City of Windsor Heights Regular Business Meeting Minutes Monday, August 18, 2025 - 6:00 PM WINDSOR HEIGHTS COUNCIL CHAMBERS - 1133 66th ST

City of Windsor Heights Regular Business Meeting Minutes Monday, August 18, 2025 - 6:00 PM WINDSOR HEIGHTS COUNCIL CHAMBERS - 1133 66th ST 1. Call to Order/Roll Call/Pledge of Allegiance Mayor Mike Jones called the meeting to order at 6:00 PM. Members present: Susan Skeries, Joseph Jones, Michael Libbie, Lauren Campbell, and Threase Harms. Staff present: City Administrator Adam Plagge, City Attorney Erin Clanton, City Clerk Adam Strait, Finance Director Rachelle Swisher, Fire Chief Jim Mease, Police Lieutenant Michael Irlbeck, Public Works Director Andy Larson, City Engineer Justin Ernst 2. Approval of the Agenda Motion by Threase Harms to APPROVE. Seconded by Michael Libbie. Motion passed 5-0. 3. Public Forum: This is time set aside for comments from the public on topics of City business other than those listed on the agenda. No action may be taken. Please come to the podium, state your name and address for the record and keep your comments to no more than 5 minutes. No public comment given. Action Item: Mayor Mike Jones moved item 6.A due to the Closed Session guest was not available yet. A. Consideration of Approval of Liquor License - Super Quick Mart - 7690 Hickman Rd City staff presented the previously tabled request for approval of a liquor license for Super Quickmark, noting the store's past violations but also that it recently passed a citywide compliance check. The store owner, Utkarsh Mahajan, attended along with Lieutenant Irlbeck to answer questions. Mahajan acknowledged prior issues, attributing them to employee misconduct and delayed notice of earlier violations, and described corrective measures including terminating responsible staff, requiring IPledge/IPAC training, implementing secret shopper checks, conducting daily oversight with video monitoring, as well as a willingness to upgrade point-of-sale systems for mandatory ID scanning. He emphasized his commitment to preventing underage alcohol and tobacco sales. The Council expressed concerns about the business's history, community complaints, and the broader impact of youth access to alcohol and tobacco. Lieutenant Irlbeck reported that three of twelve locations in Windsor Heights failed compliance checks in March but corrected the issues upon re-inspection. Motion by Susan Skeries to APPROVE. Seconded by Threase Harms. Roll call vote: Aye - Susan Skeries, Michael Libbie, Joseph Jones, Lauren Campbell, Nay - Threase Harms. Motion passed 4-1. 4. Closed Session Per Iowa Code §21.5 .1 (c) - Per Iowa Code §21.5 .1 (c): To discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation Motion by Threase Harms to enter Closed Session at 6:28PM. Seconded by Susan Skeries. Motion Passed 5-0. Motion by Threase Harms to exit Closed Session at 6:45PM. Seconded by Michael Libbie. Motion Passed 5-0. 5. Consent Agenda: Any item on the Consent Agenda may be removed for separate consideration. Motion by Threase Harms to APPROVE. Seconded by Susan Skeries. Motion passed 5-0. A. Approve Minutes of the Regular Council Meeting on August 4, 2025 B. Approve Financial Reports C. Approve Liquor License (Ownership Update) - Hy-Vee - 7101 University Avenue D. Approve Liquor License (Ownership Update) - Hy-Vee Fast & Fresh - 7220 Hickman Road E. Approve FY25 Outstanding Debt Report F. Approve FY25 Street Finance Report G. Approve 2023 Colby Park Improvements Pay Request 12 H. Approve Forest Court Construction Services Amendment 1 I. Approve Diwali Parade Special Events Permit J. Approve Resolution No. 2025-66 - A Resolution Setting the Time and Place to Conduct a Public Hearing to Consider the Lease of City Property K. Approve 68th Street Improvements Pay Request 4 L. Approve 73rd Street Phase 1 Pay Request 13 M. Approve Resolution No. 2025-67 - A Resolution Authorizing the Mayor to Execute a Settlement Agreement on Behalf of the City of Windsor Heights N. Approve 64th Street ROW Ash Trees Emerald Ash Borer Treatment Proposal 6. Action Items: B. Consideration of 2025 Employee Handbook Adam Plagge presented the item. Discussion focused on the proposed PTO payout policy allowing employees to payout more than 40 hours per quarter, but not to surpass 160 hours a year. This was to address issues of employees with high levels of PTO with higher accrual rates hitting their maximum amount of PTO. Council favored keeping the policy in it's current state of 40 hours per quarter. Discussion was also held on drug testing and the acceptance of medical marijuana, which staff confirmed and clarified that some roles adhere to federal guidelines that a medical card may not protect against, as well as adding the term cannabis to instances of the word marijuana. Motion by Threase Harms to APPROVE the 2025 Employee Handbook retaining the current PTO payout police and adding the word "Cannabis" to uses of "marijuana". Seconded by Susan Skeries. Motion passed 5-0. C. Consideration of the Second Reading of Ordinance 2025-02 - An Ordinance Amending Chapters 166, 168, 172, 175, and 179 of the Code of Ordinances for the City of Windsor Heights, With Regard to Accessory Dwelling Units and General Amendments Adam Plagge presented the item. There has been no feedback or edits since the first reading. Motion by Michael Libbie to APPROVE. Seconded by Susan Skeries. Motion passed 5-0. 7. Reports: A. Mayor, Council Reports and Committee Updates, and Administration Reports • Mayor Mike Jones reported that the Metropolitan Planning Organization (MPO) has not met since June. He noted that the MPO Policy Committee is scheduled to meet this Thursday, while the Polk County Agency Management group will convene on Wednesday. During that meeting, they will review and discuss a proposed funding method for future budgets. • Councilor Threase Harms reported that on August 4th she attended the "Our Water, Our Future: Central Iowa Water Quality Report" event at Drake University. She noted that the event was well attended with over 600 participants and was recorded for later viewing. Councilor Harms encouraged others to watch or listen to the recording, as several scientists involved in the report presented their findings. She emphasized the importance of reviewing the executive summary, highlighting that there are significant health consequences tied to current water quality challenges, which will not diminish without action. In addition, Councilor Harms shared that she is working with Amanda at DART to co-chair a Habitat for Humanity Women Build team on November 21st. The effort will recruit up to 24 elected women leaders and CEOs from across the metro to participate in building a home for Habitat for Humanity. She further reported that most vendors and contractors have been secured for Windsor Wonderland. • Councilor Lauren Campbell began by commending Councilman Skiers for leading the August 4th meeting as Mayor Pro Tem. Councilor Campbell reported attending the DART meeting on August 5th, where she noted that the Reimagine DART initiative is progressing, with opportunities for public input on new routes scheduled for the fall. She also thanked the police and fire departments for visiting the St. Teresa's Child Care Lemonade Stand, remarking on how excited the children were to receive visitors and stickers. Campbell shared that the Special Events Committee met on Friday and that she volunteered with DART at the Capitol for the State Fair Park and Ride on the first Saturday, assisting with ticket sales and bus loading. She acknowledged the efforts of DART employees and commissioners in supporting the program. Finally, Campbell provided an update on Fall Fest planning, noting that while there have been some challenges, preparations are nearing completion. She encouraged everyone to visit WindsorHeightsFallFestival.com for volunteer opportunities, parade registration, and vendor sign-ups, and reminded council members at the dais to confirm golf cart arrangements as soon as possible. • Councilor Michael Libbie reported that the Windsor Heights City podcast is now underway, with several local businesses invited to participate and highlight the benefits of doing business in Windsor Heights. He noted that the Bake Shop segment has already been recorded, with Matt Cale scheduled for taping this week, and that Dinner Dispatch and Always Grocery at Apple Valley have also been approached to participate. Councilor Libbie further reported on Icon Water Trails, stating that the last meeting failed to reach a quorum and therefore business had to be conducted through electronic voting. He concluded by noting that the Communications Committee will be meeting next week. • Councilor Joseph Jones reported on updates from the Homeless Coordinating Council, referencing the Metro Blueprint to Address Homelessness introduced in May. He stated that significant structural changes have been made, including a shift to quarterly meetings of elected officials from across the metro. Governance of the initiative will now be more inclusive of community and business leaders, forming a new body called the Housing Solutions Alliance. This group will focus on coordinating and implementing strategies to address homelessness, with the goal of achieving broader buy-in from government, business, and community organizations. Councilor Jones offered to share the blueprint with anyone who has not yet seen it and noted that the new structure will begin next month. In addition, he shared experiences from his late-night volunteer shift with DART at the State Fair, remarking on the high level of energy among attendees. • Councilor Susan Skeries reported attending the annual State Fair Breakfast, Chambers Bash, Wake Up Windsor Heights, and the Special Events Committee meeting, where she promoted the upcoming Fall Festival and noted increased registrations following recent outreach. She toured the new Edward Jones building and secured the Community Event Center for city events through 2027. She shared that the Windsor Heights Foundation will cover a quarter of the Fall Festival Band cost while a presenting sponsor is still being sought, with band negotiations ongoing. Looking ahead, she will attend the Metro Waste Authority board meeting, the virtual Get to Know Bravo session, and the World Food Festival Investor event, in addition to volunteering at the festival's Fruit Stand. Finally, she announced that Windsor Heights will host a Women in Government Lunch and Learn on August 27th, focused on homelessness, featuring a panel of community experts and updates from the Housing Solutions Alliance. • City Administrator Adam Plagge reported that the splash pad is expected to reopen later this week, coinciding with favorable weather in the 70s. He provided an update on the 73rd Street project, noting that significant concrete work has been completed between Forest and College Drive, with sidewalks on the west side and the College Drive connection scheduled for completion in the coming days. This will restore north–south access to the Clive Learning Center in time for the start of school, while remaining side street work on Bel Air, Washington, and areas north of College Drive will follow in the next few weeks. B. WHPD Quarterly Report 8. Adjourn Motion by Threase Harms to adjourn at 7:23 PM. Seconded by Susan Skeries. Motion passed 5-0. City of Windsor Heights Claims List Vendor Amount Comments AIR FILTER SALES & SERVICES $576.60 AIR FILTERS AMAZON CAPITAL SERVICES $38.97 SUPPLIES ASSURITY $254.14 PAYROLL LIABILITY BAKER ELECTRIC INC. $12,120.00 CAMERA MOUNTS 73RD ST BOOT BARN INC $35.98 CLOTHING ALLOWANCE BRAVO GREATER DES MOINES INC. $2,020.83 MAY/JUNE/JULY 2025 CONTRIBUTIONS BULLZEYE, INC $1,566.00 CEC/CITY HALL/PSB JULY CLEANINGS CAPITAL ONE $39.17 CLOTHING ALLOWANCE CAPITAL SANITARY SUPPLY $902.49 SUPPLIES CLIVE POWER EQUIP. $753.98 SMALL EQUIPMENT COLEMAN MOORE COMPANY $360.49 SUPPLIES CONCRETE SUPPLY INC. $1,711.00 RESTORATION OF STORM SEWER CONSTRUCTION MATERIALS TESTING $3,607.00 73RD ST TESTING CRYSTAL CLEAR WATER CO. $19.98 WATER DART $16,874.00 TRANSIT SUPPORT FY26 DELTA DENTAL OF IOWA $3,229.42 PAYROLL LIABILITY FEDERAL TAX DEPOSIT $33,963.26 PAYROLL LIABILITY FOLAND TOOLS LLC $742.00 TOOLS FOREST GREASE & COMMERCIAL LLC $452.97 GREASE INTERCEPTOR CLEANING GRAINGER $365.08 SUPPLIES HERITAGE PETROLEUM LLC $1,117.76 FUEL ICMA RETIREMENT TRUST $2,281.09 PAYROLL LIABILITY ICON WATER TRAILS $7,391.00 FY26 SUPPORT OF ICON WATER TRAILS IMAGE 360 $375.59 SIGNS IOWA COMMUNICATIONS NETWK $1,748.37 RELOCATION OF HANDHOLE IOWA ONE CALL $205.50 LINE LOCATES IOWA PRISON INDUSTRIES $204.38 SIGNS IOWA SOLUTIONS INC $3,668.00 DOMAIN TRANSFER FEE IPERS $17,825.81 PAYROLL LIABILITY ISOLVED BENEFIT SERVICES $1,510.83 PAYROLL LIABILITY JC MIDWEST SERVICES LLC $886.12 CLASS A ROCK LOGAN CONTRACTORS SUPPLY $242.16 SUPPLIES MANHATTANLIFE $106.41 PAYROLL LIABILITY METRO WASTE AUTHORITY $36.12 DISPOSAL OF MATERIALS MUNICIPAL SUPPLY INC. $2,004.80 FRAME/CURB INLET GRATE NAPA AUTO PARTS $53.65 SUPPLIES NISSEN, ANDREW $57.77 CLOTHING ALLOWANCE NORTHERN TOOL COMMERCIAL ACCT $748.67 SUPPLIES NYEMASTER LAW FIRM $650.00 JUNE LEGAL FEES O'REILLY AUTO PARTS $349.97 SUPPLIES SITEONE LANDSCAPE SUPPLY $829.04 SUPPLIES STAPLES $52.67 OFFICE SUPPLIES STAR EQUIPMENT LTD $2,313.20 TRAILER EQUIPMENT STATE OF IOWA $3,654.97 PAYROLL LIABILITY TRAVELERS $1,252.00 INSURANCE ULINE $1,397.58 SUPPLIES WYCKOFF HEATING & COOLING $530.00 REPAIRS ZIEGLER INC. $6,832.00 TRACK LOADER/COLD PLANER Bi-Weekly ACH $85,600.97 Bi-Weekly ACH $93,058.22 Total $316,618.01 August 31 2025 LIOW0361220