PLANNING MEETING NOTES
JANUARY 10, 2007
Present: Mayor Andrea Lauer, Council Members Denny Cekalla, Ron Verley, Al Libke, and Mary Gutzkow
Meeting called to order at 7:03 pm
Visitors: Terri Lehrke
Discussion of City Office
Segregation of clerk’s duties - discussed that the job descriptions should be reviewed and updated.
Matrix for citizen incident reports - discussed possible methods that could be used to track monthly concerns, including when calls where received, and what action was taken, when resolved, when call back to citizen was made, if possible to set up a standard spreadsheet.
Delinquent water bills - questioned the police vs. cert. mail for notification, was informed that it was part of the ordinance process of collection.
Time clocks - was discussed and agreed by all of the need for, looked at some options, decided to research to comparable time clocks, find out supply costs and bring back to council meeting.
Define purchasing - bids, quotes, thresholds for purchase – discussed changing the policy of $200.00 without council approval, $201.00 - $999.99 requires council approval, recommended quotes, $1,000.00 – quotes, 3 if possible, sealed bid 35,000-50,000. (1-2004) – (LMNC. 1-07)
Building permits - discussed that council should have knowledge of the commercial permits, have any residential variances, development agreements, come to council, discussed the need for final inspection report, may ask Nancy Scott to attend council meeting.
Job Descriptions all staff – decided to review maintenance dept. by next meeting, supervisors review others, bring input back.
FYI – Letters on Roach Development, and EZ Stop – was informed of the letters and was discussed that we would like to know the project time line.
City Budget – Discussed watching for ways the money could be saved and spent wisely.
Dept. updates on council agenda – discussed having each department writing a monthly report for the council, possibly have a representative from each department attend a meeting quarterly.
Training for all in municipal finances – budget process, levies, accruals – discussed everyone’s willingness to attend seminars and will keep each other informed of any classes that we hear of that may pertain to these issues, also upcoming training may bring back useful information to all.
Improve relationship with RFD relief association – discussed the importance of the community working together – good communication.
Fire Dept. itemization of yearly checks. – discussion that there have been requests for the break down of checks, discussed checking into the feasibility.
Cooperative agreement with Rice – maintenance dept. – discussed the 3 month period and review.
Lift Station and lagoon updates – Ron checking with Les.
Snow Plowing – Ken Popp willing to do, Lee will work with Ken
Safety equipment for employees (maintenance) – discussed the importance of the safety equipment, safety shoes, ear and eye protection, chemical gloves, etc.
Reporting system for major maintenance operations (hydrant flushing, lift stations) – discussed possible check lists and schedules to insure and monitor these issues.
Pursue grant money low interest loan for lagoon – discussed the importance of seeking out the possibilities, large savings if can obtain low interest rate.
Score Grant – discussed how other communities have benefited.
Grass mowing and equipment – discussed reviewing the present mowing procedures, discussed where time and money could be saved, also discussed the types of equipment in need of.
Maintenance shop – new – discussed current costs of a 40’x 60’ x 14’ with 12’x12’ overhead door, current est. approx. $45,000.00, FYI to update previous discussion on cost.
Discussed citizen’s issues of speeding, signal lights, street lights, etc. – discussed the areas where the concerns are greatest and discussed the need to ask the police department to monitor these areas closely.
Parks – North End Park – discussed the Park Dedication fund, discussed gathering information to inform everyone.
Planning and Zoning – ordinance – appointments, etc. – discussed ideas of how appointments could be made, suggestions of two Council Members, 1 Planning and Zoning Commissioner interview, make recommendations to the council, was discussed how other communities in area do their selections, invite Planning and Zoning’s input.
Fencing Ordinance – when/if updated – discussed checking into when it was last updates by Planning and Zoning.
Elevator – does it pose a danger to children – discussed citizen concerns of the building not being closed off.
Comprehensive Zoning Plan- discussed weather we have one, was informed it is on file at city hall.
Industrial Park signage – discussed the possible placing to get the best exposure, re-check into estimated expanse of signage.
Proactive involvement in to the Duevel annexation development – discussed following up with Tom Wenner to make sure everything has gone as planned.
TIF and JOBZ financing benefits to the city and businesses
Economic growth – commercial, retail, and industrial
Attracting businesses – commercial, retail, industrial – discussed these as long term – discussed defining what is available in the city, ways of dividing and land available, incentives that are available, discussed different resources, such as Carol Anderson as a source of information Ron Verley motioned to adjourn, seconded by Denny, meeting adjourned at 9:45pm.