OAKLAND ACRES CITY COUNCIL MEETING MINUTES

7:00 p.m. Monday, September 13, 2010

Oakland Acres Golf Club House

 

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

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

Inquiries from the Community:  Smith recognized Larry Crady who discussed the change in allocation for the Local Option Sales Tax (L.O.S.T.).  In his research, he found that a motion was made at the Council meeting on January 18, 2010 to reverse the allocation of the L.O.S.T., but there was no recorded second or recorded vote of the Council.  At February’s meeting, the minutes from the January meeting were amended but no reference as to why.  During the April 12, 2010 meeting, a proposal to change the allocation once again was made and discussion was to have a vote at the next meeting.  At the following meeting, there was no recorded vote of the Council.  Furthermore, the budget was never amended to reflect this change.  Crady asked the Council to take action to correct the L.O.S.T. to its original allocation and if it’s the Council’s desire to change the original allocation then they should amend the original allocation as specified by law.  Smith discussed the fact that the original L.O.S.T. ordinance was not numbered nor codified.  Crady spoke with the Registrar and was told that there was a procedure to codify an unnumbered ordinance and use the wording of the ballot issue as the original ordinance.  Discussion and action was taken during new business.

Crady also discussed a letter received from the Iowa Department of Transportation giving the results of a speed study on Highway 6.  The data they collected showed that only 15% of the traffic was over the speed limit.  The office decided to leave the speed limits as they are for now.  They did recommend that the area be monitored with enforcement to help bring down the speeds closer to the posted speed limit.  Crady will continue to follow up as that was not the reason the Council asked for a lower speed limit.  It is a safety risk for our children and community for the speed limit to be set where it is now.

Crady encouraged training for new Council members.  The Iowa League of Cities Conference is a great resource.  Smith will follow up on possible training opportunities through the Iowa League of Cities and surrounding cities.

Approval of Minutes:  Elliott pointed out that the August 9, 2010 minutes included an amount of $1,700 as part of Fisher’s motion to purchase new swings and surface area.  That was only an estimate and the total was actually more than that.  The issue was further discussed in old business and a new motion made.  Fisher moved to approve the minutes of the August 9, 2010 meeting as submitted.  Osten seconded.  Ayes:  Fisher and Osten.  Nays:  Elliott.  The motion carried.

Treasurer’s Report:  Osten moved to approve the August treasurer’s report as submitted.  Elliott seconded.  Ayes:  All.

Payment of Bills:  Fisher moved to approve payment of the bills.  Osten seconded.  Ayes:  All.

Payable to:

        Amount:

Description:

IPERS

$40.08

Retirement fund

Alliant Energy

$85.49

Electricity

Greg & Tom’s Mowing

$680.00

Mowing for August

Iowa Prison Industries

$333.30

Private drive and barrier signs

Rozendaal Drain Cleaning, Inc.

$133.75

Clean tile out

Oakland Acres Golf Course

$25.00

Clubhouse rental for 9/13

Wells Fargo Financial

$3,493.80

Cub Cadet tractor payment

Christina Machin

$307.48

Salary for August

TOTAL

$5,098.90

 

Mayor’s Opening Address and Report

Mayor Smith requested suspending the rules to recommend responsibilities for areas suggested.  He stated the following were just suggestions:

1.       Transportation – including roads and byways

2.       Treasurer

3.       Community Betterment – including parks, entrances, and school bus stop

4.       Maintenance – overseeing damage that gets done such as trees growing over and nuisances

5.       Community interests – dealing with the public

Smith suggested that all five Council members be present to discuss and debate which members take which responsibilities.

Smith also stated that in the future he will try to get the agenda done earlier and make the agenda more specific so Council members can bring notes for specific topics.  Suggestions by the Council can always be made to Smith via e-mail.

Old Business

FEMA Report:  Smith and Fisher met with FEMA and Homeland Security representatives earlier in the day and discussed the items that need to be taken care of:  culverts, roadsides, washout areas, and the park.  The next step for FEMA is for them to assign us an agent.  This may not be done in the near future, but the longest would be 60 days.  The city’s next step is to take pictures, document, set up files, and take bids to do the actual work.  We will need three (3) bids for each project. 

Park Repair:  Smith leveled out some dirt that he was able to do.  Hopefully, the people who mow can do more.  Everything else will be turned into FEMA.  There were some pretty big holes.  He put excess dirt in these holes.  The lowest spot in the park is 1 ½ feet deep but also is 5 – 6 feet long.  The Council discussed the need for posts to be put up and caution tape around it to prevent injury.  The drain is plugged because stuff is coming from the pond which is owned by the golf course.  It is a holding pond by classification.  A joint effort is needed between the city and the golf course.  Smith will contact the golf course.

Elliott updated the Council on the plans for the new playground equipment.  The cost of the swings is $800.  The cost of the wood fiber for the surface area is $1,025.  This cost does not include the cost of the rock that needs to be put down prior to the wood fiber being put down.  The area needed is 30’ x 32’ x 12”.  Smith suggested that the swings be put in a different area so the present equipment can be utilized until new can be purchased.  Elliott made a motion to pay for the cost of the new swing set up to $2,100.  Osten seconded.  Ayes:  All.  Motion carried.  Elliott reported that she is continuing to explore options for grants.

New Business

New Lawyer Search:   According to the Iowa Municipal Policy Leaders’ Handbook, there are three (3) ways to seek legal services.

1.      Contract directly with an attorney or law firm.

2.      Hiring an attorney as a part- or full-time employee.

3.      Contracting jointly with other cities.

The council discussed these options and Smith will contact the Jasper County Attorney to see if he will go with a 28E Agreement.

Fall Dumpsters:  Smith suggested that to save money next year to bring in the dumpsters only one time during the year and to drop the tree removal service.  The city can use the money for other things.  Osten made a motion to have fall dumpsters October 1st thru October 8th.  Elliott seconded.  Ayes:  All.  The motion carried. 

The Council also discussed dates for the city’s Christmas Party and luminaries for the community.  Fisher made a motion to have the Christmas Party on December 11th and luminaries on December 18th as a community.  Osten seconded.  Ayes:  All.  The motion carried. 

The clerk will send out a fall newsletter with the above dates as well as a reminder for residents to start saving their milk jugs for the community wide luminaries.

L.O.S.T. Amendment:  Fisher made a motion to rescind all past actions by this Council changing the allocation of the L.O.S.T. funds.  Elliott seconded.  Ayes:  All.  The motion carried.  Smith suggested the Council postpone discussion on amending the L.O.S.T. ordinance until a special meeting is held.  A special meeting is being planned for September 27th contingent on if all Council members are able to attend.

Budget Amendment:  Discussion postponed until special meeting planned for September 27th.

Council Reports:  Osten asked for an update on the emergency siren.  Smith reported that he has not heard back from the contractor but will follow up with them.  He also reported that he talked with FEMA and Homeland Security regarding the siren and there might be some money available through them for preventative maintenance. 

Fisher updated the Council on the condition of the roads.  Chuck Griffith and Fisher took a tour of the roads.  There are areas where the road is breaking away and many cracks on Fore Seasons Drive and Eagle Drive.  Rock can be put in the areas where the asphalt is breaking away.  A list will be compiled for repair when money is available.

Fisher will be notifying some residents of problem areas such as trees, grass clippings, and mowing vacant lots.  Fisher will fill out the necessary forms and notify residents.

Clerk Report:  Clerk shared a rough draft of the new city directory.  Smith will get her the remaining updates. 

Council also discussed a CD coming due at the University of Iowa Community Credit Union.  The CD will be surrendered and put into Grinnell State Checking to be used to pay Manatt’s for road work on the entrance.

Maintenance Report:  Smith reported that he was able to find one other estimate for insulating the building.  The bids are from Waterbeck and Vander Wert.  The bid from Vander Wert doesn’t have the roof seal coat.  The roof would still need to be replaced and would be an additional expense.  He will get the other bid so there will be three (3) for consideration. 

Smith also reported that the tree stumps will be gone from the main entrance this week.

Adjournment:  Fisher moved to adjourn the meeting at 9:09 p.m.  Osten 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, October 11, 2010, at 7:00 p.m. at the Oakland Acres Golf Club.

 

 

 

 

 

OAKLAND ACRES CITY COUNCIL MEETING MINUTES

Special Meeting

7:00 p.m. Monday, September 27, 2010

Oakland Acres Golf Club House

 

 

 

Call Meeting to Order: Mayor Lennie Smith called the special meeting to order at 7:03 p.m.

 

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

 

Mayor’s Opening Address:  Smith commented on the agenda.  He stated that time would be given to the audience after the discussion for questions and/or comments.  Regarding the budget amendment, the money needs to be determined where it is coming from and where it is going.  Recently, it has been discovered that the CD’s were originally part of Road Use, but has been put into the General Fund since then.  Smith has been unable to find in any previous minutes when or why this happened.  In regards to road repair, discussion needs to be done to figure out what part of the expense should come from the Road Use Fund and what part should be Community Betterment.  

 

Budget Amendment:  After discussing the city’s revenue sources of property taxes and Local Option Sales Tax (L.O.S.T.), it was determined that the discussion on the L.O.S.T. should take place before amending the budget.  Allwood made a motion to table the budget discussion until we have a better idea of allocation of funds for this fiscal year.  Fisher seconded.  Ayes:  All.

 

Local Option Sales Tax (L.O.S.T.) Evaluation:  Smith stated that currently, the L.O.S.T. is split 80% to Community Betterment and 20% to the General Fund.  The Council discussed the need to determine what the definition of Community Betterment is before a determination is made whether to keep the percentages the same or change them.  Smith read the definition of Community Betterment out of the Iowa Municipal Policy Leaders’ Handbook which states, “Community betterment is the combination of many different actions to enhance the quality of life and make your city a better place to live, work, and play.  An effective community betterment program can make your community a source of pride to your residents.”  The Council discussed what that meant for the City of Oakland Acres.  Allwood made a motion to table a decision about the L.O.S.T. evaluation so we can gather more information and prepare to make a decision at the December meeting.  Fisher seconded.  Ayes:  Allwood, Fisher, Minner, and Osten.  Nays:  Elliott.  The motion carried.

 

Adjournment:  Fisher moved to adjourn the meeting at 8:32 p.m.  Allwood 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, October 11, 2010, at 7:00 p.m. at the Oakland Acres Golf Club.