MINUTES OF THE SPECIAL MEETING OF

THE AMES CITY COUNCIL

AMES, IOWA

FEBRUARY 4, 2020

The Ames City Council met in Special Session at 5:15 p.m. on February 4, 2020, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor John Haila presiding and the
following Council members present: Bronwyn Beatty-Hansen, Gloria Betcher, Amber Corrieri, Tim
Gartin, Rachel Junck, and David Martin.

Ex officio

Member Devyn Leeson was also present.

FY 2020/21 BUDGET PROPOSALS:

Library Services.

Library Director Sheila Schofer informed the Council of the following statistics

for the Ames Public Library:

1.

Approximately 1,300 people visit the Library every day

2.

350 sign up for a Library Card each month

3.

1.2 million items were checked out last year (3,400 items each day).

4.

511 volunteers contributed nearly 17,000 hours of assistance in 2018/19

Director Schofer advised that the Library is embarking on a heavily staff-involved and community-
engaged strategic planning process. They are incorporating a total city perspective by utilizing
resources from Mary Greeley Medical Center, the City of Ames Resident Satisfaction Survey best
practices, National Public Library data, City GIS for mapping data, and ISU STATCOM for survey
design and tabulation.

The Council was informed of many of the programs offered at the Library. Ms. Schofer commented
that Ames ranked No. 1 of all Iowa urban public libraries in attendance at children’s programs, with
51,234.

At the inquiry of Council Member Gartin, Director Schofer stated that in 2018, 5,875 free meals
were offered to children during the summer (educational and nutritional component). She said she
believed that even more meals were served in 2019.

Ms. Schofer noted the number of partnerships that the Library has formed and how valuable they
have proven to be. They are expanding current partnerships with school visits, library card sign-up,
book talking, and resource sharing. New STEM kits are in the works after the first batch has proved
so popular with children and families.

Director Schofer emphasized that the Library welcomes all and is creating welcoming and inclusive
spaces with the world language collection. In partnership with local English as a Second Language
(ESL) teachers, language learning programs have been added to the calendar with a great response
from the community.

Customer Account Services Manager Tracy Briseno informed the Council on some of the ways that
the Library is providing outreach in the community. She cited the Bookmobile, events where

Smyles

has been in attendance, Back-to-School events, events for teens, staff visits to people who are home-
bound, and staff visits to senior living residents to demonstrate new technology. They have
discovered even more ways and places where the Library can connect with members of the
community. The Library has also been expanding its digital collection as customer demand for
virtual collection materials continues to increase. The increase continues to require staff evaluation
of new digital services, training, and the promotion of new resources. There is free Wi-Fi offered
throughout the Library, and there are computers available for use. Ms. Briseno noted that the Library

is expanding its non-traditional materials collection.

Council Member Martin asked how many “hot spots” are available to be checked out at the Library.
Ms. Briseno stated that, currently, they have 20; there are 30 requests in the queue. They are looking
to add ten more. There is a need for more; as soon as one is returned, the customer gets right back
on the list.

Director Schofer noted that the Library is a “Smart” building; however, staff is always looking for
ways to have continuous improvement towards sustainability.

Council Member Martin asked about funding for

Canopy

, a streaming movie service with access

to over 30,000 titles. Mr. Martin noted that, when first introduced as a pilot program, it was being
funded by the Friends Foundation. Director Schofer answered that that service is now programmed
in the Library’s budget.

Council Member Betcher noted that fine and fee revenue continues to decrease. Ms. Schofer advised
that is true as more customers transition to the use of eResources. It is Ms. Schofer’s opinion that
fines are used as leverage to get the borrowed items returned to the Library. She said that staff has
had conversations about fine and fee impacts and opportunities, barriers to service, and best
practices providing service, and helping to ensure people have access to resources.

Water Operations.

John Dunn, Director of the Water and Pollution Control Department, provided

an overview of the various programs included in the Administration budget. Mr. Dunn advised that
the number of marketing and outreach events that the Department participates in each year
continues to grow. Many employees from throughout the Department have been helping to educate
members of the community on the importance of clean and safe water, both from the tap and in the
waterways. Examples and photos of some of the ways the Department has had community outreach
at many events were given and shown.

Regarding Plant Operations, Director Dunn advised that the Water Utility is required to complete
a “Risk and Resilience Assessment. This is required under America’s Water Infrastructure Act of
2018. The assessments are based on an All Hazards Consequence Management Approach, including
malevolent acts, natural hazards, and any other risk that may impact any operation of a utility; it
must be completed by December 2020. The assessments also include cyber security risks. The
Department will be working with the US DHS on both cyber and physical security assessments.

Mr. Dunn shared that Ames has received back-to-back awards being named the city with the “Best
Tasting Water in Iowa.” Last fall, the Facility received its LEED Certification from U. S. Green
Building Council. Most recently, the consulting team of FOX Engineering, HERR Engineers, and
BARR Engineering was recognized for excellence by the American Consulting Engineers Council
for their work on the new Water Treatment Plant. The project received the Grand Prize award in
the Water/Wastewater category and also won the prestigious Grand Conceptor award that spans all
categories of engineering design work.

Director Dunn noted that student operators continue to play a huge role for the Facility. Students
work more than 1,500 hours per year at the Water Plant. Many students work with the Admin team
during the summer. Three student operators have been named “Student of the Year” by the Iowa
Section of the American Waterworks Association.

Programs for Facility Operations. It was reported that the Water Pollution Control Facility has just

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completed 30 consecutive years of 100% compliance with its Discharge Permit. This is the second-
longest compliance record in the country. It was noted that biogas produced on-site provides
approximately 20% of total electricity needs for the Facility. The anticipated volume of biosolids
being recycled is up in the current year budget due to cleaning of digesters. Mr. Dunn advised that
an open house of the WPC Facility is budgeted to occur in Spring 2021.

Laboratory. Highlights were provided for the Laboratory Division. The final round of annual lead
and copper testing for the drinking water system was completed. Due to lead results well below the
federal action level of 15 parts/billion, the Plant qualified for reduced lead and copper monitoring
from annual to once every three years. The Laboratory Services Division continues to assist the
Squaw Creek Watershed Management Authority by performing analyses at no cost.

W&PC Metering Services. Implementation of the Cross Connection Control Program, which is
intended to protect the drinking water distribution system from unintentional backwards
contamination by a customer, continues with a high level of customer support. The FY 2020/21
Operating Budget includes a projected 400 meters for new construction and non-routine meter
changes annually and 1,200 meters for routine replacement of older meters. There are also 1,000
meters budgeted in the Capital Improvements Plan through FY 2022/23 to complete the Automatic
Meter Reading conversion.

Mr. Dunn reviewed the rate and fee adjustments:

1. Proposed 2% Water and 5% Sewer rate increase, effective July 1, 2020
2. Annual update to meter-setting fees based on actual costs
3. Updates to Laboratory Analysis Fees, including adding additional tests
4. Increase other related fees based on the across-the-board rate increases

Public Works.

Public Works Director John Joiner showed a video highlighting many of the

accomplishments of the Public Works Department. He gave an overview of the major work
activities for the Utilities Program, including Water Distribution System Maintenance, and Sanitary
Sewer Collection System. A new FTE has been included in the budget for Water Distribution
System Maintenance that will be split between the Water Distribution Program (79%) and the
Sanitary Sewer Maintenance Program (21%). That position is needed to respond to the increasing
workload for water main breaks and sanitary sewer repairs, and also to assist with snow and ice
control. Funds are budgeted in FY 2020/21 to upgrade the City’s hydro-excavating machine to a
trailer-mounted combination jet/vac. That upgrade will assist in more efficient cleaning of sanitary
and storm sewers and allow for a more timely response during sanitary and storm sewer backups,
which was indicated as a concern in the Resident Satisfaction Survey.

Regarding the Storm Water Permit Program, Municipal Engineer Tracy Warner stated that Smart
Watershed public education and outreach continues to be a high priority within the Ames
community and the two watershed districts (Squaw Creek Watershed and Headwaters of the South
Skunk River Watershed). She stated that staff attends numerous outreach opportunities each year
to educate citizens. Ms. Warner noted that she would like to see more people be involved in the cost-
share programs. She pointed out that the City is working with Prairie Rivers of Iowa to complete
watershed projects, including creation and implementation of a ten-year water quality monitoring
plan.

Mr. Joiner provided highlights of the Resource Recovery Plant. It was noted that reject disposal is
expected to decrease in FY 2020/21 due to more normal operations. Revenues have declined over
the past few years due to a significant reduction in the metals market. There has also been a decrease

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in revenues due to lower RDF sales to the Electric Utility caused by boiler maintenance and
increased downtime. Outreach efforts during FY 2019/20 have included 725 visitors, 47 tours, and
11 speaking engagements with 263 participants, and 12 events.

Council Member Gartin asked to have major increases in funding highlighted or noted in some way
in the future.

Highlights were given for Public Works Administration, Engineering, Traffic Engineering and
Maintenance, Street System Maintenance, Parking Operations, and Airport Operations. Pertaining
to Administration, the

Ames-on-the-Go

mobile and Web site application continues to expand with

other department users requiring new licenses. There were 865 requests made through the system
in FY 2018/19. The app has now expanded into Inspections, Electric, Storm Water, and Parks and
Recreation. Under the Engineering program, Mr. Joiner noted that GIS dependency continues to
grow at a steady pace, with approximately 260 outside registered customers with the City’s online
GIS portal. Director Joiner emphasized the value of the City’s partnership with Iowa State
University to provide engineering interns.

Under the Snow & Ice Control Program, Mr. Joiner noted that staff planned for 19 events with a
total of 36" of snow; there have been 17 events with 27 inches of snow to date. At this time last
winter, there had been 21 inches of snow; however, ended at the beginning in March with a total of
52.5 inches. A graph of salt usage was also shown. At the inquiry of Mayor Haila, Director Joiner
shared the Department’s philosophy is to minimize environmental impacts while providing for
safety. Council Member Betcher noted that staff provided notices to 582 property owners or
managers regarding sidewalk snow removal during Winter 2018/19, which is a 50% increase (from
388 notices during 2017/18). Operations Manager Justin Clausen stated that the City gives property
owners 24 hours to respond after posting a notice.

Under Parking Maintenance and Operations, Mr. Joiner commented that the Downtown Parking
Study was completed in FY 2019/20. As a result of the Study in the Downtown, meter rates were
maintained at $0.50/hour, the duration was increased to three hours, and the employee hang tags
were retained. During the next two years, staff will collect data and analyze the infrastructure and
capital needs of the parking lot system.

Regarding Airport Operations, Director Joiner reported that the Airport Master Plan update is in
progress with the anticipated completion in Spring 2020. Mr. Joiner also noted that the contract
with the current Field Base Operator (Central Iowa Air Service) will expire in FY 21/22. Staff will
begin negotiations on renewing that contract as the current FBO has provided high-quality customer
service that has resulted in an increase of itinerant flights into the Airport and a substantial increase
in fuel sales. There has been a 94% increase in overall fuel sales since taking over as the FBO in
2017.

Council Member Betcher asked how it was working for the Airport FBO to clear the snow at the
Airport. Traffic Engineer Damion Pregitzer stated that it was working well for snow events where
there is not significant accumulation. He noted that if there is significant accumulation, regulations
require that airports must shut down.

At the request of Mayor Haila, Municipal Engineer Warner provided the schedule for the South
Grand Extension project. It is estimated that it will be able to be driven on within two years.

Fleet Services.

Director Corey Mellies advised that the hourly rate for maintenance services will

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increase to $75.40/hour in FY 2020/21, which is a 2.9% increase. The rate is designed to recover
the cost of the technicians’ salaries and benefits. The average fuel costs are projected to decrease
from $2.45/gallon to $2.25/gallon for FY 2020/21. A chart was shown of the fuel trends from
2010/11 to 2018/19. A chart was shown on Greenhouse Gas Data Collection, comparing gasohol,
E85, biodiesel (seasonal), and diesel. Mr. Mellies stated that 24% of the City’s Fleet is considered
“green.” Hybrid police vehicles will go into service this week.

Rich Iverson, Fleet Support Manager, stated that the City has been very happy with the five snow
plow trucks running on 100% biodiesel. He stated that the City has used approximately 2,000
gallons of biodiesel since December 17. Mr. Iverson described how the snow plow trucks are
equipped with systems that will allow them to run on 100% biodiesel.

Director Mellies explained that choices for hybrid and electric vehicles are expanding. There are
some challenges: sedans are being phased out and there are fewer options for E85 vehicles. They
will continue to collect data on biodiesel use.

Council Member Gartin asked if there had been any thoughts to the City sharing with others the
success that it has had with biodiesel. Mr. Iverson said that staff from Fleet Services will be
attending the ECO fair to share its story. Representatives from REG and Optimus will be also
present. The Department will be creating a video on the process and its success and will make it
available to other cities.

Facilities

. Director Mellies stated that they are working on purchases of furniture for several

departments. The Department completed a Courthouse Security Plan with Story County and the
State of Iowa. They plan to build off that Plan for a City Hall Safety and Security Plan. The
ACCESS control (keycard system) will be installed in City Hall in 2020. The project also includes
systems for the Fire Stations and Electric. New flooring is planned for Police, and work will be
done on the Auditorium HVAC.

At the inquiry of Mayor Haila, Mr. Mellies explained that the $46,522 budgeted in the 2019/20
Adjusted Budget is to pay for special Department remodeling projects.

Planning.

Planning and Housing Director Kelly Diekmann provided an overview of Planning

Services, which includes Current Planning, Long-Range Planning, and Administrative Services
(shared with the Public Works and Fire Departments). A pie chart was shown indicating how much
time is spent on Planning activities in eight different categories. There were fewer Subdivision and
Zoning Board of Adjustment cases, which allowed staff time to work on the Comprehensive Plan
(Ames 2040).

Under Current Planning, there were fewer Site Development Plan applications, primarily due to
fewer apartment projects. According to Director Diekmann, this reflects a more typical balance of
commercial, industrial, and apartments. It was noted that 2019 saw the fewest single-family homes
built in the past seven years. Council Member Beatty-Hansen commented that she felt that was
market-driven. Mr. Diekmann agreed, stating that it was dependent on the decision of the developer
on what to build. Commercial projects moved forward for Downtown Fareway, Friedrich Iowa
Realty, several hotels, North Grand Mall outlots, and K-Mart site redevelopment.

Housing development pace slowed overall. There was no new land rezoned for single-family
development. There were no new apartment complexes.

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Director Diekmann named the major initiatives of the Long-Range Planning Program: Ames Plan
2040 - Draft Plan and Public Outreach in Summer 2020, completed Campustown workshops on
plazas and parking, Guest Lodging Ordinance completed, and 28 Council Referrals were addressed.
Major upcoming priorities were listed as the Ames Plan 2040, new Council goals, Downtown Sub-
Area Planning, and the Downtown Gateway Area project.

Regarding Administrative Services, staffing is going to be maintained at five positions. The new
interface with customer service portal for Inspections customers has worked well.

City-Wide Affordable Housing.

Vanessa Baker-Latimer, Housing Coordinator, reviewed the City

Council’s goals of providing more affordable housing. She reviewed the activities that the City-
Wide Housing Programs covered in FY 2019/20. Ms. Baker-Latimer also noted the activities that
will be undertaken in 2020/21. Due to HOME funding, only 5% of the Housing Coordinator’s salary
will be expended from the Program.

Community Development Block Grant

. Ms. Baker-Latimer advised that the City received its 16th

allocation of CDBG funding for 2019/20. Activities being undertaken for 2019/20 and the
anticipated ones for 2020/21 were reviewed. The City has not yet been notified as to the amount of
its allocation of funding for 2020/21, For budgeting purposes, the 2019/20 CDBG allocation of
$581,207 is being projected. Staff will be conducting public forums in February and bring back
feedback to City Council for final review and consideration. The Annual Action Plan is to be
submitted to the Department of Housing and Urban Development on or before May 17, 2020, if
funding has been announced.

HOME Program.

It was noted by Ms. Baker-Latimer that the City received its second allocation

of HOME funds. The FY 2020/21 allocation has not yet been announced; however, for budgeting
purposes, the same amount as last year’s allocation is being projected.

Ms. Baker-Latimer advised that HOME requires at 25% local match contribution. She noted that
the City has allocated an amount from General Obligation Bonds for that match. Eligible uses of
HOME funds include tenant-based rental assistance, housing rehabilitation, assistance to
homebuyers, and new construction of housing. HOME funds may also be used for site acquisition,
site improvements, demolition, relocation, and other necessary activities related to development of
non-luxury housing. It was specifically noted by Ms. Baker-Latimer that HOME funds will be
utilized to support the City Council’s goal of addressing affordable housing needs in the community.
The planned activities for 2019/20 and proposed activities for 2020/21 were highlighted.

DISPOSITIONS OF COMMUNICATIONS TO COUNCIL:

None.

COMMENTS:

Council Member Betcher commented that there were several things for the Council

to think about to celebrate “oddities” of the Ames community, specifically noting the 30-year record
of compliance at the Water Plant.

Pertaining to Ames Plan 2040, City Manager Schainker asked for the Council to provide clarity as
to its direction given on growth priority areas. The motion was to grow in the south and west;
however, it needed to be clarified as to what was meant by “west.” It was decided to add clarifying
the motion to the next Regular City Council meeting agenda.

ADJOURNMENT:

Moved by Corrieri to adjourn at 7:55 p.m.

****************************************************************************

6

MINUTES OF THE SPECIAL MEETING

OF THE AMES CITY COUNCIL

AMES, IOWA

FEBRUARY 5, 2020

The Ames City Council met in Special Session at 5:15 p.m. on February 5, 2020, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor John Haila presiding and the
following Council members present: Bronwyn Beatty-Hansen, Gloria Betcher, Amber Corrieri, Tim
Gartin, Rachel Junck, and David Martin.

Ex officio

Member Devyn Leeson was also present.

FY 2020/21 BUDGET PROPOSALS:

Parks & Recreation.

Director Keith Abraham explained the increases in staffing for 2019/20 and

2020/21.

Major Department projects will include a City-Wide Survey, Americans with Disabilities Act
(ADA) Inventory and Transition Plan, Miracle Park, and Indoor Aquatic Center. The Survey is
intended to gather public feedback on programs, parks, facilities, and services provided by the
Department. Bringing the City’s park facilities and amenities into compliance with the ADA will
be a focus for several upcoming years. Staff continues to work with The Ames Foundation on the
Miracle Park. The Foundation is continuing to raise funds and oversees the construction of the
facility. Director Abraham noted that they are excited about the first youth and adult Miracle
Leagues being formed hopefully by Fall 2020. Discussions have begun regarding a new indoor
aquatic center and a consultant is expected to be hired to develop conceptual designs, capital cost
projection, and operational expense projections.

Mr. Abraham briefed the Council on the very generous donations totaling $90,000 that have been
received from community members.

The FTE increases under the Instructional Programs and Athletic Programs are due to 35% of the
Recreation Coordinator’s time added to those Program. The FTE increase in Aquatics is due to 10%
of the Recreation Coordinator’s time being added and 5% of the Recreation Manager’s time being
reallocated to this Program.

Under Aquatics, Director Abraham stated that an end-of-season pass was added in Summer 2019
to be valid August 1 - September 2 and was very successful. At the inquiry of Mayor Haila, Mr.
Abraham advised that staff is exploring options as to how swim lessons and other aquatic activities
will be accommodated with the demolition of the Municipal Pool in FY 2021/22.

The Council was informed of some of the issues affecting the FY 2019/20 and 2020/21 budgets for
the Community Center, Auditorium, and Bandshell. The FTE increase is due to 10% of Recreation
Coordinator’s time added to this Program. Several of the biggest users of the Auditorium were
listed.

It was noted that the purchase of cameras around known homeless camps may be able to be
purchased if approved as part of the 2019/20 Adjusted Budget. Mr. Abraham showed pictures of the
amount of junk and debris that City staff has had to clean up at homeless camps. Council Member
Gartin stated that he didn’t really care about the amount of trash that needed to be cleaned up from
homeless camps. He wanted the Council to focus on helping the people who are homeless. City
Manager Steve Schainker reminded the Council members that they had provided very clear direction
to clean up the homeless camps after the tragic death of an Iowa State student who had allegedly

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been murdered by a homeless person living in a camp near the River by Coldwater Golf Links.

Highlights of the Wellness Program were given. New fitness classes offered in FY 2019/20 were
named. The FTE increase is due to 10% of Recreation Coordinator’s time being added to this
Program.

Mr. Abraham advised that the FY 2019/20 budget includes $14,000 for conceptual design services
for expansion and partial remodeling of the Ice Arena. The study will focus on additional locker
rooms and storage space. Iowa State University is paying half of the cost of the study. The FY
2020/21 budget reflects a 5% increase in ice rental rates to offset the increase in expenses. The FTE
increase is due to adding a 3/4-time Ice Arena Coordinator and reallocating a Recreation Manager’s
time to other funds.

Regarding Homewood Golf Course, Director Abraham advised that design of the new clubhouse
is completed, and construction bids will be received in February 2020 with the goal of opening the
new clubhouse in April 2021. In anticipating of the new clubhouse opening in 2021, management
is developing rental procedures and fees for use of the community room. It was noted that the FY
2020/21 budget doesn’t include any revenues or expenses for the new clubhouse being operated
year-round. The FTE increase is due to 25% of the Recreation Manager’s time being reallocated to
this program.

Under Park Maintenance, The FY 2020/21 budget includes funds for the removal of invasive
vegetation at Ada Hayden Heritage Park, conversion of park shelter lighting and controls,
installation of a park sign at Christopher Gartner Park, replacement grills, additional trash
receptacles, and electrical improvements for equipment used for the Mosquito Control program. Mr.
Abraham advised that over 1,300 Iowa State University (ISU) Greek Community students
participated in brush removal, landscape cleanup, and garbage pickup at the Furman Aquatic Center,
Moore Memorial, Brookside, Stuart Smith, and Gateway Hills Parks as part of the 2019 ISU
Homecoming. It was also noted that staff continues to implement the 20-year Emerald Ash Borer
(EA.) Response Plan in the park system.

Pertaining to Cemetery Operations, Director Abraham advised that the budgeted revenue for FY
2020/21 reflects a 7% increase; staff will be presenting fee increases to City Council in the coming
months. Staff worked with volunteers and the Ames Historical Society to complete and install an
interpretive sign highlighting the history of the Ames Municipal Cemetery. Staff installed a stamped
concrete pad and benches. Staff worked with the United States Military and a local funeral home
for the final burial of Army Corporal Ralph Bennett, who died in World War II, and his remains
were recently discovered, and Corporal Bennett was brought back to Ames for burial.

Right-of-Way Management. Under right-of-way management, staff is addressing hazardous trees,
pruning new and old trees, and planting new trees. An update to the Emerald Ash Borer Response
Plan. Currently in Year Six of the Plan, staff has been removing trees at an accelerated rate and has
already removed 490 of 500 Ash trees.

Electric Services.

Donald Kom, Director of Electric Services, highlighted the operations budgets

for each division (Other Community Protection, Administration, Production, Fuel Purchases,
Distribution, Technical Services, and Engineering). The total budget request for FY 2020/21 equates
to $59,507,515 and reflects a 1.2% increase over FY 2019/20.

Other Community Protection accounts for the electricity used to operate the City’s street lights and

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storm warning system. This budget will see an increase of 5.2% from the FY 2018/19 Adopted due
to additional street lights being installed in new subdivisions. Funds have been budgeted (from the
General Fund) for a new siren in the new industrial park east of Interstate 35 in FY 2018/19 and a
second siren will be installed in FY 2019/20 to support growth in the Iowa State Research Park area.

The Electric Administration budget will see a 9.6% increase from the FY 2019/20 Adopted.
Expenditures are up due to work required on the building’s HVAC system and NERC dues. At the
end of December 2019, 75% of “SunSmart Ames,” a new solar farm, had been spoken for. The
Department will participate in the Eco Fair on April 25. Information was provided about a new
outreach program,

Eco Chats

. Electric System peak usages remain stable; energy usage was up only

by 0.5%.

Mr. Kom emphasized that the Demand Side Management program has played a significant role in
reducing peak; that program began in 2007. This program budget will see a 10.8% decrease.
Demand Side Management programs used by customers reduced summer peak by nearly 2
megawatts. Electric Services continues to evaluate methods to better support residential solar
installations. Staff is exploring possible methods to encourage greater adaption of geothermal heat
pumps as an alternative to traditional heating and cooling equipment.

Regarding the Electric Production program, the total budget will increase by 5.1%. As of January
1, 2020, the Power Plant has operated for 1,005 days without a lost-time accident, which is very
impressive for the industry. This year, staff instituted an internship program in the Power Plant in
partnership with Iowa State University. Director Kom stated that the electric peak occurred on July
19 at 128.8 MW. The all-time peak occurred on July 25, 2012, at 130.7 MW.

Fuel/Purchased Power is the largest of all the program budgets with estimated total expenditures
of $36,381,140 for FY 2020/21. That is a 0.8% decrease from FY 2019/20 Adopted Budget
resulting from a decrease in natural gas prices, which more than offsets other cost increases. Fuel
(natural gas) accounts for more than 48% of the Fuel and Purchased Power budget; market energy
purchases, 26%; and wind, 16%.

Electric Distribution Operations/Maintenance is the division responsible for tree trimming, which
continues to constitute a large expense; its budget will increase 4.8% from FY 2019/20 Adopted.
In response to a challenge to fill line worker positions, two apprentice positions were created in
previous years. Staff is now using a recruiting firm to assist with filling other vacant positions. The
increase in contractual expenditures is to purchase additional transformers and equipment for both
replacement and new construction.

The budget for Electric Technical Services will see an increase of 4.9%. The one-year increase in
the budget to replenish transformer oil supplies to normal levels will need to be extended to a second
year as an unforeseen issue in the Top-O-Hollow tap changer required replacement of close to 400
gallons of the 500 gallons of transformer oil.

The Electric Engineering budget is up 3.9% from FY 2019/20 Adopted. Customer solar
interconnections increased in 2019. There will be an upgrading of relays, controls, breaker and
switchgear aimed at improving reliability; animal guarding continues. This Division manages CIP
projects.

Director Kom advised that the estimated revenues equate to $68,333,600 for FY 2020/21. Mr. Kom
commented that, on average, City of Ames rates are 8% lower than neighboring utilities. It is

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estimated that the ending 2020/21fund balance of the Electric Utility will be $28,534,718. After the
minimum fund balance target is deducted, it will leave a unreserved fund balance of $18,434,718.

Fire Department.

Chief Rich Higgins stated that, under Fire Administration and Support, a

Training Officer will soon be hired. The organization chart noting the two major functions: Fire
Safety and Building Safety was shown. The four major programs of the Fire Department are
Administration and Support, Suppression and Emergency Action, Prevention and Safety Education,
and Building Safety.

According to Chief Higgins, there will be a 3.3% increase to the Fire Safety budget. That increase
includes the cost of adding one firefighter to the Suppression and Emergency Response Division.
That fire fighter will not be assigned to a permanent shift, but will be used as needed to fill short-
term fire fighter vacancies across all three shifts.

The Fire Administration and Support Program will have an increase of 0.7%.

The Fire Suppression and Emergency Action Program. One new fire fighter position will be added.
Slide Unit will be purchased to assist in fighting grass fires. It slides into the back of a pickup truck,
which allows the vehicle to be parked off the roadway, which also protects the public and the fire
fighters.

Chief Higgins emphasized the importance of strategically placed fire stations. He also highlighted
the effectiveness of the Ames Fire Department’s quick responses to calls. A chart showing the
percentage of property saved was shown.

The number of incidents by type from 2012 to 2019 was explained. Medical Assists accounted for
the greatest number of responses with false alarms being second. The Ames Fire Department
responded to nearly 5,000 incidents last year.

Fire Prevention and Safety Education Division. Community outreach efforts were highlighted. One
of the events was teaching how to use fire extinguishers.

Chief Higgins spoke on the importance of partnerships, noting specifically working with the Elks
Lodge of Ames to install 83 carbon monoxide detectors in at-risk homes throughout Ames and with
the American Red Cross to install 128 smoke detectors in 52 at-risk homes throughout Ames.

Building Safety. According to Chief Higgins, this Division budget will increase by 3.4%. There
will be no Building Permit Fee increase. It was noted that lower revenues are expected for FY
2020/21. Rental fees will not see any increase for next fiscal year.

Chief Higgins described the self-service portal for Permits, which is now up and running. The total
number of Permits issued by Inspections in 2018/19 was 3,546.

Examples of the community outreach efforts of the Fire Department and Inspections Division were
given.

The meeting recessed at 7:18 p.m. and reconvened at 7:25 p.m.

Law Enforcement.

Chief Chuck Cychosz said that a critical component of the mission of the

Police Department is “Relationship Building and Problem Solving.”

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Under Police Administration and Records, Chief Cychosz highlighted the Department’s technology
partnerships in the Dispatch and Records System, radios, and FirstNet, which is designed to assist
First Responders. Technology that is shared with local law enforcement agencies has allowed for
cost savings as well as pooling of shared expertise. The new radio system and its costs are shared
with the University and other Story County agencies. The long-term investment in technology has
been critical to effective operations. The new system and its costs will be shared with the University
and other Story County agencies.

Pertaining to Crime Prevention and Police Services, an additional Police Officer position has been
added to the Patrol Division for FY 2020/21. Ongoing commitment to diversity and inclusion will
include additional focused training. According to Chief Cychosz, contemporary training is crucial
to the Department’s effectiveness. A listing of diversity training taken was shown. Hybrid patrol
units will be purchased in FY 2019/20 and 2020/21. Fuel reduction of $5,000 per unit per year is
projected and carbon dioxide is estimated to be reduced by 44,000 pounds. There are over 1,700
mental/emotional health calls/contacts per year. The Mental Health Advocate in the Department is
filled with a three-quarter-time employee. There is increased utilization of the Mobile Crisis
Response Team. The number of personal crimes from 2009 to 2019 showed an increase in assaults
and sexual assaults. The number of domestic violence arrests has been flat over the past ten years.
Council Member Gartin asked to have the numbers of personal crimes responded to Iowa State
University folded in with the numbers from Ames Police Department. The number of noise,
trespassing, and nuisance party calls was shown for the past ten years; noise complaints have gone
down, trespassing calls have edged up a bit, and nuisance party calls have gone down slightly. It was
specifically noted that there were 145 noise complaints due to fireworks in 2018. In 2019, there
were 189 calls for fireworks. A chart showing the trends in property crimes from 2009 to 2019 was
shown. Thefts and burglaries are trending down; however, financial crimes have increased.
Examples of scams and fraud that resulted in significant financial losses were given.

The number of accidents from 2014 through 2019. Property damage of $6.2 million involving 3,294
vehicles was reported from 1,705 accidents in 2019. Chief Cychosz emphasized the importance of
roadway improvements to facilitate safety.

At the question of Council Member Gartin, Chief Cychosz stated that there is a decline in opioid
use; it is not gone, but it appears to have decreased. The Chief credited the Opioid Task Force for
its work. However, according to Chief Cychosz, what is really affecting daily lives is the
availability and use of methamphetamines. He noted the importance of local treatment centers.

Pertaining to the Communications - Emergency Medical Dispatch. Approximately 4,000 times a
year, dispatchers provide medical assistance over the phone.

Under Parking Enforcement. Chief Cychosz advised that the continued direction from Council to
perform education as well as enforcement in the neighborhoods south of the University has brought
bout better compliance. An increased parking fine for special events and game day violations was
implemented in Fall 2019. Ironically, both categories of citations (illegal parking and meters) were
down.

Animal Control. It was noted that the proposed budget includes a .45 FTE increase in the Animal
Control Division. The existing part-time Animal Control Officer position is currently fewer than 20
hours/week. The increase will allow for 30 hours/week of enhanced coverage to handle duties, such
as oversight of the dog park, to help ensure public and animal safety. It was noted that Animal
Control Supervisor Ron Edwards is very committed to transparency. Chief Cychosz noted that a

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Shelter Feasibility Study analyzed the cost of updating the existing facility verses building a new
facility. The current facility often cannot meet the needs of the community. Funds are included in
FY 2020/21 to further refine the options outlined in the study and determine the next steps.

DISPOSITIONS OF COMMUNICATIONS TO COUNCIL:

None.

COUNCIL COMMENTS:

Ex officio

Member Devyn Leeson asked the Council members if March

4 would work for the Joint Meeting with Student Government.

Council Member Betcher noted the Electric Department’s number of days without a lost-time
accident. She noted that that was yet another reason to celebrate.

ADJOURNMENT:

Moved by Corrieri to adjourn the meeting at 8:31 p.m.

******************************************************************************

MINUTES OF THE SPECIAL MEETING

OF THE AMES CITY COUNCIL

AMES, IOWA

FEBRUARY 6, 2020

The Ames City Council met in Special Session at 5:15 p.m. on February 6, 2020, in the Council
Chambers in City Hall, 515 Clark Avenue, pursuant to law with Mayor John Haila presiding and the
following Council members present: Bronwyn Beatty-Hansen, Gloria Betcher, Amber Corrieri, Tim
Gartin, Rachel Junck, and David Martin.

Ex officio

Member Devyn Leeson was absent.

FY 2020/21 BUDGET PROPOSALS:

Transit System.

Transit Director Barb Neal provided an overview of the budgets for the Transit

System. The budget that was presented has been approved by the Transit Board.

Ms. Neal provided a summary of ridership from 2009/10 to the present. The projections for
ridership from 2020/21 through 2024/25. CyRide is rated third in the nation for the most ridership
per capita. Only two cities, one in New York and one in California, were ahead of Ames.

Decreased enrolment at Iowa State University and large, student-oriented apartment complexes
within walking distance to the University are believed to have contributed to a 7% decline in
ridership. It is a concern that declining ridership and lower University enrollment could threaten
federal and state operating funds that are based on ridership and efficiencies. Secured grant funding
will allow for the purchase of three new 40' buses, one new 60' articulated bus, and two battery
electric buses, along with funding for major facility renovations. There has been successful
deployment of new bus technology that includes Automatic Voice Annunciators and an upgraded
Automatic Vehicle Location system. The combined system announces key bus stop locations for
new Ames residents and assists disabled members of the community.

The overall CyRide budget will see a decrease of 1.1%, which will mean an increase of only 2.2%
for the local funding partners. For the City, that will equate to an increase of $45,924. The Transit
Levy will equate to .63633/$1,000 valuation.

Director Neal provided the following statistics for FY 2019:
1. There was an average of 31,684 daily riders

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2. A total of 6,121,023 persons rode CyRide
3. Buses were drove an average of 5,484 miles daily
4. A total of 1,265,319 miles were driven

The budget for Fixed Route Service will see a reduction of 1.7% in 2020/21. CyRide will be
working on a radio project to replace an obsolete radio system in order to make it compatible with
City of Ames departments and Story County emergency management. Staff will continue to
recommend modifications to the Transit Board to modify the new route structure to address needs
identified by customers.

Ways that CyRide is becoming more energy-efficient in its vehicle purchases and efficient through
technology were highlighted. Ms. Neal also noted the importance of customer service, passenger
experience, and employee development to Transit operations. Regarding CyRide’s workforce, the
Council was told that there are 140 Transit drivers. In 2019, 42 drivers were hired.

Director Neal noted that CyRide currently contracts with the Heart of Iowa Regional Transit Agency
(HIRTA) to provide Dial-a-Ride service through June 30, 2021. Dial-a-Ride has an average of 698
riders per year. Council Member Betcher noted that HIRTA’s fare has increased. She questioned
how that increase might impact Dial-a-Ride. Director Neal advised that Dial-a-Ride ridership has
been trending down, so with HIRTA increasing its fares, it is believed that applications for CyRide’s
ADA service will continue to increase. She commented that HIRTA has hired an Outreach
Coordinator in an attempt to reverse the trend of ridership decreases and to raise awareness of transit
options in Story County.

City Council

. Assistant City Manager Brian Phillips highlighted annual and special events that the

Mayor and City Council had attended throughout 2019. Mr. Phillips announced that there will be some changes to the 4th of July Pancake Breakfast, most importantly, the location will be moved to

Bandshell Park in 2020.

City Manager.

Highlights of the major projects supported by the City Manager’s Office were

given. A great deal of support for Council initiatives and community events is provided by this
Department. He noted that City Manager staff also provides major staff support to a number of
larger projects and to six of the 18 Boards and Commissions. The Ames Community Institute is also
staffed by the City Manager’s Office. It was formed to address the needs of the City’s increasingly
diverse community. City Manager Schainker noted that the attendees of the Institute are often asked
to serve as a focus group on prospective initiatives or program. Mr. Phillips brought the Council’s
attention to City Council Special Allocations specifically relating to Outside Funding Requests.

Moved by Betcher, seconded by Beatty-Hansen, requesting staff to provide the City Council a brief
written report on the Story County Housing Trust, including where the first allocations have been
spent and how the money will be spent in subsequent years.
Vote on Motion: 6-0. Motion declared carried unanimously.

City Clerk.

Diane Voss, City Clerk, presented the City Clerk’s Division budget. Many of the

services provided by the City Clerk’s Office were summarized. Major sources of revenue and the
largest expenses were highlighted.

Public Relations.

Susan Gwiasda, Public Relations Officer, updated the Council on the City’s

efforts on branding a positive City identity. She noted some of the tasks performed by the Public
Relations Division, i.e., Press Releases, three newsletters, posting to and monitoring various forms

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of social media, serving as the City’s Web Master, public education and speaking engagements,
organizing and attending recognition events, and administering the Resident Satisfaction Survey.
Ms. Gwiasda highlighted the collaboration with the City’s Print Shop, specifically noting the
assistance of Courtney Hinders, who is a graphic designer in the City’s Print Shop, to make
professional publications. Ms. Gwiasda informed the Council what has been done and what is
planned for the Claim Ames 2020 Campaign .

Media Production Services

. Public Relations Officer Gwiasda noted that the Media Productions

Services Coordinator position had been vacant for almost a year. It is hoped that the position will
be filled soon. Ms. Gwiasda applauded the efforts of the dedicated part-time staff of Media
Production Services, who have increased the City’s video production and kept the Division running
well.

Council Member Betcher asked what the City is doing to make its Web site more ADA accessible.
Ms. Gwiasda explained that the City is making its pages more simple in an effort to be in compliant.
Also, staff is hopeful that the City’s Web service provider will address ADA compliance.

Legal Services.

City Attorney Mark Lambert summarized the services provided by the Legal

Department. He reviewed the main goals of the Department. One of the things that Mr. Lambert
said he and his staff have worked hard on and consider a goal is accessibility; the attorneys work
hard to make themselves accessible to all of their customers. The main duties and tasks performed
by the City Attorney’s Office were noted. City Attorney Lambert showed the Department’s funding
sources and how they are allocated. He also reviewed the budget allocations to four main items:
Personal Services, Internal Services, Commodities, and Contractual.

Human Resources.

Bethany Jorgenson presented the budget for the Department. Ms. Jorgenson

stated that the Human Resources Department is fully staffed for the first time in five years. She
noted that a Human Resources Information System will be selected to help create efficiencies within
the Department.

Ms. Jorgenson noted that 180 recruitments were launched in 2018/19, and as of February 5, 2020,
there had already been 111 recruitments. In 2018/2019, 3,408 applications for jobs were received.
As of February 5, there had been 2,184 applications received.

Highlights were given of the employee training opportunities offered through the Employee
Development Center and Power Hours. One thousand seventy-nine employees attended employee
development training in the last year.

According to Ms. Jorgenson, a lot of focus has been given to diversity and inclusion through the past
year. A Diversity and Inclusion Team has been created. It is comprised of nine members. There
have been six meetings so far. Training opportunities offered on diversity and inclusion were listed.

Council Member Corrieri left the meeting at 7:21 p.m.

Under Employee and Labor Relations, Ms. Jorgenson advised that negotiations were successful with
two bargaining units.

Risk Management. Director Jorgenson provided information on issues and factors affecting the FY
2019/20 and 2020/21 budgets. She noted that weather-related losses across the country forced
property insurers to raise rates higher than originally expected. A City-wide Safety Team is being

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established with the goal of improving the safety training program for City employees. Staff will
take the life insurance and long-term disability insurance to market to ensure that the City is
experiencing maximum value for those benefits. In addition staff is reviewing contracts for liability
insurance and property insurance this fiscal year to determine if a bid process will benefit the City
in the future.

Health Insurance Management. Human Resources Officer Krista Hammer noted that the service
objective for this activity is to keep yearly health insurance rate increases below 10%. She reported
that contribution rates for City departments, employees, and retirees are projected to increase 3.9%
for FY 2020/21. Holding the increase to 3.9% in FY 2020/21 is expected to use a modest amount
of the Health Insurance Fund’s balance, but the Fund will retain a healthy balance with adequate
coverage. Ms. Hammer explained the changes that will occur to the City’s medical plans in FY
2020/21. She showed in what categories the expenditures had been made. The biggest expenses
had occurred in medical claims (61%) and pharmacy claims (21%). Dental claims had accounted
for 5% of the expenses.

Wellness & Health Care Initiatives. Andrea Cardenas, Health Promotion Coordinator, reviewed the
initiatives for this activity. She described the programs that are offered to employees and family
members to promote wellness. Ms. Cardenas emphasized the importance of raising awareness of
mental health issues, which continue to be on the rise. She specifically highlighted the community
campaign to reduce the stigma of mental illness. City Manager noted that the City emphasizes both
physical and emotional safety for its employees.

Finance Services.

Finance Director Duane Pitcher presented the budget for the Economic

Development Program. He noted that TIF rebate pass-throughs for Barilla and Kingland are included
in that Program. The Program provides local support for federal and state-sponsored economic
development programs and administers and oversees all economic development programs. A portion
of the City Manager (10%), City Attorney (5%), and Finance Director (16%) salaries are allocated
to economic development activity.

Mr. Pitcher briefly covered the budgets and gave highlights for Financial Services, including
Administration, Purchasing Services, Information Technology, Utility Customer Service, and
Parking Violation Collection.

Council Member Beatty-Hansen left the meeting at 8:35 p.m.

Conclusion.

City Manager Steve Schainker pointed out to the Council that Budget Officer Nancy

Masteller had provided them a summary of the budget decisions that will need to be made at the
Budget Wrap-Up session to be held on February 11, 2020. He reviewed what amendments to the FY
2019/20 Adjusted Budget would be needed as well as proposed amendments to the FY 2020/21
Budget. Supporting information for each of the items was also provided to the Council members.

ADJOURNMENT:

Moved by Junck to adjourn at 8:37 p.m.

____________________________________

____________________________________

Diane R. Voss, City Clerk

John A. Haila, Mayor

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