable costs incurred in removing and disposing of the bench. The permittee will also be allowed to relocate its bench to another location for which permittee already has a permit, provided that the permittee removes the existing bench at such alternate location. INTRODUCED: PASSED 1st CONSIDERATION: PASSED 2nd CONSIDERATION: PASSED 3rd CONSIDERATION: Page 150 of 152 Ordinance No. Page 8 PASSED AND ADOPTED by the City Council of the City of Waterloo, Iowa, on the day of , 2017, and approved by the Mayor on the day of , 2017. ATTEST: Kelley Felchle, City Clerk Quentin Hart, Mayor CERTIFICATE I, Kelley Felchle, City Clerk Iowa, do hereby certify that the complete copy of Ordinance No. the Council of the City of Waterloo, , 2017. of the City of Waterloo, preceding is a true and as passed and adopted by Iowa, on the day of Witness my hand and seal of office this , 2017. day of SEAL Kelley Felchle, City Clerk Page 151 of 152 CITY OF WATERLOO Council Communication An Ordinance Amending the 2008 Traffic Code by adding Subsection (130a), Iowa Hwy 21, (Hawkeye Road), at Shaulis Road, A Full Actuated Push Button Pedestrian Signal, to Section 540, Obedience to Official Traffic - Control Devices. City Council Meeting: 1/9/2017 Prepared: 12/28/2016 REVIEWERS: Department 'Ira nc Operations SUBJECT: Reviewer Action Date Approved 12/28/2016 ... Approved 12/28/2016 ... 8 9 Motion to receive, file, consider and pass for the second time an Ordinance amending the Code of Ordinances by amending the 2008 Traffic Code by adding Subsection (130a), Iowa Hwy 21, (Hawkeye Road), at Shaulis Road, A Full Actuated Push Button Pedestrian Signal, to Section 540, Obedience to Official Traffic -Control Devices. Motion to suspend the rules. Motion to consider for the third time and adopt said ordinance. Submitted by: Submitted By:Sandie Greco, Traffic Operations Duperintendent Recommended Action: Approve Ordinance Summary Statement: Traffic Signals are installed and operating at the intersection of Iowa 21 (Hawkeye Rd.) and Shaulis Rd. - an ordinance needs to be approved for the traffic code. Page 152 of 152