The Spillville City Council held the regular meeting at the Spillville City Hall at 6:00 PM. on Tuesday, August 1, 2023.  Mayor Straube called the meeting to order with the following councilmen present Backes, Kelsay, Schmitt and Wermers. Absent, Taylor.

 

Motion by Schmitt, second by Backes to approve items on the consent agenda as follows.

1. Approval of minutes of previous meetings
2. Claims
3. Finance Reports

Roll call vote: unanimous. Motion Carried.

 

Motion by Backes, second by Kelsay to approve a building permit for a 20X14 building application for Quinton Bohlen at 107 School Street. Roll call vote: unanimous. Motion Carried.

 

Marc Ruroden from Origin design was present to discuss the water tower project. The complete project is a 1.96-million-dollar project. Spillville has received a $500,000 CDBG grant. Without other funding the project will still take significant water rate increases to cover the debt service. SRF loan options are 20 years at 2% or 30 years at 3%.  Reducing the scope of the project would likely reduce the CDBG funding received and delay the start time for the project.

 

Motion by Backes, second by Kelsay to go forward with the entire project which will ensure the city receives the entire $500,000 CDBG grant. Roll call vote: Ayes; Backes, Kelsay and Wermers. Nays; Schmitt. Absent; Taylor. Motion Carried.

The project will move forward and get all necessary permits anticipating letting bids in January or February.

Received a street project update.

Received the Clocks report.

 

 Discussed changing parking on all side streets to one side only, limiting parking of vehicles on streets to 10,000 lbs. and limiting parking of trailers, campers etc. on streets to 24 hours.

 

We will be posting the city clerk position within the next couple of weeks.

We are in the process of getting signatures for the property annexation east of town.

 

Matt Frana, Turkey River Project Coordinator was present to update the council on a DNR Underserved Farmer to Farmer Grant, “Spillville Source Water Protection Initiative that he applied for and received on behalf of Northeast Iowa RC&D, Winneshiek SWCD and the City of Spillville. They were awarded $231,000 which will be used on integrity investigation methods for well #2, doing a bedrock/aquifer investigation, identify and cap abandoned wells, identify and develop urban conservation practices, prairie planting, rain gardens etc., septic upgrades in the watershed area, saturated buffers and wetland/grade stabilization structures.

 

Motion by Wermers, second by Schmitt to discontinue the swim bus due to lack of participation. Roll call vote: unanimous. Motion Carried.

 

Motion by Backes, second by Schmitt to adjourn. Roll call vote: unanimous. Motion Carried.

Fund	Income	Distribution	Fund	Income	Distribution
General	$7033.56	$29791.52	Debt Service	$63.10	$0
Clocks	$7552.50	$4835.10	Capitol	$0	$0
Library Trust	$12953.71	$2414.03	Water	$10740.65	$5433.21
Road Use	$3006.00	$1882.13	Water Deposit	$0	$0
LOST	5879.65	0	Sewer	$5239.40	$6134.71

The meeting adjourned at 7:19.                                                    Attest:  Joane Kulish, City Clerk

July Claims

The Spillville City Council held a special meeting at the Spillville City Hall at 6:00 PM. on Thursday July 18, 2023.  Mayor Straube called the meeting to order with the following councilmen present Backes, Kelsay, Taylor and Schmitt. Absent, Wermers.

Motion by Kelsay, second by Taylor to approve items on the consent agenda as follows.

1. Approval of minutes of previous meetings
2. Claims

Roll call vote: unanimous. Motion Carried.

Mayor Straube opened the public hearing at 6:01. Six community members were present for the discussion.

Marc Ruroden from Origin design and Mike Klimesh were present to discuss the water tower project. The complete project is a 1.96-million-dollar project. The project includes new 8-inch water mains on Main Street and a new water storage facility with boosters and pumps which would give better and more consistent water pressure and a larger storage capacity which increases firefighting capacity. Spillville has received a $500,000 CDBG grant. SRF loan options are 20 years at 2% or 30 years at 3% for the remainder of the funding.  Reducing the scope of the project would likely reduce the CDBG funding received. Possible scenarios are as follows;

1. Complete the entire project which results in a monthly increase in water rates of $47.31 for the 20-year loan and $39.78 for the 30-year loan.
2. Complete only the water main with reduced CDBG funding of $440,000 which results in increases of $22.65 for the 20-year loan and $19.21 for the 30-year loan.
3. Complete only the water mains with CDBG paying 30% of the project which results in increases of $27.66 for the 20-year loan and $23.99 for the 30-year loan.

There are no guarantees that we would receive any of the CDBG funding if the entire project is not completed.

The consensus of the community members present was that the entire project should be completed rather than risking losing the funding and have to pay the entire amount at a later date. A decision will be made at the August meeting.

Motion by Backes, second by Kelsay to close the public hearing at 6:54. Roll call vote: unanimous. Motion Carried.

 

 

The meeting adjourned at 6:55.                                                    Attest:  Joane Kulish, City Clerk

 

 

The Spillville City Council held the regular meeting at the Spillville City Hall at 6:00 PM. on Thursday July 6, 2023.  Mayor Straube called the meeting to order with the following councilmen present Backes, Kelsay, Taylor, Schmitt and Wermers. Absent, None.

Motion by Schmitt, second by Backes to approve items on the consent agenda as follows.

1. Approval of minutes of previous meetings
2. Claims
3. Finance Reports

Roll call vote: unanimous. Motion Carried.

Street Project -Received preliminary costs.

Marc Ruroden from Origin design and Mike Klimesh were present to discuss the water tower project. The complete project is a 1.96-million-dollar project. Spillville has received a $500,000 CDBG grant. Without other funding the project will still take significant water rate increases to cover the debt service. SRF loan options are 20 years at 2% or 30 years at 3%.  Reducing the scope of the project would likely reduce the CDBG funding received.

Motion by Backes, second by Taylor to hold an informational meeting July 18, 2023 at 6:00. Roll call vote: unanimous. Motion Carried.

 People with questions and opinions on the replacement of the water tower and water mains are invited to attend. Marc Ruroden will be available to answer questions.

 

Discussed water rates, the water fund finished the fiscal year with a deficit. Discussed an increase beyond the 3% now with additional increases as needed when the decision is made on what components of the water project will be completed.

Motion by Taylor, second by Wermers to adopt Resolution 23-7-6-2 increasing the base water rate by $10 per month in addition to the annual 3% increase. Roll call vote: unanimous. Motion Carried.

 

We will be discussing parking restrictions on city street at the August meeting.

Motion by Kelsay, second by Taylor to approve the employees hired by Larry Phillips for summer maintenance help and Susanna Craft for museum guides. Daniel Bohr and Kathy Gesing were hired for summer maintenance help and Ellie Knutson, Addison Lutgen and MaKinley Lutgen were hired as museum guides. They were hired at $12 per hour for maintenance help and $10 per hour for museum guides as stated in the salary resolution at the June meeting. Roll call vote: unanimous. Motion Carried.

 

The swim bus will be run through July and will be discussed at the August meeting.

We will start getting signatures for the property annexation east of town.

 

Motion by Backes, second by Schmitt to participate in the State Setoff program and authorize the Mayor and Clerk to sign and submit all necessary forms. Roll call vote: unanimous. Motion Carried.

 

Motion by Wermers, second by Kelsay to adopt Resolution 23-7-6-1 approving a contract with Fencl Oil for the even pay program for city LP for FY2024. Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Wermers to enter into a 28E agreement with the City of Ridgeway for library services pending approval by the Ridgeway City Council. Roll call vote: unanimous. Motion Carried.

 

Fund	Income	Distribution	Fund	Income	Distribution
General	23155.97	$39153.98	Debt Service	$102.73	$16055.38
Clocks	$5621.52	$5385.28	Capitol	$0	$0
Library Trust	$223.23	$0	Water	$8392.83	$28690.63
Road Use	$34373.91	$17864.79	Water Deposit	$260.00	$0
Emergency	$0	$1.99	Sewer	$4183.03	$7771.98
LOST	$11859.83	$20000.00

The meeting adjourned at 7:58.                                                    Attest:  Joane Kulish, City Clerk

 

 

The Spillville City Council held the regular meeting at the Spillville City Hall at 6:00 PM. on Tuesday, June 6, 2023.  Mayor Pro Tem Backes called the meeting to order with the following councilmen present Kelsay, Wermers and Taylor. Schmitt arrived at 6:35. Absent, Straube.

Motion by Kelsay, second by Taylor to approve items on the consent agenda as follows.

1. Approval of minutes of previous meetings
2. Claims with the addition of library claims
3. Finance Reports

Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Wermers To approve the cigarette permit application for the Farr Side. Roll call vote: unanimous. Motion Carried.

 

Street Project -tabled.

Marc Ruroden from Origin design and Mike Klimesh were present to discuss the water tower project. The complete project is a 1.96-million-dollar project. Spillville has received a $500,000 CDBG grant. Without other funding the project will still take significant water rate increases to cover the debt service. SRF loan options are 20 years at 2% or 30 years at 3%.  We will have more information at the July 6 meeting.

 

Motion by Kelsay, second by Wermers to change the regular July meeting from July 4^th to Thursday, July 6^th. Roll call vote: unanimous. Motion Carried.

 

Received the Clocks report. They are still looking for a tour guide. They are also looking for volunteers. They are now open Wednesday to Saturday 10-4. Hours may be extended if they can find more help.

 

Motion by Kelsay, second by Taylor to adopt Resolution # 23-6-6-1 approving a grant agreement with IEDA for CDBG Funds for the water storage project. On roll call vote, Ayes; Kelsay, Taylor, Schmitt, Wermers and Backes. Nays; none. Motion carried.

Motion by Taylor, second by Schmitt to adopt Resolution # 23-6-6-2 approving an agreement with Simmering-Cory for the administration of a CDBG contract 23-WS-008. On roll call vote, Ayes; Kelsay, Taylor, Schmitt, Wermers and Backes. Nays; none. Motion carried.

Motion by Schmitt, second by Wermers to approve Resolution # 23-6-6-3 adopting a Code of Conduct Policy. On roll call vote, Ayes; Kelsay, Taylor, Schmitt, Wermers and Backes. Nays; none. Motion carried.

Motion by Wermers, second by Backes to adopt the Residential Anti-Displacement and Relocation Assistance Plan. Roll call vote: unanimous. Motion Carried.

Motion by Backes, second by Kelsay adopting the Affirmative Fair Housing Policy. Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Taylor to adopt the Equal Opportunity Policy. Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Schmitt to adopt the Excessive Force Policy. Roll call vote: unanimous. Motion Carried.

Motion by Schmitt, second by Wermers to adopt the CDBG Procurement Policy. Roll call vote: unanimous. Motion Carried.

Parking on Streets – Tabled

The online reservation for the Park Campground is now available on the spillville.org website. The six new sites are complete.

 

The city clerk position will be available next spring.

Discussed city wages, they are as follows;

Seasonal City Maintenance Help -$12.00 per hour

Museum Guides – $10.00 per hour

Joane Kulish – City Clerk – @21290.10 per year and $20 per meeting

Larry Phillips – Water/Sewer Operator & City Maintenance Director – $26.10 per hour

Susanna Craft – Museum Director – $15.90 per hour

Shirley Francis – Museum – $12.55 per hour

Ruth Kuhn – Library Director – $13.00 per hour

Sandra Elsbernd – Library Aide – $10.25 per hour

Motion by Kelsay, second by Wermers to adopt Resolution # 23-6-6-4 setting salaries for FY2024. On roll call vote, Ayes; Kelsay, Taylor, Schmitt, Wermers and Backes. Nays; none. Motion carried.

 

Motion by Backes, second by Taylor to pay $2500 to Flashing Thunder for a portion of the fireworks for the Independence Day Celebration. Roll call vote: unanimous. Motion Carried.

Summer Swim Bus – No decision was made at this time.

Annexation – Tabled.

 

Motion by Backes, second by Kelsay to adopt the Password and Wi-Fi Security Policy.  Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Taylor to adopt the Internet and E-Mail Policy. Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Schmitt to adopt the Accounting Policies and Procedures Manual. Roll call vote: unanimous. Motion Carried.

Motion by Schmitt, second by Wermers to adopt the purchasing policy. Roll call vote: unanimous. Motion Carried.

Motion by Wermers, second by Backes to adopt the Hiring Policy. Roll call vote: unanimous. Motion Carried.

Motion by Backes, second by Kelsay to adopt the Credit Card Policy. Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Taylor to adopt the Special Event Policy. Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Schmitt to adopt the Citizen Complaint Policy. Roll call vote: unanimous. Motion Carried.

Motion by Schmitt, second by Wermers to approve the nuisance mowing rates of $100 per hour with a minimum charge of $100. Roll call vote: unanimous. Motion Carried.

Motion by Wermers, second by Backes to adopt the Policy & Procedure to Ensure Uniform Financial Practices. Roll call vote: unanimous. Motion Carried.

Motion by Backes, second by Wermers to adopt the Document Retention Policy. Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Taylor to adopt the Conflict-of-Interest Policy. Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Schmitt to adopt the Fraud & Reporting Policy. Roll call vote: unanimous. Motion Carried.

Motion by Schmitt, second by Wermers to adopt the Segregation of Duties Policy. Roll call vote: unanimous. Motion Carried.

Motion by Schmitt, second by Backes to adopt the Personally Identifiable Information Policy. Roll call vote: unanimous. Motion Carried.

Motion by Backes, second by Kelsay to adopt the Federal Grant Period of Performance Policy. Roll call vote: unanimous. Motion Carried.

Motion by Kelsay, second by Taylor to adopt Guidance on Determining Allowable Costs Procedures. Roll call vote: unanimous. Motion Carried.

Motion by Taylor, second by Schmitt to approve Resolution # 23-6-6-5 adopting the Policy and Procedure Manual. On roll call vote, Ayes; Kelsay, Taylor, Schmitt, Wermers and Backes. Nays; none. Motion carried.

A big thank you to all the people who have showed their community support by donating to the Flower Basket Program. We are still accepting donations. There is also an area by the city shop to leave returnable cans with the proceeds to go to Spillville Beautification projects such as the Flower Basket Program

 

Fund	Income	Distribution	Fund	Income	Distribution
General	10719.25	$13385.67	Debt Service	$150.54	$0
Clocks	$2744.63	$6136.80	Capitol	$0	$0
Library Trust	$125.40	$0	Water	$5333.17	$1214.61
Road Use	$2772.25	$4014.67	Water Deposit	$430.00	$0
Emergency	$0	$0	Sewer	$4085.16	$5797.37
LOST	$42.10	$0

The meeting adjourned at 8:50.                                                    Attest:  Joane Kulish, City Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Spillville City Council held the regular meeting at the Spillville City Hall at 6:00 PM. on Tuesday, May 2, 2023.  Mayor Straube called the meeting to order with the following councilmen present Schmitt, Backes, Kelsay, and Wermers. Absent, Taylor.

Motion by Schmitt, second by Wermers to approve items on the consent agenda as follows.

1. Approval of minutes of previous meetings
2. Claims with the addition of library claims
3. Finance Reports

Roll call vote: unanimous. Motion Carried.

 

Received the Clocks Report. Susanna has submitted the application for a grant for the HVAC system. She is still looking for tour guides for the museum.

Matt Frana was present update the council on the application he submitted for a Well Capture Zone Study grant. This would help determine the health of the well and outside sources that effect the water quality in our community.

Tommy Hansen was present to discuss a noise complaint that he received as well as parking for the semi he drives. The city is considering restricting the parking on city streets and he is looking for alternative parking for his truck and trailer.

Water Project – Tabled.

The street committee will be marking curb and sidewalk replacements that will be included in street project.

Discussed policies to be included on the policies and procedures manual.

The campground registration site is now operational. It can be reached by following the link on our website at spillville.org.

Motion by Kelsay, second by Wermers to move forward with installing the electrical hook ups for six more campsites.

Discussed the FY 2024 wages.

The city is looking for summer maintenance help as well as tour guides for the clocks. The City Clerk position will also be available within the next year.

 

Fund	Income	Distribution	Fund	Income	Distribution
General	41051.88	$17536.03	Debt Service	$6259.86	$0
Clocks	$275.85	$3732.01	Capitol	$0	$0
Library Trust	$2.11	$0	Water	$4704.63	$3616.28
Road Use	$2501.99	$3894.97	Water Deposit	$0	$100.00
Emergency	$0	$0	Sewer	$3836.44	$3084.33
LOST	$3874.58	$0

The meeting adjourned at 8:00.                                                    Attest:  Joane Kulish, City Clerk