Adel City Council November 3, 2025 - Meeting Minutes SPECIAL SESSION

Adel City Council November 3, 2025 - Meeting Minutes SPECIAL SESSION The Adel City Council met in special session at Adel City Hall, 301 S. 10th Street, Adel, Iowa on Monday, November 3, 2025. At 6:00 p.m., Mayor Pro Tem McAdon called the meeting to order. The following answered roll: Ockerman, Trout, McAdon, West, and Selby. Mayor Peters arrived at 6:10 p.m. to preside over the rest of the meeting. Staff Present: Deputy City Administrator/Finance Director Sandquist, City Clerk Erickson, Fire Chief Nemechek, Police Chief Book, Community Development Director Nichols, Public Works Director Overton, Parks and Recreation Director Schenck, and Library Director Jayne. COMMENTS FROM THE PUBLIC 1.a. Update from Bray Associates on the City of Adel Facility Needs Assessment for Police and Fire Station and Operational Analysis for Fire Services John Mahon of Bray Architects provided the Council with an update on the facility needs assessment for the police and fire departments, along with an operational analysis for fire services. The process began with a staff survey, which revealed a shared concern about limited space and the challenges of cohabiting in the current facility. Staff also raised issues about the facility's location and the types of spaces available. A committee meets biweekly to evaluate departmental goals and current conditions. While the building is structurally sound, some updates are needed, and a functional assessment is underway to determine if the space adequately supports both departments. The team is working on programming and master planning, considering response times, staffing, and equipment needs, with a goal of projecting needs over the next 10 to 20 years. This will inform whether the current facility can be adapted or if relocation is necessary. When asked about future growth, Mahon explained that McGrath is analyzing call distribution and development trends. The next steps include sharing McGrath's findings with the Council and presenting solution options early next year to ensure alignment with departmental and community needs. CONSENT AGENDA 2.a. October 7, 2025 Committee of the Whole Meeting Minutes 2.b. Consider Approval of City Minutes Dated October 14, 2025 2.c. Consider Approval of City Minutes Dated October 16, 2025 2.d. Consider Approval to Ratify Zipp's Pizzeria To Operate Their Mobile Food Units at Island Park for the Shoot the Moon Tournament on October 24-26, 2025 Motion by Trout, seconded by West, to approve the Consent Agenda. Roll: Ayes - Unanimous. Motion Carried. DEPARTMENT HEAD REPORT 3.a. Update on Annexation Efforts Deputy City Administrator/Finance Director Sandquist provided the Council with an annexation map and acknowledged Community Development Director Nichols for his contributions. The map highlighted parcels with pre-annexation agreements in grey and those undergoing involuntary annexation in yellow, with efforts underway to engage those property owners. Nichols shared updates on discussions with families regarding the tax implications over the next decade, noting that one family is reviewing the details from Florida and others have yet to respond. Follow-up letters are planned to prompt decisions, and additional parcels are being contacted to assess interest. Sandquist noted that some agricultural parcels could see tax savings in the first eight years and emphasized the goal of finalizing agreements by December to allow the Absolute Group to begin construction in the spring. When asked by the Mayor about the December goal, Sandquist clarified that the aim is to secure and record pre-annexation agreements to proceed with the 80-20 annexation process, which could take six to eight months to complete. NEW BUSINESS 4.a. Consider Approval of Resolution No. 25- 75, Setting Public Hearing on Whether to Grant a Private Storm Sewer Easement to Impakt Real Estate LLC within a Part of 7th Street Right of Way, a Part of Outlots 25 and 27, and a Part of Vacated Sixth Street, All in Adel Outlots, An Official Plat in the City of Adel Motion by Ockerman, seconded by Selby, to approve Resolution No. 25-75. Roll: Ayes - Unanimous. Motion Carried. 4.b. Discussion on the Organizational Effectiveness Report Provided by Theia Management Consulting Council Member West shared insights from the Organizational Effectiveness Report given by Theia Management Consulting, the recruiting firm working on the City Administrator position. West highlighted three key areas for growth: the importance of clearly defined priorities, strong communication with management, and a clear understanding of roles between the mayor/council and staff, with respect for staff decisions in daily operations. Deputy City Administrator/Finance Director Sandquist added that while goal-setting has been a regular practice, the City has struggled to break those goals down into actionable steps. She emphasized the need for a City Administrator who sets a collaborative tone, is passionate about achieving priorities, and understands different communication styles. She also noted that the council has had to step in more than usual in recent years, and hopes that with a new City Administrator, roles can be properly reestablished. The Mayor pointed out that the EOS framework was not adopted by the previous administrator, and West encouraged those participating in panel interviews to review the materials provided. 4.c. Discussion of Public Improvement Options for Gravel Roadways Within City Limits Council Member Trout, Chair of the Streets Committee, reported that while all three of the gravel roadways within city limits have been discussed for improvements, work on Meadow Road is on hold as McClure develops a concept, so current focus is shifting to 288th Trail. Public Works Director Overton explained that 288th Trail is maintained by the county and previous attempts to seal coat it were unsuccessful. The new plan involves cement stabilization and laying six inches of asphalt, similar to a successful project in Waukee. This method is expected to withstand truck traffic effectively. When asked about longevity, Overton estimated a lifespan of 10 years, potentially extending to 15 with maintenance. Council Member Ockerman raised concerns about shoulders and elevation, and Overton clarified that the road would be 26 feet wide with 2-foot shoulders, requiring grading to connect with other roads. Council Member Selby asked about budgeting, and Deputy City Administrator/Finance Director Sandquist noted that capital projects are typically outside the regular budget, but a budget amendment or interfund loan could be considered if the county supports the project. Overton suggested bidding the project in February or March, with the work being done depending on contractor availability. The Mayor requested staff to bring back a formal proposal for Council approval, and Overton added that if successful, the same approach could be considered for Old Portland Road. 4.d. Agreement for Garbage and Recycling Services with Ankeny Sanitation Expiring June 2026 City Clerk Erickson shared with the Council that the current contract with Ankeny Sanitation for garbage and recycling services will expire in June 2026. She asked if it was the Council's desire to look for other options or if asking legal to create a new contract with Ankeny Sanitation would be directed. Erickson shared that the staff feel that there is a good relationship between the city and Ankeny Sanitation. Council asked if staff would review other options, but ultimately were in favor of continuing the relationship with Ankeny Sanitation. 4.e. Discussion on Assessment Philosophy for Future Projects Council Member Selby requested to postpone this discussion until January so that the new Council members that come on can contribute their opinions. Council Member McAdon agreed as the functional design for Meadow Road should be provided in December. 4.f. Discussion of Potential Incentive Revision for Project in the City of Adel Urban Renewal Area Deputy City Administrator/Finance Director Sandquist shared that she and Council Member Ockerman met with business owners and representatives from DalCo to better understand what competing communities are offering concerning building a business on land within Adel. While the initial proposal involved a commercial tax abatement, the alternative of a 100% TIF rebate was also discussed. Recognizing that Adel cannot match the incentives offered by the other community, they proposed a 10-year, 100% tax rebate as a competitive offer. The company appears committed to locating in Adel and has indicated plans to employ five full-time staff to start off. As part of the development agreement, they would be required to report their full-time employment numbers, confirm tax payments, and meet a minimum assessment value. The Council reached a consensus to proceed with the next steps in the process. OTHER BUSINESS 1. Council Member Selby asked the Council if they would consider some sort of relief for residents because of the federal government shutdown and snap benefits being taken away. She suggested waiving late fees for those affected. Mayor Peters asked the staff to have some suggestions for the Council to consider on the City Council agenda the following week. 2. Council Member West reminded all in attendance that the finalist interviews for the City Administrator position will be on Thursday, November 13th. There will be a Public Meet & Greet from 2:45-3:45 at Raccoon Valley Community House. ADJOURNMENT Meeting was adjourned at 7:13 p.m. James F. Peters, Mayor Attest: Carrie Erickson, City Clerk November 13 2025 LIOW0403698