Minutes Auburn City Council October 14, 2013

Mayor Pro Temp Janelle King called the meeting to order at 6:01PM with council members Cindy Finley, Randy Schulte, Justin Potthoff and Jane Barto present. Absent: Mayor Verdi Maunu. Employees: Gerry Blessington and Nancy Janssen. Guests: Jared & Tami Mohr, Larry Finley, Colin Frank. Motion to approve the agenda amended to add approval of Beer Permit for Sparky's under the consent agenda and approval of letter of support for the Historical committee grant application was made by Barto, seconded by Schulte. All voted Aye. Motion by Schulte, seconded by Finley to approve the consent agenda which included the minutes of the September 9, 2013 meeting, claims, payroll, financial, Treasurers and Sheriffs reports and beer and liquor licenses for Sparkys One Stop and Dollys Bar & Grill. All voted Aye.
Al's Corner Baker & Taylor Bomgaars Center Point Books Cornbelt Power CRS Hauling Daily Times Herald Echo Group EFTPS Fleet Fueling Gute Tree Service Hawkins IA Dept of Revenue IA Dept of Revenue IA DNR IA League of Cities IPERS Janssen, Nancy Lake City Flowers Loneman Electric propane Library shop library transmission garbage pick up publishing Electric 941 Tax Park/Shop veg management Chlorine Sales Tax withholding water use permit Budget training employ benefits office supplies/fees donation Historical $378.08 $114.93 $66.97 $44.34 $442.24 $1,000.00 $129.53 $184.70 $1,608.52 $83.38 $1,360.00 $271.75 $1,071.00 $740.00 $66.00 $35.00 $1,053.83 $318.85 $42.80 $1,198.82 Maint. Consultants Mangold Env. Wittrock Construction Office Depot Our Iowa Presto X Company Raccoon Valley REC Reiling Electric Sac Co Sheriff Stewart, Donnetta Tiefenthaler Building Tri County Special US Cellular Utility Service Co. Wal Mart WAPA Wilkens Napa Windstream September wages Total Water meters testing Historical Office supplies Library pest control power electric 28E Library Supplies Publishing cell phone water tower Library power shop Phone $37,808.00 $33.00 $575.00 $27.14 $32.98 $36.88 $12,555.09 $60.00 $2,953.72 $74.29 $208.11 $34.08 $21.78 $596.08 $27.54 $1,461.98 $2.83 $143.04 $7,833.64 $66,862.28

Motion to approve contract with JK Energy Consulting for power supply bid services made by Potthoff, seconded by Schulte. Voting Aye: Finley, Potthoff, Barto, Schulte and King. Council discussed at length information gathered regarding the condition of our present electrical distribution system, possible upgrades that can be done now and in the future and necessary work to provide electricity to new development. A contract power line company can be available this week to make the necessary upgrades as well as install the new line. Motion by Barto, seconded by Schulte to upgrade or re-conductor the line from the main transformer to the Catholic Church and from the main transformer south to First Street at an approximate cost of $15,000. Voting Aye: Barto, Schulte, Potthoff, Finley and King. Estimated costs were given to supply the Mohrs Sand, Gravel and Concrete which included a new overhead line, new underground line , transformer and metering totally around $15,000. Discussion continued regarding a deposit to be paid by the customer as allowed by the Auburn Municipal Electric Tariff of 1984. Motion by Barto, seconded by Schulte to require customer to pay one-half the total cost of the new line from the point that it goes underground across his property to and including the meter. The motion further stated that the City will return the deposit to Mohr as a credit to his monthly bill each month for five years (60 equal installments as credits). Voting Aye: Barto, Schulte, Finley and King. Voting Nay: Potthoff. Colin Frank addressed the council regarding his water usage. Motion by Potthoff, seconded by Barto to approve Resolution 13-22- A Resolution Approving Loan from Electric Fund to Water Fund. Voting Aye: Schulte, Finley, Potthoff, King and Barto.
RESOLUTION NO. 13-22 A RESOLUTION APPROVING A LOAN BY THE ELECTRIC FUND TO THE WATER FUND FOR THE PURPOSE OF COMPLETING PAYMENT OF WATER METER UPGRADE WHEREAS, the Auburn City Council approved the installation of all new water and electric meters equipped with radio read technology, WHEREAS, the cost of the contract authorized was $51,010.00 including hand held radio reader, software, installation, training, 190 Electric meters, 130 water meters and water meter installation. WHEREAS, the actual count for meters is 198 electric (including specialty) meters, 171 water meters (including special readers & larger sizes). The final cost of the project is $62,026.70. All quoted costs were honored. WHEREAS, the actual final cost to the Electric System is $15,020.00 and $47,006.70 to the water system. WHEREAS, there is $37,808.00 outstanding and a loan from the Electric fund to the Water Fund is appropriate to cover the water system costs. NOW THEREFORE BE IT RESOLVED BY THE CITY OF AUBURN, IOWA: SECTION 1: The Auburn City Council, Auburn, Iowa does now approve a loan from the Electric Utility to the Water Utility in an amount sufficient as to pay the balance of the invoices outstanding.

SECTION 2: The balance of the loan to be paid is $37,000 plus interest of $1875.00 for total of $38875.00. SECTION 3: The Water Utility will repay to the Electric Utility $38875.00 on an annual basis in two payments of $12,000.00 each, except the payment in year three, plus accrued simple interest. SECTION 4: The Water Utility will pay interest in the amount of two and one-half percent (2 %) of the outstanding balance on an annual basis. SECTION 5: Payments are established as follows: Payment Year 2014 2015 2016 Total Principal $12000 $12000 $13000 $37000.00 Interest @ 2.5% $ 925 $ 625 $ 325 $ 1875.00 Total Payment $12925 $12625 $13325 $38875.00 SECTION 6: Payment from the Water Fund to the Electric Fund should occur no later than June 15 of the fiscal year in which payment is due. SECTION 7: The City Clerk is authorized to make the appropriate fund transfers to execute this agreement for the final payment of the loan to occur no later than June 30, 2016 and to make the appropriate fund transfers executing the annual payments as outlined above. Passed, adopted and approved this 14th day of October, 2013.

Council elected to gather more information regarding disposal of the old water meters. Again the issue of the yard waste site was discussed. Site will remain open during the day and locked at night until winter, at which time it will be locked. Motion by Barto, seconded by Finley to adopt a new policy beginning with the spring season which is the following: Monday Friday residents will need to sign for a key at city hall, weekends will have set open hours and Council will look for someone to monitor the site on the weekend and allow entrance. All voted Aye. Motion by Schulte, seconded by Potthoff to remove the lights/poles on the south and west sides of the ball field due to increasing maintenance costs and lack of use. All voted Aye. Motion by Barto, seconded by Potthoff to pursue a Housing Rehabilitation Grant thru Region XII. All Voted Aye. Car Show Committee has made the Council aware that they do not have a suitable location for a Vendor Fair and cannot conduct a fund raising activity to satisfy their expense overage from the 2013 show. Motion by Barto, seconded by Potthoff to forgive the $734.22, direct the Committee that no funds can be authorized or expensed for another show unless the cash is in hand and that the amount be paid back to the city in the event that successful shows generate additional funds. Voting Aye: Barto, Potthoff, Schulte and Finley. Abstain: King. Motion by Finley, seconded by Schulte to approve Resolution 13-23- A Resolution Adopting the County Wide Hazard Mitigation Plan. Voting Aye: King, Barto, Finley, Schulte and Potthoff. Council received a written complaint from Ken and Lois Testroet regarding the equipment left parked next to their apartment for long periods of time. Council reviewed the issues involved including work schedule by the business and conflict created. Motion by Barto, seconded by Finley to offer a temporary lease until April 30, 2014 to Martins Welding for parking additional equipment for no longer than 10 days, Council retains the discretion to void the lease should the lease not meet these terms. Voting Aye: Potthoff, Barto, Schulte and Finley. Abstain: King. Motion by Schulte, seconded by Potthoff to approve letter of support and to act as fiscal sponsor for the Historical Committee to apply for a Sac County Endowment Foundation Grant. All voted Aye. Department reports and reminders were given. Motion to adjourn by Potthoff seconded by Schulte at 8:33 PM.
Current FUND GENERAL Historical Comm. Library Trust Rec Committee Event Comm LOST EMPLY BEN LEVY EMERGENCY LEVY ROAD USE TAX WATER UTILITY SEWER Operating ELECTRIC UTILITY GARBAGE/RECYCL. TOTAL CASH Previous Balance -$7,603.98 $14,010.97 $6,684.35 $9,370.48 $1,296.01 $13,212.12 $784.40 $30.19 $17,850.27 $1,115.89 -$3,771.20 $252,789.37 -$1,724.97 $304,043.90 $10,254.81 $100.00 $25.08 $0.04 $20.00 $1,860.86 $1,134.70 $172.30 $2,898.73 $7,079.58 $2,470.27 $22,064.41 $2,010.83 $50,091.61 $1,518.78 $4,306.73 $1,269.23 $18,333.22 $1,060.65 $33,197.81 $2,050.23 $4,658.97 Received Disbursed Fund Balance -$2,008.14 $14,110.97 $6,709.43 $9,370.52 -$734.22 $15,072.98 $1,919.10 $202.49 $19,230.22 $3,888.74 -$2,570.16 $256,520.56 -$774.79 $320,937.70 Change from Prev Month $5,595.84 $100.00 $25.00 $0.04 -$2,030.23 $1,860.86 $1,134.70 $172.30 $1,379.95 $2,772.85 $1,201.04 $3,731.19 $950.18 $16,893.72 -$17,394.90 $14,110.97 $1,862.47 $4,276.07 -$734.22 $15,072.98 $1,919.10 $202.49 $19,230.22 $3,888.74 -$2,570.16 $97,597.91 -$774.79 $136,686.88 $184,250.82 $158,922.65 Operating Funds Amounts Held In Long-Term Investment(CD) $15,386.76 $0.00 $4,846.96 $5,094.45