March 12
CITY OF HIAWATHA
CITY COMMISSION MINUTES
MONDAY, MARCH 12, 2007
5:35 P.M.
HIAWATHA CITY HALL
723 OREGON ST.
1. Pledge of Allegiance/ Call to Order
The Hiawatha City Commission met in regular session on Monday, March 12, 2007, at 5:35 p.m. at City Hall with Mayor Gernon, Commissioner Shamburg, Commissioner Schmitt, and Commissioner Gamble present. Commissioner Collins was absent.
2. CONSENT AGENDA
a. Approval of minutes of the March 5, 2007, City Commission meeting
b. Appropriation Ordinance #1116 in the amount of $30,968.79.
c. Approval of Payment to Barry Grier Construction for Labor on Fountain in the Amount of $2,082.
d. Approval of Construction Contractor License for A & S Earthworks.
e. Approval of Municipal Judge Report for February 2007.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the Consent Agenda as presented. Motion carried. 4 ayes.
3. Presentation of petitions, public comments, memorials.
Old Business
4. Consider Approval of the Bio-SolidsAgreement with Larry Nolte.
Administrator Ladner explained that this was the agreement previously discussed concerning the [waste water treatment plant] sludge removal. She said that the agreement had been reviewed and approved by the City Attorney and was ready to be approved by the Commission.
Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to approve the Bio-Solids Agreement between the City of Hiawatha and Larry Nolte and authorize the Mayor to sign the necessary documents. Motion carried. 4 ayes.
New Business
5. Consider Cost of Living Increases for City Employees.
Administrator Ladner explained that when putting the 2007 budget together, the City had budgeted for cost of living increases for the city employees. She said that the spreadsheets provided in the Commission’s packets provided several options for salary increases, including an option for a flat percentage across the board for all city employees, or an option utilizing a percentage increase for hourly and salaried employees with appointed officials receiving a set amount increase rounded to a whole dollar amount. The set amounts would allow for annual salary amounts to be more easily divided into 26 pay periods.
She also explained that a budgeting error had created a shortfall in the police department fund salary budget which could be corrected by reallocating the utility billing clerk’s wages to the three departments for which she actually works: administration, water and sewer. This would free up enough funds in the general fund, which includes the police department, to allow for the increases in police salaries.
She also explained that changes in personnel in the street department had created a shortfall in the salary line item for that department. She felt that this shortfall could be covered by moving money from the engineering and professional services line item to the salaries line item.
Mayor Gernon stated that it was not necessary to increase the stipends for him or for any of the Commissioners. He wasn’t sure if the other stipend paid positions needed to be increased.
The Commissioners agreed to exempt themselves from the increase. They discussed the other stipend positions. Mayor Gernon felt that the stipend positions were in a different category than the regular employees.
Administrator Ladner noted that since the increases do not normally go into effect until April 1 and would only be affecting nine months of the 2007 budget, the budget would actually allow for a 5% increase in salaries for April through December 2007, and would still be under budget by $4000. She also pointed out that there was 5% built into the budget for cost of living increases when the budget was put together last summer.
Mayor Gernon and Commissioner Shamburg agreed that a 5% increase was not out of line.
Administrator Ladner also noted that the Fire Department budget for fire calls was not included in her figures.
Commissioner Schmitt asked how much of the street budget line item for engineering and professional services would need to be transferred to the salaries line item. Administrator Ladner said approximately $18,000 would need to be transferred.
Administrator Ladner asked that a decision be made at this meeting as the salary increases needed to be put into an ordinance and published before they can go into effect. If the effective date is to be April 1, 2007, the ordinance needed to be drafted soon.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to authorize a 4% cost of living increase for all full-time, hourly, and salaried employees, with no increase for the Mayor, Commissioners, City Treasurer, Municipal Judge, Fire Chief and Assistant Fire Chiefs, and that no action be taken with this motion for a City Attorney increase. Motion carried. 3 ayes. 1 nay. Commissioner Shamburg cast the nay vote.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, that there be no cost of living increase for the City Attorney as consistent with the other appointed positions. Motion carried. 3 ayes. 1 abstain. Commissioner Schmitt abstained.
6. Consider Purchase of New Fire Proof File Cabinet for City Records.
Administrator Ladner explained that the City is in need of an additional fire proof file cabinet to house personnel records and daily computer file backup CD’s. She said that we have run out of space in the existing files and that one of our file cabinets has a broken lock, preventing us from using this cabinet for protected city records.
She said that she had reviewed the cost for a 4-drawer lateral file cabinet from Navarat’s, Rod & Alice’s, Office Depot and Quill. The lowest cost was from Quill, who offered the cabinet for $2999.00, with a delivery charge for this 900 pound cabinet to be placed in our specified location for $150. In addition, we can take advantage of a 15% coupon from Quill which would save the City approximately $449.99 on this purchase, making the total cost $2699.99.
She said that funding for this cabinet is available in the administrative office equipment line item.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to authorize the purchase of a fireproof file cabinet for City Hall not to exceed a cost of $2699.99. Motion carried. 4 ayes.
7. Consider Authorizing Municipal Court to Sign Up for statepayments.com to Begin Taking Debit and Credit Card Payments.
Administrator Ladner told the Commission that the Municipal Court would like to offer to the public the ability to make their fine and court cost payments by using their debit or credit cards. After discussions with banks and other government entities it was determined that the most cost effective way to offer this service is through statepayments.com. This method passes the cost of transaction fees back to the card user, rather than costing the city. The payer is informed up front about the additional fee that will be assessed if they use this method of payment. If they do not agree to the additional amount, the transaction does not take place.
She said that she would like to begin offering this service in the Municipal Court. If this works well, she would like to begin offering the service for the payment of utility bills, utility deposits, permit fees and license fees here at City Hall.
This service was created by a company in Kansas and is made available to all government entities throughout the country. This system is currently used by the Brown County Treasurer and the City of Horton. The company provides the card reader.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble to authorize the Municipal Court Clerk to sign up for statepayments.com to begin allowing debit and credit card transactions. Motion carried. 4 ayes.
8. Lynne Ladner, City Administrator
Administrator Ladner said that Hiawatha has been recognized by the State Forest Service as a Tree City USA. She said that Recognition Day is March 27 in Manhattan if anyone would like to attend. None of the Commission said they would be able to attend.
She also said that Volunteer Recognition Week is April 16-20 and that it is time to solicit volunteers to be recognized during Volunteer Recognition Week. The Commission authorized Administrator Ladner to send information out to local groups to ask for recommendations.
9. Mayor Gernon.
Mayor Gernon asked if the Municipal Code was moving forward. Administrator Ladner said that she should be getting a copy of Chapter 8 from the League Attorney to review this week. If it is approved, the League Attorney would get it ready for printing and binding. It could be approved next week. The final copy should be ready for approval by mid April.
10. Com. William Collins.
11. Com. Curtis Gamble.
Commissioner Gamble noted that the roof debris has finally been cleaned up at 1011 Iowa, and said it looks good.
12. Com. Marianne Schmitt.
Commissioner Schmitt noted they are working on the lights for the Streetscape Project and asked if everything was on target.
Administrator Ladner said that the stop lights are up. They will begin by just flashing to get people used to looking at them again. The replacement poles for the downtown lights should be here in a couple of weeks. This should be the completion of the project.
Commissioner Schmitt asked if the project had reached the substantial completion stage yet.
Administrator Ladner said that there were some items for the water meters and water meter setters because the meters had been moved out of basements, also some meters were thought to have been in the alley and instead were in the front, so these had to be dealt with. There will be some change orders to come before the Commission for final approval.
Substantial Completion has been given with a punch list. There are still a few things left to be completed, but we have not paid for the entire project yet.
13. Com. Steffen Shamburg.
14. Adjourn.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to adjourn. Motion carried. 4 ayes. Meeting adjourned at 6:22 p.m.