Regular City Council
Regular MeetingWest Burlington, IA · January 3, 2024
Agenda
CITY OF WEST BURLINGTON
Regular City Council Meeting
Wednesday, January 3, 2024 - 6:00 PM
West Burlington City Hall
122 Broadway Street
TENTATIVE AGENDA
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
PERFECTING & APPROVAL OF AGENDA
CONSENT AGENDA
All items on the Consent Agenda are Action items that will be considered by a single vote. Council members may request
that an item be pulled for discussion and held for a separate vote. Items on the Consent Agenda may include claims over the
City Administrator’s authorized spending limit, payments related to previously approved contracts, and non-controversial or
routine expenses as defined by the City’s Purchasing Policy.
1. Minutes from the Regular City Council meeting on December 20, 2023
Regular City Council - Dec 20 2023 - Minutes - Pdf
2. Minutes from the Special City Council meeting on December 28, 2023
Special City Council - Dec 28 2023 - Minutes - Pdf
3. Liquor License renewal for Broadway Bar & Grill, Inc.
The Broadway Liquor License Renewal
4. Payment to Municipal Supply - $26,195.45
Municipal Supply - $26,195.45
5. Payment to Fye Excavation - $8,200
Fye Excavting, Inc - $8200
6. Payment of Claims as listed on the Expense Approval Report - $171,767.94
Expense Approval Report - 010324
COUNCIL & STAFF REPORTS
ADMINISTRATOR:
PUBLIC WORKS:
POLICE DEPARTMENT: Oath of Office - Police Officer Melissa Brueck
FIRE/BUILDING DEPARTMENT:
CLERK/FINANCE/IT:
OTHER STAFF REPORTS:
COUNCIL REPORTS:
COMMUNITY REPORTS: Update from Burlington Public Library Liaison
CITIZEN INQUIRIES
OLD BUSINESS
NEW BUSINESS
1. Consider awarding the Construction Bid for the Gear Ave. Extension Project
Gear Avenue Trail Phase 2 - Award of Bid
Snyder Memo_2023-12-28_GearAveBids
Proposed - Reso Awarding Bid - Gear Ave. Trail Extension Project
2. Consider a Resolution naming the Official Newspaper for the City
Proposed Reso - Official Newspaper
3. Consider a Resolution appointing a representative to the Southeast Iowa Regional
Planning Commission Board of Directors
SEIRPC Board of Directors Appt
4. Review City Council and staff appointments to various Boards and commissions and
consider amending appointments if necessary
Council & Staff Appointments to Boards & Commissions
5. Consider appointing Karen Dewey, Kathy Newberry and Mike Davis to the Planning
& Zoning Commission
P&Z Appointments Term ending 12-31-2028 Newberry - Davis - Dewey
6. Consider a Side Letter of Understanding between the City of West Burlington and
the Communication Workers of America - Police Department Union regarding the
Wage Scale for an officer assigned to the Special Assignment K9 Unit
WBPD K9 Unit - Side Letter of Agreement between the City of West Burlington and
Communication Workers of America
CITIZEN INQUIRIES
ADJOURN
Agenda Item #1.
West Burlington
Regular City Council Meeting Minutes
Wednesday, December 20, 2023
The West Burlington City Council met in regular session on Wednesday, December 20, 2023, at 6:00
p.m. at West Burlington City Hall, 122 Broadway Street, West Burlington, Iowa, with Mayor Ron Teater
presiding.
MEMBERS PRESENT: Ron Teater, Kathy Newberry, Andy Crowner, John Johnson, Therese Lees,
and Melanie Young
MEMBERS ABSENT:
ALSO PRESENT: Police Chief Jesse Logan, Public Works Director Mike Brissey, City Clerk Kelly
Fry, Finance Manager Angela Moore, and City Administrator Gregg
Mandsager
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
PERFECTING & APPROVAL OF AGENDA
Moved by Lees, seconded by Johnson, to approve the agenda as presented. Motion carried by the
following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
CONSENT AGENDA
● Minutes from the Regular City Council meeting on December 6, 2023
● Consider Right-of-Way Permit Renewals for Centurylink, Iowa Communications
Network, Arcadis U.S. Inc., Danville Mutual Telephone, PEG Bandwidth, Windstream
for the period of January 1, 2024 - December 31, 2026
● Approve the removal of Taylor Sours from the Fire Department
● Accept Fire Fighter Mennen's resignation from the Fire Department
● Approve payment to Shive-Hattery for engineering services related to the Force Main
Assessment - $3,180.00
● Clerk's Monthly Financial Report for November 2023
● Payment of Claims as listed on the Expense Approval Report - $187,781.20
Moved by Lees, seconded by Johnson, to approve the Consent Agenda items as presented. Motion
carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
COUNCIL & STAFF REPORTS
Agenda Item #1.
ADMINISTRATOR:
PUBLIC WORKS:
POLICE DEPARTMENT: Chief Logan introduced K9 Officer Maverick and Mayor Teater
administered the Oath of Office to K9 Handler, Officer Brice Mennen
FIRE/BUILDING DEPARTMENT:
CLERK/FINANCE/IT:
OTHER STAFF REPORTS:
COUNCIL REPORTS:
COMMUNITY REPORTS:
CITIZEN INQUIRIES
No inquiries.
OLD BUSINESS
NEW BUSINESS
Consider Employee Wellness Program with Southeast Iowa Regional Medical Center
Tara McAlister, Wellness Specialist with Southeast Iowa Regional Medical Center, updated the Council
on the 2023 Employee Wellness Program Outcomes and presented a proposal to continue the
Wellness Program for 2024. The cost to continue the program in 2024 will be $4,045. At this time 15
employees are interested in participating. Crowner stated that he would like to see all employees at
least take part in the initial screening process even if they don't participate in the program throughout
the year. In addition to the cost of the program, employees who participate in seminars, challenges,
monthly exercises, and preventative exams will receive points. At the end of the year, they will be
eligible to receive an incentive based on the number of points they receive. The incentive ranges from
4 - 16 hours of paid time off or a payment of $150 - $350 based on the number of points they receive.
No changes were proposed for the incentives.
Moved by Crowner, seconded by Newberry, to approve the 2024 Employee Wellness and Incentive
Program as presented. Motion carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
Consider a Resolution adding Amari Bailey to the Fire Department
Moved by Crowner, seconded by Newberry, to approve a Resolution adding Amari Bailey to the Fire
Department. Motion carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
Consider an Ordinance Deleting Property From the Tax Increment Financing District for the West
Burlington Urban Renewal Area of the City of West Burlington, Iowa, Pursuant to Section 403.19 of
the Code of Iowa
City Council plans to decrease the size of the “tax increment district” for the West Burlington Urban
Renewal Area by deleting several parcels around and including the Westland Mall on S. Gear Ave. The
Parcels are identified as 10-35-252-008, 10-35-251-001, 10-35-252-010, 10-35-252-009, 10-35-252-007,
10-35-276-009, 10-35-401-004, 10-35-402-005, 10-35-252-012 and 10-35-252-011.
Moved by Lees, seconded by Newberry, to approve the first reading of an Ordinance deleting property
from the Tax Increment Financing District as stated above. Motion carried by the following votes:
Ayes: Newberry, Johnson, Lees, and Young
Agenda Item #1.
Abstained: Crowner
Consider a Resolution Setting a Date for a Public Hearing on the Designation of the Expanded West
Burlington Urban Renewal Area and Urban Renewal Plan Amendment
An amendment to the Urban Renewal Plan has been prepared which (1) updates the description of the
City’s Urban Renewal Administration and Professional Support Program previously approved by the
City Council in the July, 2022 Amendment to the Plan; (2) identifies certain real property situated in the
Urban Renewal Area as blighted property; and (3) authorizes the undertaking of new urban renewal
projects in the Urban Renewal Area consisting of (a) providing tax increment financing support to JNB
West Burlington, LP in connection with the construction of housing affordable to seniors of low and
moderate income; (b) using tax increment financing to pay the costs of the construction of a
recreational trail or sidewalk improvements; (c) using tax increment financing to pay the costs of
updating the City’s Comprehensive Plan and Zoning Code; (d) using tax increment financing to pay the
costs of the preparation of an Economic Development and Retail Recruitment Plan; (e) using tax
increment financing to pay the costs of the construction of sanitary sewer system improvements; (f)
using tax increment financing to pay the costs of the construction of street improvements on Mall Ring
Road; (g) using tax increment financing to pay the costs of undertaking the development of a city-wide
stormwater master plan; and (h) using tax increment financing to pay the costs of the City’s Economic
Development Local Business and Support Program. Council must set a Public Hearing date to consider
the amendment.
Moved by Young, seconded by Johnson, to approve a Resolution setting a Public Hearing date of
January 17, 2024, at 6:00 p.m., on the designation of the expanded Urban Renewal Area described in
the preamble hereof and on the Amendment. Motion carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
Consider a Resolution appointing City Clerk
Moved by Lees, seconded by Young, to approve a Resolution appointing Kelly Fry as City Clerk. Motion
carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
Consider a Resolution appointing Deputy City Clerk
Moved by Lees, seconded by Johnson, to approve a Resolution appointing Katie Willeford as Deputy
City Clerk. Motion carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Lees, and Young
CITIZEN INQUIRIES
OATH OF OFFICE
City Clerk Fry administered the Oath of Office to Mayor Ron Teater who will begin his two-year term as
Mayor on January 1, 2024. Mayor Teater administered the Oath of Office to City Council Members
Therese Lees, Andy Crowner, and Ringo Covert who will begin their four-year terms on January 1, 2024.
ADJOURN
Moved by Newberry, seconded by Lees, to adjourn at 6:56 p.m. Motion carried by the following votes:
Agenda Item #1.
Ayes: Newberry, Crowner, Johnson, Lees, and Young
EXEMPT SESSION
Following the City Council meeting, the Council held an Exempt Session in accordance with Iowa Code
Chapter 20.17.3.
Approved
Ron Teater, Mayor
Kelly D. Fry, City Clerk
Agenda Item #2.
West Burlington
Special City Council Meeting Minutes
Thursday, December 28, 2023
The West Burlington City Council met in Special Session on Thursday, December 28, 2023, at 10:00
p.m. at West Burlington City Hall, 122 Broadway Street, West Burlington, Iowa, with Mayor Ron Teater
presiding.
MEMBERS PRESENT: Kathy Newberry, Andy Crowner, John Johnson, Melanie Young, and Therese
Lees
MEMBERS ABSENT:
ALSO PRESENT: Mayor Ron Teater, City Clerk Kelly Fry, and City Administrator Gregg
Mandsager
CALL TO ORDER
ROLL CALL
PERFECTING & APPROVAL OF AGENDA
Moved by Lees, seconded by Johnson, to approve the agenda as presented. Motion carried by the
following votes:
Ayes: Newberry, Crowner, Johnson, Young, and Lees
NEW BUSINESS
Consider the renewal of Property & Casualty Insurance with Provident Insurance
Council reviewed a proposal from Provident Insurance to provide Property & Casualty Insurance for the
City. The city's former provider Continental Western is no longer offering coverage to municipalities in
Iowa. Provident Insurance quoted comparable coverage for $124,595. This is an increase of 10.4% and
includes additions and deletions made by the city for property and equipment that has been added or
deleted. City Administrator Mandsager informed Council that General Liability Insurance also needed
to be added to the policy to cover the K9 Officer. Cody VanFleet, World Insurance, stated the coverage
would be $289/per year. Council agreed to include that coverage as well.
Moved by Crowner, seconded by Johnson, to approve the purchase of Property and Casualty Insurance
from Provident Insurance for $124,884 for January 1, 2024 – December 31, 2024. Motion carried by
the following votes:
Ayes: Newberry, Crowner, Johnson, Young, and Lees
Consider the second reading and waiving the final reading of an Ordinance deleting property from
the TIF District for the West Burlington Urban Renewal Area
Moved by Lees, seconded by Johnson, to approve the second reading and waived the final reading of
an Ordinance Deleting Property from the Tax Increment Financing District for the West Burlington
Urban Renewal Area of the City of West Burlington, Iowa, Pursuant to Section 403.19 of the Code of
Iowa. Motion carried by the following votes:
Page 1 of 2
Agenda Item #2.
Ayes: Newberry, Johnson, Young, and Lees
Abstained: Crowner
CITIZEN INQUIRIES
ADJOURN
Moved by Lees, seconded by Johnson, to adjourn at 10:20 a.m. Motion carried by the following votes:
Ayes: Newberry, Crowner, Johnson, Young, and Lees
Approved
Ron Teater, Mayor
Kelly D. Fry, City Clerk
Page 2 of 2
Page 1 of 2
Agenda Item #3.
Applicant
NAME OF LEGAL ENTITY NAME OF BUSINESS(DBA) BUSINESS
BROADWAY BAR AND GRILL, The Broadway (319) 759-0634
INC.
ADDRESS OF PREMISES PREMISES SUITE/APT NUMBER CITY COUNTY ZIP
111 Broadway Street West Des 52655
Burlington Moines
MAILING ADDRESS CITY STATE ZIP
7 29th Place Fort Madison Iowa 52627
Contact Person
NAME PHONE EMAIL
Shayna Smith (319) 759-0634 shayrand@hotmail.com
License Information
LICENSE NUMBER LICENSE/PERMIT TYPE TERM STATUS
LC0047873 Class C Retail Alcohol License 12 Month Submitted
to Local
Authority
TENTATIVE EFFECTIVE DATE TENTATIVE EXPIRATION DATE LAST DAY OF BUSINESS
Jan 7, 2024 Jan 6, 2025
SUB-PERMITS
Class C Retail Alcohol License
Page 2 of 2
Agenda Item #3.
PRIVILEGES
Status of Business
BUSINESS TYPE
Corporation
Ownership
Individual Owners
% OF U.S.
NAME CITY STATE ZIP POSITION
OWNERSHIP CITIZEN
Jesse Smith Fort Iowa 52627 President 50.00 Yes
Madison
SHAYNA Fort Iowa 52627 Secretary 50.00 Yes
SMITH Madison Treasurer
Insurance Company Information
INSURANCE COMPANY POLICY EFFECTIVE DATE POLICY EXPIRATION DATE
Society Insurance Jan 7, 2024 Jan 7, 2025
DRAM CANCEL DATE OUTDOOR SERVICE EFFECTIVE OUTDOOR SERVICE EXPIRATION
DATE DATE
BOND EFFECTIVE DATE TEMP TRANSFER EFFECTIVE TEMP TRANSFER EXPIRATION
DATE DATE
Agenda Item #4.
Invoice Page 1 of2
MUNICIPAL SUPPLY, INC.
Municipal. Crmtractor. and Industrial Supplies INVOICE NUMBERJ 0395159-IN
'NV‘”C“ mm '2""’2°23
1550 N.E. Slst Avenue Des Moines, Iowa 50313
PH: (515)262-1300 FAX: (515) 262-6662
w/ws (800) 747-2025
_ ORl)I:'.R NUMBI-IR: 0I62897
After Hours. (5I5)262-I300, Optlon 5 ORDER D/\.m: 12“ ‘/2023
SHIP I)A'I'I'I: I2/ I I/2023
SAI.|3SPI3RS()N: SAM OLABY
CIJS'I’()Ml~IR N(): I0-WESTBU
S()I.I) TO: SHIP TO:
CITY OF WEST BURLINGTON CITY OF WEST BURLINGTON
WATER DEPARTMENT WATER DEPARTMENT
I22 BROADWAY I22 BROADWAY
WEST BURLINGTON, IA 52655 WEST BURLINGTON, IA 52655
13UYI'1RITRAY 319-572-I2I3
(‘ll!s"l‘()Ml’.R 0.0. 1013 NAME 31111»vm 'I'l’.RMS
0'1‘ 113 NET 30 DAYS
rr1=.MN(). um‘ ORDERED s1-111>m=.1) BACK om) mucn-: AMOUNT
260-076085! EACH 10.00 10.00 0.00 436.65 4,366.50
6" MACRO C()UP 6.60-7.60 EPDM
FSI-724-24-N EACH 1.00 1.00 0.00 554.72 554.72
6" x 24" ss REPAIR (‘LAMP
6M1-01.. EACH 4.00 4.00 0.00 I,083.00 4,332.00
6" M.l VALVI3 01.
(‘DMJX0606 EACI-I 1.00 1.00 0.00 263.95 263.95
6" MJ CROSS L/ACC
FTSS-730X6-MJ EACH I .00 1.00 0.00 I, I73. I 4 LI 73. I4
6" X 6" TAPPING SLF.I-IVI3W/MJ
6GR-DI EACI--I 8.00 8.00 0.00 52.42 4 I 9.36
6" DI GRIP RING & GLAND ONLY
6630.06BMP EACH I2.00 12.00 0.00 47.40 568.80
6" MJ CORE BLUE BOLT & GASK PA
Continued
Agenda Item #4.
Invoice Page 2 of 2
MUNICIPAL SUPPLY, INC.
Mum'c1'pal.Contractor. and Industrial Supplies 0395 I59-IN
INVOICE NIVIMIW-R1
|NVmC“ D/Ym: I2/I 9/2023
I550 N.E. Slst AvenueDes Moines, Iowa 50313
PH: (515)262-1300 FAX: (515)262-6662
wxrs (300) 747-2025
()Rl)I~lR NUMBER: 0162397
After Hours: (515)262-1300, Option 5 ()Rl)l-ZR 1)A'r1-:: 12/11/2023
SHII’ I)/\'I‘I'i: 12/I 1/2023
S/\l.I-2SPI'-ZRSON:SAM OLABY
(‘US‘l‘()Ml-ZRNO: 10-WESTBU
S()l,l) 'I‘(): SHIP TO:
CITY OF WEST BURLINGTON CITY OF WEST BURLINGTON
WATER DEI’AR'I'MEN'I' WATER DEPARTMENT
I22 BROADWAY 122 BROADWAY
WEST BURLINGTON, IA 52655 WEST BURLINGTON, IA 52655
BIJYI-ZR:TRAY 3I‘)—572-I2|3
CUS'l‘()MIiR I’.('). JOB NAMI’. SHIP VIA 'I'I‘IRMS
OT IB NET 30 DAYS
I'I'IiM N0. UNIT ORI)F.RI'iD SHIPPED BACK ORI) PRICE AMOUNT
S90-603 EACH 3.00 3.00 0.00 82.50 247.50
6" C900 X 3/4" AWWA TAP BR SAD
F I000-3Q-NI. EACH 3.00 3.00 0.00 58.69 l76.07
3/4" NI- P.I COPPER CORP STOP
C44-33NI. EACH 3.00 3.00 0.00 32.77 98.3 I
3/4" NL PJ COUP (‘UI’/(‘TS/I’L('
I00266/RC EACH 8.00 0.00 8.00 65.55 0.00
6" CI. X 6 CI/Pl. COUP W/RC 7.38
100244/RC Ii/\(‘H 8.00 8.00 0.00 38.65 309.20
4" CL X Cl/PL COUP W/RC 5.25"
I00288/RC EACI I 8.00 8.00 0.00 7 I .00 568.00
8" CI. X 8" CI/PI. COUI’ W/RC 9.6
ORDER If |62897
PLEASE REMIT TO: N“ '"V°i°°= |3.077-55
1550 NE 51 ST Avenue Freight: 0.00
DES MOINES, IA 50313 Sales um: 0-00
A SERVI(‘I£ (TIIARGIC 01-‘1 1/2% wrru A MINIMUM 01«'$1.oo PER MONTH Invoice '161a
WII.l. BIC(TIIARGEI) ON ALI. PAST DUI‘) ACCOUNTS.
Agenda Item #4.
‘
IIIVOICB Page 1 of1
MUNICIPAL SUPPLY, INC.
Municipal, Contractor, and Industrial Supplies INVOICE NUMBER: 0895502-IN
INVOICE DATE: 12/22/2023
1550 N.E. 51st Avenue Des Moines, Iowa 50313
PH: (515)262-1300 FAX: (515)262-6662
WATS (800) 747-2025
After Hours: (515)252-1300, Option 5 °Rg$§£g'£T?‘ ‘I’;/5]'°’5%:)
SHIP DATE: 23
12/19/2023
SALESPERSON: SAMOLABY
CUSTOMER NO: 10-WESTBU
SOLD TO: SHIP TO:
CITY OF WEST BURLINGTON CITY OF WEST BURLINGTON
WATER DEPARTMENT WATER DEPARTMENT
122 BROADWAY 122 BROADWAY
WEST BURLINGTON, IA 52655 WEST BURLINGTON, IA 52655
BUYER:
CUSTOMERP.O. JOB NAME SHIP VIA TERMS
SAM 0 NET 30 DAYS
ITEM NO. UNIT ORDERED SHIPPED BACK ORD PRICE AMOUNT
I2MJ-OL EACH 3.00 3.00 0.00 3,401.70 10,205.10
12" MJ VALVE OL
260-1380851 EACH 2.00 2.00 0.00 752.75 1,505.50
12" MACRO COUP 12.7-13.80 EPDM
I2GR-DI EACH 6.00 6.00 0.00 175.05 1,050.30
12'' D1 GRIP RING & GLAND ONLY
6630.I2BMP EACH 6.00 6.00 0.00 59.50 357.00
12" MJ CORE BLUE BOLT & GASK P
ORDER # 163271
Vendor #:
Check #:
Fiied:
For:
Invoice #:
PLEAS Net Invoice: 13,] 17,90
1550 N ‘
. 0.00
DES MOINES, IA5031 3 Sales Tax: 0.00
A SERVICE CHARGE OF 1 1/2% WITH A MINIMUM OF $1.00 PER MONTH Invoice Total: 13,1I 7.90
WILL BE CHARGED ON ALL PAST DUE ACCOUNTS.
.5
Agenda Item #5.
._,.,..=—u—-"”‘
F'Y E Fye Excavating, Inc. : 10165 Sperry Road
Sperry, IA 52650
5
M
|nV0i¢e
|nvoice#
IEXCAVATING
INC.
Project
Force Main Air Release Valve 2023
City of West Burlington
I22 Broadway St
West Burlington, IA 52655
%Air Release Structure @ Gear Ave Location
Prior Qty PriorAmt Curr Qty
E Total% Amount
PO 48299
Mobilization
Provide traffic control for lane closure
Provide equipment/laborto excavate for air release structure
Provide shoringfor excavation
Install tappingsaddle with 3" gate valve
Hot Tap existing force tmin
InstallCombinationAir Valve with BackFlushattachment
Install60" manholewith I-lallidayHatch
Baelt?llexcavationonce complete
Bid 55,733.00 55,733.00 0 O.l47l3 |4.7l°/o 8,200.00
I
: Sa'°s<'-°%) T°ta'
Agenda Item #6.
Expense Approval Report
West Burlington, IA By Payment Number
Payable Dates 1/3/2024 - 1/3/2024
Payment Date Vendor # Payment Amount
Payment Number Payable Number Description Vendor Name Account Number Item Amount
31537 12/20/2023 0057 CARD SERVICE CENTER 5,488.70
107-MOORE ADOBE MONTHLY 001-651-6419 21.19
108-MOORE HUMBLE FAX 001-651-6419 10.00
109-MOORE FIRE DEPT AWARDS 001-150-6299 532.83
115-MANDSAGER GEN PRAC REVIEW 001-610-6220 120.00
116-MANDSAGER BUS PUBLICATIONS SUB 001-610-6220 41.56
117-MANDSAGER PARALLELLS SOFTWARE 001-610-6419 128.39
118-MANDSAGER SONIC WALL THREAT PROTECTION 001-651-6419 1,663.20
119-MANDSAGER TECH SUPPORT 001-610-6419 106.99
121-FRY ADOBE MONTHLY 001-651-6419 19.99
16-MESECHER I 610-815-6373 0.99
552-NEWBERRY BOOTS=DUNHAM 001-110-6181 100.32
553-NEWBERRY PRINTER PAPER/LABEL PRINTER 001-110-6507 94.12
554-NEWBERRY VECTOR MAGIC 001-651-6419 9.95
555-NEWBERRY SCREENFEED 001-651-6419 26.00
556-NEWBERRY SYNERGY MOUS SOFTWARE 001-651-6419 39.00
557-NEWBERRY SSD CARD 001-110-6181 110.00
558-NEWBERRY SSD CARD 001-110-6504 75.52
559-NEWBERRY EXTENSION CABLES 001-651-6504 88.30
560-NEWBERRY MIKE ICLOUD MONTHLY 001-210-6373 1.06
561-NEWBERRY SSD FOR POLICE CAR 001-110-6504 116.16
562-NEWBERRY MONITORS FOR PD 001-110-6504 399.98
563-NEWBERRY ADOBE STOCK IMAGES 001-651-6419 381.47
564-NEWBERRY IPRO TV RENEWAL 001-651-6419 249.50
565-NEWBERRY SP PAGE BUILDER 001-651-6419 210.94
566-NEWBERRY ADOBE FOR STACIA 001-651-6419 254.27
567-NEWBERRY BOOTS-MCCAMPBELL 001-110-6181 200.00
61-LOGAN SCHLUETER CLOTHING 001-110-6181 486.97
31539 12/20/2023 0066 EBS - EMPLOYEE BENEFIT SYSTEM 30,400.64
01/2024 MONTHLY MEDICAL/DENTAL 001-110-6150 12,434.43
01/2024 MONTHLY MEDICAL/DENTAL 001-210-6150 1,166.72
01/2024 MONTHLY MEDICAL/DENTAL 001-610-6150 404.91
01/2024 MONTHLY MEDICAL/DENTAL 001-620-6150 775.35
01/2024 MONTHLY MEDICAL/DENTAL 001-620-6150 12.30
01/2024 MONTHLY MEDICAL/DENTAL 001-651-6150 393.73
01/2024 MONTHLY MEDICAL/DENTAL 110-210-6150 3,979.58
01/2024 MONTHLY MEDICAL/DENTAL 600-810-6150 6,255.88
01/2024 MONTHLY MEDICAL/DENTAL 610-815-6150 4,977.74
31540 12/20/2023 1222 ED STIVERS FORD LINCOLN I 48,291.00
INV08339 F24081 600-810-6710 48,291.00
31541 12/20/2023 2243 IOWA DEPARTMENT OF NATURAL RESOURCES 80.00
INV08340 FRITZ WW CERTIFICATE 610-815-6231 80.00
31542 12/20/2023 0551 STACEY STEVENS 120.00
INV08338 COOKIES-COUNCIL OPEN HOUSE 001-610-6230 120.00
31547 12/21/2023 0468 PARAGON COMMERCIAL INTERIORS, INC 660.00
INV08342 OFFICE EQUIPMENT 001-170-6507 145.00
INV08342 OFFICE EQUIPMENT 001-610-6507 270.00
INV08342 OFFICE EQUIPMENT 001-651-6507 145.00
INV08342 OFFICE EQUIPMENT 600-810-6507 50.00
12/29/2023 10:35:48 AM Page 1 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Payment Date Vendor # Payment Amount
Payment Number Payable Number Description Vendor Name Account Number Item Amount
INV08342 OFFICE EQUIPMENT 610-815-6507 50.00
31548 12/29/2023 2127 ALLIANT ENERGY 17,749.83
12/27/23 STMT UTILITIES 001-210-6371 666.47
12/27/23 STMT UTILITIES 001-240-6371 131.52
12/27/23 STMT UTILITIES 001-430-6371 19.73
12/27/23 STMT UTILITIES 600-810-6371 865.52
12/27/23 STMT UTILITIES 610-815-6371 6,433.64
12/28/23 STMT UTILITIES 001-150-6371 924.41
12/28/23 STMT UTILITIES 001-240-6371 497.58
12/28/23 STMT UTILITIES 001-430-6371 13.51
12/28/23 STMT UTILITIES 001-440-6371 125.93
12/28/23 STMT UTILITIES 001-650-6371 718.80
12/28/23 STMT UTILITIES 052-470-6498 19.08
12/28/23 STMT UTILITIES 110-230-6371 4,054.69
12/28/23 STMT UTILITIES 600-810-6371 1,611.10
12/28/23 STMT UTILITIES 610-815-6371 1,667.85
31549 12/29/2023 0024 ARAMARK 49.98
6150295594 DOORMAT SERVICE 001-650-6310 49.98
31550 12/29/2023 4048 POSTMASTER 517.12
12/2023 DECEMBER 2023 WATER BILLS 600-810-6508 258.56
12/2023 DECEMBER 2023 WATER BILLS 610-815-6508 258.56
31551 1/3/2024 1110 ALLGOOD ANIMAL HOSPITAL, PC INC 148.50
628844 VET FEES 001-190-6413 148.50
31552 1/3/2024 1115 ALTORFER, INC. 122.00
Z2107101 JUMPING JACK 600-810-6499 122.00
31553 1/3/2024 0024 ARAMARK 99.96
6150288910 DOORMAT SERVICE 001-650-6310 49.98
6150292335 DOORMAT SERVICE 001-650-6310 49.98
31554 1/3/2024 5670 CESSFORD CONSTRUCTION CO 2,344.28
1808552 PATCH 600-810-6507 1,442.53
1808752/1808749 ROCK/SAND FOR WATER PROJECTS 600-810-6507 901.75
31555 1/3/2024 4715 CITY OF BURLINGTON-FINANCE 1,920.00
AS1553 ANIMAL SHELTER HOUSING SEPT/OCT 001-190-6413 1,920.00
31556 1/3/2024 3600 DES MOINES STAMP MANUFACTURING 37.00
1227052 NAMEPLATE-R COVERT 001-610-6506 37.00
31557 1/3/2024 1615 FARM KING OF BURLINGTON 1.29
INV08343 CLAMP 001-250-6350 1.29
31558 1/3/2024 1616 FASTENAL COMPANY 18.77
IABUR306311 SAFETY GLASSES 600-810-6507 18.77
31559 1/3/2024 3235 FRANK MILLARD & CO. INC. 200.00
196669 LABOR SUMP PUMP REPAIR 001-650-6310 200.00
31560 1/3/2024 1091 FYE EXCAVATING, INC. 8,200.00
18716 AIR RELEASE STRUCTURE 612-815-6759 8,200.00
31561 1/3/2024 3130 HUFFMAN'S FARM & HOME 414.19
60343 GLOVES 600-810-6507 7.99
60367/60368/60332 GLOVES 001-210-6507 52.26
60425 BOOTS-JOEL SCHNEDEN 110-210-6181 119.99
60425 BOOTS-JOEL SCHNEDEN 610-815-6181 120.00
60440 PIPE/COUPLERS 600-810-6507 113.95
12/29/2023 10:35:48 AM Page 2 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Payment Date Vendor # Payment Amount
Payment Number Payable Number Description Vendor Name Account Number Item Amount
31562 1/3/2024 1393 IMWCA 3,418.00
INV89024 WC PREMIUM 25% 001-110-6160 837.04
INV89024 WC PREMIUM 25% 001-150-6160 1,323.32
INV89024 WC PREMIUM 25% 001-430-6160 48.87
INV89024 WC PREMIUM 25% 001-440-6160 18.36
INV89024 WC PREMIUM 25% 001-610-6160 95.03
INV89024 WC PREMIUM 25% 001-620-6160 34.47
INV89024 WC PREMIUM 25% 110-210-6160 803.87
INV89024 WC PREMIUM 25% 600-810-6160 122.07
INV89024 WC PREMIUM 25% 610-815-6160 134.97
31563 1/3/2024 0356 INDUSTRIAL ELECTIC MOTORS 279.00
1650718 BATTERIES 001-210-6504 279.00
31564 1/3/2024 2251 IOWA LAW ENFORCEMENT ACADEMY 50.00
325395 MMPI-BRUECK 001-110-6507 50.00
31565 1/3/2024 3630 IOWA STATE UNIVERSITY 64.00
INV08341 CLASS-WILLEFORD 600-810-6230 32.00
INV08341 CLASS-WILLEFORD 610-815-6230 32.00
31566 1/3/2024 1457 LYNCH DALLAS, PC. 671.50
215224 PW CONTRACT NEGOTIATION 001-210-6411 223.84
215224 PW CONTRACT NEGOTIATION 600-810-6411 223.83
215224 PW CONTRACT NEGOTIATION 610-815-6411 223.83
31567 1/3/2024 0280 MAGEL'S CONCRETE CUTTING & DRILLING SERVICES 500.00
4329 CONCRETE CUTTING 600-810-6499 500.00
31568 1/3/2024 3142 MCDONALD SUPPLY CO. 43.72
S019757823.001 CUTTER BLADES 600-810-6504 43.72
31569 1/3/2024 3167 MENARDS 27.36
88045 BATTERIES/12V PLUG 600-810-6507 27.36
31570 1/3/2024 3373 MUNICIPAL SUPPLY INC. 27,340.49
0895159-IN WATER FITTINGS 600-810-6507 13,077.55
0895501-IN WATER FITTINGS 600-810-6507 1,145.04
0895502-IN WATER FITTINGS 600-810-6507 13,117.90
31571 1/3/2024 0549 MYERS TREE FARM, INC 100.00
1784 EVERGREENS FOR PLANTERS 001-650-6310 100.00
31572 1/3/2024 3823 NAPA AUTO PARTS 297.94
453729 BATTERY TERMINAL 001-110-6332 6.66
453751 OIL/AIR FILTERS 001-110-6332 96.99
453753 OIL/FUEL FILTERS 001-210-6332 26.84
453753 OIL/FUEL FILTERS 001-250-6332 26.83
453753 OIL/FUEL FILTERS 600-810-6332 26.84
453767 AIR FILTERS 001-210-6332 113.78
31573 1/3/2024 7060 QC ANALYTICAL SERVICES LLC 1,956.00
2312123 WASTEWATER TESTS 610-815-6490 1,956.00
31574 1/3/2024 0393 RIVERSTONE GROUP INC 967.40
1260535 UPM COLD PATCH 001-210-6507 967.40
31575 1/3/2024 6920 ROYAL 240.00
7496 RAFFLE TICKETS 001-110-6507 240.00
31576 1/3/2024 1273 SHOTTENKIRK SUPERSTORE, INC 347.97
1116557 RUNNING BOARDS 600-810-6710 403.92
451527 RESET COMPUTER 001-110-6332 80.00
12/29/2023 10:35:48 AM Page 3 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Payment Date Vendor # Payment Amount
Payment Number Payable Number Description Vendor Name Account Number Item Amount
CM10419142 BATTERY CORE RETURN 001-110-6332 -135.95
31577 1/3/2024 0156 SOUTHEAST IOWA GARAGE DOOR SPECIALISTS, INC. 319.70
INV08345 ROLLERS, CABLES.BEARINGS 001-210-6310 319.70
31578 1/3/2024 1427 STACIA DE PERROT 25.17
INV08346 SHIRT REIMBURSEMENT 001-110-6181 25.17
31579 1/3/2024 4801 TDC CONTRACTING 1,985.00
960895 EXCAVATOR RENTAL 600-810-6499 600.00
960896 REPAIR CURB STOP 600-810-6499 1,385.00
31580 1/3/2024 0491 THE CORNER COBBLER 60.00
WBPD121423 SEW ON UNIFORM PATCHES 001-110-6181 60.00
31581 1/3/2024 0300 TRUSTED TECH TEAM 853.74
CB-96333 MICROSOFT SUBSCRIPTION 001-651-6419 853.74
31583 1/3/2024 9301 UNITED RENTALS, INC. 460.00
227977526-001 PUMP RENTAL 600-810-6507 92.00
228348501/228196… PUMP RENTAL 600-810-6507 368.00
31584 1/3/2024 1282 UPS 106.32
301WV7493 SHIPPING 600-810-6508 11.66
301WV7493 SHIPPING 610-815-6508 62.77
301WV7503 SHIPPING 600-810-6508 7.09
301WV7503 SHIPPING 610-815-6508 24.80
31585 1/3/2024 1352 VALLEY DISTRIBUTION CORP. 48.19
459737 GREASE 001-250-6350 16.07
459737 GREASE 600-810-6350 16.06
459737 GREASE 610-815-6350 16.06
31586 1/3/2024 4630 WEST BURLINGTON HYDRAULICS 10,350.86
6691 CLAMPS 610-815-6507 43.80
6717 FITTINGS 600-810-6507 7.55
6755 STROBE LIGHTS 110-210-6723 775.44
6766 SNOW PLOW FOR TRUCK 110-210-6723 9,524.07
31587 1/3/2024 0553 WILLIAM STEFFENSMEIER 143.17
INV08344 SIDEWALK REIMBURSEMENT 121-750-6743 143.17
31588 1/3/2024 9790 WITMER PUBLIC SAFETY GROUP 1,198.20
INV383427 GLOVES 001-150-6181 1,198.20
DFT03859 12/19/2023 1678 EBS -EMPLOYEE BENEFIT SYS INC 925.08
12/19/2023 FLEX 821-698-6151 925.08
DFT03860 12/15/2023 1678 EBS -EMPLOYEE BENEFIT SYS INC 4.91
12/15/2023 FLEX 821-698-6151 4.91
DFT03861 12/19/2023 0282 EBS/ZELIS/PAY PLUS 497.17
12/19/2023 PARTIAL SELF FUNDING 820-698-6151 497.17
DFT03862 12/18/2023 1678 EBS -EMPLOYEE BENEFIT SYS INC 22.00
12/18/2023 FLEX 821-698-6151 22.00
DFT03863 12/21/2023 0299 UMB 250.00
963917 AGENT FEE 200-710-6899 250.00
DFT03864 12/28/2023 0282 EBS/ZELIS/PAY PLUS 1,341.79
12/28/2023 PARTIAL SELF FUNDING 820-698-6151 1,341.79
12/29/2023 10:35:48 AM Page 4 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Payment Date Vendor # Payment Amount
Payment Number Payable Number Description Vendor Name Account Number Item Amount
DFT03865 12/27/2023 1678 EBS -EMPLOYEE BENEFIT SYS INC 10.00
12/27/2023 FLEX 821-698-6151 10.00
Grand Total: 171,767.94
12/29/2023 10:35:48 AM Page 5 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Report Summary
Fund Summary
Fund Payment Amount
001 - GENERAL 33,867.45
052 - 4TH JULY CELEBRATION 19.08
110 - ROAD USE TAX 19,257.64
121 - LOCAL OPTION SALES TAX 143.17
200 - DEBT SERVICE 250.00
600 - WATER 91,146.64
610 - SEWER 16,083.01
612 - CAPITAL PROJECT - SEWER 8,200.00
820 - RISK MANAGEMENT/SELF-IN 1,838.96
821 - FLEX ACCOUNT 961.99
Grand Total: 171,767.94
Account Summary
Account Number Account Name Payment Amount
001-110-6150 GROUP INSURANCE - M… 12,434.43
001-110-6160 WORKERS COMPENSAT… 837.04
001-110-6181 ALLOWANCES-CLOTHING 982.46
001-110-6332 REPAIR & MAINTENAN… 47.70
001-110-6504 MINOR EQUIPMENT 591.66
001-110-6507 OPERATING SUPPLIES 384.12
001-150-6160 WORKERS COMPENSAT… 1,323.32
001-150-6181 ALLOWANCES-CLOTHING 1,198.20
001-150-6299 RECRUITMENT/RETENTI… 532.83
001-150-6371 UTILITIES 924.41
001-170-6507 OPERATING SUPPLIES 145.00
001-190-6413 PAYMENTS TO OTHER … 2,068.50
001-210-6150 GROUP INSURANCE - M… 1,166.72
001-210-6310 BUILDING MAINTENAN… 319.70
001-210-6332 REPAIR & MAINTENAN… 140.62
001-210-6371 UTILITIES 666.47
001-210-6373 TELEPHONE/INTERNET S… 1.06
001-210-6411 LEGAL EXPENSE 223.84
001-210-6504 MINOR EQUIPMENT 279.00
001-210-6507 OPERATING SUPPLIES 1,019.66
001-240-6371 UTILITIES 629.10
001-250-6332 REPAIR & MAINTENAN… 26.83
001-250-6350 EQUIPMENT MAINTEN… 17.36
001-430-6160 WORKERS COMPENSAT… 48.87
001-430-6371 UTILITIES 33.24
001-440-6160 WORKERS COMPENSAT… 18.36
001-440-6371 UTILITIES 125.93
001-610-6150 GROUP INSURANCE - M… 404.91
001-610-6160 WORKERS COMPENSAT… 95.03
001-610-6220 SUBCRIPTION & EDUCA… 161.56
001-610-6230 TRAINING, LICENSING, … 120.00
001-610-6419 COMPUTER OPERATION … 235.38
001-610-6506 OFFICE SUPPLIES 37.00
001-610-6507 OPERATING SUPPLIES 270.00
001-620-6150 GROUP INSURANCE - M… 787.65
001-620-6160 WORKERS COMPENSAT… 34.47
001-650-6310 BUILDING MAINTENAN… 449.94
001-650-6371 UTILITIES 718.80
001-651-6150 GROUP INSURANCE - M… 393.73
001-651-6419 COMPUTER OPERATION … 3,739.25
001-651-6504 MINOR EQUIPMENT 88.30
001-651-6507 OPERATING SUPPLIES 145.00
052-470-6498 4TH OF JULY CELEBRAT… 19.08
12/29/2023 10:35:48 AM Page 6 of 7
Agenda Item #6.
Expense Approval Report Payable Dates: 1/3/2024 - 1/3/2024
Account Summary
Account Number Account Name Payment Amount
110-210-6150 GROUP INSURANCE - M… 3,979.58
110-210-6160 WORKERS COMPENSAT… 803.87
110-210-6181 ALLOWANCES-CLOTHING 119.99
110-210-6723 CAPITAL OUTLAY - MAJ… 10,299.51
110-230-6371 UTILITIES 4,054.69
121-750-6743 SIDEWALKS 143.17
200-710-6899 DEBT SERVICE AGENT F… 250.00
600-810-6150 GROUP INSURANCE - M… 6,255.88
600-810-6160 WORKERS COMPENSAT… 122.07
600-810-6230 TRAINING, LICENSING, … 32.00
600-810-6332 REPAIR & MAINTENAN… 26.84
600-810-6350 EQUIPMENT MAINTEN… 16.06
600-810-6371 UTILITIES 2,476.62
600-810-6411 LEGAL EXPENSE 223.83
600-810-6499 MISCELLANEOUS/CONT… 2,607.00
600-810-6504 MINOR EQUIPMENT 43.72
600-810-6507 OPERATING SUPPLIES 30,370.39
600-810-6508 POSTAGE/SHIPPING 277.31
600-810-6710 CAPITAL OUTLAY - VEH… 48,694.92
610-815-6150 GROUP INSURANCE - M… 4,977.74
610-815-6160 WORKERS COMPENSAT… 134.97
610-815-6181 ALLOWANCES-CLOTHING 120.00
610-815-6230 TRAINING, LICENSING, … 32.00
610-815-6231 APPRENTICESHIP PROG… 80.00
610-815-6350 EQUIPMENT MAINTEN… 16.06
610-815-6371 UTILITIES 8,101.49
610-815-6373 TELEPHONE/INTERNET S… 0.99
610-815-6411 LEGAL EXPENSE 223.83
610-815-6490 OTHER PROFESSIONAL … 1,956.00
610-815-6507 OPERATING SUPPLIES 93.80
610-815-6508 POSTAGE/SHIPPING 346.13
612-815-6759 MANHOLE REPAIRS 8,200.00
820-698-6151 MEDICAL INSURANCE R… 1,838.96
821-698-6151 FLEX REIMBURSEMENT 961.99
Grand Total: 171,767.94
Project Account Summary
Project Account Key Payment Amount
**None** 171,767.94
Grand Total: 171,767.94
12/29/2023 10:35:48 AM Page 7 of 7
Agenda Item #1.
MEMORANDUM
Date: 2024.01.03
To: Mayor Teater & West Burlington City Council
From: Gregg Mandsager, City Administrator
Re: Gear Avenue Trail Phase 2 – Award of Bid
Snyder confirmed what we can release on the IDOT bids for the Gear Avenue Trail Phase 2
Project. Please note that this is a confidential bid process unlike city bids. IDOT noted that we
should not provide any item pricing information, or info that could allow other bidders to
determine the bid prices from the December letting including the full engineer’s estimate. It is
OK for the City to discuss the low bid (total) and in general items that were above the
engineer’s estimate, but we should not go into detail about pricing or how much each item was
above estimate. If for any reason the bids are rejected, IDOT feels that making this information
public could influence the bid prices for a potential future letting of the project.
It appears that three major cost items are unlikely able to be changed or reduced – removals,
mobilization and curb and gutter.
Funding:
$548,111 (TAP) + $345,357 (SRT) + $100,000 (Wellmark) = $993,468
Low Bid: $1,491,777 (Engineers Estimate = $1,212,612)
Net Cost or Local Match: $629,809.
[$498,309 plus construction management and grant management ($124,000 and $7,500)]
Project Recommendation:
Award the contract with the hope (not guarantee) of valuing engineering the project with the
low bidder. (Jones was the contractor on the last trail project.
Also recommend using PPC in lieu of HMA (life of the pavement v cost issue) if the cost is
around $11-12,000 more than the HMA costs.
Please note: Value engineering is not allowed prior to award of a bid. You could reject bids,
but I haven’t seen that help with costs unless we were to make drastic changes in the project
Agenda Item #1.
which would affect our current funding sources. Local option sales tax and/or TIF are our best
options and were planned for the match already.
Funding Recommendation:
Undesignated TIF Fund Balance
Agenda Item #1.
Memorandum
To: Gregg Mandsager, J.D., ICMA-CM Date: 12/28/2023
City Administrator
From: Dax Suntken, P.E.
CC:
RE: Gear Avenue Trail - Bid Tab Analysis
Bids were received by the Iowa DOT on December 19, 2023 for the above referenced project.
Only two bids were received. Low bid was Jones Contracting Corporation for $1,491,777. The
second bid was from Brandt Construction Company and Subsidiary for $1,999,043.17. Our cost
opinion was $1,212,612, so low bid was 23% higher than the estimated cost.
Iowa DOT policy requires jurisdictions to award the contract if the low bid is within 10% over
the engineer’s cost opinion. Since this bid was higher, there are options to consider.
Option 1 – Award the bid and work with the Contractor on modifications to the contract to
reduce the overall cost. This project has a lot of detailed, labor-intensive work with several
“trades” involved (concrete work, asphalt work, bridge work). Contractors that are willing to
prime a project like this are typically not only taking the lowest quote from subcontractors, but
are more likely to take the quote of someone they prefer to work with. As a trail project, the
overall construction quantities are small, therefore the unit costs can be difficult to predict as the
prime and subcontractors factor in rising labor costs.
Altering or eliminating some of this work or finding ways to increase the efficiency of
construction may yield lower overall costs. The following list includes some initial ideas for
potential cost saving measures or scope changes that would result in long-term life cycle cost
savings:
• Delete granular subbase under parking lot curbs – Cost Savings
• Replace east raised median with a painted median – Cost Savings
• Replace overlay with full depth concrete – Life Cycle Cost Savings
If scope changes are identified by value engineering after the contract is awarded, the City
should be allowed to negotiate the contract unit prices for items that have a significant increase
in quantity including the pavement removal and recreational trail paving for the potential change
option to replace the overlay with full depth PCC. We anticipate that the unit price could be
900 BELL DRIVE SW | CEDAR RAPIDS, IA 52404-5070
autofll
https://snydershuck-my.sharepoint.com/personal/dsuntken_snyder-associates_com/documents/memo_2023-12-28_gearavebids.docm
Agenda Item #1.
Gear Avenue Trail – Bid Tab Analysis
12/28/2023
Page 2 of 3
negotiated lower due to significant increase in quantity and the inherent change in the work
activities required to complete the work.
While the potential change option to replace the overlay with full depth PCC may result in a net
add to the project contract amount, the City may consider the benefits of receiving a full depth
PCC trail. Benefits may include, additional trail pavement life (life-cycle cost savings), reduced
or simplified routine maintenance, visual appearance of project surface materials, and reduction
of scheduling and coordination requirements during construction.
When reviewing the option to replace the east raised median with a painted median, the City
should consider the overall goals of the project. The painted median may offer the desired
separation of the bike facilities from the parking area, but will not provide a physical barrier
between vehicles and cyclists. There may also be a stormwater drainage benefit to eliminating
the east raised median as most of the parking lot drains toward the east. Curb cuts were designed
in the raised curb plan, however in a major rain event, stormwater will pool at the low points of
the trail before it can release at the curb cuts.
Two important items that might alter the availability of some of these options:
1. The contract includes a DBE (Disadvantaged Business Enterprise) goal. The low bid
included 13.14% of the work to be accomplished by a DBE firm. Any work allocated to
the DBE cannot be cut from the project easily.
2. Any changes made cannot be of the magnitude where the outcome of the low bid might
change. This is highly unlikely given the wide gap between the two bids received, but
must be checked anyway. Our preliminary check indicates that this should not be an
issue.
Option 2 – Reject all bids, make a “substantive change” in the project (loosening of schedule
requirements or reduction/alteration of work scope are examples), and re-bid the project in a later
letting.
Example – We noted that the low bid contractor specializes in concrete construction. Removal
of the asphalt work in favor of concrete construction could diminish the number of
subcontractors, prime contractor markup, and reduce the small quantity, labor-intensive, concrete
curb and gutter construction by replacing with larger quantities of monolithic concrete
construction at hopefully a lower unit cost.
It has been our experience that rejecting all bids and re-letting the contract does not typically
yield significant cost savings without major changes to the scope of the project.
https://snydershuck-my.sharepoint.com/personal/dsuntken_snyder-associates_com/documents/memo_2023-12-28_gearavebids.docm
Agenda Item #1.
Gear Avenue Trail – Bid Tab Analysis
12/28/2023
Page 3 of 3
Recommendation
Snyder & Associates, Inc. recommends proceeding with Option 1 to award the contract to the
apparent low bidder and, after contracts have been signed, initiate contact with the Contractor to
negotiate the preferred potential change option.
https://snydershuck-my.sharepoint.com/personal/dsuntken_snyder-associates_com/documents/memo_2023-12-28_gearavebids.docm
Agenda Item #1.
RESOLUTION NO. 2024 -
A RESOLUTION AWARDING A CONTRACT FOR THE
GEAR AVE. TRAIL EXTENSION PROJECT IN THE CITY OF WEST
BURLINGTON, IOWA
BE IT HEREBY RESOLVED, by the City Council of West Burlington, Iowa,
that the contract for the GEAR AVE. TRAIL EXTENSION PROJECT in the
City of West Burlington, Iowa - is awarded to the low bidder,
in the amount of $ .
The project consists of the following:
Extending the Gear Ave. Trail from the south ramp terminals of the Gear
Avenue US Highway 34 interchange north to Huston Street. The design will
include reconstruction on the Gear Avenue bridge over US Highway 34 to
reallocate available bridge width to create a trail accommodation on the
east side of the existing bridge. The trail will occupy an easement on the
Westland Mall property to accommodate the trail in place of the outermost
parking stalls of the mall parking lot.
Council Member moved the foregoing Resolution be
adopted. Council Member seconded the motion to adopt.
Members of the City Council of the City of West Burlington, Iowa, voted as
follows to adopt the Resolution:
AYES:
NAYS:
WHEREUPON, the Mayor declared the Resolution duly adopted.
PASSED AND APPROVED, this day of , 2024.
Ron Teater, Mayor
ATTEST:
Kelly D. Fry, City Clerk
Agenda Item #2.
RESOLUTION NO. 2023 -
A RESOLUTION NAMING THE ____________________________
AS THE OFFICIAL NEWSPAPER(S) FOR THE CITY OF WEST BURLINGTON
Be it Resolved by the City Council of the City of West Burlington, Iowa, that
____________________________ is hereby named as the official newspaper(s) of the
City of West Burlington, Iowa, and that the City Clerk is hereby authorized to publish
official notices, minute summaries, ordinances and any other information as required by
law.
Council Member moved the foregoing Resolution be
adopted. Council Member seconded the motion to adopt. Members of
the City Council of the City of West Burlington, Iowa voted as follows to adopt the
Resolution:
AYES:
NAYS:
WHEREUPON, the Mayor declared the Resolution approved and adopted this
day of , 2024.
Ron Teater, Mayor
ATTEST:
Kelly D. Fry, City Clerk
Agenda Item #2.
HAWKEYE DMC NEWS BURLINGTON BEACON
What day is the paper Tuesday, Published weekly on The Burlington Beacon is published 52 weeks per
published? Wednesday, Thursday year on Friday (the date of delivery may be
Thursday, impacted by holidays). Local subscribers can
Friday, expect to receive the paper with their Friday mail
Saturday delivery and the paper is on newsstands by Friday
morning.
What is the deadline Thurs. 4 p.m. to Monday at noon the week Legal notices must be received by Tuesday at 4
for having legal publish Tues. of publication. Can accept p.m. for publication in Friday's issue.
notices published? Fri., 4 p.m. to time-sensitive notices until
publish Wed. 2 p.m. but not routinely.
Mon. 4 p.m. to
publish Thurs.
Tues. 4 p.m. to
publish Fri.
Wed. 4 p.m. to
publish Sat.
What are the rates for We use the We follow the Iowa Public The rates for legal publications are determined by
legal publications rates from Iowa Notice rate guidelines as the state legislature. For the 2023-2024 fiscal
(Public Hearing Newspaper posted by Iowa Newspaper year, the base rate is 59.5 cents per line (40.1
Notices, Budget Association Association. The rates are cents per line for subsequent insertions). This rate
Notices, Minute which is a currently $0.566 per line is based on a 12-pica (2-inch) wide line of eight-
Summaries)? formula of 6 pt. for first run; $0.382 per point type (or its equivalent). The Beacon uses a
type, and the line for rerun. Ordinance 19.5-pica line (3.25 inches) of eight-point type, so
rates vary rate is $0.425 per line. the equivalent cost per line is 96.7 cents per line
depending on These rates are based on (65.2 inches for subsequent insertions). Although
the number of 10 pica, 7 pt size type. the price per line is higher than the base rate, the
times multiplier based on the number of lines will be
published, and smaller because of the greater line width thereby
if it is a single yielding an equivalent rate.
column legal or
a multi-column
legal.
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public)? at the same time).
Are legal publications Legal The Iowa Newspaper The Iowa Newspaper Association publishes legal
shown online (if so, publications Association publishes legal notices for all member papers
where)? can be seen on notices for all members at on www.iowanotices.org. Beginning in January
the E-Edition of www.iowanotices.org. 2024, The Beacon will also host a page containing
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keywords, publication
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Media platforms used disseminate legal notices. However, we plan on
for legal notices (if so, posting legal notices on social media, primarily
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Agenda Item #3.
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West Burlington, lowo 52655
Fox: 3l9.754.47o3
Website: www.seirpc.corn
December 7, 2023
Mayor Ron Teater
City of West Burlington
122 Broadway
West Burlington, IA 52655
Dear Mayor Teater,
RE: Annual SEIRPC Board Appointment
Thank you for your membership with SEIRPC! We truly appreciate the opportunity to have served
southeast Iowa for the past 50 years and look forward to serving you into the future.
The SEIRPC board is composed of 19 members from four counties: County reps (4); Two largest
cities in each county (8); Private sector members appointed by public reps (4); Workforce
development (1); Southeastern Community College (1); and previously Iowa Wesleyan University
(1)
Your current Board Member is Ron Teater. SEIRPC board members are appointed annually, with
terms expiring January 1, 2024. Please name a board appointee, complete and approve the
attached resolution and send to SEIRPC (attention: Sherri Jones).
Your appointee will caucus with the other two SEIRPC representatives in your County to name the
Private Sector Representative for the Board. Your current Private Sector Representative is Tim
Fencl.
It is encouraged that the appointment forms are received by SEIRPC by January 12, 2024.
If you have any questions, please do not hesitate to contact SEIRPC Executive Assistant, Sherri
Jones, via phone (319) 753-4322 or email s'ones@seirpc.com
Sincerely,
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Mike Norris
Executive Director
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Agenda Item #4.
MISC BOARD/COMMITTEE APPOINTMENT
Code requires Mayor to be appointed
Representative Appointed by Council
City Staff Representative
BOARD/COMMITTEE NAME
911 Board
Rebecca Teater
Burlington Public Library
Non-Voting Liaison
• Gregg Mandsager, Economic
Development
Chamber of Commerce/ Grow Greater Burlington • Andy Crowner, Convention &
Visitors Bureau (Exp.1/1/25)
• Andy Crowner Sports Commission
DMC Assessor Conference Board Mayor Teater
Mayor Teater
DMC Emergency Management
Gregg Mandsager, Alternate
Gregg Mandsager
DMC GIS
Kelly Fry, Alternate
Gregg Mandsager*
DMC Solid Waste Commission
Mike Brissey, Alternate
Joint Safety Committee Kelly Fry
Resource Enhancement and Protection (R.E.A.P.) Melanie Young
Southeast Iowa Narcotics Task Force Jesse Logan
Southeast Iowa Regional Airport Authority Hans Trousil
Southeast Iowa Regional Airport Authority - Zoning Update Committee Gregg Mandsager
Kelly Fry, Alternate
(Appt. 5/1/2019)
Ron Teater, Mayor
Southeast Iowa Regional Planning Commission Executive Board
Melanie Young, Alternate
City Township Ambulance Association (CTAA) – Contract with Burlington for
Mayor and City Administrator
Ambulance Services
Agenda Item #5.
MEMORANDUM
TO: Mayor Teater and City Council Members
FROM: Kelly Fry, City Clerk
DATE: December 28, 2023
RE: Consider Appointments to the Planning and Zoning Commission
PLANNING & ZONING APPOINTMENTS:
We have three seats on the Planning and Zoning Commission with terms ending 12/31/2023.
ORIGINAL
NAME APPT DATE TERM EXP
Gary Deen Feb/2012 12/31/2023
Joe Rector** Jan/2022 12/31/2026
Karen Dewey* Feb/1999 12/31/2023
Larisa Conner May/2019 12/31/2023
Mary Storch Aug/2023 12/31/2025
Blake Ruther*** Mar/2007 12/31/2026
Sandy Lee Jan/2022 12/31/2026
* Chairman ** Vice-Chairman *** Board of Adjustment Liaison
Council Liaison
Please consider reappointing Karen Dewey for another 5-year term. Consider appointing Kathy
Newberry and Mike Davis to fill the two 5-year terms left by Gary Deen and Larisa Conner. These are
all five-year terms that would end on 12/31/2028.
Agenda Item #6.
Letter of Understanding
Between the City of West Burlington (City) and Communication Workers of
America, AFL-CIO (CWA) 7176
The following language applies to the addition of the K9 Unit to the West
Burlington Police Department
It is agreed between the City and CWA to amend the provisions in Article XI
Wages to add the following:
ARTICLE XI WAGE SCHEDULE
Section 11.2
Special Assignment-K9 Unit
The parties agree the following terms and conditions will apply to a Canine Handler:
1. Any patrol officer assigned as a canine handler shall be compensated 8 hours pay at his
overtime rate per pay period.
2. A Police Officer assigned as a canine handler shall be allowed to use one day of funeral
leave due to the death of his or her canine.
3. When the K-9 officer is unable to perform their duties due to illness, injury, or leave, any
officer who is temporarily assigned to care for the canine shall be subject to this
agreement.
City of West Burlington Communication Workers of America
_________________________ _________________________
Date:_____________________ Date:_____________________
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