OAKLAND ACRES CITY COUNCIL MEETING MINUTES

7:00 p.m. Monday, November 15, 2010

Drake Library, Grinnell, Iowa

 

Call Meeting to Order:  Mayor Lennie Smith called the meeting to order at 7:00 p.m.

Roll Call:  Anita Allwood, Roger Fisher, Nancy Minner, and Michael Osten were present.  Absent:  Robin Elliott.  Also present:  Christina Machin.

Inquiries from the Community:  Smith reported on behalf of Larry Crady that he was wondering the status of getting the Local Option Sales Tax (L.O.S.T.) funds back to where they should be - 80% to Community Betterment and 20% to General Fund.  The clerk reported that a journal entry was done in September to move the July and August money to the correct fund and that she would follow up with the Iowa League of Cities on the correct procedure for amending last year’s fiscal report to correct for June.

Approval of Minutes:  The Council recommended changing the wording used as part of the budget and expense review and maintenance report discussions.  Osten moved to approve the minutes of the October 11, 2010 meeting as amended.  Minner seconded.  Ayes:  All.

Treasurer’s Report:  The Council discussed that the brush cutter rental paid to Smith Quality Rental and tile and fittings expense paid to Earthworks should come out of the Community Betterment Fund instead of the General Fund.  Osten moved to approve the October treasurer’s report as amended.  Fisher seconded.  Ayes:  All.

Payment of Bills:  Allwood moved to approve payment of the bills.  Minner seconded.  Ayes:  All.

Payable to:

        Amount:

Description:

IPERS

$40.08

Retirement fund

Alliant Energy

$80.60

Electricity

Waterbeck Spray Foam & Construction

$6,270.00

Spray foam insulation for maintenance bldg.

Jasper County Emergency Management

$249.00

Annual per capita

Boland Recreation

$1,025.00

Safety surface for swings

Miracle Recreation

$800.00

Swings for park

Marengo Publishing Corporation

$44.00

Ad for bids for concrete, culvert, and road repair

News Printing Company

$20.00

Ad for bids for concrete, culvert, and road repair

Lennie Smith

$510.20

Dam work – labor ($375) materials ($76.20)

Park repair – labor ($45) materials ($14)

Christina Machin

$307.48

Salary for October

Christina Machin

$30.00

Reimbursement for registration for budget workshop

TOTAL

$9,376.36

 

 

 

 

Mayor’s Opening Address and Report

Smith wanted to thank the people who helped with the swings and park clean up.  He also wanted to thank Duane Venenga for helping haul brush from the dam.  The Council discussed acknowledging and thanking volunteers in the next newsletter.

Old Business

Annual Financial Report:  Smith asked the Council if there were any questions or comments on the annual financial report.  There were none.  Allwood made a motion to approve the annual financial report.  Fisher seconded.  Ayes:  All.  The motion carried.

Attorney Update:  Smith reported that he had called four attorneys’ offices, but only one had sent their resume.  The Council was given the opportunity to look over the letter and resume from Caldwell & Brierly.  Fisher moved to retain Randal Caldwell from Caldwell & Brierly as the city attorney.  Osten seconded.  Ayes:  All.  The motion carried.  Smith will inform Caldwell & Brierly of the Council’s vote.

Repair Update:  Smith talked to FEMA and they looked at some more things within the city.  With regards to the culvert, they are trying to determine what was a flood problem and what was a maintenance problem.  FEMA is trying to get it all replaced for the city, but is not sure they can do it.  It might be a percentage.  They also looked at some of the shoulder work that has been done.  The city will get paid for some of the rock and tractor use for shoulder repair.  FEMA determined that the tile over by the park would have been plugged anyway and is the city’s responsibility to repair.

Smith presented to the Council a bid received by Chuck Griffith for concrete and culvert repair.  No other bids were received as a result of the ad placed in the Grinnell Penny Saver and Jasper County Advertiser.  Griffith’s bid for labor and materials to remove and replace the culvert at Fore Seasons Drive was $4,770.  Griffith’s bid to remove and replace the broken slab of driveway at 2 Valley View Drive was $894.  Allwood made a motion to accept Griffith’s bids for the two jobs.  Minner seconded.  Ayes:  All.  The motion carried.

Smith reported that the maintenance shed is now insulated.  The door is still not insulated.  He will need to get Styrofoam boards to insulate it and a rubber lip to put on the bottom of the door to seal it up.

Smith continues to try to get in contact with Alliant Energy to get the wire put in.   

The siren has been tested.  Smith is checking with the USDA and Homeland Security to see how much  money they would be willing to donate towards the siren.  The estimate for the new siren is $15,000.  This includes a new pole and battery back- up.  Smith will gather more information and present to the Council.

New Business

Holiday Party:   The Council discussed sending out a postcard to remind residents of the upcoming Christmas Party and Luminaries.  Minner will send out the postcard detailing the times for the luminaries which will start at 10:30 a.m. Saturday, December 18th with cutting milk jugs and filling them with sand.  The postcard will also inform residents of the change in date for the Christmas Party to Sunday, December 12th from 2 – 4 p.m.  The Council discussed that the party last year was held on a Sunday afternoon and seemed to work better with people’s schedules since December is such a busy time for everyone.

Workshop Schedule:  Smith reported that he had discussed holding workshops with the Iowa League of Cities and their recommendation was to keep the workshops simple with things that the Council needs to learn, step by step, and set up a regular schedule for the workshops.  The Council discussed how often to have the workshops and decided to start out with having them quarterly.  The first one is scheduled for January 24th.  The topic will be distributed at the December Council meeting. 

Other New Business:  Smith reported that Duane Venenga had received a call from Brookwood Incorporated that they have a Lennox scratch and dent furnace for sale.  The Council reviewed the written bid from Brookwood that included the pedestal, blower, and everything else except the wire to it for $1,360.  The Council discussed the need for a furnace in the maintenance shed in order to be able to hold future Council meetings.  Osten made a motion to approve the bid from Brookwood.  Fisher seconded.  Ayes:  Fisher, Osten, and Minner.  Nays:  Allwood.  The motion carried.

Council Report: 

            Transportation:  There was none.

            Community:  There was none.

            Treasurer:  There was none.

            Maintenance:  There was none.

            Interest and Events:  There was none.

Clerk Report:  The city clerk followed up on a question from last month’s meeting regarding the city’s bill from Dodd’s Trash and Recycling.  According to Dodd’s, the city’s bill reflects recycling only.

Maintenance Report:  Smith reported that he continues to work on the dam.

Adjournment:  Osten moved to adjourn the meeting at 7:57 p.m.  Fisher seconded.  Ayes:  All.

 

 

 

 

Respectfully submitted,

 

Christina Machin, City Clerk

(These minutes are subject to council approval at the next regular city council meeting.)

 

The next regular meeting of the Oakland Acres City Council is scheduled on Monday, December 13, 2010, at 7:00 p.m. at Saints Rest Coffee House, 917 Broad St, Grinnell, IA.