The City
Council met at
Guests in
attendance: Izetta Dierking, Rose Gregory,
Craig Gregory, Thomas Gregory, Sam Harmon,
City staff in attendance: Jim Blum, Wayne Rush, Terri Abel.
Motion by
Mayor Wood opened the public hearing on the FY 2008-2009 budget.
Motion by Henningsen, seconded by Booth to approve the preceding month’s minutes and Library minutes. Ayes: Griffith, Booth, Henningsen, Wood. Carried.
Motion by
Zimmerman arrived at this time.
Thomas Gregory and Sam Harmon were present at the Council meeting to request permission to improve City property for their Eagle Scout projects. The boys stated that they would like to paint the pillars, the gates, and the flower pots at the baseball field. They requested that the City provide the paint for the project. The boys indicated that they plan to complete the project early this spring. The Council members were in favor of Harmon and Gregory’s plans, and they granted approval for the boys to proceed with their Eagle Scout projects.
During the course of the discussion, Hall indicated that with the revisions to the plans to date, the 3% contingency is becoming less of a factor. In a short period of time, the contingency fee will be dropped from the budget. The Oakview bid of $1,826,000.00 included $53,615.00 for petroleum contaminated soil removal. At this time, only approximately $1,500.00 has been related to the removal of petroleum contaminated soil.
Pat also provided the Council with proposed Change Order No. 1, which was the result of a series of discussions between the contractor, proprietary product suppliers, engineer, electrical engineer, and City staff. The items that were shown on the proposed change order were a result of recommended modifications to the bid plans and specifications due to site findings, operator preference, project upgrade, equipment adjustment, and/or plan omission. Hall indicated that the winter months provided adequate time for all parties to review the shop drawings and make improvements to the original plans.
Hall reminded the Council members that the plans include two proprietary systems so it is quite important to make sure that the systems will fit into what was designed and bid. As a result of meetings, changes have been made to the plans to better accommodate the proprietary systems. Changes were made as a result of equipment situations, operator preference that actually upgraded the project, and plan omissions.
Pat reviewed a summary sheet of proposed Change Order No. 1. Hall stated that because changes have been made to the EDR system, the City would either have the last unit of the current system type or the first unit of the new upgraded EDR system. The engineer’s preference is to utilize the new system; however, adjustments would have to be made to the design to accommodate the new system. Walnut will be able to receive the upgraded system at the original quoted price. Should the City choose to receive the old system, the project will actually be six months behind schedule. The production of the upgrade is on schedule and can be built more quickly. Because of the adjustments that will have to be made to the building, control system, and overall design, cost adjustments will also have to be made. Once the old EDR system has been discontinued, the future availability of repair parts would also be in jeopardy.
Hall reviewed the summary sheet of proposed changes in detail for the benefit of the Council members. The first change, to mark the interior PVC piping with sticker tags in lieu of painting, could be accomplished at no additional charge to the City. The reason for the change was operator preference, and PVC pipe does not paint as well as ductile iron piping.
The decision has been made to relocate the back-up generator to the southeast corner of the building, which has necessitated a revision to the electrical feed. The anticipated increase in the project amounted to $1,385.00. Operator preference and convenience was the reason for the relocation of the generator.
Adjustments were made to interior doors and walls because of equipment adjustment and operator preference, amounting to an estimated savings of $400.00.
An increase of $1,100.00 would alter the finished water reservoir piping to simplify placement. The plans would also delete finished water reservoir drain piping and flushing hydrant, provide insulation and heat tape, and add a chlorine line at the finished water reservoir. The adjustments were made due to site findings, operator preference, and an overall project upgrade.
A recommendation had been made to put epoxy paint on the floor in the acid room, which was estimated at $1,575.00. The paint had not been included in the original plans. Hall indicated that it is possible that the City men would paint the floor, which would dramatically reduce the cost of the change.
There are a series of building sewer changes including a 4” sewer stub in the acid room, the relocation of the eye wash station into the EDR room, and the addition of three floor drains. The proposed change would cost an additional $3,220.00. Some of the sewer changes were requested by the equipment providers, and in one instance, was not shown in the original plan.
The new EDR unit will come with air compressor and pneumatic connections. In order to attach the EDR unit to the main equipment, it will be necessary to add piping to the Layne equipment for use of the compressor on the filter equipment. The increase in cost because of the change was estimated at $2,365.00. The change would result in a project upgrade, and it was made because of equipment adjustment and plan omission.
Plans would now call for the installation of a 2” mechanical flow meter with a local read out on the water salesman supply piping at an added cost of $830.00. The change was made because of operator preference and plan omission.
Another change, at an increased cost of $4,425.00, would include the installation of a 6” flow meter with remote read at the SCADA system in lieu of retrofitting the existing meter. The change would result in a project upgrade.
A revision was made to the chemical storage room from framing and FRP board to concrete block walls. FRP board is a laminate, water resistant board. A revision was also made to the stairs and railing to wood in lieu of steel. The EDR room will have FRP panels on the south and east walls, and concrete block on the north and west walls to the roof deck. The ceiling finish in the EDR room will consist of FRP panels. The changes would result in an increased overall cost of $10,520.00, reflecting a project upgrade, site findings, operator preference, and equipment adjustment.
The revised plans call for the addition of sample taps to various parts of the system for testing purposes. The change, which was necessitated due to plan omission, would add $950.00 to the cost of the project.
Plans are being made to make revisions to the sodium hypochlorite system. Plans include the deletion of one chemical pump, the deletion of two day tanks and containment, the addition of modified containment, the deletion of an electronic day tank scale, conduits, power, control, and SCADA programming, and the deletion of the salvage cost of existing equipment. There is a pending deduction from the electrician for the revisions to the sodium hypochlorite system.
Plans are also being made to make revisions to the sodium hydroxide system. Plans include deleting two day tanks and containment, deleting one electronic day tank scale, two ultrasonic level sensors, conduit, power, control, and SCADA programming. Plans would also include the addition of an electronic day tank scale, conduit, power, control, and SCADA programming and the deletion of the specification to install existing equipment. There is a pending deduction from the electrician for the revisions to the sodium hydroxide system.
There is a revision to the project to move the phosphate system. Plans include deleting two ultrasonic level detectors, conduit, power, control, and SCADA programming, providing one day tank and electronic day tank scale, conduit, power, control, and SCADA programming. There is a pending deduction from the electrician for the revisions to the phosphate system.
The contractor had been unable to find an insulated fiberglass overhead door to the EDR room in lieu of steel; thus far, the change will not be made to the plans.
A revision was made to the interior piping to the various process units, reducing the project cost by $2,200.00. The changes were made because of operator preference, equipment adjustment, and plan omission.
$6,500.00 was added to the cost of the project to provide two VFD’s to the high service pumps. The change would constitute a project upgrade due to operator preference. The variable frequency drive units would save energy and wear-and-tear on the equipment. Hall anticipated that the units would pay for themselves through normal electrical usage in 7.5 years. The pay back should justify the initial increase in cost.
A change was made in the sanitary sewer lines from ductile iron to PVC. The revised plans also included an added pit and sump pump, for a reduced cost of $550.00. The change constituted a project upgrade.
$7,700.00 was added to the cost of the project for the addition of a louver and motorized damper to the filter room. The change was made due to equipment adjustment and plan omission.
There was $8,230.00 worth of electrical changes that would be required by the EDR unit change. The change was made due to equipment adjustment and plan omission.
Layne Western informed the engineer that it would be necessary to strain the water prior to taking it through its filter system. The addition of a strainer to the Layne Western skid would cost $2,370.00 necessitated because of a plan omission.
Finally, the changes would make it necessary to modify the master control module and electric panel, resulting in an additional cost of $3,450.00. The revisions were made because of equipment adjustment and plan omission.
At this time, there were total additions to the project of $54,620.00 and total deductions from the project of $3,150.00. As previously noted, there are further anticipated deductions because of changes that will be made to the water process systems. Hall estimated that after the anticipated deductions, the total change order should amount to an addition of approximately $45,000.00 to the project cost.
Hall reminded the Council members that the bid and budget included more than $53,000.00 for the removal of petroleum contaminated soil. At this time, only $1,500.00 is anticipated for the removal of contaminated soil. Accordingly, there should be an overall change order deduction of approximately $50,000.00 at some point in the future.
Hall felt that by removing the contingency, the construction sub-total of $1,826,000.00 should be secure. Pat also commented that his goal would be to achieve an overall project cost of $2,000,000.00.
Pat reported that essentially the water plant has been redesigned three times, based on the changes that have been made. The meetings have made the various contractors, engineers, City staff, and proprietary representatives comfortable with the project. He indicated that he did not have the final figures to request Council approval of the proposed change order; however, he did request the Council’s approval of the new EDR system.
From a construction standpoint, Hall indicated that the project is approximately 10% complete. He also noted that the process that is required in order to get the project ready for construction is more like 99% complete. Pat said that construction will begin soon in the spring. The proprietary systems will arrive on pallets, ready to be moved into the water plant. The project completion date is in November of 2008. At this time, Hall felt that there was no reason to extend the completion date.
Jim felt that the anticipated increase of approximately $50,000.00 is on the high side, and he had questions about some of the estimated increases in cost. Blum anticipated more deductions in the cost of the project as the proposed changes are being investigated.
Zimmerman commented that he felt that there had been a large number of changes to the project with so little of the project actually completed. Hall indicated that the engineers and the contractors do not expect many more changes in the project. Blum also commented that he felt that some of the changes occurred because it was necessary to change engineers in the middle of the project. Jim was also pleased that changes were being made prior to construction so that there was no actual delay in the project.
On a final note, Blum commented that some of the changes, such as changing an interior wall from FRP board to concrete, should result in a better looking, longer lasting, and better quality water plant.
According to Hall, the new EDR system should have the same warranty as the old system; however, the new system should be much better to work with. The old system would be outdated as soon as it was installed, and the availability of replacement parts in the future would be questionable. Hall again requested the Council’s approval to include the new EDR system in the project plans.
Motion by
Linda Booth
and Bob Hilligas were present at the Council meeting to discuss signage and
promotion. At the last City Council
meeting, there was a tie vote as to whether the City should pay for the
production of a new Interstate sign.
There are two small promotional signs that are located along Interstate
80. The City pays the lease agreement
and the permit fees for the sign that is located near Avoca. The merchants lease the sign that is located
near
18’ x 45’ sign.
The cost of
the
Motion by Booth, seconded by
Bob Hilligas reported that Abel had made a comment at the latest merchant’s meeting regarding the City and the merchants working together to advertise the community. Hilligas stated that some of the merchants think that the City is doing a great deal to promote the downtown business community and some of the merchants think that the City is not doing enough. Hilligas stated that he had formulated a plan. He noted that the City will be receiving additional revenue through the recent implementation of a hotel/motel tax. On the other hand, there are merchants that are not due paying members of the Merchant’s Association. He suggested that the City match funds for every new member to the Merchant’s Association during 2008. In other words, the City would match the annual membership fee of $440.00 for every new member that joins the Merchant’s Association.
Henningsen noted that some of the
hotel/motel tax is to be allocated for tourism purposes. Vern Booth commented that he would be in
favor of the City contributing money to promote tourism or the community as a whole;
however, he did not feel that it is a City function to advertise specific
antique shops or in specific antique publications.
Hilligas stated that his proposal would, in essence, provide an incentive for the non-paying merchants to join the Merchant’s Association. Henningsen stated that he has a problem with the City paying for advertising when some of the merchants are not willing to pay to advertise their own businesses.
Vern Booth stated that the City should subsidize existing businesses as well as any new ventures that are considering relocation to Walnut.
Hilligas
stated that he would like to approach the downtown businesses with his proposed
incentive plan. He suggested waiting
until the weather gets a little warmer and hopefully business increases before
he approaches the merchants. He further
suggested that the City give him until
Breck
Henningsen questioned how much money the City should continue to contribute
toward advertising the community businesses.
Linda Booth reminded the Council members that the downtown businesses collect local option sales tax, a portion of which is distributed to the school and to the City. She felt that Walnut has a viable downtown that generates money for the City and for the school.
Breck Henningsen noted that the City has large projects, both ongoing projects and planned projects, that are designed to encourage growth to the community. He felt that the City already contributes a great deal of money for the benefit of the existing businesses. Breck stated that the City has to guard its funds, especially because of the large water plant project.
Abel suggested that the City consider belonging to the Walnut Merchant’s Association. She indicated that in communities that have a Chamber of Commerce, the City typically belongs to the organization. It would cost an annual fee of $275.00 for the City to belong to the Walnut Merchant’s Association. Hilligas indicated that the City would have a vote in the organization should the City decide to purchase a membership. Abel indicated that membership was only her idea as a show of the City’s support for the area businesses.
It was
Vern noted that every year there is a $15,000.00 budget allocation for economic development purposes that is never used.
Zimmerman commented about the high cost of advertising. Zimmerman stated that even if the City were to financially participate on a larger scale for advertising and all of the merchants contributed for increased advertising efforts, there still would not be enough money to effectively advertise the community.
Abel stated
that the staff in
The clarification was made that any money that the City matches for membership fees would be credited to the Merchant’s Association as a whole, not for the benefit of any individual memberships.
Motion by
There was no further discussion and no Council action taken on City membership in the Walnut Merchant’s Association.
The AMVETs requested permission to
utilize the City streets for the 2009 AMVET’s Antique Show and Walk, which will
be held on
Motion by Booth, seconded by
Griffith to give permission to the AMVETs to utilize the same City streets for
the 2009 AMVET’s Antique Show and Walk that have been used in the past. The dates for the 2009 show are
Relative to discussion of possible
street work, the Council members reviewed proposals for street work that were
submitted by The Road Guy Construction
During the course of the discussion, Blum reported that the repair work to the bricks in the downtown Business District is scheduled for the spring of 2008.
The Road Guy Const. Co., Inc., of
Yankton,
Topkote Inc., of Yankton,
The City has hired both companies in the past to sealcoat the City’s streets. The comment was made that all of the companies had proven themselves to provide satisfactory work; however, the City men were required to provide more cleanup of the loose rock from the street when Topkote provided the work.
In a typical construction year, the City usually sealcoats approximately one-half of the streets in the community. The City usually spends $25,000.00 to $30,000.00 per year to sealcoat the streets. Since none of the streets were sealcoated in 2007, more patching and repair work may be necessary in order to keep the streets in good condition, and the decision might be made to sealcoat more than one-half of the streets.
Motion by Booth, seconded by
The Council members discussed caring for the planters in the Business District. Last year, Council member Shelly Thompson had volunteered to contact the merchants to solicit their services to plan and plant the planters. Cheryl True basically provided all of the labor to plant the planters. Abel reported that the Antique City Bloomers have volunteered to care for the planters in the Business District for the 2008 season. The group is already maintaining the park planters at no cost to the City, except for the cost of plants and planting materials.
The group, which will be comprised of no more than five ladies, would like to be paid $100.00 each for their efforts to plan and plant the Business District planters. They have included a few stipulations including the fact that they would like the City to put more dirt in the planters as required. The group would plan what is to be planted in each planter depending on the location of the planter as well as its exposure to the sun. The ladies want the business owners to routinely water and care for the planters after the initial planting, and they want the plants to remain in the planters until after the first killing frost.
Motion by
Jim Blum, on behalf of Vic Nielsen,
requested the City’s financial participation in the replacement of residential
sidewalk in front of Nielsen’s residence, which is located at
The Council members reviewed the
requirements of participation in the residential sidewalk program. After the completed sidewalk has been
inspected by the City Superintendent, the City will reimburse property owners
for sidewalk replacement at $5.00 per running foot. The City will not make any reimbursement for
sidewalk replacement until after the beginning of FY 08-09, which begins on
Motion by
There was no discussion regarding the Walnut Housing Rehabilitation Program.
There was no Fire Department discussion. Abel indicated that it would probably be necessary to include approval of the Fire Department’s recommendation for Fire Chief on the agenda for the next regular City Council meeting.
The City had not as yet been notified of the intended replacement for Jim Hansen as Civil Defense Director for the community. This item of discussion is to appear on the agenda for the next regular City Council meeting.
Relative to park discussion, the Council members discussed offering the Boy Scouts the opportunity to once again mow Fireman’s Park. Abel reported that Tom Harmon, the leader of the Boy Scouts, had stated that the scouts would again be willing to mow the park for $125.00 per month.
Motion by
The Council members discussed taking bids for the summer operation of the concession stands in the City park. For the past few years, the City offered the Walnut Sports Boosters the summer use of the stands for the same price that the Boosters had paid the year before.
Motion by Booth, seconded by
The Council members briefly discussed the mowing of the actual ballpark area. Because he was not certain whether Larry Jacobsen would be willing to once again volunteer his mowing services at the park, Blum indicated that the City men would be able to mow the facility. Blum stated that several people have volunteered to mow the park should the need arise. Blum stated that he felt that it would be advisable for the City to receive a release from Jacobsen’s doctor before Larry again mows at the park. Breck stated that he would hate to see Larry get hurt while mowing. Henningsen felt that a doctor’s release might help to protect Jacobsen.
The Council members agreed to
forgive
Motion by
Blum reported that plans are being made to remodel the west concession stand in early spring.
There were no public comments regarding the FY 2008-2009 budget. Mayor Wood closed the public hearing on the FY 2008-2009 budget.
Motion by
The Council members reviewed a
letter from the Iowa Department of Transportation pertaining to 2008 I-80
construction plans. According to John R.
Selmer, the District Engineer at the District 4 office, the letter served as
official notification that the Iowa Department of Transportation proposed to
let a hot mix asphalt resurfacing project on I-80 from west of U.S. 59 in Avoca
east to County Road M47. The work will
be accomplished on the west bound lane of I-80.
A part of the project lies within the City of
The Council members briefly discussed the bumpy condition of Highway 83 that extends both south and west of Walnut. Blum suggested that the City contact the D.O.T. to determine whether any work is scheduled for the road. The condition of the road is worse during the winter months. Abel was instructed to contact Scott Suhr, of the Atlantic D.O.T., to express the City’s concern about the condition of Highway 83, to question whether there is repair work scheduled, and to determine whether it would be worthwhile to petition the State to repair the road.
Motion by
Relative to discussion of City
maintenance, Blum reported that
The City men are planning to attend a Region IV water class within the month.
There were no Mayor items or announcements.
Regarding Council items or
announcements, Jake Wood reported that during the recent snow thaw, water was
pooling in the
The Council members were provided
with information regarding the Municipal Leadership Academy Part Three and a
Smart Economic Development Conference that will be held in
Relative to public items or announcements, Linda Booth expressed her appreciation for the funding that the City has provided to the Merchant’s Association.
Motion by Booth, seconded by
#14585 Terri Abel, wages 958.14
#14586 James Blum, wages 967.47
#14587 Wayne Rush, wages 778.40
#14588
#14589 Cardmember Service, supplies 53.11
#14590 Iowa Communities Assurance Pool, City insurance endorsement 100.00
#14591 Wellmark Blue Cross Blue Shield, employee insurance 3,948.88
#14592 Herb Wood, hauling; rent of dumpsters; recycling fees 3,010.00
#14593 U.S. Postmaster, billing postage 99.84
#14594 U.S. Bank, payment on note for water system improvements 11,304.40
#14595 Terri Abel, wages 958.14
#14596 Karri Bennett, wages 173.19
#14597 James Blum, wages 967.47
#14598 Tamie Langlois, wages 53.07
#14599 Margo Matthies, wages 986.79
#14600 Wayne Rush, wages 778.40
#14601
#14602 Terri Abel, wages 302.12
#14603 James Blum, wages 378.63
#14604 Wayne Rush, wages 218.46
#14605 Atlantic Motor Supply, mower repair 37.67
#14606 AWWA Region IV, training – Blum & Rush 50.00
#14607 Benefit Services Plus Administrators, employee insurance 99.96
#14608
#14609 Cappel’s, snow plow repair; pickup repair; mower repair 26.99
#14610 Carley Drug Co., ship water samples 13.18
#14611
#14612 Choice Printing, supplies 56.84
#14613 City of
#14614 City of Walnut, water deposit applied to account 50.00
#14615 Darrell Stamp, lodging – training 161.26
#14616 Dona Grooms, Treasurer fee 100.00
#14617 Internal Revenue Service, Federal withholdings 726.04
#14618 Hach Company, water testing supplies 244.40
#14619 Ingram, books 66.29
#14620
#14621 Iowa Communities Assurance Pool, employee insurance 27,995.53
#14622 IPERS, withholdings 1,053.11
#14623 Jeff Hansen, mileage – training 92.92
#14624 Kasperbauer Cleaners, Inc., cleaning floor mats 42.86
#14625 Kathy Hansen, cleaning
#14626 Kum & Go, fuel 366.59
#14627 Matt Parrott & Sons Company, supplies 150.18
#14628 Internal Revenue Service, Medicare withholdings 306.90
#14629 MidAmerican Energy Co., gas & electricity 4,931.62
#14630 Nelson Machine & Forge, tractor repair 60.00
#14631 Penworthy, books 29.71
#14632 Pottawattamie County Treasurer, landfill fees 1,449.00
#14633 Quill Corporation, supplies 347.85
#14634 Safeguard, envelopes 70.93
#14635 Sam’s Club, supplies; magazines;
#14636 Snyder & Assoc., Inc., engineering – Water Plant Imp. Project 5,372.68
#14637 Internal Revenue Service, Social Security withholdings 1,312.46
#14638 Steve’s Repair, mower repair 242.60
#14639 Super Foods, supplies 128.49
#14640 The Library Store, Inc., supplies 60.86
#14641 U.S. Postmaster, postage 123.00
#14642 Upstart, supplies 63.39
#14643 Verizon Wireless, cell phones 98.30
#14644
#14645 Walnut Telephone Co., phone; fax; Internet 256.26
#14646 VOID
#14647 VOID
Summary of Receipts: General, 15,225.86; Mun. Ent., 3,928.50; Road
Use Tax, 5,718.61; Trust & Agency, 481.72; Water, 9,646.43; Sewer,
2,415.09; Local Option Capital Improvements Fund, 760.00; Customer Water
Deposit, 150.00; Water Revenue Bond Sinking Fund, 1,650.00; Ambulance Trust
Fund, 10,000.00; Housing Rehabilitation Project Fund, 20,716.00;
Meeting adjourned,
_________________________________ _________________________________
LaVonne Wood Terri L. Abel
Mayor City Clerk