Breda City Council Meeting Minutes January 12, 2015 The Breda City Council met on Monday, January 12, 2015 at the Breda City Hall Council Chambers. The meeting was called to order by Mayor Michael Schwabe at 5:30 p.m. The Mayor led the group in the Pledge of Allegiance. Council members present were Brian Steinkamp, Bruce Boes, Dan Snyder, Marty Snyder and Chad McDermott. Also present were City Attorney Chris Polking, Ray Huegerich, Roger Ludwig, Devin Pudenz, Chris Young, Sam Parker with Region XII Council of Governments, and Bob Veenstra and Will Weber from Veenstra & Kimm, Inc. Motion by McDermott and seconded by M. Snyder to approve the Consent Agenda. The Consent Agenda included the agenda for the meeting, minutes of the previous meeting and a list of bills to be paid. On a roll call vote, all voted aye. Motion carried. Council member D. Snyder introduced a resolution hereinafter next set out and moved its adoption, seconded by Council Member Boes; and after due consideration thereof by the Council, the Mayor put the question upon the adoption of the said resolution and the roll being called, the following named Council Members voted: Ayes: D. Snyder, M. Snyder, Steinkamp, Boes and McDermott. Nays: None. Whereupon, the Mayor declared the resolution duly adopted as follows: Resolution No. 2015-1-1 To fix a date for a public hearing on a Water Revenue Loan and Disbursement Agreement WHEREAS, the City of Breda (the City ) in the County of Carroll, State of Iowa, did heretofore establish a Municipal Waterworks Systems (the Utility ) in and for the City which has continuously supplied water and water service in and to the City and its inhabitants since its establishment; and WHEREAS, the management and control of the Utility are vested in the City Council (the Council ) and no board of trustees exists for this purpose; and WHEREAS, pursuant to a prior resolution (the Outstanding Bond Resolution ) of the Council dated, July 10, 2006, the City has heretofore issued its SRF Water Revenue Bond, Series 2006, dated August 25, 2006 (the Outstanding Bond ) in the aggregate principal amount of $100,000, a portion of which remains outstanding; and WHEREAS, the City now proposes to enter into a Water Revenue Loan and Disbursement Agreement (the Agreement ), in a principal amount not to exceed $750,000 pursuant to the provisions of Section 384.24A of the Code of Iowa for the purpose of paying the cost, to that extent, of planning, designing and constructing improvements and extensions to the Utility, and it is necessary to fix a date of meeting of the Council at which it is proposed to take action to enter into the Agreement and to give notice thereof as required by such law; NOW, THEREFORE, Be It Resolved by the City Council of the City of Breda, Iowa, as follows:
Section 1. This Council shall meet on the 9 th day of February, 2015, at the Breda City Hall, in the City, at 5:30 p.m. at which time and place a hearing will be held and proceedings will be instituted and action taken to enter into the Agreement. Section 2. The City Clerk is hereby directed to give notice of the proposed action on the Agreement setting forth the amount and purpose thereof, the time when and place where the said meeting will be held, by publication at least once and not less than four nor more than twenty days before the meeting, in a legal newspaper which has a general circulation in the City. The notice shall be in substantially the following form: NOTICE OF PROPOSED ACTION TO INSTITUTE PROCEEDINGS TO ENTER INTO A LOAN AND DISBURSEMENT AGREEMENT IN A PRINCIPAL AMOUNT NOT TO EXCEED $750,000 (WATER REVENUE) The City Council of the City of Breda, Iowa, will meet on the 9 th day of February, 2015 at the City Hall Council Chambers, in the City, at 5:30 o clock p.m., for the purpose of instituting proceedings and taking action to enter into a loan and disbursement agreement (the Agreement ) and borrow money in a principal amount not to exceed $750,000, for the purpose of paying the cost, to that extent, of planning, designing, and constructing improvements and extensions to the Municipal Waterworks System. The Agreement will not constitute a general obligation of the City, nor will it be payable in any manner by taxation but, together with the City s outstanding SRF Water Revenue Bond, Series 2006, dated August 25, 2006, and any additional obligations of the City as may be hereafter issued and outstanding from time to time ranking on a parity therewith, will be payable solely and only from the Net Revenues of the Municipal Waterworks System of the City. At the aforementioned time and place, oral or written ojections may be filed or made to the proposal to enter into the Agreement. After receiving objections, the City may determine to enter into the Agreement, in which case, the decision will be final unless appealed to the District Court within fifteen (15) days thereafter. By order of the City Council of the City of Breda, Iowa. Section 3. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Passed and approved this January 12, 2015. ATTEST: Michael Schwabe, Mayor
At 5:37 p.m. the Mayor opened the Public Hearing on proposed plans, specifications, form of contract and estimate of cost for the Elevated Storage Tank Project. The bids were opened on Wednesday, January 7 at 2 p.m. The City Attorney opened the bids. Upon investigation, it was found that no persons had appeared and filed objections to the proposed plans, specifications, form of contract and estimate of cost of such Elevated Water Storage Tank Project as follows. At 5:45 p.m. the Mayor closed the public hearing. Council Member McDermott introduced the following resolution and moved its adoption seconded by Council Member Boes; and after due consideration thereof by the Council, the Mayor put the question upon the motion and the roll being called, the following named Council Members voted: Ayes: D. Snyder, M. Snyder, Steinkamp, Boes and McDermott. Nays: None. Whereupon, the Mayor declared the said motion duly carried and the resolution adopted as follows: RESOLUTION NO. 2015-1-2 Resolution Finally Approving and Confirming plans, specifications, form of contract and estimate of cost for the Elevated Water Storage Tank Project WHEREAS, the City Council of the City of Breda, Iowa, has heretofore given preliminary approval to the plans, specification, form of contract, and estimate of cost (the Contract Documents ) for the proposed Elevated Water Storage Tank Project (the Project ), as described in the resolution providing for a notice of hearing on the Contract Documents for the Project and the taking of bids therefor; and WHEREAS, a hearing has been held on the Contract Documents on January 12, 2015; NOW, THEREFORE, IT IS RESOLVED by the City Council of Breda, Iowa, as follows: Section 1. The Contract Documents referred to in the preamble hereof are hereby finally approved, and the prior action of the City Council giving preliminary approval is hereby finally confirmed, and the Project, as provided for in the Contract Documents, is necessary and desirable. Section 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Passed and approved January 12, 2015. ATTEST: Michael Schwabe, Mayor
The Mayor announced that bids for the Elevated Water Storage Tank Project had been received, opened and read at 2:00 o clock p.m., at the City Hall, in the City on January 7, 2015 and that this was the time and place set for the consideration of such bids. Thereupon, the results of the bidding were reported, and the Project Engineers made their recommendations thereon to the City Council The bids received for the construction of the Elevated Water Storage Tank Project are as follows: The following bids were received: Maguire Iron, PO Box 1446, Sioux Falls, SD 57101 Alternate A2 - $519,000, Alternate B2 - $554,000 and Alternate C2 - $615,000. Phoenix Fabricators, 182 S Country Rd 900 E, Avon, IN 46123 Altermate A1 - $515,459, Alternate B1 - $547,100 and Alternate C1 - $586,437. Caldwell Tanks Inc., 4000 Tower Road, Louisville, KY 40219 Alternate A1 - $567,000, Alternate A2 - $567,000, Alternate B1 - $595,000, Alternate B2 - $595,000, Alternate C1 - $631,000 and Alternate C2 - $631,000. Alternate 1 were completion date of 2015, Alternate 2 were completion date of 2016; and Alternate A was a 75,000 gallon tank; Alternate B was a 100,000 gallon tank and Alternate C was a 125,000 gallon tank. Phoenix Fabricators were the apparent low bid with a completion date of 2015. They have said that they could start construction in March working on the foundation, construction in May and June, painting in July and finishing the work in September. The City Council further considered proposals received for the proposed Elevated Water Storage Tank Project and embodied its findings in the resolution next hereinafter referred to. Council Member D. Snyder introduced the resolution next hereinafter set out, and moved that the said resolution be adopted; seconded by Council Member Boes; and after due consideration thereof by the City Council, the Mayor put the question upon the motion and the roll being called, the following named Council Members voted: Ayes: D. Snyder, M. Snyder, Steinkamp, Boes and McDermott. Nays: None. Whereupon, the Mayor declared the said motion duly carried and the said resolution duly adopted. RESOLUTION NO. 2015-1-3 Awarding contract for the Elevated Water Storage Tank Project WHEREAS, pursuant to notice duly published in the manner and form prescribed by resolution of the City Council of the City of Breda, Iowa, and as required by law, bids and proposals were received by the Mayor and reported to this Council for the Elevated Water Storage Tank Project (the Project ); and WHEREAS, all of the said bids and proposals have been carefully considered, and it is necessary and advisable that provision be made for the award of the contract for the Project; NOW, THEREFORE, IT IS RESOLVED by the City Council of the City of Breda, Iowa, as follows:
Section 1. The bid for the Project submitted by the following contractor is fully responsive to the plans and specifications for the Project, heretofore approved by the City Council, and is the lowest responsible bid received, such bid being as follows: Phoenix Fabricators $547,100 182 S County Rd 900 E Avon, IN 46123 Section 2. The contract for the Project is hereby awarded to such contractor at the total estimated cost set out above, the final settlement to be made on the basis of the unit prices therein set out and the actual final quantities of each class of materials furnished, the said contract to be subject to the terms of the aforementioned resolution, the notice of hearing and letting, the plans and specifications and the terms of the bidder s written proposal. Section 3. The Mayor and City Clerk are hereby authorized and ordered to enter into a written contract with said contractor for the Project, said contract not to be binding until approved by subsequent resolution of this City Council. Section 4. The amount of the contractor s performance and/or payment bonds is hereby fixed and determined to be 100% of the amount of the contract. Section 5. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Passed and approved January 12, 2015. Michael Schwabe, Mayor ATTEST: The Resolution approving contract and performance and/or payment bonds for the Elevated Water Storage Tank Project was tabled until the February 9, 2015 meeting. Discussion Items: Fire Department 911 Board has to do a budget amendment on February 14, 2015 and an elected official from the City will need to attend. Sewer the valve at the lagoon had just sheared a row pin, and is now fixed. Mayor asked what the charge will be for a maintenance person and the boom truck to go out and install lights for people. We will work on a charge to be set. The Council wants City Staff to contact The Road Guy to see if they would be doing more work on our contract since oil is so much lower this year. Action Items: Fire Department Motion by Boes and seconded by D. Snyder to approve Jon Vonnahme as a new fire fighter. He will begin taking classes this week. On a roll call vote, all voted aye. Motion carried. Staff let the council know that the merry-go-round is being sandblasted and painted by Jerry Wessling. The date of March 4, 2015 has been set for the opening of bids for the Water Main improvements. Then there will be a public hearing at the March 9 meeting for the council to accept the bids. We will have to know how many valves we want to include in the project.
Clerk informed the Council that the State picked Breda for a periodic examination and the auditors will be here next week. Clerk also informed the Council that 2015 is the year for another Clean Up Day, she will check into doing it in late June. Budget workshops are scheduled for Feb. 2 at 5:30 p.m. and Feb. 16 at 5:30 p.m. Motion by McDermott and seconded by D. Snyder to approve a donation to New Opportunities for $250.00. On a roll call vote, all voted aye. Motion carried. Girl Scouts are requesting to use the shelterhouse on Feb. 28, and a motion by Steinkamp and seconded by M. Snyder to approve their usage of the shelterhouse. On a roll call vote, all voted aye. Motion carried. The Mayor made the following appointments: Mayor Pro Tem Bruce Boes; Depositories Breda Savings Bank and Carroll County State Bank; City Newspaper The Breda News; City Clerk Diane Lucas until June 30, 2015; Park Board Brian Steinkamp and Dan Snyder; Fire Chief Chris Young; Sac & Carroll County 911 Boards Chris Young; Emergency Mgt. Services Chris Young; WISCA Safety Group Roger Ludwig with Devin Pudenz as Alternate; NMPP Energy Mike Schwabe with Roger Ludwig as alternate; Planning & Zoning Commission: Tom Masching, Dick Steinkamp, Lori Steinkamp, Roger Ludwig and Leon Tiefenthaler; Board of Adjustment Devin Pudenz, Rick Anthofer, Clair Snyder, Samantha Pietig and Darrell Snyder; Energy Efficiency Committee Marty Snyder; IT Committee Chad McDermott, Brian Steinkamp, Devin Pudenz, Diane Lucas and Mike Schwabe. All of these appointments are made as of January 12, 2014. Motion by McDermott and seconded by D. Snyder. On a roll call vote, all voted aye. Motion carried. Mayor appointed a committee of Jenni Walkup, Dan Snyder, Chad McDermott and Mike Schwabe to go over the applications and conduct the interviews for the Clerk s position. The Mayor had asked City Clerk Lucas to be on the committee, but she declined. Discussion was held on a recent building permit application that had been tabled. The City is asking for some more information on the building. The Tree Inventory is completed and the City does have some ash trees in it. We are going to try to put the inventory on the City s website for everyone to take a look at. We also have a service line that someone has a dead tree in it, so will be sending the homeowner a note regarding getting that trimmed out. Motion by Boes and seconded by Steinkamp to adjourn the meeting. On a roll call vote, all voted aye. Motion carried. Meeting adjourned. Michael Schwabe, Mayor ATTEST: Vendor Purpose Fund(s) Amount Breda Ambulance Training General $ 166.66 Pd ck # 19302
Breda Ambulance Housing General $ 1,400.00 G, RU, W, S, US Treasury payroll taxes - E $ 2,570.07 auto G, RU, W, S, Salaries Payable salaries payable E $ 10,102.08 auto G, RU, W, S, IPERS IPERS payable E $ 1,473.43 atuo Pd ck #19301 G, RU, W, S, E $ 456.00 auto Treasurer, St of IA state withholding payable Treasurer, St of IA sales tax payable G, W, S, E $ 1,613.80 auto The Breda News legals and ad G, W $ 468.06 Kriz-Davis shipping E $ 8.85 JP Cooke dog and cat tags G $ 100.50 DOE November electricity E $ 9,879.63 Pd ck#19286 Brown Supply repairs for FD fire hydrant W $ 87.10 Municipal Supply meter and supplies W $ 509.31 Access Systems copier maintenance G, W, S, E $ 194.93 Feld Fire fire extinguisher maintenance G $ 20.00 Pd ck# 19293 Diane Lucas Holiday Open House expenses G $ 33.30 Raccoon Valley Elec Coop electric work done E $ 420.00 MEAN November electricity E $ 16,378.31 Tri County Special advertising G $ 90.00 Feldmann & Co CPAs PC work done G $ 473.00 Crop Production Services supplies G $ 15.00 US Cellular phones G $ 161.78 Pd ck#19307 IMWCA Work comp Installment 7 G $ 728.00 Feld Fire FD supplies FD $ 140.00 Kriz-Davis photo cells E $ 42.80 Pd ck# 19306 Verizon Wireless load mgt phone E $ 10.74 IAMU safety dues 1st qtr 2015 G, W, S, E $ 295.63 Breda Telephone Corp phone, internet G $ 267.26 landfill assessment 1st qtr CCSWMC 2015 G $ 1,400.00 Stone's office supplies G, W, S, E $ 13.84 Clerk of Court filing fees condemnation G $ 50.00 Pd ck#19309 George Crouse shelterhouse deposit refund G $ 100.00 Pd ck#19308 Clerk of Court filing fees condemnation G $ 185.00 Carroll County Auditor law enforcement 4th qtr G $ 1,730.34 Daily Times Herald ads G $ 227.80 Polking Law Office legal work done G $ 147.00 Pd ck# 19291
Al's Corner Oil LP G $ 1,275.80 Bruning Oil Co. Gas, diesel RU $ 120.46 Bruning Oil Co. FD diesel FD $ 42.53 Ray's Refuse garbage G $ 2,095.00 Mike Schwabe 6 meetings G $ 150.00 gross Bruce Boes 6 meetings G $ 150.00 gross Chad McDermot 6 meetings G $ 150.00 gross Dan Snyder 6 meetings G $ 150.00 gross Brian Steinkamp 6 meetings G $ 150.00 gross Martin Snyder 5 meetings G $ 125.00 gross Chris Young 3 meetings G $ 75.00 gross Diane Lucas 6 meetings E $ 150.00 gross Roger Ludwig 4 meetings E $ 100.00 gross Devin Pudenz 5 meetings E $ 125.00 gross IMFOA dues G $ 40.00 Roger Ludwig December OT RU $ 46.08 gross Roger Ludwig Comp Time payout E $ 535.50 gross Devin Pudenz December OT RU $ 43.74 gross Devin Pudenz Comp Time payout E $ 442.26 gross Wittry Plumbing supplies W $ 55.00 Reuters tractor repairs RU $ 311.25 Tiefenthaler Building supplies G $ 68.75 Tiefenthaler Building FD supplies FD $ 10.99 Richland County Sheriffs service papers on property G $ 15.00 NAPA Auto Part pickup part RU $ 18.44 NAPA Auto Part boom truck parts E $ 61.23 Rueter's tractor parts RU $ 38.25 Breda Feed & Grain FD supplies FD $ 21.80 MET water testing W $ 278.00 Iowa One Call locates W, S, E $ 10.80 MMTG dues E $ 230.00 DOE December electricity E $ 10,961.94 Water Tower Project Veenstra & Kimm, Inc $ 7,920.50 Iowa DNR construction permit water lines $ 100.00 Pd Ck #19292 TOTALS $ 78,028.54 Sewer Lining Fund transfer 2014 monies S $ 29,160.00 CDBG Checking transfer 75% 2014 LOST