Waukon City Council approves first readings of water shut-off amendment regarding water meter replacement, start time change for council meetings

by Joe Moses

The Waukon City Council met in regular session Monday, December 19 to address a full agenda of matters including discussion of the Northeast Iowa Regional Housing Trust Fund program contribution, discussion of the City Clerk’s role relating to city council correspondence and the Resolution Approving the 28E Agreement between Veterans Memorial Hospital and Townships relating to funding ambulance services for the Waukon Ambulance District.

There was no Public Comment and the meeting moved into Department Reports with Street Superintendent Keith Burrett noting that a new dump truck may be here as early as next week.

Water and Sewer Superintendent Jim Cooper advised that last Wednesday West Union Trenching hit a water main near Casey’s as they were digging as part of the fiber optic installation process taking place in town. Cooper added that his department assisted in further digging the area to allow for a repair, which was accomplished.

Cooper also discussed an external repair that took place at the Wastewater Treatment Plant involving the wiring between the variable frequency drive (VFD) and pump motor with the manufacturer to come to the site to make a permanent repair. Cooper noted that water meter replacements in Waukon are 30-percent complete with approximately 400 new water meters installed.  He noted that the contractor is doing a good job with this process.

Police Chief Paul Wagner reported that applicant testing has continued. He hopes to have a recommendation for a hire to fill a police officer vacancy at the next council meeting.

Library Director Cate St. Clair of Robey Memorial Library noted that Library Board member Joey Lapel has decided to step away from the board with six months remaining on his term. St. Clair noted Lapel’s five years of service to this board describing his decision to leave as being understandable due to his schedule demands as a teacher and parent. St. Clair advised that there is a candidate that will be discussed at the next Library Board meeting with that vacancy likely to be filled immediately.

St. Clair also noted some sandblasting and repainting to be done to the exterior handrailing, light poles and bike racks at the library. She also discussed some changes with Amazon.com no longer extending a credit line to libraries, with supplies needing to be purchased using a credit card moving forward.

Engineer Sam Ertl of Fehr Graham Engineering provided the City Engineer Report by updating the council about several projects. Ertl noted that communication and meetings with 4th Street NW property owners have taken place relating to easements. He advised that work continues relating to 1st Street NW storm sewer final plans. Ertl also provided an update relating to the Pladsen Subdivision’s street grading and work being performed at the future Dollar Tree lots.

City Clerk Sarah Snitker advised that an extension has been requested relating to the CDBG Housing Program with the completion of two housing rehabilitation projects moving from January to July. Snitker noted that the Community Catalyst Building Remediation (CAT) Grant pre-application has been submitted relating to the proposed restoration and improvement of the Town Theater at 38 West Main Street. This project was previously discussed at the November 7 council meeting with the project potentially to include improvements to the building’s facade including restoration of the marquee, window replacement, tuck pointing, in addition to other structural improvements.

Via Zoom web-conferencing, Assistant City Attorney Luke Meinholz updated the council about municipal infraction charges against a resident that continues to allow dogs to run loose.

City Manager Gary Boden noted that City Hall will not be open Friday, December 23 or Monday, December 26 in observance of the Christmas holiday. Boden added that City Hall will be closed Monday, January 2 in observance of New Years Day and that the next city council meeting will be held Monday, January 9 with a 6 p.m. start time if that start time change is approved later in the agenda.

Mayor Pat Stone discussed a letter received from a resident of Park Place, the development area near the Waukon City Park. Stone noted that the resident questioned whether the City would be continuing to clear the sidewalk in front of the property during the winter as done under the previous ownership of Waukon Economic Development Corporation (WEDC) and whether the sidewalk is considered part of the network of running and walking trails connected to the City Park. Stone clarified that the City is not clearing snow from private sidewalks with that being the responsibility of the property owner.

The meeting moved into the Public Hearing amending the current budget for the City of Waukon for the Fiscal Year Ending (FYE) June 30, 2023. The Public Hearing was opened and closed with Snitker advising that no written or verbal comments have been received.

The Resolution amending the current budget for the City of Waukon for the Fiscal Year Ending (FYE) June 30, 2023 was next addressed. Boden noted that this is an annual matter allowing for budget adjustments to be made mid-fiscal year. Boden added that some adjustments were made relating to the Park and Recreation function and the addition of a few capital improvement budget lines. The council approved the Resolution.

The meeting moved into the Resolution Approving the 28E Agreement between Veterans Memorial Hospital (VMH) and Townships relating to funding ambulances for the Waukon Ambulance District. CEO Michael Coyle of VMH provided an overview of the 28E agreement noting that this agreement clarifies the relationship between townships and the ambulance service.

Coyle noted several updates to the agreement as a result of VMH’s conversion from a City-owned to County-owned hospital. He explained that townships are required to provide their financial support per the agreement by the July 1 deadline to ensure coverage by the ambulance service. Coyle noted that all of the entities involved have been sent a copy of the 28E agreement to be signed with a notary not being necessary. Coyle advised that a three-person Board of Directors will be in place to include himself, a representative of the townships and a representative of the City of Waukon, with that Board to meet annually. Following discussion, the council approved the Resolution.

The meeting moved into the First Reading of the Ordinance Amending the Code of Ordinances by changing commercial meter information and adding a shut-off procedure for residential meter replacement. The First Reading was approved by the council. Boden noted that waiving the Second and Third Readings would not be an option with only a quorum - the minimum number of council members required to make the meeting valid - in attendance at Monday’s meeting with four council member votes required to waive additional readings. Council members Arvid Hatlan, Steve Wiedner and Kevin Johnson were in attendance at this meeting with council members John Lydon and Andy Sires absent.

The First Reading of the Ordinance Amending the Code of Ordinances by changing the beginning time of regular City Council Meetings was approved. Additional readings were not approved due to only a quorum in attendance. Boden noted that the January 9 City Council meeting would be designated as a special meeting to allow for the 6 p.m. start time to be instituted without final approval taking place prior to that date.

Snitker addressed the next agenda item relating to discussion of the Northeast Iowa Regional Housing Trust Fund (NEIRHTF) Contribution. Snitker noted that this housing rehabilitation program provides assistance to low to moderate income families for various interior and exterior home repairs. She added that matching funds stay in Waukon with NEIRHTF providing 75-percent and the City of Waukon providing 25-percent to these rehab projects.

Snitker noted that the City contributed $4,000 last year to this program with a contribution of $10,000 from the City being an option to allow for additional projects taking advantage of this program’s matching funds. The council approved to move forward with a $10,000 contribution.

Boden discussed the next matter relating to the establishment of a Citywide Cost of Living Adjustment for Fiscal-Year 2024 (FY24). Boden discussed a proposed three-percent increase for budgeting purposes, a matter reviewed annually, with this change to impact the management non-Union pay plan and police officers. The council approved the three-percent increase.

Mayor Pat Stone addressed the next agenda item relating to City Business - Correspondence to include City Clerk. Stone recommended formal approval to allow City Clerk Sarah Snitker to have access to all information and external emails not considered confidential due to her role in filing and reporting in regard to City business. Boden discussed a variety of scenarios relating to information. Hatlan questioned whether formal approval is necessary with Snitker receiving information either first-hand or second-hand as forwarded email messages from council members. Stone and the council discussed having Snitker included in external email communications whenever possible to allow her to receive information in a more timely manner for filing and follow-up.

Relating to the dissemination of information, Hatlan discussed concerns relating to information and updates from the City Attorney. Hatlan noted that former City Attorney Jim Garrett kept council members updated on a regular basis via email messages with the current City Attorney not making this a practice. A motion was made to give the City Clerk additional access to information without a second of that motion to allow for a formal vote by the council.

Hatlan further discussed the need for greater clarification of this matter in addition to more background being provided by Boden relating to agenda items prior to review and approval at council meetings. Hatlan added that weekly updates from Boden would be beneficial to council members and that the issue of transparency should be added as an agenda item at a future meeting for further discussion. Following this lengthy discussion, Johnson noted the motion made earlier which did not receive a second, adding that parliamentary procedure should be followed with the meeting moving on to the next matter. No formal action was taken relating to this agenda item.

Prior to adjournment, Boden briefly discussed the Amended Minimum Assessment Agreement for 12 West Main Street. Boden noted that this relates to tax increment financing (TIF) and the assessment of the former JCPenney/Tierney building, now AJ Steakhouse, with the council reviewing and approving the matter.