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Home My WebLink About08/13/2002 Council Minutes AMENDED AGENDA FAIRFAX CITY COUNCIL REGULAR MEETING TUESDAY,AUGUST 13,2002 FAIRFAX CITY HALL—7:00 P.M. TENTATIVE AGENDA: DISCUSSION WITH POSSIBLE ACTION ON THE FOLLOWING AGENDA ITEMS: A. Call to Order B. Approval of- t. Motion to approve Agenda and Clerk's Financial Report 2. Place July 9,2002 Council Meeting Minutes on file C. Business 1. Ordinance 258 Gordon Sevig Rezoning of Lofts 107 through 110 Fairfax Heights Second Addition a, Consider motion placing on 15f Reading 2. Regguest consideration of waiver—Final Plat Schulte First Addition To Linn County,Iowa—Resolution 02-08-13-1 3. Discussion on Filtration System 4. Vernon Cerveny—Interview form for Fairfax Facts Newsletter&Iowa Roadways Visioning Program 5. Iowa.Roadways Visioning Program 5. Estimate of street repair from Prairie Road Builders/Estimate of hot mix Vanderbilt Street&on curve of Railroad&Reynolds Streets 6. Ordinance 259 Filling,Grading and Erosion Control a.Consider motion placing on I"Reading 7, Ordinance 260 Amending language Rezoning Fee in Zoning Code a.Consider motion placing on I"Reading 8. Consider Resolution 02-08-13-2 Road Use Tax Report F/Y 2001 -2002 9. Consider Resolution 02-08-13-3 Records Retention Schedule 10.Update contract between the City of Fairfax and the City of Walford on fire protection 11.Discussion on current Junk Vehicle Ordinance 12.Consider approval of claims presented for payment D. Rep arts 1. Sheriff Department 2. Library 3. Fire Department 4. Maintenance Department E. Discussion I. Opportunity for Citizens not on the Agenda F. Adjourn CITY OF FAIRFAX ]REGULAR COUNCIL MEETING TUESDAY,AUGUST 13,2002 Mayor Voss called the meeting to order at 7:01 PM Council members present;Beer,Frieden, Scott, Ekstrom&Wainwright Also present:Ron Dusil,Nancy Flickinger&Dick Ransom Motion Beer 2°1 Ekstrom approval of Agenda&Clerk's Financial Report Aye 5 MC Motion Scutt 2"d Beer approval July 9, 2002 Council Meeting Mins Aye 5 MC The Sheriff Report was given by'Sgt Johnson Concerns addressed minors out passed curfew hours&to patrol more around the Car Wash Mayor Voss declared the Public Hearing on ORDINANCE 258 Gordon Sevig rezoning of lots 107 through 110 Fairfax Heights Second Addition open 7:05 PM There were concerns.addressed by Tom Hill of 20,5 Highland Ave addressing the quality of construction&the style of houses Mayor Voss declared the Public Hearing closed 7:15 PM Motion Frieden 2,d Ekstrom approve ORDINANCE 258 Gordon Sevig rezoning of lots 107 through 110 Fairfax Heights Second Addition on its 1St reading&waive 2nd&3`d readings Roll Call Vote All Ayes MC Motion Ekstrom 2°d Scott adopt ORDINANCE 258 Roll Call Vote All Ayes MC Dick Ransom discussion on request consideration of waiver Final Plat Schulte First Addition to Linn Co IA Motion Beer 2nd Scott approve RESOLUTION 02-08-13-1 Waive Final Plat Schulte First Addition to Linn Co IA Roll Call Vote All Ayes MC Dick Ransom led discussion on a filtration system which is to design to handle 350 gallons a minute maximum,building to house the system&the landscaping around the building Vernon Cerveny distributed interview forms to the members of Council for the newsletter Vernon also discussed about the IA Living Roadways Grant that is sponsored by IA State &'frees Forever if the City gets this award the City would be required to have a matching donation of$1,000.00 Vernon also addressed that there needs to be a committee formed of at least 8 citizens Jo Ann Beer Representative of the City Council Mark Ekstrom Representative of the American Legion&Tom Hill have volunteered to serve on this committee Meetings will be held at the library community room Discussion from Frank Scott of Prairie Road Builders in regards to the street repair bid It was decided to get bids for the asphalt patching&have Prairie Road Builders do the rest of the repair work Councilperson Wainwright removed herself from voting for conflict of interest Motion Beer 2°d Frieden Aye 4 MC Discussion on ORDINANCE 259 Filling,Grading&Erosion Control Motion Beer 2:'d Scott approve ORDINANCE 259 Filling,Grading&Erosion Control on its 0 reading& waive 2nd&3rd readings'subject to the City Attorney properly formatting the ordinance sections Roll Call Vote All Ayes MC Motion Scott 2"d Beer adopt ORDINANCE 259 Roll Call Vote All Ayes MC Motion Beer 2nd Ekstrom approve ORDINANCE 260 Amending language rezoning fee in zoning code on its 1" reading&waive 2nd&3:d readings Roll Call Vote All Ayes MC Motion Beer 2nd Ekstrom adopt ORDINANCE 260 Roll Call Vote All Ayes MC Councilperson Ekstrom led discussion on the concern of the number of junk vehicles in the original part of the City Motion Beer 2nd Wainwright approve RESOLUTION 02-08-13-2 Road Use Tax Report F/Y 01-02 Roll Call Vote All Ayes MC Motion Scott 2nd Beer approve RESOLUTION 02-08-13-3 Records Retention Schedule Roll Call Vote All Ayes Discussion on updating contract between the City of Fairfax&the City of Walford on fire protection Motion Wainwright 2"d Scott approve updated contract&to have the City Attorneys from Fairfax& Walford work together to form a 28E Agreement on fire protection Aye 5 MC Motion Ekstrom 2°d Frieden approve claims presented for payment Aye 5 MC Vernon Cervey gave the library report Patrons in July was up,mural(depicting 1910 Fairfax)has been hung, 64 children for reading program, school age night (made own food&played word games),end of year storytime Jolly Clown performed&storytime commencing I"Tues in Sept 12:30&5:30 Fire Dept report given by Dave Yanecek Glad to have a fire truck located in Walford Had to attend 2 calls on house fires in Walford.Ron Dusil gave the maintenance report concerns addressed on culverts on Reynolds&Church St Residents living on E Cemetery Rd were present addressing concerns regarding the dumping issues with the property on the corner of 80d'St&E Cemetery Rd Harold McCormick addressed the trail feasibility study Harold stated his land is not for sale and no one is to enter onto his property Motion Frieden 2 n Beer to adjourn meeting 8:52 PM Aye 5 MC Bill Voss,Mayor Mary Pacha,City Clerk l EXPENDITURES FOR JULY 20021AUGUST 2002 PG. 1 Intuit Software P&A/Quickbook Pro Upgrade 407.99 Linn Co. Recorder P AYSlidewalk Deferment Slater&Doyle-Boland Annexation 118.00 The Waterworks WaterlBottle of PRO Rust Out 4.75 Post Master Postage 401.49 Hall&Hall Engineers Engineering Services 4423.98 Faraway Stores FD&P&A/Groceries 96.81 € Mid American Energy Utiltlies 114.17 Wellmark P&A-(RUT/Health Insurance 635.92 Iowa Wireless Services F D-P&A/Cell Phones July&August 128.03 RDJ Specialties Fire Department 157.35 Faiirfax Meat Co, Fire Department 112.60 Watford Citgo Fire (Department 47.39 City Treasurer Sewer128E Agreement 99.60 City of Fairfax Trust&Agency/Kristine Heyer Final Utility Payment 24.04 Kristine Heyer Trust&.Agency/Meter Deposit Refund 65.96 Hungry Hobo Fire(Department 36.64 Nancy Flickinger P&AlMileage 38.64 Carol Niles Library 95.60 Marchell Pickart W'aterlOverpayment on final utility bill 2.88 City of Fairfax Trust&Agency/Jeni Candler final utility payment 19.55 Jeni Candler Truest&AgencylMeter Deposit Refund 70.45 City of Fairfax Trust&Agency/Tim Kitzman final utility payment 74.60 Tiim.IKitzman Trust&Agency/Meter Deposit Refund 15.40 Cathy Bayne Library 57.04 City of Fairfax Water/ACH Withdrawal Holding Acct. Deposiit Books 21.00 Tim McMeen Trust&AgencylMeter Deposit Refund 60.00 Mark.Neuhaus Debt Service/Replacement concrete sidewalk 1300.00 Charles Strange Library 35.00 Dan Zamastil Fire Department 55.92 A-1 'Vacuum Library 30.00 ESIPN The Magazine Librairy 11.97 Demo Library 107.33 Wildlife Education Library 850.65 Airgas Fire(Department 78.98 A&J Manufacturing Fire !Department 177.00 MES-Snyder Fire Department 816.26 Claireys Safety Equipment Fire Department 349.83 Giraybill Electronics Fire Department 10.00 Sanikot's Garage Fire (Department 191.31 Galls Fire Department 63.93 G,STC Fire Department 20.32 Heiman Fire Department 30.40 Iowa Implement Parks/JD Tractor 67.88 Hynek Farms Parks/Mowing 520.00 Port"O'Johnny Pairlks/Rental fee Linn St. Park and Concession Stand 185.00 Roan Burger Parks/Welding of Seat"B"Tractor 10.00 Li'nirn Co.Sheriff Police Contract 3458.00 Baker&Taylor Library 298.30 Balker&Taylor Entertainment Library 21.48 Barbara Yeater Water/Clorox for clothes stained from brown water 4.67 j Keyston Labs Water&Sewer/Lab tests 159.00 i ......... ...... EXPENDITURES JULY 20021AUGUST 2002 PG.2 20.36 Hach Co. Water/Chemicals Van Meter Industrial Water/Time Meter 76.92 Isco Sel:uit Board Assembly 340.55 Edgewood Hardware Transportation/Truck Springs 3.51 Bartash Automotive TransportationfLo ado r Tractor Repair 189.08 Cedar Valley Asphalt RUT/Cold Mix 198.69 Marengo Ready Mix RUT/Sand for streets 300-85 Martin Marietta Aggregates RUT/Sand for streets 78.10 Fastenal RUT/Street sign parts 19.96 IA Prison Industries RUT/Signs 24.27 Halliday Inn Express P&A/Lodging Mary Clerk School 412.03 CTS Textile Leasing P&N,Gity Hall Mats-July&August Rental 69-90 City of Ryan P&A/Mileage Clerk School 37.72 IA Codification P&AJDraft payment of Code Book 1700.00 Moyer& Bergman P&AILegal Services 2661.64 Shelton Technologies P&A/,Copier service agreement 29,51 Gazette Communications P&A/Publications 109,99 11MC P&A/Ainnual membership dues Darrow Construction Housing Rehab Program/J,Volesky replace slump pump 285.00 Alliaint, Utilti,les 2385.28 Menards CR SO Parks/Keys ladies restroom concession stand 184 Life Books Fire Department 29.90 Fauser Energy Resources FD-RUT/Fuel 832.57 Staples Credit Plan P&A-Sewer/Office Supplies 236.64 South Slope Telephone Utilties 459.44 IA One Call Sewer-Water/Digging 73.60 Linn Co. REC Utilties 409.06 IP,ERS Payroll taxes 889.63 Treasurer, State of IA Payro'll taxes 359.00 Fairfax State Savings Bank Payroll taxes 2736.00 Keiith Johnson Trust&Agency/Outside meter deposit refund 60.00 Deluxe Checks P&A-WaterIACH Withdrawal for deposit slilips 63.00 Mary PaGha WateriMileage 25.19 Advanced Water Technology Water/Chemicals 816.46 Matt Parrott&Sons P&A/Office supplies 40.51 Waste Management of IA City Garbage Services 60.00 Cedar Valley Humane Society Animal Protection 104.00 Sallaries 8269.10 JULY RECEIPTS General 4305.53 RU'T 6042.47 Debt Service Trust&Agency 9735.81 Water 4982.64 Sewer 11841.03 Garbage 5799.00 TIF 3158.03 Fire Department Savings Library Savings 275.00 Arbor Team Savings Fireworks Savings 2489.90 Certificates of Deposit General Fund 166.97 1:34 PM City of Fairfax 08/07/02 Balance Sheet Accrual Basis As of July 31, 2002 J'uil! 31, 02 ASSETS Current Assets Checking/Savings Certificates of Deposit General Fund 110,885.66 Sewer Fund 39,508.64 Total Certificates of Dep... 150,394.30 Checking Account General 335,129.75 Road Use Tax 26,158.24 Debt Service 193,599.70 Trust & Agency 50,466.27 Water 3,367.85 Sewer 35,103.49 Garbage 5,987.17 TIFF 69,647.66 Total Checking Account 719,460.13 Savings Expend Trust Arbor Team 1,294.11 FD Equipment Regular Savings 7,763.23 Camera Fund 280.62 Memorial' Fund 1100.63 Total FD Equipment 8,144.48 FD Fireworks 5,565.87 Library Gifts & Bequests 18,285.38 Total Savings Expend Tr... 33,289.84 Total Checking/Savings 903,144.27 Total Current Assets 903,144.27 TOTAL ASSETS 903,144.27 LIABILITIES & EQUITY Equity Opening Bal Equity 907,034.39 Net Income -3,890.12 Total Equity 903,144.27 TOTAL LIABILITIES & EQUITY 903,144.27 Page ORDINANCE 258 APPROVE REZONING OF PROPERTY LOTS 107 THROUGH 110 FAIRFAX HEIGHTS SECOND ADDITION GORDON SEVIG BE IT ORDAINED BY'"THE CITY COUNCIL OF FAIRF'A ,IOWA Section 1,Purpose.To approve rezoning from C 2(Highway Conunercial District)to 5 RM (Multiple-Family Residential)for the following described property: Fairfax Heights Second Addition Fairfax,Iowa Section 2.All ordinances or parts of ordinances in conflict herewith are hereby repealed. Section 3.This ordinance shall be in full force and effect from and after its passage,approval,and posting as provided by law. Introduced this day of r j-�- ,2002 and approved this day of ,2002. Bill-Voss,Mayor ATTEST: Marytachq City Clerk i certify tl at the prec ing is a true and correct copy of Ordinance 258 passed by the City Council of Fairfax,IA,and was posted on this day of 2002 as required bylaw. Mary acha, ity Clerk SEVIG CONSTRUCTION CO. P.O. BOX 123 d 400 14IGHWAY 151 E. WALFORD, IOWA 52351 PHONE:(319) -5500 : (319) 846-2713 August 1, 2002 City Council City of Fairfax Bair fax, Iowa 52228 Re: Fairfax,s=leights Second Addition, Fairfax„ IA Ladies/Gentlemen: We ask permission to rezone Lots 107 through 110 from C-2 to 5RM as these lots are favorable for duplex or single family dwellings. Also, the commercial lots have been slow in selling. Your attention to this request is appreciated. Sincerely, SEVIG DEVELOPMENT L. C. IL °. J Gordon Sevig, Developer I I I � -————------------`' I x { —------------ -------- -- I ` o I � ` CDf I I , 7 3 I I 7 yy Cn w+l 1 \ 1 r I # \ r I I I o I CD E I I # ♦ \ \ \ I I ,,I''r ♦�\ \1 rr 4 \ \ rn I o o \ \ e 1 ( ♦''♦I !'� .r `�°- j 20.00' \1 \\ ,.-" .-'�\ 1 \ \\ 1 E i I /lr / I r - - - I I f ✓ I / ♦Ir I 64.40 I I I I r�-�-� I f I I cn I r I l o E .r I I I I F-I r I - 44.40' 1 I I I r dr RESOLUTION 02-08-13-1 RESOLUTION TO WAIVE FINAL PLAT WHEREAS, a Plat and Zoning Site Plan of SCHULTE FIRST ADDITION TO LINN COUNTY,IOWA,has been filed with the City Clerk,Fairfax,Iowa;and., WHEREAS, Linn County requires a response from Cities within 2 miles of the proposed subdivision;and, WHEREAS, Section 6-6.01 of the City of Fairfax Code of Ordinances provides the procedure for subdivision review by the City of Fairfax for splitting land into 3 or more parcels. The proposed subdivision splits the property into only 2 parcels;and, WHEREAS, a recommendation from Hall and Hall Engineers, Inc. on behalf of Laurence Schulte, requests the City of Fairfax to waive its rights to review the final plat of Schulte First Addition to Linn County,Iowa, citing Section -6.01 as.the basis for the waiver;and, WHEREAS, the City Planning and Zoning Commission, Fairfax, Iowa, has recommended to waive the City of Fairfax rights to review the final plat of Schulte First Addition to Linn County,Iowa;and, NOW THEREFORE,,be it resolved by the City Council of the City of Fairfax, Iowa, to waive the City of Fairfax rights to review the final plat of Schulte First Addition to Liam County,Iowa,be and the same is hereby acknowledged and.approved on the part of the City of Fairfax,Iowa, and the Mayor and the City Clerk are hereby directed to certify this resolution of approval and affix the same to said plat as by law provided. Passed this day of „2002. AYEI?ecp e C! 0 I d NAY ABSENT NOC - Bill Voss,Mayor ATTEST: 1 Mary ach ,City Clerk THE WATERWORKS 312 VANDERBILT STREET P.O. BOX 397 FAIRFAX, IOWA 52228 r 319-846-8060 WE SOLVE WATER PROBLEMS C. °`LEE'S NAAKTGEBOREN 7129102 Hall & Hall Engineering Attn: Dan Boggs Fairfax Well 93 RE: Iron& Odor 2 — 42" x 60" Aeration. Tanks, 7 - 42" x 60" Filters, compressor, and air volume control would be required to oxidize and remove the iron and gas from the water. The water would be conditioned on its way to service and the water Tower, and would back wash with conditioned water from the tower. COST: Approximately $ 50,000.00 Thank You Lee Naaktgeboren 08/07/2002 11:P19 5632376596+ FRANK SCOTT PACE Fit PRAIRIE ROAD 111.11ii INC. 1115 MAIN I'IAZLETON,IOWA $0641 (310)838.2`108 TOWNICITY OF: Falrl'i FRANK"SCOTTY"SCO"rT MEASURED BY— Iscotty,Ron SALEB MANACrER DATE: auoust 13,2102 (S1I�)237-88110 (314)2374658 FAX Mihlal��'xi■'az>s■ra■■ia1rM W rwrrMpdCStClG�CClru�eMO.w11�7R�1�'geass3eca asx�IC'oaCnKd�IC�ine�csCCs��cacsCa3xC7C�■C�rr�Mw+ps�rllRrrriMrsMl�arcc UNIT PRICES: 53 dl.7li DS p ewe;}VpR+ WM�M�S SCFADS ATE P 116 pA,t OR CODES: PR w PRIME $S SINGLE SEAL,IDS■01101 WE SEAL,P w IP'ATC",>$OR m SCARIFY,BM u BLARE MIX,ATO w ASPHALT TREATED SASE, OR is BASE'ROCK �yMaW;ipa■rasa:ermiaz�n:■aa elnarp�■arwwww>asA■a ®sr�rts�:¢ms■■■s■ ■�arrwe Rea*sa■x maxaCmmaxs� a�atiz: sree_arrre iarx■s■aFnr*waw,u ID NTIFICA71ON FROM TO L w 80 YD TOM CODE COST rssca■ ■■iaWMfbM�AlIE>a■7e9ea: sss°-=xmasozw=zz ■@ 4IYk#:Mltea■Boo3CC am===. ■seas■■$ 044mswmal 4101 mWom omi ■axt■eeiz E861 South Visor Fairfax rd, is"I coat 770 22 1It82 scr&se $31345.'II6 add 2"base e*03,203 tan close A roadistone 0 203 br $0.00 0 $0,00, Southview Rd. 6081 Over rscialM y W11111 irks Blvd. 1320 22 3'227 45 $2,517.06 north edge is badlrepalr wl mix 0 30 p i3, ldll.t40 0 $0'S0 miliarn:s Blvd. 8oufthview INWY 0151 270 26 160 as $655.00 rr X-Inq north 270 25 1SO as $588.00, along#151 100 10 1,111 8s $88,0' 0 46 P $1,72SA0 Oi Church 5t. Hwy#151 'Vanderbilt 375 12 500 scr&ss $1,640,00 moy nasd addnl. base rock 346 1s 613 scr5ss $2,0101,1lIBG44 seal com plate stivot 720 7s 2240 'ss $1,747.20 radius QIfwy 290 as $228.20 0 $0.00 0 $0„00 0 $0.00 0 $0,00 0 $0',00 p $0.00 0 $0.00 RR:t. Vanderbilt go east past elevator 80 2D 133 as $103.74 0 $0..00 RR St. Vandorbilt go west to srkd Soo 20 11111 of $868.58 0 1 P $115.00 0 $0.00 0 $0,00 0 $0.00 TOTAL� 1160? $15,007.IIII 1 c nB/0117/2002 11:03 5632376596 FRANK SCOTT PAGE 02 P'RAIPJE ROAb BUILDERS, INC, 114 MAIN HAZLETON,IOWA 8080 (3119)836-21" TOWN CI"tY OF: Falrfax FRANK"SCOTTY"SCOTT MEASURED BY: 8coxty, Ron SALES MANAGER DATE; august 13, 2002 (319)337-6880 (310)237.4596 FAX aBSw4a�,raal�sasxs=:asorrw..��swslixs aGalsYbicwr.rwrwywroaxxsss asscssei®nrRpstir#u9�rsaFRftxsac==x�_axx==e_xa�res�si: UNIT PRICES: $3 0:78 I3S , SCR SCR&SS SCRfl,D8 ATS P 1111 13M OR CODES: PR w PRIME,SS SINGLE BEAL, DS DOUBLE SEAL, F='PATCH,SCR ra SCARIFY, BMA■ SLADIE MIX,ATO a ASPHALT TREATED BASE, OR=BASE'ROCK •aM�IMF#@AI�S'iS�xZJZx9aaa: YaMNfYa� l�lil�M a &--ZLrAz=C=zXzwEw 1®DwYR riot "Oft: =w=='awwz% Sawa: SMasaaasM:;Nw* IDENTIFICATION FROM TO L W 899 YD TON CODE COST rcaWaasaama.aexs=maremr s*iwWw"nww"wwss a____=3caoFaallm aAlNOWN auxnosi zOSS_: z=Z=;aaxo arxgas..md=jt seal comiolete,Street after repair is completed. VandeWilt RR tracks coincrots 390 22 Ot13 as $74134 repair out 3141 11 4177 ecrltss $649,106 add 1"boost. 22 ton, 0 22 br 60.00 0 $0,00 Low 8t, south of Prairie Ave,@ 0220 t6 4 7 all $5." 0 1 p $116.00 011rep 0 $100w00 West Celrnoterg Hwy#151 bridge 375 25 764 as $565.182 radius 236 so $183.30 0 $0.00 East Conloetary Hwy 4181 8o east to Mailbox 485 480 22 1113 so $91'444 along 14wy 120 12 160 as 3124.80 radius 130 $10842 F0010a$2 130 se $108„42 0 14 p $1,610,00 0 30 00 0 0 0 $0,00 0 $0.010 Ilsphait patching Is an estimate only. City Will be trilled for 0 $41,00 actual tonnage used. 0 $0.00 -ii&to furnish base+lock may need a#1 ,,saSs wri hEL.- 10 $0.00 Note:estimate does not include price for hot mix for Intersoction at Vondarbiltlft 0 $01.00 Note'; estimate doss not Inclo4o price for Reynolds at MainIRR 0 $0.00 Vandertlit d Reynolds need cure out And knot mix 0 $0,00 %2tt*! City YAII reed 10 furnIO 216 ton WS”cover rock VIAL V 40017 $6,468,86 P11REVH UB PAGE TOTAL= '11607 $19,007.110 "TOTAL z 15644 $24,466.62 90/107/2002 11: 09 5632376536 FRANK SCOTT _. _. FADE 03 PRAIRIE ROAD BUILDERS, INC. 114 MAIN HAZLETON,IOWA 80841 (3tli�p63$-2108 TOWNICIT'Y°OF: Falefex Sta3ion MEASURED BY: Scolty, Ron ALI S M"SC4'GER DOT7 DATE: August 13,.2002 (319)237-5880 E� (319)237.4588 FAX at�agaaa as tlarmama,�aass�m a,a::saa€rrat:asuaAiarscsx e�aaaeaa�aeraam csmtrysscasYalrwsesaaaaaam=s�Mraeapmmaaegr�emae�e�s�rwr�asm�w�s�eea�mmgeal�s c UNIT PRICES, 5tS DS 9CR SCR0,88 SCR&IJ& AT13 P Bm BR CODES., PR m PRIME, 88 in SINGLE SEAL,08 DOUSLE SEAL, P ma PATCH,$OR-SCARIFY, UM� BLADE MIX, ATB 19 ASPHALT TREATED BANE, DR■BAB'E ROCK Raat•••aoaaW■Mb�iaCS4aila1ai61b�k; ®ensvw�laYESCa�iesm ma�a"Onatim" Ierniav$%n 491019"Wbz xzEmara mo *Wawa 0=2112malbE aaaz=s=mmm"Aff IDENT"IFICAT1i`1N FROM TO L W SQ YO TON CODE COST -�alaYaCa'S'9atitfalMt�N#ali�a6ST3:� 8aablllblalslR�t.°datfiblW',-altat4'Q'. dfrD�ilalali aaat z 1atllsaaOiC 3.�••",^p••'�atiII ■raMbr Waaamanuzz aaYmawmalb'i uzz W $0,00 Repair*Itl gas station drlvsm,V gii01 @ hunrch St. 180 all s1, 5.50 redluaa 88 4s 01 Sill„4,2 When oil Prep work Is done,ssal complete lot, ilhape mok erese,apply asphalt In front of stallion In low areas 0 t2,b#I0'.uDO 0 $0.011 0 $0.00 0 $0.90 '0 �CIoO 0 Ii.00 0 l)t1�.00 0 $0.00 II $0.00 0 I]"r0i.00 0 00.00 0 910,0'CI 0 50.80 0 l;c oo 0 $0.100 0 $0A0 0 S0,00 0 $x0.110 0 $0A00 0 ¢ll,'00 0 $0.0o 0 $0.00 0 $0.00 0 511.00 0 itl,00 TOTAL at S00 #3,92+1,.0)0 1 ORDINANCE 259 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF FAIRFAX, IOWA, 1996, BY ADDING A INEW CHAPTER 3 TO TITLE III„ DIVISION 3 PERTAINING TO FILLING, GRADING, AND EROSION CONTROL AND ESTABLISHING REQUIREMENTS FOR THE PROTECTION OF SOIL RESOURCES DURING AND AFTER LAND DISTURBING ACTIVITIES BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRFAX, IOWA: Section 1. NEW CHAPTER. The Code of Ordinances of the City of Fairfax, Iowa, 1996, is amended by adding to Title 14, Division 3 a new Chapter 3, numbered 2.3-3, entitled FILLING„ GRADING AND EROSION CONTROL, which is hereby adopted to read as follows: CHAPTER 3 FILLINIG„ GRADING AND EROSION CONTROL 2,3-3.01 PURPOSE. 1. Soil Erosion contributes to: the impairment of drainage ways; an increase in road and storm sewer maintenance costs; the destruction and obstruction to traveled) roadways creating a potential hazard for vehicular traffic; the contamination and degradation of land) surfaces and streams, flooding and dusty conditions. Requirements shall be established by this Ordinance in an effort to control erosion and sediment transport. Unless exempted in this Ordinance, a Grading, Erosion and Sediment Control Plan will be required prior to any proposed land disturbing activity. 2. This Ordinance also establishes requirements for grading, filling, fill material, and obtaining Fill Permits. These requirements include use of suitable fill material', stable slope construction, proper site drainage, and usability of public and private easements. 2.3-3.02 DEFINITIONS. Wherever used in this Ordinance the terms listed below will have the meanings indicated. 1. APPLICANT: Any individual, firm, corporation, association or partnership, oir, proprietor of land to undergo land-disturbing activities. 2. CERTIFIED PROFESSIONAL EROSION & SEDIMENT CONTROL SPECIALIST: A specialist in the area of soil Erosion and Sediment control as certified by the Soil and Water Conservation Society and the International Erosion Control Association. 3. CITY: The City of Fairfax, Iowa. 4. CITY COUNCIL: The City Council of the City of Fairfax, Iowa. 259-1Y 5. CITY ENGINEER: The official holding the position established by Section 5.09 of the Fairfax Development Code. 6. CIVIL ENGINEER:. A professional engineer licensed) lin the State of Iowa to practice civil engineering. 7. CLEARING and GRUBBING: Removal of unwanted growth, in the form of trees, . wood, shrubs, brush, or stumps on a site. 8. DESIGN PROFESSIONAL: A Civil Engineer, Landscape Architect, or Certified Professional Erosion and Sediment Control Specialist. 9. DESIGN STANDARDS MANUAL: The latest edition of the Cedar Rapids Metropolitan Area Engineering Design Standards. 10. DEVELOPMENT: The alternation of land from its existing state. 11. EROSION: The wearing away of the land surface by running water, wind, ice, gravity, or other geological, natural, or man made agents. 12. FILLING: Placing materials to effectively change the site contours. This shall include placing materials from the site itself, or from off site. 13. FILL MATERIAL: Sail, stone, rock, brick, portland cement or asphaltic concrete, or sand. 14. FILL PERMIT: A permit issued by the City of Fairfax to engage in Filling on a Site. 15. FILL SITE: Land upon which fill materials are placed and which placement does not require a Sanitary Disposal Permit issued by the State of Iowa. 16. GRADING, EROSION & SEDIMENT CONTROL IPILAN: A plan for property upon which land disturbing activities are proposed. The Plan will indicate materials,, construction phasing, grading and drainage, and erosion and sediment control best management practices according to the Design Standards Manual. 17. LAND DISTURBING ACTIVITY: Clearing, grading, excavating, filling or other construction activities on a site. 18. LANDSCAPE ARCHITECT: A professional Landscape Architect, registered in the State of Iowa to practice Landscape Architecture, 19. ORDINANCE: The portion of the City Development Code entitled, "Filling, Grading, and Erosion Control Ordinance". 20. SEDIMENT: Solid material, both natural and manmade, that is in suspension, has been transported, or has been moved from its origin by air, water, gravity, or ice and has been deposited by the action of water, wind, gravity or ice. 2519.2 21. SITE: Property where land disturbing activities take place. 22. STANDARDS SPECIFICATIONS: The latest edition of the Cedar Rapids Metropolitan Area Standard Specifications For Public Improvements. 2.3-3.03 FILL PERMIT REQUIRED 1. Except as provided in Sections 71.03 (F) (G.) and (H.) no person shall fill upon any site without obtaining a valid Fill Permit. 2. All Fill Permits shall be issued by the City of (Fairfax Building Inspector upon approval of a completed application for Fill Permit on a form provided by the City. The application shall be signed by the title holder(s) of all sites to be filled. The application fee for Fill Permits and renewals shall be established by!resolution of the City Council, 3. A Fill Permit application shall include the following.: A. A completed application for Fill Permit on a farm provided by the City Building Department. B. A dimensioned drawing including the following: (a) Property address or legal description. (b) Property lines and any existing easements of record. (c) Limits of fill area. (d) Existing and proposed ground elevations_ (e) Other information as required by the City Building Inspector or City Engineer. C. The application shall include a Grading, Erosion and Sediment Control Plan as set forth in Section 71.05 of this Ordinance. 4. Fill Permits shall be valid for a period of one year from the date of issuance and may be renewed as provided for herein. A renewal application must include those items required in Section 71.03(C.), and the following: A. Payment of the (Renewal Fee. B. Current dimensioned drawing if the original plan was modified. 5. The Building Department shall revoke a Fill (Permit or decline renewal if unacceptable materials are being deposited at the site, or if the applicant(s) has failed to comply with any of the regulations set forth in this Ordinance, or any requirement of law, statute or regulation. 6. Filling or construction within floodplain limits as established by the Federal Emergency Management Agency (FEMA) and in the (Fairfax Floodplain Management Ordinance is not regulated by this Ordinance. Approval and certification must be received through the City Building Department prior to any Filling or construction. 259-3 7. For work that is specifically covered by a City Demolition Permit, Building Permit„ NPDES Permit, or approved Plan of Improvements containing a Grading, Erosion and Sediment Control Plan, a Fill Permit is not required. However, site filling and grading done pursuant to these approved permits and plans shall meet the requirements of this Ordinance. 8. The following activities are exempt from the requirements of this Ordinance: A. Crop production activities. B. Cemetery graves. C. Emergencies posing an immediate danger to life or property, or substantial flood or fire hazards. D. Total fill quantity of less than twenty-five cubic yards in a twelve-month time period. E. Disturbed area of less than '/4 acre. F. Public improvements work within public right-of-way and easements. 2.3-3.04 FILLING REQUIREMENTS. 1. Clearing and grubbing shall be performed according to Part 3 of Section 01400 of the Standard Specifications, except as provided in this Ordinance. 2. Fill material shall be placed according to the Grading Erosion and Sediment Control Plan as accepted by the City. 3. Interim filling during construction shall be placed in a safe manner. Slope stabilization, inspection and maintenance of erosion control, and soil stabilization where work has been suspended shall be according to the Design Standards Manual. 4. Finish Grading shall be according to Part 2 and (Part 3 of Section 02900 of the Standards Specifications. 5. . Finish slopes shall not exceed a 3:1 ratio on any slope facing and terminating within 15 feet of a property line. 6. Unacceptable Fill Materials. A. Fill Materials,shall not include hazardous waste, synthetic material, metal, and organic material other than natural topsoil incidental to excavation except as noted below. Concrete,, brick, tile, and other manufactured inert material shall not be greater than 18" in its greatest dimension. Asphalt paving material shall not be used for bank stabilization or where the final location will be below the known water table. 259-4 B. Trees may be buried within the site they originate from, provided they are not buried within structural footprints or in earthwork providing structural support, such as for building foundations and roadways. Trees shallll not be placed in the trench backfill for sewers, culverts, and other underground utilities. Trees shall not be imported onsite from offsite for use as fill. 2.3-3.05 GRADING, EROSION & SEDIMENT CONTROL PLAN REQUIRED 1. Except as provided in Section 2.3-3.03, no person shall engage in Landl Disturbing Activities within the City unless a Grading, Erosion and Sediment Control Plan has been approved by the City Engineer. 2. Sites with land disturbance shall fall into one of two categories as determined by the City Engineer as set forth herein below: A. Sites with a disturbed area less than one acre (43,560 square feet) shall not require submittal of a Grading, Erosion and Sediment Control Plan. However, the owner(s) of a Site islaree required to plan and implement Erosion control measures as described in the brochure "Erosion Control for Small Site Development". The City Engineering Department and Building Department shall make this brochure available. The City Engineer may require an acceptable Grading, Erosion and Sediment Control Plan for sites with a disturbed area less than one acre in cases warranted by site conditions. Such site conditions may include, but are not limited to: (1) Site contains slopes of 9% of greater. (2) Site is adjacent to a water body or open drainage channel. (3) The site has been identified as having severe erosion or as creating a significant impact on adjacent properties, water bodies, or open drainage channels due to erosion and sediment deposition. B. Sites with a disturbed area greater than or equal to one acre (43,560 square feet) shall require an acceptable Grading, Erosion and Sediment Control Plan meeting the requirements of this Ordinance, certified by a Desigin. Professional, and approved by the City Engineer. 3. All Grading, Erosion and Sediment Control Plans must be reviewed and approved by the City Engineer prior to the commencement of Land Disturbing Activities.. 4. All Grading, Erosion and Sediment Control Plans shall include a Drainage Plan prepared according to the Design Standards Manual. The Drainage Plan shall be accompanied by a Drainage Report prepared according to the City's Engineering Specifications, The Drainage Report shall at a minimum demonstrate the design of proposed grading, erosion, and sediment control if constructed per plan is not expected to adversely impact adjacent properties. 259'-5 5. The City's acceptance of a Grading, Erosion and Sediment Control Plan does not constitute approval of Design Standards Manual exceptions unless specifically requested and approved by the City's Engineer. 2.3-3.06 GRADING, EROSION AND SEDIMENT CONTROL. PLAN REVIEW AND APPROVAL PROCEDURE 1. The Applicant shall submit a Grading, Erosion and Sediment Control Plan for the Site, meeting the requirements established in the Desigin Standards Manual, to the City's Engineer for review and approval, as follows; A. The City's Engineer shall review the submittal for compliance with the requirements of a Grading, Erosion and Sediment Control Plan as set forth in the Design Standards Manua[. Following the review, the City's Engineer may return comments to the Design Professional, B. Following receipt of comments from the City"s Engineer, the Applicant shall provide a revised submittal to the City's Engineer in accordance with any requested revisions. C. The City's Engineer or Building Inspector may require supporting documentation as needed to demonstrate conformance with these irequirements. Issuance of a Fiilll Permit may be delayed pending receipt of the documentation. D. If the submittal its complete, and meets the requirements as set forth herein, the City's Engineer shall approve the plan. 2'.3-3.07 LAND DISTURBING ACTIVITIES REQUIREMENTS 1. Land Disturbing, Activities shall be conducted in compliance with the approved Grading, Erosion and Sediment Control Plan for the Site. 2. if a Site is not in compliance with these regulations, the City's Engineer, or City Building Inspector, may tissue a notice to comply to the property owner. The notice shall describe the problem and specify a date by which compliance must be achieved. 2.3-3.08 POWERS OF AUTHORITY FOR INSPECTION 1. Right of Entry. The City's Engineer or Building Inspector and authorized employees of the City bearing proper credentials and identification shall be permitted to enter all properties for the purposes of inspection, observation, measurement, sampling, and testing in accordance with the provisions of this Ordinance. The applicant, owner, or titleholder shall be deemed to have consented to such entry by submission of an application for any permit or plan contemplated in this Ordinance. 259_6 2.3-3.09 FEES ESTABLISHED The City Council may establish fees by resolution for the review and processing of documents necessitated by this Ordinance. When such fees are established a submittal shall not be considered unless the appropriate fee has been submitted to the City. 2.3-310 PENALTIES Any person who shall engage in Land Disturbing Activities upon any Site within the area of jurisdiction of this Ordinance before meeting the requirements of this Ordinance or who shall violate any other provisions of this Ordinance shall be subject to one or more of the following: 1. The provisions of Section 1-1.0109 of the Code of Ordinances. 2. The actual cost to the City for removing Sediment from public facilities as determined by the City's Engineer. 3. No Foundation Permits or Building Permits for the Site shall be issued until the violation(s) is/are corrected. Current Foundation Permits or Building Permits for the Site may be rescinded. 4. No permanent Certificates of Occupancy shall be issued for property until the violations) is/are corrected. An existing certificate of occupancy may be rescinded. Nothing contained herein shall) limit the right of the City to any other remedies available to the City for the enforcement of this Ordinance, including the use of municipal infractions. Enforcement of this section shall be the responsibility of the City's Engineer and the Buildings Inspector or their designees. 2,3-3.11 RELATIONSHIP TO OTHER REQUIREMENTS 1. Relationship to Other Laws. Nothing in this Ordinance shall be construed as exempting any person from other requirements of the City of Fairfax or State and Federal laws and regulations. To the extent the requirements of this ordinance differ, from other applicable City,: State or Federal requiirements, the more restrictive requirements shall apply. 2. Minimum Requirements. The provisions of this Ordinance shall be held to be the minimum requirements for the promotion to the public health, safety, morals, comfort,, convenience, prosperity, and general welfare. 2.3-3.12 SEVERABILITY It is the intention of the City Council that each section, paragraph, sentence, clause and provision of this Ordinance is separable and if any provision is held unconstitutional or invalid for any reason, such decision shall not affect the remainder of this Ordinance, nor any part thereof other than that affected by such decision. 259-7 23-3.13 REPEALER All ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby repealed. Section 2. That this Ordinance shall be in full force and effect from and after it's passage and publication as provided by Ilaw. Pas ed by the Council the �1� day of 20,02, and approved this day of , 2002. Mayor ATTEST: City Clerk First Reading: ' �` Ci ra'�/� � Gt�lnc ( "fi�/� iho, Second Reading: � Ca We �I� i MC Third Reading: I ertify th t the foregoing was posted as Ordinance No.C�S`iy on the day of 2002. City Clerk F';:NVPWSTAIRFAXIORDINANCES\Grading Ordinance.dlac 259-'B ORDINANCE 260 AN ORDINANCE AMENDING SECTION 1.16, TO THE CITY OF FAIRFAX ZONING CODE,,'TITLE VI OF THE CODE OF ORDINANCES,CHAPTER 5 BE IT ENACTED by the City Council of the City of Fairfax,Iowa: SECTION 1. The Code of Ordinances,Fairfax,Iowa is hereby amended in the following particulars: A. Title VI,Chapter 5 of the Code of Ordinances,Fairfax,Iowa, Section 1.16 C. to the Zoning Code is amended,which reads as follows: C.Application Fee. Before any action is taken upon an application as provided in this Ordinance,the applicant shall pay to the administrative Officer a non-refundable fee in such amount as may be established by ordinance of the City Council. SECTION 2. REPEALER. All ordinances or parts of ordinances in conflict with the provisions of this ordinance are repealed. SECTION 3. SEVERABILIT'Si'', If any section,provision,or part of this ordinance shall be adjudged invalid or unconstitutional, such adjudication shall not affect the validity of the ordinance as a whole or any section,provision or part thereof not adjudged invalid or unconstitutional. SECTION 4. WHEN EFFECTIVE. This ordinance shall be in effect after its final passage,approval and publication as provided by law. ADOPTED this day of &Qttj ,2002. IIi l Voss,Mayor ATTEST: 4' m 0 A",/. I Ma Pac ity Clerk CLERK'S CERTIFIC TE: I hereby certify that the foregoing was posted as Ordinance No.260 on the/416L day of 2002 Wa-W Pac a,City Clem RESOLUTION 02-08-13-2 Be it resolved,by the Fairfax City Council that the F/Y 2001-2002 Street Finance Report has been rece' ed and that this report is hereby adopted and approved this day of i , 2002. 1 AYEeer, leio. I J NAY ABSENT Bill Voss,Mayor ATTEST: MAY cha, City Clerk Form 220003 � ,t�owa Department of Transportation SFR-2 07.02 w� OFFICIAL FINANCIAL REPORT for CITY STREETS City Fairfax County Linn From July 1, 2001 to June 30, 2002 I, Mary Pacha , city clerk for the City of Fairfax (please print) do hereby certify that the city council has by resolution approved this report as its official 2002 Fiscal Year Street Finance Report this 13 day of August 2002 (Month) (year) Resolution 02-08-13-2 (signature) Clerk's City E-mail Address fairfax @southslope.net Clerk's City Mailing Address PO Box 337 Fairfax 52228 (Zip Code) Clerk's Hours 7:30-4:OOMWF 7:30-6:00TTh Phone 319-846-2204 319-846-3399 or (Home) Preparer's Name Mary Pacha Phone 319-846-2204 Mayor Bill Voss Mayor's City Mailing Address PO Box 337 Fairfax 52228' (Zip code) Members of the Council Marianne Wainwright Mark Ekstrom Cheryl Scott Bernie Frieden JoAnn Beer VERSION!!I On or before September 30,2002,this report shall be Fled with the Iowa Department of Transportation, Office of Transportation Data,800 Lincoln Way,Ames,Iowa,50010, Attn: Karen Magie-Crouse Form 220004 tewa Department of Transportation SFR-2A 07-02 0 STREET FINANCE REPORT FROM I ALL SOURCES FOR STREET PURPOSES Fairfax COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 City Name 57 ROAD USE OTHER DEBT City ft TAX FUND ROAD MONIES SERVICE TOTALS (ROUND FIGURES TO NEAREST DOLLAR) A. 1. Ending) Balance on 2001 SFR(Line O) . . . . 10,961 10,961 2. Adjustment(Explain on SFR-2B) . . . . . . . . . 0 3. Actual) Balance, July 1, 2001 . . . . . . . . . . . . . 10,961 0 0 10,961 ACTUAL RECEIPTS B. 1. Road Use Tax 71,207 71,207 2. Properly Taxes . . . . . . . . . . . . . . . . . . . . . . . XXXXXXXXXX 49,433 49,433 3. Special Assessments XXXXXXXXXX 0 4. Misc.. (itemize on Form SFR-2B) . , . . , . . . XXXXXXXXXX 0 0 0 5. Proceeds From Bonds Sold, Notes, and Loans XXXXXXXXXX 0 6. Interest Earned . . . . . . . . . . . . . . . . . . . . . . . XXXXXXXXXX 0 C. Total Receipts (Lines B1 thru 136) 71,207 49,433 0 120,640 D. TOTAL FUNDS AVAILABLE (Line A3 + Line C) . 82,168 49,433 0 131,601 ACTUAL EXPENDITURES E. Maintenance 1. Roadway Maintenance . . . . . . . . . . . . . . . . . 24,799 380 25,179 '. Snow and Ice Removal . . . . . 21 2,041 2,062 J. Storm Sewers . . . . . . . . . . . . . . . . . . . . 0 4. Traffic Services . . . . . . . . . . . . . . . . . . . . . . 1,742 1,742 5. Street Cleaning . . . . . . . . . . . . . . . . . . . . . . 0 F. Construction or Reconstruction 1. Engineering 200 200 2. Right of Way Purchased . . . . . . . . . . . . . . . 0 3. Roadway Construction 0 4. Storm Sewers . . . . . . . . . . . . . . . . . . . . . . . 0 5. Traffic 'Services . . . . . . . . . . . . . . . . . . . . . . 0 6. Sidewalks . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 G. Administration . . . . . . . . . . . . . . . . . . . . . . . . . 17,357 18,797 36,154 H. Street Lighting . . . . . . . . . . . . . . . . . . . . . . . . . 10,661 10,661 I. Trees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 250 J. Equipment(Purchased or Repaired) . . . . . . . . 530 14,400 14,930 K. Misc. (Itemize on Form SFR-2B) . . . . . . . . . . . XXXXXXXXXX 6,354 0 6,354 L. Bonds, Notes and Loans 1. Principal Paid . . . . . . . . . . . . . . . . . . . . . . . 0 2. Interest.Paid . . . . . . . . . . . . . . . . . . . . . . . . 0 M. Non-Street Purposes . . . . . . . . . . . . . . . . . . . . XXXXXXXXXX 7,461 XXXXXXXXXX 7,461 N. Total Expenditures (Lines E thru M) 55,560 49,433 0 104,993 O. BALANCE, June 30, 2002 (Line D minus Line N) 26,608 0 0 26,608 TOTAL FUNDS ACCOUNTED FOR . . . . . . . . 82,168 49,433 0 131,601 (Line N + Line O = Line D) VERSION 1 For assistance,call 515-239-1004 Send directly to, Iowa Department of Transportation,Office of Transportation Data, 800 Lincoln'tray,Ames, Iowa, 50010 Attn; Karen Magie-Crouse Fcrm220005 �lowra Department of Transportatiioin 07-02 SIR-2B STREET FINANCE REPORT City Fairfax Itemization of Misc. Receipts (Line B4 on Form SFR-2A) (See instructions.) COLUMN 2 COLUIMN 3 Line B4 Totals 0 0 Itemization of Misc. Expenditures(Line K on Form SFR-2A) on street" parking expenses, street maiint. bldg., insurance, ai mlMistrative costs for printing, legal fees, bond fees, etc. (See instructions) COLUMN 2 COLUMN 3 Insurance 6,039 Uniforms 315 Line IlK Totals 6,354 0 Comments-. VERSION 1 Send directly to; Ilowa Department of Transportation,Office of Transportation Data, 800 Lincoln Way,Ames, [owa,50020 Attn: Karen I lagle-Crouse RESOLUTION 02-08-0-3 RESOLUTION ADOPTING A CITY RECORDS RETENTION SCHEDULE AND DELEGATING TO PARTICULAR EMPLOYEES THE RESPONSIBILITY FOR IMPLEMENTING THE REQUIREMENTS OF THE IOWA OPEN RECORDS LAW WITH RESPECT TO THE VARIOUS AGENCIES, DEPARTMENTS, DIVISIONS AND ACTIVITIES UNDER THE GOVERNANCE OF THE FAIRFAX CITY COUNCIL WHEREAS, Section 372.13(5) Code of Iowa states certain minimum requirements with respect to the retention of City records and documents; and, WHEREAS, Section 22.1(2) Code of Iowa mandates that"each government body shall delegate to particular officials or employees of that government body the responsibility for implementing the requirements of this chapter and shall publicly announce the particular officials or employees to whom responsibilities for implementing this chapter has been delegated." NOW,THEREFORE,BE IT RESOLVED. Section One. The City of Fairfax Records Retention Schedule now on file in the Office of the City Clerk shall be and is hereby adopted. Section Two. Those City employees who are, from time to time, the head of the various City departments, divisions and offices listed in the INDEX to the aforesaid Records Retention Schedule are hereby delegated the responsibility for retention of the records in accordance with that Schedule, and with the responsibility for implementation of Chapter 22, Code of Iowa (Open Records), with respect to the records and documents shown by the said Records Retention Schedule for the City department, division or office that they are the administrative head of. ]Passed this 3H—" day of ,2002. AYE Zef r e(l n Jr a /:�&,k oirl NAY ABSENT loot Bill Foss,Mayor Attest: Mark Pac a, City Clerk CITY CLERK RECORDS (Public Record Law Implementation Responsibility - City Clerk) A. COUNCIL PROCEEDINGS Record Title Retention Period Reason Meeting.file(agenda, Council Permanent Continuing administrative Action Forms, and historical values correspondence distributed, etc,) Minutes(official copy) Permanent Continuing administrative, historical, and legal values Minutes index Permanent Continuing administrative value Audio tapes 5 years Administrative value ends Ordinances (current code) Permanent Continuing administrative, historical, and legal values Ordinances (superseded code) Permanent Continuing historical and legal values Ordinance index Permanent Continuing administrative value Resolutions Permanent Continuing administrative, Resolutions index Permanent Continuing administrative value Affidavits of publication re: Until audited,but Fiscal and legal values end budget not less than 5 years Affidavits of publication re: Pei nanent Continuing legal value ordinances Affidavits of publication re: Permanent Continuing fiscal and legal bond issues values Other affidavits of 5 years Fiscal and legal values end publication Oaths of office Permanent Continuing historical and legal values Fidelity bonds of city officials. 5 years after Legal value ends expiration 1 R. REAL PROPERTY Record Title Retention Period Reason Title documents -deeds Permanent Continuing historical and legal values ° T':"itle documents -title Permanent Continuing historical and opinions legal values Title documents -abstracts Permanent Continuing historical and and certificates of title legal values Title documents -title Permanent Continuing historical and insurance legal values Title documents - Permanent Continuing historical and condemnation proceedings legal values Easements and/or right-of- Permanent Continuing historical and wvay agreements legal values Plats(legal description, Permanent Continuing historical and parcel maps,plat books, legal values both current and outdated) Vacations or alterations of Permanent Continuing historical and plat legal values . C. PERMITS & LICENSES Record Title Retention Period Reason Cigarette 5 years Administrative and legal values end Liquor and beer 5 years Administrative and legal values end Miscellaneous business 5 years Administrative and legal values activity(peddler,tree end trimmers,house movers, garbage haulers, etc.) Special events (parades, 5 years Administrative and legal values banners, etc.) end Electricians,mechanical, 5 years Administrative and legal values plumbers (includes end applications,notice of approval) 2 D.. GENERAL Record Title Retention Period Reason Agreements and Permanent Continuing administrative, miscellaneous contracts historical, and legal values 28E agreements Permanent Continuing administrative, historical, and legal values Bids-accepted Permanent Continuing administrative, historical, and legal values Bids-rejected 5 years Administrative and legal values end Cemetery and burial Permanent Continuing historical value records Contracts or agreements for 5 years after Advice of State Records services,purchase of expiration Management Manual equipment or supplies, concessions Franchises 5 years after Legal value ends expiration Leases Permanent Continuing administrative,legal and historical values Minutes of any board or Permanent Continuing administrative and cone nission historical values Rosters of previous boards Permanent Continuing historical value and commissions members Petitions from citizens 5 years.; appraise Administrative and legal values for possible end; possible historical value permanent retention Election records-precinct Permanent Possible historical value maps,both current and outdated Election records -City Permanent Continuing historical value elections abstracts 3 E. REVENUE Record Title Retention Period Reason Special assessment- 5 years after final payment Fiscal and legal values end certified mail stubs from notice to property owners Special assessment- 5 years after final payment Fiscal and legal values end preliminary and final assessment schedules Special assessment- 5 years after final payment Fiscal and legal values end petition and waiver (agreements to special assessments) Special assessment- 5 years after final payment Fiscal and legal values end assessment plats Special assessment- 5 years after final payment Fiscal and legal values end certificate of levy of final assessment Bond issue proceedings Permanent Continuing administrative, (notice and call of public fiscal,historical,and legal meetings, minutes and values certificate of meeting, certificate of referendum, legal opinions) F. GENERAL RECORDS COMMON TO ENGINEERINGIPLANNING DEPARTMENTS Record Title Retention Period Reason Annexation files (petitions, Permanent Continuing administrative and maps,public hearings, historical values elections,proceedings) Plats(subdivision, Permanent Continuing administrative and annexation, assessors, legal historical values descriptions, plat books) Subdivision files Permanent Continuing administrative and historical values 4 G. ENGINEERING RECORDS Record Title Retention Period Reason Capital improvement 5-year minimum (See Public Works) projects -authorization phase-notice of hearing and letting (instructions to bidders, bid,tabulation) Capital improvement 5 years Continuing historical and legal projects -authorization values phase(contract, fidelity or,performance bond, certificate of insurance) H. MISCELLANEOUS Record Title Retention Period Reason Fae ax Facts Newsletter Permanent Continuing historical value Newspaper clippings about Permanent Continuing historical value Fairfax Security Light Rental Life of agreement, Administrative Value Agreements But not less than 5 years Iowa One Call locate 7 years Legal value ends Requests Portable fire extinguisher 5 years Administrative and legal values end Inspections EQUIPMENT SERVICES REC'O"S (Public Record Law Implementation Responsibility-Maintenance Department) A. EQUIPMENT RECORDS Record Title Retention Period Reason Maintenance history Life of equipment, 5- Administrative value ends year minimum 5 FINANCE ACCOUNTING RECORDS (Public Record Law Implementation Responsibility-City Clerk) A,. ACCOUNTS PAYABLE Record Title Retention Period Reason Requisitions-paper &computer 5 years Fiscal value ends Purchase orders paper&computer 5 years Fiscal value ends Iiivoices, statements, bills 5 years Fiscal value ends Claims to Council 5 years Fiscal value ends Check/warrant copies or stubs 5 years =Fiscal value ends B. ACCOUNTS RECEIVABLE Record Title Retention Period Reason Backup information on charges 5 years Fiscal value ends Memos detailing amounts to bill 5 years Fiscal value ends Invoices, statements,bills - 5 years Fiscal value ends computer records C. BOOKS OF ORIGINAL ENTRY (COMPUTERIZED) Record Title Retention Period Reason Receipt journal-cash receipts 10 years Fiscal value ends program/accounts receivable program Disbursement journal included 10 years Fiscal value ends with general ledger package General journal included with 10 years Fiscal value ends general ledger package Appropriations journal; 10 years Fiscal value ends encumbrances;budget included with general ledger package General ledger Permanent Continuing fiscal value Purchasing program 10 years Fiscal value ends Payroll program 60 years Long-term fiscal value ends Investment program 10 years Fiscal value ends Fixed asset program Permanent Continuing fiscal value 6 1). BANKING Record Title Retention Period Reason Checking account statements 5 years Fiscal value ends Check/warrant register- 110 years Fiscal value ends computerized Check registers -paper 5 years Fiscal value ends Canceled checks/warrants 5 years Fiscal value ends Savings account statements 5 years Fiscal value ends Reconciliation worksheets 5 years Fiscal value ends T, FINANCIAL REPORTS Record Title Retention Period Reason Annual Financial Report Permanent Continuing fiscal and (CAFR) historical values City Annual Financial 10 years Fiscal value ens Report .audits(CAFR) Permanent Continuing fiscal and historical values Sales tax and use tax reports 5 years Statute of limitations on audits; State Records Management Manual Grunt reports 5 years after audit; 7 Fiscal value ends years if not audited; grant terns if stated therein. F. ]BUDGET Record Title Retention Period Reason Appropriation requests 5 years Fiscal value ends from departments Budget detail 5 years Fiscal value ends Final budget and 2 copies permanent Continuing historical value certificate summary Amendments 2 copies permanent Continuing historical value 7 G. PAYROLL - GENERAL Record Title Retention Period Reason Payroll j ournal(shows names, 60 years Fiscal value ends; satisfies SSN,earning, deductions,net pay j long-term need for future per pay period, and yearly totals) salary and pension inquiries Payroll support documents (time 5 years Fiscal value ends; advice of sheets and reports of sick or State Records Management vacation leave) Manual H, PAYROLL -FEDERAL REPORTING FORMS Record Title Retention Period Reason W-2,W-3,W-4 5 years Fiscal value ends; advice of Federal Register, Guide to Record Retention Requirements 941 quarterly report 5 years Fiscal value ends; advice of Federal Register, Guide to Record Retention Requirements 1099, 1096 5 years Fiscal value ends; advice:of Federal Register, Guide to Record Retention Requirements I. PAYROLL - STATE REPORTING FORMS Record Title Retention Period Reason Withholding agents 5 years Fiscal value ends; advice of State report Records Management Manual Job Service Report 5 years Fiscal value ends; advice of State Records Management Manual 1P'ERS 5 years Fiscal value ends; advice of State Records Management Manual MFPRSI 5 years Fiscal value ends,. advice of State Records Management Manual J. PROPERTY TAX Record Title Retention Period Reason Notice of property tax allocation from 5 years Fiscal value ends county 8 FINANCE ADMINISTRATION RECORDS (Public Record.Law Implementation Responsibility-City Clerk) A. LIQUOR/BEER Record Title Retention Period Reason Refund forms, detail information 5 years Fiscal value ends B. INVESTMENTS Record Title Retention Period Reason Investment reports 5 years Fiscal value ends Investment purchases 5 years Fiscal value ends Investment maturities 5 years Fiscal value ends Investment sales 5 years Fiscal value ends C. ROAD USE TAX Record Title Retention Period Reason Annual Street Financial 5 years Fiscal value ends(DOT Records Report Management Manual states DOT will retain 25 years) D. STATE SALES TAX Record Title Retention Period Reason Claims for refunds of state 5 years Fiscal value ends; advice of State sales tax Records Management Manual E. 'STATE FUEL TAX Record Title Retention Period Reason Claims for refunds of state 5 years Fiscal value ends; advice of State feel tax(IA EFT System) Records Management Manual F. SPECIAL ASSESSMENT Record Title Retention Period Reason Special assessment Permanent Continuing fiscal, administrative, spreadsheets-payment legal, and historical values record 9 G. BOND ISSUES Record Title Retention Period Reason Bond certificates l l years after bond Fiscal value ends maturity Redeemed coupons 11 years after bond Fiscal value ends maturity Bond register Permanent-maintained Continuing fiscal, administrative, by registered agents; legal, and historical values; Code not in City possession of Iowa, 372.13(5)w H, REMITTANCE ADVICE Record Title Retention Period Reason Remittance advice received 5 years Fiscal value ends with payments FINANCE/CUSTOMER SERVICES RECORDS (Public Record Law Implementation Responsibility-City Clerk) B. BILLING AND CUSTOMER SERVICES RECORDS Record Title Retention Period Reason Applications for hook-up, 5 years Administrative value ends initiation of service Complaints 5 years Administrative value ends Deter readings 5 years Administrative and fiscal values end. Customer payment history 5 years, or as may be Fiscal value ends necessary to comply with service rules regarding fast meters Daily receipt tabulations 5 years Fiscal value ends Bad debt write-offs 5 years Fiscal value ends Record of customer deposits 5 years Fiscal value ends and refunds 10 FIRE DEPARTMENT RECORDS (Public Record Law Implementation Responsibility--Fire Chief) A. STATION LOGS Record Title Retention Period Reason Daily station logs Permanent Continuing administrative, environ- mental, and historical values Incident logs Permanent Continuing administrative,, environ- mental, and historical values B. EQUIPMENT (vehicles, hose,portable equipment) Record Title Retention Period Reason Inventories While current, 5-year Administrative value ends minimum Maintenance and Life of equipment, 5- Administrative value ends testing year minimum C, INCIDENT REPORTS AND INVESTIGATION FILES Record Title Retention Period Reason Incident reports Permanent Continuing administrative, environ- mental, and historical values Arson reports Permanent Continuing administrative,environ- mental,and historical values Fire deaths Permanent Continuing administrative, environ- mental, and historical values D. SCRAPBOOKS, PHOTOS Record Title Retention Period Reason Scrapbooks,Photos Permanent. Continuing historical value 11 HUMAN RESOURCES RECORDS (Public Record Law Implementation Responsibility-City Clerk) A. INDIVIDUAL EMPLOYEE FILES Record Title Retention Period Reason Service record Permanent Continuing historical value Application and resume 5 years after termination Administrative value ends Evaluations, etc. 5 years after termination Administrative value ends Enrollment for direct While current, 5-year Administrative value ends deposit,insurance, etc. minimum Continuing education 5 years after termination Administrative value ends Resignations,reasons for Permanent Continuing historical value leaving Unemployment 5 years after filing of Administrative value ends insurance claims claim (separate file) Medical information 5 years after termination Administrative value ends (separate file) D. MISCELLANEOUS Record Title Retention Period Reason Microfilm Job specifications Permanent. Continuing historical value NA Personnel policies,pay Permanent Continuing historical value NA plans,etc. Internal 10 years; appraise for Administrative and legal values NA investigations—sexual permanent retention end harassment, etc. 12 INSPECTION DIVISION RECORDS (Public Record Law Implementation Responsibility-Building Official) A. PROPERTY SPECIFIC DOCUMENTS Record Title Retention Period Reason Pen-nits -building, Permanent (except for 5 Continuing administrative and electrical,mechanical, years for water heaters, historical values plumbing and furnaces that have been replaced) Floodplain applications Permanent Continuing administrative value elevation certificate B. PLANS Record Title Retention Period Reason Single family, duplex, 5 years Administrative value ends and multi-family Coimnercial 5 years Administrative value ends C. INSPECTIONS Record Title Retention Period Reason Inspections Permanent Continuing administrative and historical values 13 LEGAL DEPARTMENT RECORDS (Public Record Law Implementation Responsibility-City Attorney/City Clerk) A. LEGAL ACTION Record Title Retention Period Reason. Civil law suits and 5 years after closure Administrative and legal values administrative law end proceedings Criminal&municipal Permanent Continuing administrative value infraction cases pending list Criminal&municipal 5 years Administrative value ends inaction cases closed list Civil case pending list Permanent Continuing administrative value Civil case closed list 5 years Administrative value ends (including collection) B. LEGAL OPINIONS Record Tittle Retention Period Reason Legal Opinions Permanent Continuing legal value 14 PARKS & RECREATION RECORDS (Public Record Law Implementation Responsibility- City Clerk/Maintenance Department) A.. GENERAL Record Title Retention Period Reason. Contracts, agreements 5 years after expiration Legal and administrative values (concessions, service, end purchase of equipment, personnel,use of facilities) Facilities,buildings, 5 years minimum Administrative value ends and other structures Facilities,equipment 5 years minimum Administrative and historical records (inventories values end and maintenance) Facilities,park 5 years rninimutn Administrative and historical maintenance, pesticide values end applicator licenses Photos, scrapbooks, Permanent Continuing historical value park history C. PERSONNEL RECORDS Record Title Retention Period Reason Payroll support 5 years Fiscal value ends docurnents (time sheets and reports of sick or vacation leave) Application and 5 years Administrative value ends; renames of seasonal (satisfies long-term:need for employees future inquiries) 15 PUBLIC WORKS RECORDS (Public Record Law Implementation Responsibility-Public Works Superintendent) A. ENGINEERING Correspondence with 5-year minimum; appraise Administrative value ends; regulatory agencies for permanent retention possible historical value divisionre: inspections, certification, correction of violations Master plans(5-to 10- 5-year minimum; appraise Administrative value ends; year projections) for permanent retention possible historical value WATER. & POLLUTION CONTROL RECORDS (Public Record Law Implementation Responsibility-Public Works Superintendent) A.. GENERAL Record Title Retention Period Reason Capital Improvement 5 years after completion Administrative value ends Projects(CIP) State and federal funding of planning and/or construction of water and wastewater facilities (correspondence, grant applications, approvals,wage determinations, adjustments) CI"P Permanent Continuing administrative Construction of value wastewater or water treatment facilities (applications,permits, amendments,blue- prints, complaints, investigations,reports, Municipal Operation Permits) Operator certification Length of employment Administrative and legal values end Valuations Permanent Continuing administrative, fiscal, and historical values Rate surveys Permanent Continuing historical value 16 B. SYSTEM, PLANT,AND EQUIPMENT Record Title Retention Period Reason Blueprints or plans of Permanent. Continuing administrative plant and system and historical values Inventories (elevated While current Administrative value ends water tanks, wells, pumps,engines,tanks, reservoirs, dams, plant equipment,pump stations,etc.) Maintenance history Life of equipment plus Administrative value ends (elevated water tanks, 5 years wells,pumps, engines, tanks,reservoirs, dams, plant equipment,pump stations,etc.) Depreciation (elevated Life of equipment then Fiscal value ends water tanks, wells, destroy pumps,engines, tanks, reservoirs, dazes,plant equipment, pump stations,etc.) Plant valve records Permanent Continuing administrative value Material Safety Data 30 years after last use Administrative value ends Sheets(MSDS) Meetings&attendance 7 years Administrative value ends records: staff, safety, OSHA training, etc. 17 C. OPERATIONS Record Title Retention Period Reason Logs indicating 6 years Administrative value:ends pumpage,hours, gallons, chemicals added, maintenance, testing Recording instrument 5 years Administrative value ends charts Records relating to Permanent Continuing historical and operations,including future projection values correspondence, permits(NPDES, pretreatment, disposal of water&wastewater sludges,water supply), historical consumption, and/or usage records, trouble calls Lab records supporting 7 years Administrative value ends lab certification iDNR summary 7 years Administrative value ends bacterial analysis Water supply monthly 7 years Administrative value ends operations report Operations permit Permanent Continuing administrative value IS D. WATER AND WASTEWATER TREATMENT Record Title Retention Period Reason Bacteriological analysis 5 years Administrative value ends; Environmental Protection Agency,40 CFR 141,33 Chemical analysis 10 years Administrative value ends; Environmental Protection Agency,40 CFR 141.33 Actions taken to correct - 5 years Administrative value ends; violation of SDWA or Environmental Protection CWA regulations Agency,40 CFR 141.33 Copies of reports relating 10 years Administrative value ends; to sanitary surveys of Environmental Protection system Agency, 40 CFR 14133 Records relating to Permanent Administrative value ends; variances or exemptions Environmental Protection Agency,40 CFR 141.33; value for future requests Record of residuals 5 years. Administrative value ends; analysis and disposal Environmental Protection Agency, 40 CFR 141.33 Flood prediction and Permanent Continuing historical and monitoring data future projection values Groundwater level Permanent Continuing historical and monitoring data future projection values 19 G. METER RECORDS Record Title Retention Period Reason Meter testing and 5 years after retirement Administrative value ends maintenance records of meter (meter cards) Meter location records Permanent Continuing historical value (address cards) H. CROSS-CONNECTION CONTROL RECORDS Record Title Retention Period Reason Facility/customer records: Permanent Continuing administrative device test and facility and historical values survey forms; notifications for need for containment, testing,and noncompliance; assembly information and test log 20 CONTRACT This Contract entered into this day of ,2002,by and between the City of Mi- Walford,Iowa(Walford)and the City of Fairfax,Iowa WITNESS: WHEREAS,Section 3 64.1 6 of the Code of Iowa requires each city to provide for the protection of life and property against fire;and WHEREAS,Walford and Fairfax are public agencies as defined by Section 28E.2 of the Code of Iowa;and WHEREAS, Section 2E.3 of the Code of Iowa provides that any power of any public agency of this state may be exercised jointly with any other public agency of this state. NOW,THEREFORE,IT IS AGREED AS FOLLOWS: 1. That Fairfax shall provide the services of its existing volunteer fire department to Walford including a fire truck stationed at the firehouse in Walford. 2. Walford shall pay to Fairfax for providing said services an amount each year equal to eighty cents($.80)per thousand dollars($1,000.00)of assessed property valuation, 3. That the purpose of this Contract is to provide fire protection to Walford. 4. The Walford City Council and the Fairfax City Council shall be responsible for administering this cooperative undertaking for providing fire protection to Walford. 5.The manner of acquiring,holding and disposing of real and personal property used in this joint or cooperative undertaking shall be determined solely b Fairfax. 6.That this Contract shall commence an the � 1 day of ,2002,and shall continue in force and effect from year to year thereafter on the same to and conditions as stated herein, unless either party gives to the other,party written notice by ordinary mail of its desire to terminate this Contract at least ninety(90)days prior to the end of the particular contract year,in which event this contract shall be deemed terminated and of no further force or effect. 7. Walford shall immediately file this Contract with the Secretary of State and record it with the Linn County Recorder,Cedar Rapids,Iowa. Dated this day of ,2002. CITY OF WALFORD,IOWA Mayor ATTEST; City Clerk Dated this-lam—day of ,2002, CITY OF FAIRFAX,IOWA � Mayor ATTEST: Cit Cler CONTRACT This Contract entered into this . day of ulil— ,2002,by and between the City of Watford,Iowa(Watford)and the City of Fairfax,Iowa(Fair ax), WITNESS: WHEREAS, Section 364.16 of the Code of Iowa requires each city to provide for the protection of life and property against Ere;and WHEREAS,Walford and Fairfax are public agencies as defined by Section 28E.2 of the Code of Iowa; and WHEREAS, Section 28133 of the Code of Iowa provides that any power of any public agency of this state may be exercised jointly with any other public agency of this state. NOW,THEREFORE,IT IS AGREED AS FOLLOWS: 1.That Fairfax shall provide the services of its existing volunteer fore department to Watford including a fire truck stationed at the firehouse in Watford. 2.Watford shall pay to Fairfax for providing said services an a-mount each year equal to eighty cents($.80)per thousand dollars($1,000,00)of assessed property valuation, 3.That the purpose of this Contract is to provide fire protection to Watford. 4.The Watford City Council and the Fairfax City Council shall be responsible for administering this cooperative undertaking for providing fire protection to Watford. 5.The manner of acquiring,holding and disposing of real and personal property used in this joint or cooperative undertaking shall be determined solely by Fairfax. 6.That this Contract shall commence on the�day of , 2002,and shall continue in force and effect from year to year thereafter on the same ier'md and conditions as stated herein, unless either party gives to the other party written notice by ordinary mail of its desire to terminate this Contract at least ninety(90)days prior to the end of the particular contract year,in which event this contract shall be deemed terminated and of no further force or effect. 7.Watford shall immediately file this Contract with the Secretary of State and record it with the Linn County Recorder, Cedar Rapids,Iowa. Dated this day of ,2002. CITY OF WALFORD,IOWA Mayor ATTEST: City Clerk Dated this , day of ,2002. CITY OF FAIRFAX,IOWA Mayor ATT ST; L11110M A Ci Cler Walford City Council Proceedings Regular Meeting August 20, 2002 Meeting was called to order at 7:00 p.m., by Mayor Randy Bauer. Roll Call: Dvorak, Johnson, Mahoney, Pottebaum, and Schulte were present. None absent. Mahoney moved approval of agenda as posted, seconded by Pottebaum. Roll Call: Ayes: 5. Motion Carried. Pottebaum moved approval of the July 31, 2002 Treasurer's Report, seconded by Schulte. Roll Call: Ayes: 5.. Motion Carried. Pottebaum moved approval of the July 8, 2002 minutes as posted and published, seconded by Dvorak. Rolf Call: Ayes: 5. Motion Carried. Dvorak moved approval of the expenditures for July, seconded by Pottebaum. Roll Call : Ayes: 5. Motion Carriedl. Resident was present and inquired about pet ordinances. Amy Ellis of the Park and Rec. Board was present to report on the purchase of new park equipment. Schulte moved approval of the following building permits, seconded by Johnson. Roll Call: Ayes: 5. Motion Carried. Rotter (Shed); Tyler (Deck)',; Tiedeman (Deck); Trudo (Driveway); Barker (Shed); Pfenning (Shed) and Suby (Shed). A Public Hearing was conducted regarding a public improvement project to construct an interceptor sewer line, and to acquire agriculture land for the project. Mr. and Mrs. Mike Stallman were present for hearing. The following questions were addressed: Field the repairs if broken, easement use, and connection to the city sanitary sewer. There were no written or oral objections to said project. Pottebaum moved to close hearing at 7:23 p.m., seconded by Mahoney. Roll Call: Ayes: 5. Motion Carried. Schulte moved approval of the 2nd reading of Ordinance No. 152 providing for the division of taxes levied on taxable properly in the 2002 addition to the Walford Urban Renewal Area, seconded by Pottebaum. Roll Call: Ayes: 5. Motion Carried. Johnson moved approval of the 2nd reading of Ordinance No. 153 amending the Walford Code of Ordinances 2001, Section 165.05, R-1 Single Family (District Regulations, to include Funeral Chapels for purposes of FuneralsNisitations, seconded by Pottebaum. Roll Call: Ayes: 5. Motion Carried. Pottebaum moved approval)to waive the 3rd reading as require by law, seconded by Johnson. Roll Call: Ayes: 5, Motion Carried. Pottebaum moved approval' of final adoption of Ordinance No. 153, seconded by Mahoney. Roll Call: Ayes: 5. Motion Carried. Page 2 of 3 Schulte moved approval of the 2"d reading of Ordinance No. 154 amendments to Chapter 165 of the Walford Code of Ordinances 2001 pertaining to building permits, screening and lighting in Commercial Zoning and Subdivisions, seconded by Pottebaum. Roll Call: Ayes: 5. Motion Carried. Mahoney moved approval to waive the 3`d reading of Ordinance No. 154, seconded by Johnson. Roll Call: Ayes: 5. Motion Carried. Schulte moved approval of final adoption of Ordinance No. 154, seconded by Mahoney, Roll Call: Ayes: 5. Motion Carried. Dvorak moved approval of Resolution No. 8-02-1 Farmers Savings Bank Deposit Agreement, seconded by Schulte. Roll Call: Ayes: 5. Motion Carried. Pottebaum moved approval) of Resolution No. 8-02-2 Visa Business Accounts and policies, seconded by Johnson. Roll Call: Ayes: 5. Motion Carried. Resolution No. 8-02-3 Fairfax Fire Service Contract was tabled. Pending 28E agreement. Resolution No. 8-02-4 Comprehensive Plan 2002 was tabled. Pending Public Hearing, Eastern Iowa Snowchasers, Inc. DOT work permit was tabled. Pending legal advise. Discussion was held regardiing the Benton County Recycling Program. Council agreed to have a study group to determine best policy. Dvorak moved approval of the maintenance job description, seconded by Pottebaum. Roll Call: Ayes: 5. Motion Carried. To eliminate possible conflict of interest Council Member Pottebaum excused himself from the Council Chambers for the following topic: Residents Tom Pasker and Jeff Pottebaum have requested a tax incentive (abatement) for new restaurant business they are seeking to establish in Walford. Council agreed to move ahead with lawful procedures to grant the tax incentive. Other areas of discussion included but not limited to the following: Knapp Creek water drainage, painting of fire station on Monday August 26 at 6:30 p.m. Dvorak moved to adjourn the imeeting at 8:53 p.m., seconded by Johnson. Roll Call: All Ayes. Motion Carried. Month's receipts: (General Fund) 5,953.90; (Sewer Fund') 6,1156.07; (Road Use Tax) 8,319.44; (Tax Increment) 911.25 Page 3 of 3 General Fund Disbursements: Sewer Fund Disbursements: Alliant 1,463.05 Alliant 1,136.52 A-1 Disposal 67.00 Apache Hose 20.50 Apex Office 132.32 Farmers Savings 289.44 Banyon Data 1,295.00 Farmers Savings Auto 27.50 Berns Brother Mowing 1,280.00 Furler Utilities 700.00 Boyd, Ken (Library Card) 22.00 Gann, Janet 833.33 Cain, Sandy (Library Card) 20.00 IPERS 94.69 Cedar Valley Asphalt 41,350.28 Northway Well 150.00 Collegiate Pacific 37.50 Peiffer, Dennis 626.75 Dorsey &Whitney 1,250.00 Postmaster 29.96 Driscoll Construction 10,427.00 Treasurer State Iowa 63.62 Gann, Janet 833.33 Gann, Janet 108.27 Gazette 117.77 Grabe, Sue (Library Card) 20.00 General' Fund Continued: GSTC (Gas) 28.32 Terry Water 40.00 House of Trophies 214.50 Treasurer State Iowa 73.59 11 MC (Dues) 100.00 Vintage .Products 326,93 Iowa One Call (Locates) 36.00 Visa Business 553.88 Iowa Prison (Signs) 74.36 Waggener, Eva (Refund) 25.00 IPERS 127.31 Wallace„ Rob (Library Card) 20.00 Jacobi, Liz (Attorney) 1,7 9.40 Wendfer„ 'Lisa (Library Card) 20.00 Kulhavy, Ed (Labor) 42.00 Wendling Quarries357.13 Landa painting 60.00 Landon, Barbara (Library Card) 22.00 Lappin, Kelly (Library Card) 22.00 LL Pelling 23,657.87 Motion Industries 74.78 Mason Cleaning 384.00 Odem, Jane (Library Card) 20.00 Olson, Pam (Library Card) 20.00 Peiffer, Dennis (Labor) 184,.00 Peiffer, Dennis (Mileage) 8.64 Peiffer, Joan (Library Card) 20.00 Port"O"Jonny 159.60 Sevig Construction 1,963,36 Sheffield, Tim 90.00 Sherwin Williams 290.21 Smith, Lisa (Library Card') 20.00 Storm Steel 55.02 South Slope 83.77 Szyszka, Elizabeth (Library Card) 20.00 Janet L. Gann, CMC Randy Bauer City Clerk Mayor HALL AND HALL ENGINEERS, INC. Richard C.Ransom P.E.,Pre t Gary L.Casady L.S.&P.E.,E.,Vice Pres. 1H 209 29TH STREET N.E.-CEDAR RAPIDS-IOWA 52402 Daniel J.Johnson L,S.,Diector s. F.Allen Witt P.E.,Director (319) 362-1548-FAX (319) 362-7595 Daniel J.Boggs P.E. halllleng @halleng.com Marvin G.Hour P.E. www.halleng.com Dennis J.Keitel P.E. Sue Kramer L.A. Stephen M.Scott P.E. E N August 6, 2002 C 1, N E E. Honorable Mayor and City Council N City of Fairfax, Iowa PO Box 93 Fairfax, IA 52228 L A Re: Schulte First Addition to Linn County, Iowa 3I U R Honorable Mayor and City Council: E IOn behalf of Laurence Schulte we respectfully request the City of Fairfax waive N its rights to review the above referenced subdivision. The subdivision is a 0 farmstead split in Linn County within the 2-mile subdivision review jurisdiction of the City of Fairfax. One 4-acre parcel is being created) out of the total of 160 L acres owned by Laurence Schulte. The 4-acre parcel includes the buildings around the original farmstead as shown on the Rezoning Site Plan. No other N subdivision of the remaining farm ground is contemplated. N NSection 6-6.01 of the City Code provides the procedure for subdivision review by the City for splitting land into 3 or more parcels. The proposed subdivision splits the property into only 2 parcels. Linn County however requires a response from L Cities within 2 miles of the proposed subdivision. We believe an appropriate N ! response from the City of Fairfax is to waive its right tol review by resolution of the D City Council citing Section 6-6.01 as the basis for the waiver. 5 A Respectfully submitted', P A c R1 Stephen M. Scott, P.E. T I C T U R E F:\ADM\7600\7604.doc 1HHALL AND HALL ENGINEERS, RE,RE,Vis INC. Richard C.Ransom RE.,President 1H Gary L.Casady L.S.S e Tres. 209 29TH STREET' N.E.•CEDAR RAPIDS•IOWA 524 Daniel J.Johnson L.S.,Sec/Treas. F.Allen Witt RE.,Director (319) 362.-9548•FAX (319)362-7595 Daniel J.Boggs P.E. halllleng @halleng.com Marvin,G.Houg RE. wwxrw.halleng.com Dennis J.Keitel RE. Sue Kramer L.A. Stephen M.Scott RE'. E Date: August 13„ 2002 N' C IM To: Mayor Bill Voss E'' El From: Dick Ransom, City Engineer I C Subject: Sidewalk repair on Williams Boulevard related to Water Main Replacement L NThe following is a list of sidewalk that based upon our iinspection both on site and D of photographs taken prior to construction in our opinion were damaged by the contractor, Yordi Construction during installation of the watermain along Williams U Boulevard: Y1. 3-4 foot long segments removed by Mark Neuhaus 12 ft. N 2. First Block South of Sankot's Driveway 5 ft. 3. Last Block on the North end of Williams Boulevard 5 ft. P L 4. 2nd and 3rd Blocks North of Hydrant at Sta 4+79 8 ft. N N 5 3rd Block North of Power Pole at Sta 3- 27 4 ft. N C 6. 1 Block South of Cu.uy Wire to Power Pole at Sta 3+27 4 ft. L Total 38 ft. x 3.5' = 133 sq. ft. A N S7. Front walk to Mark Neuhaus house 18' x 2' = 36 sq.. ft. P Total 169 sq. ft. E R We would recommend that the amount of$422.50 be withheld from the final C payment to Yordi Construction to cover the cost of the walk repair. H . I Respectfully submitted, T f U N R Richard C. Ransom, P.E. CC: Yordi Construction STATE OF IOWA County of Linn s.s. CfTY.UF FAIRI=Ax N 4lu�0 `..PUBLIC H f#R1NG TO W.6M,IT CfltVC APPLICATION t - h0abY notified that a Pubs c F earins I, Joe Hladky, being duly sworn on oath, do state that I am wP ng�nq Sian t�d a�i��X ll nn'in��nd� the publisher of THE GAZETTE, a daily newspaper of Zan�n tton If�e apppJ aftpdJ of fawdon 561e owner Af. ih9;:.&awln�Fairfax H property lots.102;100, general circulation In Linn County„ Iowa. The notice, a 1A9,8 i}yt;iFadNlax`:Heprop rty lots A difi.dn_ 5 The sand he ringewm beheld u°eio a th6 printed copy of which is attached, was inserted and a'` ` ' �' ndav A�Ust 12°2Ob2 publ'i'shed in THE GAZETTE newspaper in the issue(s) of at 7,00 p:nl:,,efnd befo a the Fafdfak CP1Y CpUn ..W . .. . I + —Q 33,20024t 7:00 p.fjq; aj;. whkh iPfn and place You maY•4ppesr and be heard in re9erd to Bald applltation, M. Pachea City tier[ rill u'st 1 20 02. The reasonable fee for publishing i said notice is $ 8.23 Signed and sworn to before me on August 1 20 02 by ,foe Hladky. Not r Public in a for the State of Iowa Received payment for above from , 20 GAZETTE COMMUNICATIONS, INC. By b JEAN GI LIo COMMMSM NUMSER J 2 a MY COMMWAX4 UPIRES tail, c C 1 E STATE OF IOWA County of Linn SS. Boa IRFAX s GR(t fti12 C'0U Cl:t MEtTitdfir rUsfxa ,Arusr r3>.at9u7 Maydr�`ass.eatto the rtseef€ng 10.40 at 761 Plot aua,Cut rciern. present,Beer.;Frreden, 5catt, Eksfrdm`� Wairtvrrfght A @so;present: Ron Darsltc iNarlcy PfEekirrgfer 8e D�k::Ransorrr-: Motion Beet 2nd'Ekstram aPpraval of Asenda 5 a"f gR�auiJuvya, 07 �tn� I, Joe Hladky, being duly sworn on oath, do state that I am Ittleelig,MansAve Mc The Sherrff�Report ed the publisher of THE GAZETTE, a daily newspaper of was govern by Sgt,Sottnsan Concerns aclrtress . minors a passed cWrf84v.haurs& fa petrol mare araurr06re Car ngQo. 1IMN bass de- general circulation in Linn Count „ Iowa. The notice[ a [larotf�ifne IPUksI[cHear•irtg 6n QRf3£NAi�fC:F 258 � g y Gordan Saar g rezoning o€tofs 167 fhrdudh 116 Fairta� wed Yit second additionapersx:o5 printed copy of which is attached,. was Inserted and Thero.w, t cahcetns addressed by Tom Hfll of Zff5 H� IL Ave addressing the auauty of :_ publ!lii hed in THE GAZETTE newspaper in the issue(s) of canstrlrctaarin&.it a sic to oShausds,mayor Voss.-. declared the Public Hearing closed 7.15 PM Mohdn FC1eKfen;ltd Ekstrom approue,ORDI- tV1 NCIE 258 Cordon Sevls rezoning lots 107 througCr 114 Fair a,x hfe 9Ni's Secnr7di:'tdditfort-'.: an its&st reading;&WoNe 2nd&3rd readings Aug>xE f. 20 02 . Ralf Call Vdte Aft Aves MC' Mond Ekstrom 2nd Scott adtlpt oRD[NANCE discus. salt,req All Ayes:MC Dick Ransom : The reasonable fee for publishing said notice is $ 90.50 discusstorn do request conslaeratiart of:wra8ver 1 Finati€?tat SdtaYtffa First:A:ddition to Linn Co fA Motor,Baer 2nd Scott 615006 RESOLUTION " 62 68-13-1 1 ivs Final Plal`Schutte Ftrst Ad- di con fd Lninn Ca{A Rol!Call vofe All AYes MC DI RaarspMCeti.;discussion ors a tF.Pratioh sys. fern wtm¢ah us to design to handle 356 gallons a minute maximum,buildtWg to:tmse:fhe sys- tem latsdscaprng dfound the buiidnng �fierndr rMenv irst6bufed interview'faCms to the,rne rein Q r�ounci[ tixr the newsloter Verntlit also ctiseussed at,oul the IA uvtns Signed and Sworn to before me on, August 17 2002 , Raadviayslaranf ithe..issponsared by EA State &Trees ipar6. if ttre City gets this aWard the by Joe i i l ad ky. City viouPtl tte.reaurred tol have a matching donation,of 51;006;60 Vomon also addressed ifrat Ihera needslto tae a cammdtee fanned of.` __ _.. ... .. . a teaM ctlfzeftS Ja Ann IBeer iYepresenfat[ve'.:i: of the Lily e_6uncil Mark Ekstrdm Represents- .. .. .. five of Me Arriietacan Legion&TorwHill have valunfeered fo serve an this.wrnmiftee Meet- rngs wlti.be held aFt#te librar:Y camrnun fy room Drscil5sfdr;from:17eank Scail of Prziide Road ! Nola ubllc !n a'ri�d the State Of IOWA Builders 1n regards to the street repair bits lr was decidedio`get bids far=the atu asphalt patch ins&ha Praar e Road:Buildem 0iOfte rest df the repair wwdrk Cm iri.ci We rso n Wainwright re- rnoveY! Iher�Wf from votin for coe:flict of inteFe5�';, MotfoZBeer 2nd Er€eden AYe 4 MC t7i5cussioh on O.RbINANCE 259 F€[hn9; Grading 8,Ero- sion ConiC ,155 n Beer 2nd Scott approve , ORBIAN Frtturg Grading & Erosion nt for above from 20 Confrot otn its 4s{;read€rg< wive 260&3rd readings subfecf'to tfta dJYAf1urrey pro0erly fOrnoff ng the :ord[MhCe....5ecftons_.Rali .Gall Vafe Alf Ave"s1+tCMatianScatt2ndBA'/Ls: pt GAZETTE COMMUNICATIONS, INC. ORD'I ANCE,,2 9 Roll Call lfafe Art Ayes MC Motion Beet 2ti[1 Ekstracri approua:=ORUf-:. ANCE 2616 Amending language rezoo€ag pee T.R zoning coda on pits 1st re8dlgg✓ wa[ve:2nd& 3rd readings Rolt 0611 Vote All Ayes,Me mo- lion Seer 2nd;Ekstrom'adopt oRD[NANCE 266 Roll Call Vote AO Am MC Cuunotperson'. Ekstrom'tea discussion an:the concerti of the number of krr4c_vehicles in the original part of J the City Molloh Seer 2nd tak'ainwr€ght approve V RESOLUTION 02-68-134 Road.Use Tax.Re- J port F/Y 6k-1 .Rgl1 Calf Vofe All AYes MC Motion Scapt 2nd;Beer a0pt.ave RESOLUTION 6248-13-3 Recbrds Retention :Schedule Roll . Coif vane AIII AYeS t5fscussldir an upilafihs con- tract be when the.Crfv of Pairtax&the City of Walfprd on fflre:pro feCf,.0.Mdtron Wainwright 2nd Scutt approve updated contract&:to have':: tho C.itw Attorneys from €atrfax &?WWord::: work 1oaether b#arm 6;2BE A9reernent on fire pr®lectiiorf Aye 5 MC lFrf6tian Ekstrdni 2nd Frieden apprgye`claims Presenled for pay n'tenY Avia S MC.Vernon Carvev save the Ir- brary r80or1 P'atrans in July was up mural< .. .hung, 64'. ch ld eft forlread ngYprogr rn,school age night 4made o n faoti&played sti4rd games:}� LOW year slorvtnriae folly Gtown.perforined&story- time ctammancing 1st Tues'.itt SeYarle3e Fire Daint report[fsven by Crave raneeek Glad LL to have a fire truck Edcated;m VtFaffardClad to[7us°r°rl.gaueatthe rnainfenance report canerris51 Residents Wrig on E Cemetery Rd were 8 a peril addressins cropcerns regarclYng the dumpind�rssu4s_-.i ilh the property on the cor-;':`. ner of.861h 5t&:E Cemetery Rd Harold Mc-. Cormiek addressed the trait feasibllify sfudy Harold xtated tcis Land is nat?far sale ar d no one is to Mier ontrr his properly Motiugn:Frieden 2nd Beer to art t moef:iiiS 8,52 FPM Ave:S c wit.vessi Mayor.Mary Pacha,.Clfy Clerk --.ERPEB.Y'�11:1F3SCS':sss:#`Y r.w.W as::ws .. IMW Software 407:44 -Linn Co.:Recorder 11$;(IU The Waierwbrks .. 4.75< Post Master 401;44 Hall 8.Hall Engineers Fareway Siores 98;81 Mid American Energy 314:17 %Wellmark 635.92 aA Wireless s5ervices a<:I2$A3 RpJ.Spec'ialPies x57:35 Fafrfax Meat Co. €12:60 }Wafford.Cifga :147`.39 -;Cfiv Treasurer :49.60 City of Fairfax: 24;04 K rlstlnecHeyer 45`.96 'Hungry Hobo Nancy Flickinger 38;64 'Carol.Niles'! MarEtielFPickari 2.88 Cfiyof Fairfax t9l55. Joni Candler 70.45 City of Ealrfax 74.60 Tim KItzman .S5z40 Cathy Bayne 5714 Cifu'of Fairfax 2'1:00 Tim!McMeen :60400 Mark Neuhaus 1300:00 Charles)Stmnge ::35:00 Dan Tamastil 55{92 A-]Vacuun 30:00 i ESPN.TheMagazine < 11.97 r Demo::107:33 W00fe Educailon :.:Airgas 7898 lAS.J.Manufacluring 177;p0 MES-Snyder %Cla.rdy's Safely Equipment 344.:83 Graybill Electronics 1Q:00 'i SankiWs Garage 141{3; r Galls I:- GSTC '2632 Heiman 30:40 PA Implement87:88 Hyitek Farms d520i00 I? PorVO"Johnny. 185;40 Ron Burger;' 10:00 Linn Co:;Sheriff 3451100 Baker&Taylor 248:30 Baker&.TaylorEnterfainmment Barbara Yeafer 4167'; sKevston'.l6b& 154:00 Hach Co. 20:38 Van Meter.ndustrial -'NCO 34055:`- Edgewood Hardware 3:51 Bariosh Auloinolive Tff$!08?' Cedar Y6116V Asphalt 148 69 ' Marengo koady Mix 300 85 Martin Mw;efta Aggregates 78:10 Fasienaf 19:45 IA Prison Industries 24.773: Holiday Inn Fxpress 4.1:2:03 CTS Teztile':Leas€ng 5490 r Ci lv of Ryan.. PA Codification 1700'AO - -Moyer.:&Bergman 2661:64:: Shelton Technologies 29;51 Gazette Communication$ lii4'. 49 11MC 100':00 Darrow Constmctfon ." 285,04 Alliant 2385,2a.: Mena rds CR SO 3;84 Life Books.: FauserEriefgy Resxaurcos 83257 : Sfaples.Credlt Plan 236;64' SoUth 51ope::Telephone 459:44 FA One Call Linn:Co:REC 404;06. iPERS 889:53 Treasurer,.StatentlA 351.06:1. Fairfax State Savings Bank 2736:00 KeilhJoMnson WAT Deluxe Checks .63;04{: Mary Pacha 25:1:9::: Advanced Wafer Technolegy $18:46': Malt ParrofN&Sons........ 40.51 WasteManagemenloffA IN 80;00:'. C®der Valley HumaneiSociely 104,00;'. Salaries 8287:7.0 {JULY ReCEIPTS General 4345:5 i. RUT 6gk247 Trust Agency 4735:$1 tilWtor 4982:64 ewer... 17841503 i'. Garbage TIF 3158':03 Litsrary savings 275;00::-: FlreworKs Savings 2489.40'. -Certificatesrof Depasft