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Council Minutes- January, 2008 |
January 14, 2008 The Dike City Council met in regular session on Monday, January 14, 2008 at 7:00 p.m. with Mayor Knudsen presiding. Council members present were Stage, Boike, Emkes, Dufel and Van Hauen. Also present were Ken Yeomans, Dennis Kruger, Diane Paige, Pat Boe, Kevin Hemmen, Mike McCarter, Erika Allen, Joe Becker, Roger Freese, Dick Buenger, Cindy Knox, Wayne Paige, Chuck Christensen, Vern Cordes, Rick Ehmen, Tim Bixby and Charles Paige. Council Night – Discussion about keeping the council meeting night on the 2 nd Monday or changing to another night. Motion by Stage to hold the regular meeting on the 2 nd Monday of the month. Seconded by Dufel. All ayes. Carried. City Room – Discussion about where to hold meetings. Council room is the main room. The city office could be used for special meetings when the council room would be in use and meetings with many people expected could be held in the memorial building room. Best Night for Special Meetings – Discussion about what night works best for special meetings. All council agreed that Mondays would work best for special meetings. Designate City Paper – Motion by Van Hauen to designate the Grundy Register as the official city paper. Seconded by Boike. All ayes. Carried. Designate Bank – Motion by Stage to designate State Bank & Trust as the official bank. Seconded by Emkes. All ayes. Carried. Sheriff's Report – Discussion about have the sheriff come to a meeting on January 29 to discuss having an officer in town during the day. Library Report – Discussion about meeting with an agent from IMWCA about the physicals for the fire department. Meeting will be with IMWCA, council and fire department. Motion by Boike to have a special meeting on January 29 at 7:00 p.m. to discuss the physicals. Seconded by Van Hauen. Carried. Discussion about getting a monthly budget to the fire department. Motion by Dufel to give a copy of the budget to the fire department. Seconded by Stage. All ayes. Carried. Payday on Thursdays – Discussion about having the official pay day on Thursdays at 10:00 a.m. Credit Card – The audit stated that the city does not pay sales tax. A tax exempt number has been put with the Wal Mart card to insure the no sales tax will be paid. All receipts should be signed and explained. Clerk has talked to the FD secretary about making sure that all receipts are brought in to the office. Time Sheets – There was discussion about time sheets in the audit. Discussion about the new time sheets. The Mayor would like to know what the maintenance men are doing and about any problems that may come up. City Equipment – Discussion about the city vehicles. They are to be used for city purposes only. Residents may pick up pails of sand and gravel or dirt. All residents must be treated fairly. Mosquito Spraying – Spraying will only be done on city property and city streets and alleys with the exception of the school for Relay for Life. Bills Checks – All checks will be paper clipped to the invoice and approved by the council at the meeting with the exception of payroll, postage for utility bills and emergency checks. Van Hauen asked about late fees and discounts that could be charged on some bills. The Mayor stated that if they are not approved by the council, he will not sign them. Stage stated that the council may have to do short meetings to approve some bills during the month. Superintendent's Report – Christensen stated that he know one has bid on the pool slide. Discussion about the pressure problem with the booster pump. He stated that it is an elevation problem. A pole will be set for the new bank. Estimated cost from Alliant was approximately $3900. Discussion about moving the pole at the shelter house. Discussion about the pressure at the top of the hill on Fox Ridge 2. Pressure setting on the pumps can be turned up. Buenger, Christensen and Hemmen will monitor the pressure. Discussion about placing a recording device on the pumps to monitor for a time and also check the fire hydrant pressure. There has been a problem with snowmobiles going through the cemetery at the back. Discussion about no snowmobile signs. Motion by Van Hauen to amend the ordinance about no snowmobiles in the cemetery or on the rec path. Seconded by Stage. All ayes. Carried. Rehab Project Water/Sewer Question – Cindy Knox from INRCOG discussed the last home for the rehabilitation project. There was a problem encountered when taking bids. State rules say that the house must be connected to an approved sanitary sewer system. At present there is a septic system. The previous owner was grandfathered in to be allowed to keep the system. At present the system drains into the creek and this cannot be left as it is. She asked the council if a new septic system could be put in or if it needed to be hooked up to the sanitary sewer. Discussion that the house is outside of the sewer district. Council stated that a septic system could be put in with a leach field and that the county and DNR rules be followed. Also discussed was the well. Council stated that the well could also remain. Motion by Van Hauen to grant the exception for the septic system and leach lines would still be applicable and that the owner follow DNR & county rules and that the well can remain in use. Seconded by Boike. All ayes. Carried. Lift Station Review – Discussion to put the lift station review on hold and discuss it in February. Becker stated that the bottom line recommendation is there are other issues affecting the lift station and to wait until the city gets a better idea for what will be needed at the WWTP. Motion by Van Hauen to table this discussion until the February 11 meeting. Seconded by Emkes. All ayes. Carried. Sewer Line in Alley Between Main & 2 nd – B. J. Jorgensen had a question about the cleaning of the sewer line behind his house. Christensen stated that the town is broken up into 3 sections, one section getting cleaned a year. Motion by Van Hauen to request the superintendent keep the line on a list to clean each year. Seconded by Dufel. All ayes. Carried. Temporary Construction Easement – The temporary construction easement for the trail portion that goes through the Schnell property ended in December 31, 2007. The easement needs to be extended to December 31, 2008 because of adverse weather conditions during the construction season. Weather permitting, the construction through the field could be finished before any field work needs to be done and it could be released. Motion by Stage for the Mayor to sign the letter to Clarence Schnell asking for the extension and send it out. Seconded by Boike. All ayes. Carried. Resolution to Adopt the Comprehensive Solid Waste Management Plan - Stage introduced #01140801, A RESOLUTION BY THE CITY OF DIKE THAT THE PROPOSED COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN IS HEREBY ADOPTED AS THE COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN OF THE CITY OF DIKE, AND SAID CITY HEREBY REAFFIRMS ITS COMMITMENT TO THE 25 AND 50 PERCENT WASTE REDUCTION AND RECYCLING GOALS OF THE STATE OF IOWA, AND THAT THE CITY SHALL IMPLEMENT AND PARTICIPATE IN THE PROGRAMS SET FORTH IN THE COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN, AND THAT THE COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN SHALL BE SUBMITTED TO THE IOWA DEPARTMENT OF NATURAL RESOURCES ON BEHALF OF THE CITY OF DIKE, and moved that it be adopted. Seconded by Dufel. Roll call vote. Ayes: Van Hauen, Emkes, Boike, Dufel and Stage. Nays: None. Whereupon the Mayor declared Resolution #01140801 duly adopted. TIF Development Agreement Amendment Resolution – Mayor would like to table and look over the amendment. The attorney has looked at the amendment. The Mayor would like to discuss it with the attorney. Motion by Stage to table until the January 29 special meeting. Seconded by Van Hauen. All ayes. Carried. Basketball/Volleyball Courts at the School – Mike McCarter stated a group of people would like to put in outdoor basketball courts and sand volleyball by the pool and upgrade the playground and fitness stuff. They know the area is jointly controlled by the school, city and county. They would like to have permission to investigate what they can do. Boike stated that they should see how the school feels and report back to us. Van Hauen stated they should also look for grants. 180-Day Electric Audit – Discussion about the audit that needs to be done for the electric utility as stated in the audit. Boike stated to call Dan Folladori and have him see what he needs to do the audit and what the cost would be. LMI Letter from Jim Paige – Paige is requesting LMI money for remodeling a building on Main Street . Discussion about money not being available and that there needs to be rules, regulations and an application before any money could be given out. Motion by Boike to send a reply that no money is available at this time. Seconded by Dufel. Ayes: Van Hauen, Boike, Dufel and Stage. Nays: Emkes. Carried. Resolution Approving INRCG Revised Articles of Agreement and Membership – Van Hauen introduced #01140802, A RESOLUTION APPROVING IOWA NORTHLAND REGIONAL COUNCIL OF GOVERNMENTS REVISED ARTICLES OF AGREEMENT, a moved that it be adopted. Seconded by Dufel. Roll Call Vote: Ayes: Van Hauen, Emkes, Boike, Dufel and Stage. Nays: None. Whereupon the Mayor declared Resolution #01140802 duly adopted. Van Hauen introduced #01140803, A RESOLUTION APPOVING IOWA NORTHLAND REGIONAL COUNCIL OF GOVERNMENTS MEMBERSHIP, and moved that it be adopted. Seconded by Dufel. Roll Call Vote: Ayes: Van Hauen, Emkes, Boike, Dufel and Stage. Nays: None. Whereupon the Mayor declared Resolution #01140803 duly adopted. Liquor License – Fox Ridge – Motion by Van Hauen to grant the license to Fox Ridge Golf Course. Seconded by Emkes. All ayes. Carried. P&Z Report to the Council – Wayne Paige reported on the P&Z meeting about the canal. They discussed the concerns about the weeds. The committee's decision that since the canal is working and it has been cleaned out, that any improvements should wait until a later date. The canal should be cleaned out annually. They would also like to reiterate to the council that all public improvements should be brought to the P&Z Committee. Investment Policy – The attorney will go over the policy. Motion by Dufel to table until the February meeting. Seconded by Van Hauen. All ayes. Carried. Audit Discussion – The Mayor discussed the audit. Portions of the audit are to be included in the minutes. A material weakness is a reportable condition in which the design or operation of one or more of the internal components does not reduce to a relatively low level the risk that misstatements caused by error or fraud in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over financial reporting would nor necessarily disclose all matters in the internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, of the reportable conditions described above, we believe items (A), (B), and (C) are material weaknesses. (C) Bank Reconciling – The cash and investment balances on the City's general ledger balance sheet are not properly reconciled to the bank and investment balances monthly. Variances were not investigated and resolved by the City. (B) Financial Records and Monthly Financial Reports – The City's financial records contained numerous posting and clerical errors. Many errors involved improper journal entries made to adjust receipts, disbursements or transfers without a corresponding adjustment to cash or investments. As a result, the City's general ledger balance sheet reported numerous proof variances indicating the financial records were not in balance. The cause for the proof variances was not identified or resolved by the City. Subsequent adjustments were made by the City to correct the errors identified during the audit. The Clerk submits monthly financial reports to the Council but the reports did not reconcile to the City's financial records. The ending fund balances reported on the monthly financial reports were not reconciled to the bank balances. (H) Transfers – Intrafund transfers were not always adequately explained or authorized by the Council in the minutes record. (8) Revenue Notes – The City has not established or made the required transfers to the electric revenue note sinking, reserve or improvement accounts as required by the note resolution. (11) Annual Financial Report – The total beginning and ending balances reported in the City's June 30, 2006 annual financial report were approximately $260,000 less than the balances reflected on the City's accounting system. Committee Appointments – Appointments for the committee are as follows: Public Buildings/Property & Purchasing – Stage, Van Hauen Electric – Boike, Stage Water – Boike, Dufel Streets & Alleys – Stage, Van Hauen Recreation, Park & Cemetery – Dufel, Emkes Sewer & Sanitation – Emkes, Boike Fire – Van Hauen, Stage Library – Emkes, Van Hauen Mayor Pro-Tem – Emkes Appoint City Attorney – Stage introduced #0114084, A RESOLUTION TO APPOINT ERIKA ALLEN CITY ATTORNEY, and moved that it be adopted. Roll Call Vote: Ayes: Van Hauen, Boike, Dufel, Stage. Nays: Emkes. Whereupon the Mayor declared Resolution #01140804 duly adopted. Appoint City Clerk – Van Hauen introduced #01140805, A RESOLUTION TO APPOINT PATTI FREESE CITY CLERK, and moved that it be adopted. Roll Call Vote: Ayes: Van Hauen, Emkes, Boike, Dufel, Stage. Nays: None. Whereupon the Mayor declared Resolution #01140805 duly adopted. Appoint Deputy Clerk – Van Hauen introduced #01140806, A RESOLUTION TO APPOINT ANN HILLIARD DEPUTY CLERK, and moved that it be adopted. Roll Call Vote: Ayes: Van Hauen, Emkes, Boike, Dufel, Stage. Nays: None. Whereupon the Mayor declared Resolution #01140805 duly adopted. Emkes discussed hiring an outside consultant to go over the audit report for TIF. Motion by Emkes to have Attorney Tim Luce look at the audit to bring an opinion on TIF. Seconded Stage. Discussion. Kruger stated that all kinds of attorneys and bonding attorneys have looked at the TIF agreement. Dufel called for the question. Ayes: Emkes, Stage. Nays: Van Hauen, Boike, Dufel. Motion defeated. The Mayor stated he would turn the discussion on TIF to the attorney general. Legislative Day – Motion by Boike to allow Stage and Van Hauen to go to Legislative Day on February 20. Seconded by Dufel. All ayes. Carried. Dean Knudsen Requests a 5:00 meeting with office staff and maintenance men. A meeting was set for January 24 at 5:00 p.m. in the council chambers with council present. Financial Report – no report Bills to be Allowed and Paid – Motion by Stage to pay the bills. Seconded by Van Hauen. All ayes. Carried. Approval of Minutes as Presented – Motion by Van Hauen to approve the minutes. Seconded by Dufel. All ayes. Carried. Delinquent Utility Accounts – Discussion. Motion by Dufel to adjourn. Seconded by Van Hauen. All ayes. Carried. Donald E. Knudsen, Mayor ATTEST: Patti Freese, City Clerk
January 24, 2007 The Dike City Council met in special session on Thursday, January 24, 2008 at 5:00 p.m. with Mayor Pro-tem Van Hauen presiding. Council members present were Stage, Emkes, Dufel and Boike. Also present were Dean Knudsen, Erika Allen, Chuck Christensen, Rick Ehmen, Ann Hilliard, Roger Freese, Jane Christensen, Karen Ehmen, Tony and June Harn, Ken Yeomans, Diane Paige, B. J. Jorgensen, Josh Hilliard, Tim Bixby, Kevin Juel, Kelly Nicholson and John Daws. Van Hauen asked the attorney to explain what was going on with the Mayor pro-tem. The attorney stated that at the last council meeting, Jack Emkes was appointed by the Mayor to be the pro-tem. The city code states that the Mayor appoints this position and it is voted on by a majority of the council. This was not done at that meeting; therefore Stan Van Hauen would at this time still be Mayor pro-tem. Dean Knudsen stated that there were a couple of situations that needed to be addressed by the council concerning the city staff. Discussion about 17 pages of charges. Discussion about the note for insurance that he wanted from Christensen stating that nothing else was on the truck that he rented besides the roofing material that he put on. Discussion about the incident in the street and in the office with Christensen regarding the note. He asked why he was not informed about the statements and charges. Erika Allen stated that no charges had been filed. Jorgensen explained that Christensen had called him about the incident and that he had told Christensen to document what happened and give it to him so that there would be a paper trail. Knudsen asked about the statements being a public record and being released to the public. Allen stated that this meeting is the only public record. She had hoped that things worked out and nothing more would be done. There is nothing recorded at the courthouse. Deputy Yeomans explained about the release to the public and that there are many times where people do not want to have the other party contacted by the sheriff's department because they do not want things to get worse. Knudsen asked about making his own statement to put with the record. Jorgensen stated that it could be done. Christensen spoke in response to Knudsen's statements. Knudsen then discussed the questions he had for Hilliard. He also discussed many concerns about things with city employees that had happened in the past. Discussion about the dump truck rental. Roxann Blum was using the truck for a roof repair and Knudsen wanted to place some roofing material with hers. Christensen stated that there was not room on the truck and he would have to wait for the truck to be dumped. There was a miscommunication about when he would get the truck. After the truck was dumped he received it to load his material. Ehmen discussed using the loader to scrape sidewalks after the ice storm. Discussion about placing rock on Knudsen's property at the Post Office. Van Hauen stated that there are many things festering from years ago and that there may be no way to resolve those issues. Discussion about Knudsen not talking to the employees and in the future taking any complaints to the council. Emkes commented about whether the council was aware of the situation. Dufel stated that he came to the office and asked for copies of the statements. He stated that he also talked to Knudsen about the situation and believed that it had been resolved. The clerk stated that although they did not receive the statements, they were all informed each time there was a situation. Van Hauen again stated that Knudsen give his statement to the officers and that any questions or difficulties be brought to the council. He would stay away from the employees and would leave him alone. Employees were OK with this. Emkes that a policy for this type of situation should be made and that it should be discussed at the next regular meeting. Motion by Dufel to adjourn. Seconded by Stage. All ayes. Carried. Stan Van Hauen, Mayor pro-tem ATTEST: Patti Freese, City Clerk
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