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August 13, 2018
Williamsburg City Council Meeting Minutes

Mayor Sandersfeld called the meeting to order at 6:30 p.m. with the Pledge of Allegiance and noted council members McMann, Marshall, Zalenski and Tornholm were present. Also present was Recreational Director Nichole Winegarden, and City Clerk Nicole Osweiler. Council member Grier was unable to attend.

McMann made a motion to approve the agenda, Tornholm seconded the motion. Motion passed with a unanimous vote.

McMann inquired about the wastewater minutes from the 23rd of July and wanted to ensure the possible rate increases would be discussed in some depth at the community meeting on the 14th of August. Motion was made by Marshall to approve the listed consent agenda items, McMann seconded the motion. Motion passed with a unanimous vote.

Winegarden submitted the written report for the recreational department. Recreation Center has started taking fall registration for volleyball league and games will be on Sundays in September and October. General Recreation will be starting the fall flag football league later this month and run for five weeks on Saturday mornings. Teams from North English and Marengo will be participating in the league this year. Registration for Kindergarten Intro to Flag Football is going on now and that will be on Saturday mornings for four weeks. The Aquatic Center will be closing on August 16th for the season. Motion was made by McMann to approve the recreational department’s report for July, Zalenski seconded the motion. Motion passed with a unanimous vote.

Motion was made by Marshall to approve Resolution 70-18: A Resolution Approving the FY18 Street Finance Report, Tornholm seconded the motion. A roll call vote was taken: “Ayes”- McMann, Zalenski, Tornholm, & Marshall; “Nays”-None; and “Absent”- Grier. Motion passed with a unanimous vote.

The council inquired why this resolution was needed; Osweiler explained that not all department heads were being compensated the same way for attending meetings. The resolution will allow department heads to put the time they attend meetings outside of their normal working hours towards their working hours for the week or accumulate it as flex time that may be taken off at a later date. Motion was made by McMann to approve Resolution 71-18: A Resolution Adopting Section 3.3.3 Overtime to the Personnel Policy Handbook & Procedure Manual for the City of Williamsburg, Marshall seconded the motion. A roll call vote was taken: “Ayes”- Marshall, Zalenski, McMann, & Tornholm; “Nays”-None; and “Absent”- Grier. Motion passed with a unanimous vote.

Motion was made by Marshall to approve Resolution 72-18: A Resolution Accepting the Fiscal Year Ending 2018 State of Iowa Annual Financial Report for the City of Williamsburg, Tornholm seconded the motion. A roll call vote was taken: “Ayes”- Tornholm, Zalenski, Marshall, & McMann; “Nays”-None; and “Absent”- Grier. Motion passed with a unanimous vote.

Dr. Garber explained other schools have had a police officer more present throughout the school day and it has improved student/faculty relationships with the police department and given them a better sense of security. He also explained the officer would not be asked to do anything outside their normal duties and obligations. The agreement is for one year and will be evaluated after the year to see if it will be renewed. Motion was made by McMann to approve the lease agreement with the Williamsburg Public School for Use of Office, Marshall seconded the motion. Motion passed with a unanimous vote.

Osweiler explained that John Izzo was contracted to do grant research for the city, but has asked to terminate the contract for personal health reasons. The council agreed to the request since there has been no investment by either party. The council asked Osweiler to look into other sources that could provide the city with grant research.
Jessica Woods submitted a letter requesting her child and two other children permission to set up a lemonade stand in the square park to raise money for the University of Iowa Stead Family Children’s Hospital on August 17th. The council agreed to this request since the funds will be donated. There will be no fee charged due to it being nonprofit.
Ron Holden inquired about who will be opening the gates and restrooms at the old school property park. The council/mayor informed him the police department would in charge of this since they are on duty 24/7. The council will discuss if the restrooms will be open during the winter months or not at a later date. The school bus will pick children up at the south shelter by driving up to it, to ensure their safety. The mayor asked the electronic sign at the park inform people they may use the property to park at for Stella’s Jam.
An inquiry was made to the mayor about if a business could have a separate meter for water that will not be disposed of through the sewer system; similar to an irrigation meter. Osweiler had inquired about what stipulations would have to be met in order to distinguish what types of business would qualify for this type of meter. The mayor will inform the inquirer if they would like to pursue this more than they may address the council at a meeting for more discussion.
Ron Holden, Rita McDonald, and Mary Miller presented the council/mayor with history on the old school house, train depot and house. They are still looking for more furniture and other items that are relative to the structures original timeframe to make them more historical. The structures can be used to host small events or tours can be given, too.
Ron Holden explained where the current logo for the community came from and the meaning behind it. He asks that the council take that information into consideration with the current branding proposal.
Mayor Sandersfeld expressed the council’s and his appreciation for the Historical Society hosting the meeting at the old school house and their hospitality.
Motion was made by Marshall, seconded by Tornholm to adjourn the meeting at 7:13 p.m. Motion passed with a unanimous vote. The council will meet next for their regular scheduled council meeting August 27, 2018, at 6:30 p.m. in Williamsburg City Hall.

Nicole Osweiler, City Clerk
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2 days ago

August 13, 2018
Williamsburg Water, Sewer & Solid Waste Committee Meeting Minutes

Mayor Sandersfeld called the committee session to order at 5:31 p.m. and noted members Chad Coburn, PWA; Matt Tapken, PWA; Tornholm, council member; and Marshall, council member were present. Josh Scanlon, HR Green; Haley Jindrich-Zwolinski, HR Green; Rod Joseph, Public Works; and Nicole Osweiler, city clerk, were also in attendance. Public Works Director Brian Portwood was unable to attend.
Josh Scanlon, HR Green, went over the PowerPoint presentation he made for the community meeting on the 14th regarding the proposed water system upgrade. The committee commented on a few areas they would like revised and asked him to include a couple slides regarding the sewer system project. He inquired about any areas that might need more detail or less detail when presenting. Haley Jindrich-Zwolinski, HR Green, went over the preliminary engineering report and explained that moving the plant was ruled out due to the cost. The report excluded drilling a new well for the time being and focused on the RO System. A professional services agreement was submitted for the committee’s review to proceed with the water system project. Marshall asked that this be agreement be discussed more at the next committee meeting along with what the next steps should be regarding this project.

Chad Coburn and Matt Tapken, PWA, presented the amount it would cost the city to hookup to PWA instead of updating their current water system. The expense is between $10-$15 million due to the organization having to expand and build new infrastructure. The capacity of their current treatment facility and wells do not supply enough for the peak flows to serve the community. Coburn said they would serve the community if this is the route the community chooses to go, but recommends looking at updating the city’s current system and operating it on their own. Tapken did mention that the city should consider hiring more help due to the new plant will require more time of the current staff. The personnel committee will look into this at a later date. Tapken said the water towers will be started within the next month; the plan is to do one of them and the contractors will take a short break and then start the other one.

Jindrich-Zwolinski pointed out the footprints for the ISAM and Aero-Mod and how they fit on the city’s current location of the sewer plant; it has been advised that the ISAM is the better option for the city. The plan is ready to be sent to the DNR once the council approves it. The committee discussed how this will be put on hold for the time being since the main focus is on the water. A discussion about how to fund the wastewater, water and potential road project was had and Osweiler was asked to contact Piper Jaffray to help figure out how each could be funded along with timeframe for each.

Motion was made by Marshall, seconded by Tornholm to adjourn the meeting at 6:22 p.m. The next regular scheduled meeting for the committee will be August 27, 2018, at 5:30 p.m. in Williamsburg City Hall. Motion passed with a unanimous vote.

Nicole Osweiler, City Clerk
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