5 days ago

December 10, 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, Grier, Zalenski, Marshall and Tornholm were present. Also, present was Police Chief Ray Garringer, Public Works Director Brian Portwood, Recreation Director Nichole Winegarden, Library Director Randall Schroeder, City Attorney Eric Tindal and City Clerk Nicole Osweiler.

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

Mayor Sandersfeld called the public hearing to order for Ordinance 29-18: Accessory Building at 6:31 p.m. There was no one present and verbal or written comments submitted prior to the meeting. Motion was made by Marshall to close the public hearing, Zalenski seconded the motion. Motion passed with a unanimous vote. Public hearing closed at 6:32 p.m.

Mayor Sandersfeld called the regular meeting back to order immediately following the public hearing.

Motion was made by Tornholm to approve Ordinance 29-18: Accessory Building, McMann seconded the motion. A roll call vote was taken: “Ayes”- Marshall, Zalenski, Tornholm, McMann & Grier; “Nays”- None. Motion passed with a unanimous vote.

Motion was made by Marshall to approve suspending the second and third reading of Ordinance 29-18, Zalenski seconded the motion. Motion passed with a unanimous vote.

Motion was made by McMann to approve the listed consent agenda items, Marshall seconded the motion. Motion passed with a unanimous vote.

Chris Nelson from Gronewold, Bell, Kyhnn & Co. P.C. went through the audit report for FY18. There were minor deficiencies discussed and corrective actions were reported. The council asked a few questions regarding the deficiencies and financials presented. The council accepted the presented report for FY18.

Jennifer Fencl went over the solid waste collection RFP with the revisions from the committee meeting. The council reviewed the final draft the committee recommended for approval. Fencl and Tindal recommended sending out the drafted contract with the RFP for the firms to review. Motion was made by McMann, seconded by Zalenski to approve the solid waste RFP. Motion passed with a unanimous vote. Osweiler will mail out the RFP’s with drafted contracts and have it posted on the city website.

Matt Wildman, HR Green, went over the recommended sludge removal plan from the committee meeting. A discussion took place regarding why it is needed, DNR standards, how the sludge can be applied and why it can’t be used for composting. Motion was made by McMann to approve the sludge removal plan and have it submitted to the DNR, Marshall seconded the motion. Motion passed with a unanimous vote.

Stacy Horvath addressed the council about the preschool program losing their space at Mary Welsh Elementary for next school year due to the school needing the room for other classes. She has spoken with Winegarden about possibly using the small meeting room at the recreation center for the preschool program, but still needs to look into some details with the state standards. The preschool classes for the 3-year-old program and 4-year-old program range in size from fifteen to thirty kids per session; there are multiple sessions per day pending class sizes. Winegarden informed the council the small meeting room brings in about $2000 in revenue and is mainly used in the evening and on weekends. Horvath is just starting to look for viable spaces and wanted to address the council about the recreation meeting room being one of those options. The council asked that Horvath and Winegarden have a more detailed conversation about this option and come back at a later meeting to discuss it more. There were no objections from the council about the preschool program utilizing the recreation center as along as both parties are in agreement with the terms.

The following meetings have been set for FY20 budget work sessions starting at 6 p.m.: January 7th Police and City Hall, January 9th Recreation; January 14th water, wastewater and solid waste cmte (5:30 p.m.), January 16th Public Works, January 21st Fire and Library, January 30th budget review as a whole.

Winegarden submitted the written report for the recreational department for the month of November. Williamsburg Community School Booster Club will be hosting their annual basketball tournament on January 5th and 26th, Courts will be closed to public during these days but the rest of the facility will be open. They are running a “25 Days of Christmas” challenge for anyone who is on social media. “Beginner” boot camp started off very well; therefore, Friday classes have been added. Youth in Motion will end on December 19th, but a new session will start January 23rd thru May 1st. “Morning Kickstart” is a new program that will be offered at Mary Welsh from 7:30-8 a.m. on Tuesday and Thursday for 3rd-6th graders. Youth wrestling camp at the high school will be December 26th-28th from 2-3:30 p.m. Winter hours start January 2nd and go to March 31st. A fitness promotion will be fun from January 2nd-4th for memberships and the buddy membership promotion will be run the last two weeks in February. Motion was made by Grier to approve the recreational department’s report for November, McMann seconded the motion. Motion passed with a unanimous vote.

Motion was made by Grier to approve Resolution 113-18: A resolution adopting buddy membership for February 2019 promotion & New Year’s fitness promotion at the Williamsburg Recreation Center; Zalenski seconded the motion. A roll call vote was taken: “Ayes”- Marshall, Tornholm, McMann, Zalenski & Grier; “Nays”- None. Motion passed with a unanimous vote.

Chief Garringer presented the November Police Report to the council. One of the two new vehicles is in operation and the other should be by the end of January. The officers have been busy down at the school, which is good. The radar sign has been getting great feedback from the community and good data for the department. The council inquired about getting another sign; Chief Garringer explained the department was able to get this through a grant, but the program does not support this type of funding any more. A brief summary was given from the meeting with Windstream in regards to new phone systems for all departments. This will be presented to council when final prices are received. Motion was made by Grier to approve the police department’s report for November, McMann seconded the motion. Motion passed with a unanimous vote.

Portwood presented the public work’s written report for the month of November. The Christmas lights are up and leaf cleanup is complete. Snow equipment is on trucks and streets have been swept. A new heater has been installed at the Chatham lift station, temp enclosures were built around sewer samplers and North Street lift station pump is pulled and floaters are cleaned. Repaired brush mower baring and winterized 1854 First Square Park. A water leak at North Street and Valley Road was addressed and along with cleaning two drying beds. Furnace filters at the library have been changed/replaced and 7 MXU’s. The F550 truck is at Truck Equipment getting built and should be back by the end of the month. Portwood will work on getting a timeframe for the patch work on Raider Drive. Motion was made by McMann to approve the public work’s November report, Zalenski seconded the motion. Motion passed with a unanimous vote.

Motion was made by McMann to approve Resolution 114-18: Approving Kinzenbaw Earthmoving Inc to install sub drain between 703 and 705 Hampton Drive, Marshall seconded the motion. A roll call vote was taken: “Ayes”- Grier, Tornholm, Zalenski, Marshall & McMann; “Nays”- None. Motion passed with a unanimous vote. The council went with the lowest bid for the project.

Schroeder presented the library’s written report for the month of November. Santa will be there this week and he apologizes for the conflict with Mary Welsh’s winter concert. There will be a free concert and hot chocolate Thursday night. Motion was made by Marshall to approve the library’s November report, Tornholm seconded the motion. Motion passed with a unanimous vote.
The council choose to take no action on Resolution 112-18: A Resolution Declaring January 20-26, 2019, School Choice Week. Due to not enough information regarding the request from the National School Choice week organization and the Williamsburg Community Schools already holding an exceptional name; the council did not see a purpose in taking action on this resolution.

Portwood and Osweiler met with Cornerstone last week at the nuisance sites and discussed how they need to be addressed as promptly as possible. It was agreed that Cornerstone or their subcontract will relay sod in the spring on the larger areas and try to intercede the small areas before resodding those areas; more topsoil will be placed in areas where too much gravel was placed to help with establishment. The city will be responsible for helping locate and provide the needed top soil and dispose of any waste; while Cornerstone or the subcontract will be responsible for the rest of the materials and labor. Tindal will draft a letter to clarify all of this with Cornerstone and then the council will consider accepting the project as final with the understanding of the work that still needs to be completed.

Portwood obtained a quote from VJ Engineering for the cost ($4000) of the as builds for Circle Terrace Project. The council ask that research to see how much could have been changed from the original plan to justify if the as builds are needed or not.

Marshall gave a summary of the prebid meeting that was held with engineering firms in regards to the Oak Street and Bridge project that will be taking place in the spring. There were twenty-one letters/RFPs sent out and fourteen firms attended the meeting.

Motion was made by Marshall, seconded by Tornholm to adjourn the meeting at 8:19 p.m. Motion passed with a unanimous vote. The council will meet next for their regular scheduled council meeting January 10, 2019, at 6:30 p.m. in Williamsburg City Hall.

Nicole Osweiler, City Clerk ... See MoreSee Less

6 days ago

December 11, 2018
Williamsburg Safety/OSHA, Insurance & Finance Committee Meeting Minutes

Mayor Sandersfeld called the committee session to order at 5:30 p.m. In attendance were Councilmembers Tornholm and Zalenski; Ray Garringer, Iowa County Supervisor; Dr. Garber, Williamsburg Community School Superintendent; and Mark Armstrong, Williamsburg Community School Board Member. City Clerk Nicole Osweiler was also present.

Mayor Sandersfeld and committee members thanked all those in attendance for taking the time to meet with them in regards to the proposed urban renewal area amendment. The committee and Osweiler explained why the need for the amendment, along with the projects they would like to undertake to improve the community’s infrastructure and utilities. Dr. Garber and Armstrong expressed how the school is in support for betterment to the community but still has to be conscious of how it will after the tax levy for the district. Questions were asked in regards to location of the additional area being placed in the plan, cost of each project and timeline, where the other two urban renewal areas are located and sunset dates, and existing debt the city has. The committee expressed the city would like to keep the asking TIF at a steady rate through out the projects, but can’t not promise this due to future council decisions and the future being unknown. The school board understood this and asked that communication be kept open between the two organizations; the committee agreed to this request.

Garringer expressed Iowa County Supervisor’s views this a necessity for the community to continue to grow and improve, which reflects positively on the county as a whole. Osweiler asked that any questions or comments be sent to her prior to the public hearing on January 10th to ensure they are addressed fully.

Motion was made by Tornholm, seconded by Zalenski to adjourn the meeting at 6:18 p.m. Motion passed with a unanimous vote.

Nicole Osweiler, City Clerk ... See MoreSee Less