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11-13-2007 Council Meeting
CITY OF FAIRFAX REGULAR COUNCIL MEETING NOVEMBER 13,2007 The regular council meeting of the Fairfax City Council was held Tuesday, November 13, 2007, at Fairfax City Hall at 7:00 PM. Mayor Bill Voss presided. Council members. present: Beer, Frieden, Wainwright. Absent: Magers, Scott.. Others present: Steve Huber, Jeff Krouse, Cathy Bayne,Ron Dusil,Nancy Flickinger, Dave Yanecek, Dan Zamastil. Wainwright moved to approve the agenda and the Clerk"s financial reports, seconded by Frieden. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carried. Frieden moved to approve and place on file the minutes of the regular Council meeting dated October 9, 2007 and the special Council meeting dated November 5, 2007, seconded by Wainwright. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carried. Wainwright moved to accept and place on file the minutes of the regular Planning Zoning meeting dated October 16, 2007, seconded by Beer. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carred. Wainwright introduced Ordinance No. 75, AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF FAIRFAX, IOWA, 2007, BY AMENDING PROVISIONS PERTAINING TO SEWER SERVICE CHARGES. Wainwright moved that Ordinance No. 75, AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF FAIRFAX, IOWA, 2007, BY AMENDING PROVISION'S PERTAINING TO SEWER SERVICE CHARGES, be considered for the first time, seconded by Beer. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion caned. Wainwright introduced the following Resolution, and moved its adoption, seconded by Frieden. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carried. Whereupon the Mayor declared the following duly adopted: Resolution No. 2007-63 entitled, "FIREWORKS PERMIT RESOLUTION." Passed and approved this 13th day of November, 2007. Beer introduced the following Resolution, and moved its adoption, seconded by Frieden. Roll call vote.: Ayes: Beer, Frieden, Wainwright. Nays: None, Absent: Magers, Scott. Motion carried. Whereupon the Mayor declared the following duly adopted: Resolution No. 2007-64 entitled, "A RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS FOR THE PAYMENT OF GENERAL OBLIGATION DEBT DUE DECEMBER 1, 2007." Passed and approved. this 13th day of November, 2007. Wainwright introduced the following Resolution and moved its adoption, seconded by Frieden. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None, Absent: Magers, Scott. Motion carried. Whereupon the Mayor declared the following duly adopted: Resolution No. 2007-65 entitled, "A RESOLUTION ADOPTING A RETENTION SCHEDULE FOR CITY RECORDS AND DELEGATING RESPONSIBILITY FOR IMPLEMENTING RETENTION SCHEDULE AND OPEN RECORDS REQUIREMENTS." Passed and approved this 13th day of November, 2007. Frieden introduced the following Resolution and moved its adoption, seconded by Wainwright. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carried. Whereupon the Mayor declared the following duly adopted: Resolution No. 2007-66 entitled, "A RESOLUTION ACCEPTING THE CEDAR RAPIDS METRO-AREA HAZARD MITIGATION PLAN." Passed and approved this 13'h day of November, 2007. Wainwright introduced the following Resolution and moved its adoption, seconded by Frieden. Roll call vote: Ayes: Beer, Frieden, Wainwright, Nuys: None. Absent: Magers,. Scott. Motion carried. Whereupon the Mayor declared the following duly adopted:. Resolution No. 2007-67 entitled, "A RESOLUTION TO ISSUE PARTIAL PAYMENT 06 TO RICLEFS EXCAVATING, LTD FOR THE 2006 SANITARY SEWER SYSTEM IMPROVEMENTS." Passed and approved this 13'' day of November, 2007. Wainwright moved to purchase a new mower for $7,600 plus trade-in, seconded by Frieden. Roll call vote: Ayes: Beer, Frieden, Wainwright. Nays: None. Absent: Magers, Scott. Motion carried. Discussion was held on city uniforms. Mayor was directed to pursue and bring options to Council. Discussion was held on Christmas light contest. Discussion was held on Hall&Hall charges. Wainwright moved to approve the claims list dated November 13, 2007, seconded by Frieden. Roll call vote: Ayers: Beer, Frieden, Wainwright, Nays: None, Absent: Magers, Scott. Motion carried. Other items of discussion/reports — Sheriff—The Sheriffs report was given by Deputy Omar and the Call for Service log was submitted and discussed. Deputy Omar was asked. to increase patrol for speeding around the Fairfax Road area. Library — Cathy Bayne reported on new hires and the need for a new board member to replace Jason Rabe. She will be going to Walford Council to discuss shared services. Maintenance — Ron Dusil reported on two fire hydrants replaces; lift stations and generators all in working order; will be purchasing fence for Front Street. Parks—Beer reported on the last Parks meeting at which priorities were set. Visioning — Two neighbors from Coneflower Drive volunteered to plant and maintain the flowers around the new sign. They are considering a Holiday House Walk for 2008. The trail status will be discussed at the December meeting. Other - Mr. Krouse and Mr. Huber voiced their concern over the condition of Fairfax Road. The Maintenance Department will sweep it and make sure speed limit signs are replaced. Clerk and Financial Administrator discussed problems with office computer and were instructed to get it updated. Mayor reported that DA Bunch still needs to paint the pavilions in the parks. The money made from the farm ground will be placed into a Money Market account. There being no further business before the Council, Mayor Voss adjourned the meeting at 7:55 PM. MAYOR: Bill Voss ATTEST: Vickie Kindl, City Clerk Disclaimer: The foregoing minutes are not official until approved by Council 4:42 PMI City of Fairfax 11/12107 Balance Sheet As of October 31, 2007 Oct 31, 07 ASSETS Current Assets Checking/Savings Fairfax Visioning, 18,221.48 Money Market- U'PIRR Fund 6,228.86 Certificates of Deposit General Fund 155,733.67 Sewer Fund 45,109.61 Total Certificates of Deposit 200,843.28 Checking Account General Fund 243,384.08 Special Revenue Road Use Tax 86,594.55 TIF Fund 332,889.17 Total Special Revenue 419,483.72 Enterprise Fund Water 31,648.82 Sewer 22,956.26 Garbage 77,312.32 LagoonNVWT'F Project 42,799.71 SRF Bond Fund 53,246.22 Trust&Agency 14,061.86 Total Enterprise Fund 242,025.19 Total Checking Account 904,892.99 Savings Accounts Arbor Team 1,090.64 FD Equipment Memorial Fu11nd 2,866.00 Public Education 340.51 Regular Savings 6,331.41 Total FD Equipment 9,537.92 FD Fireworks 11,140.92 Library Gifts & Bequests Memorials 1,911.63 Library Gifts & Bequests -Other 115,244.44 Total Library Gifts& Bequests 17,156.07 Local Option 2001-02 Property Tax Relief 12,207.46 Street Improvements 4,030.07 Total Local Option 2001-02 16,237.53 Local Option 2011.14-2005 Any Lawful Purpose 94.17 Sewer Improvements 60,613.36 Street Improvements 114,370.85 Total Local Option 2004-2005 175,078.38 Pagel 4.42 P'M City of Fairfax 11112107 Balance Sheet As of October 31, 2007 Oct 31, 07 Total Savings Accounts 230,241.46 Total Check!ng/Savliings 1,360,428.07 Total Current Assets 1,360,428.07 TOTAL ASSETS 1,360,428.07 LIABILITIES & EQUITY Equity 3000 • Opening Ball (Equity 1,202,573.31 Net Income 157,$54.76 Total Equity 1,360,428.07 TOTAL LIABILITIES & 1EQUITY 1,360,428.07 Page 2 4:13 PM Certificates of Deposit Balance Sheet Cash Basis As of October 31, 2007 Oct 31, 07 ASSETS Current Assets Check!ng/Savings Manitenance Fund 07 60012454 6,149.42 Total Manitenance Fund 07 6,149,42 Nature Trail Project 60012463 25,622.5$ Total Nature Trail Project 25,622.58 General Fund Maintenance Fund 600083116 6„424.00 Total Maintenance Fund 6,424.00 Library 10274 '8,205.79 10679 7,626.72 Total Library 15,832.51 Park 10180 13,403.39 60010224 3,935.29 Total Park 17,338.68 Policy &Administration 6000857'5 2,561.17 10681 7,626.73 60011428 (9208) 22,688.49 60007237 16,372.51 Total Policy&Administration 39,248.90 Transportation 10680 7,626.73 60007228 8„556.48 600102'33, 28„934.37 Total Transportation 45,117.58 Total General Fund 123,961.67 SewerFund 60011277 48940) 6,812.21 60009217 (6833) 38,297.40 Total Sewer Fund 45,109.61 Total CheckinglSavings 200,843.28 Total Current Assets 200,843.28 TOTAL ASSETS 200,843.28 Pagel 4:13 PIS Certificates of Deposit Balance Sheet Cash Basis As of October 31, 2007 Oct 31, 07 LIABILITIES & EQUITY Equity Opening Bal Equity 191,403.74 Retained Earnings 7,459.65 Net Income 1,979.89 Total Equity 200,843.28 TOTAL LIABILITIES& EQUITY 200,843.28 Fuge 2 V _ Z � I c� Ir" W � � a t + J` -nr rte!] rte. O U P 4 isi `n 0 c 7:1Q fir~ CIS c,..61 u Y c 0 0 0O 0a M 0 A F 4 . CA r 44 cr A �e o V w H A 10 0 O E. CX C1 IIS bA ` 0 "' Q �a W H a 1-1 W F+ Utility Billing Month End Worksheet Month of U01 1. Month Utilities Receivables on I r n 35vi (Date) (Billing Register) 2. Billing of Penalties on '" a �.001 (Date-Penalty Calculation) 3, Total Billed (Add lines 1 2) MW 4. Adjustments to Balance(Adjustment Report) 4g. 5, Net Receivables (Add/Subtract Lines 3, 4) A�6 3, 12 b. Less Payments Received(Deposits for month) S1. �j 7. Current Utilities Receivables (Calculated) (Subtract line 6 from 5) 8. Current Utilities Receivables (Delinquent Account) l l�. 9. Current Credit Balances (Trial Balance) 10. Current Utilities Receivable (Trial Balance) 11. Difference (Zero if balanced) 12. Balance due City as of DI (Supporting documents on fi€c) Date Prepared Date Approved A Ocf�xf C5, Prepared BY Approved By UBPASTRP Oct 28, 2007 6:19 PM ** CITY OF FAIRFAX IA *** OPER: DTI PAGE I 10,19.05 DELINQUENT ACCOUNT LISTING CYCLE ALL SERV CODE ALL ACCOUNT NO/CUSTOMER NAME LAST PMT AMOUNT ACTUAL AMT TIME CUSTOMER ADDRESS DATE PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4 DUE DUE, {RGT) DELQ ------------------------------------------------------------------------------------------------------------------------------------ 5300 DAVID & LAURA LAMBRECHT 10/16/07 2.32 .00 .00 Co. 2.32 .00 1 5700 MATT' STARSCEVICH 10/28/07 .52 .00 DO .00 .52 .00 9 6500F MATT WILLEMSEN 10/17/06 .00 ,00 .00 38.40 38.40 ,00 10600 MARY HARGRAFEN 10/28/07 148.83 ,00 .00 .00 1.48.83 ,00 3 15800E MARGIE KEMMERER 7/19/07 .00 .00 .00 54.26 54.26 .00 4 18000F JOYCE ELSBURY 9/15/07 .00 68.51 46.46 .00 114.97 .00 9 18600 KAREN VASKE 10/17/07 76.35 .OD .00 CO 76.35 .00 3 21500 P&E'R CASTORF 10/13/07' 95.16 .99 .00 CO 96.15 .00 6 26300 LINDSY MAILY 10/28/07' 22.36 .00 .00 .00 22.36 00 1 27000F' ANTHONY MOORE 10/15/04 .00 00 .00 37.51 37.51 .00 27002 R:I'TA WRIGHT 10/26/07' 15,00 .00 .00 .DO 15.00 ,00 5 27500F LEROY MORGAN .00 .00 .00 170.88 170.88 ,00 38600E ROCHELLE STONE .00 .00 .00 223.62 223.62 .00 38601E ROCHELLE STONE DO .00 .00 6.36 6,36 .00 40400F JF LTTA GALLMAN 5/18/05 .00 .00 .00 61.15 61,15 .00 40600E BETA WHEELER 9/15/07 00 14.14 .00 .00 14.14 .00 2 41300 CHRISTY GLASSFORD 10/28/07 14.68 .00 .00 .00 14.68 .00 7 48800E CORY STEELF 7/16/06 .00 .00 .00 40.41 40.41 .00 48801E CORY STEELE 11/17/05 .00 ,00 .00 6.31 6.31 010 5D400 ALBERT SANKOT 10/28/07 .20 ,00 .00 .00 .20 .010 63200 VIOLET LEFLORE 10/28/07 14.32 ,00 .00 .00 14.32 .010 1 64702E ROBSON HOMES 150.64 ,00 .00 .00 150.64 010 136000 ;TACK HARVILLE 10/28/07 15.00 .00 .00 .00 15.00 010 1 DISCONNECT EXEMPT. F FINAL BILLED. 'TIME DELA' # OF TIMES DELINQUENT IN THE LAST 12 MONTHS. URPASTRP Oct 28, 2007 6;19 PM *** CITY OF FAIRFAX IA *** OPER; DTI PACE 2 !0.19.05 (DELINQUENT ACCOUNT LISTING *** REPORT TOTALS *** ACCOUNT NO/CUSTOMER NAME LAST PMT AMOUNT ACTUAL AMT TIME CUSTOMER ADDRESS DATE PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4 DUE DUE %Tp DELQ ------------------------------------------------------------------------------------------------------------------------------------ REPORT TOTALS SERVICES 481.35 82,25 46.46 523.41 1133,47 TAX 10,99 1.39 ,00 10.59 22.97 PEN 35.00 .00 .00 60.00 95,00 MISC 28.04 .00 ,00 44.90 72.94 TAX ,00 .00 .00 .00 .00 PEN .00 .00 ,00 00 .00 TOTALS 555.38 83,64 46,4E 638.90 1324,38 Oi0 i Claims List Dated 13 November 2007 Checks 27609 -- 27791 General Fund Check ACH Elan Various items 692.41 Check DEBIT Fairfax Bank Lock box rental fee 35.00 Check 27609 Hotsy Cleaning Systems, Inc. Power washer 5,058.37 Check 27631 Matt Parrott&Sons Company Checks 180,28 Check 27633 Ronald G, Dusil Wage 609.36 Check 27635 David Yanecek Wage 523.68 Checlk. 27636 Daniel R.Zamastil Wage 513.84 Check 27637 Victoria A. Kindl Wage 437.71 Check 27638 Fairfax State Savings Bank Taxes 788.54 Check 27641 Fareway Stores Grocery items 51.82 Check 27642 Fas€enal Company Parts 9.30 Check 27645 Wellmark Insurance 1,148.02 Check 27647 Graybill Electronics, Inc. Carry case 40.85 Check 27648 Discover Card Payroll Subscription 99.50 Check 27649 Vickie Kindl Mileage 124,60 Check 27650 Crown Trophy Trophies 31,80 Cheek. 27651 Novak Electric Permit refund 170A0 Check 27654 Ronald G. Dusil Wage 609.36 Check 27655 Victoria A. Kindl Wage 506.32 Check 27656 David Yanecek Wage 523.70 Check 27657 Daniel R.Zamastil Wage 513.84 Check 27658 Fairfax State Savings Bank Taxes 814.12' Check 27662 Nancy Flickinger Wage 2,610.69 Check 27663 Catherine Bayne Wage 1,241.96 Check 27664 Raymond C. Davis Wage 100.64 Check 27665 Kathy J. Everett Wage 876.47 Check 27666 Jenna L, Mumm Wage 286.22 Check 27667 Beth A,Wilz Wage 117.50 Check 27668 Catherine Bayne Janitorial wage 70.71 Check 27670 Ronald G. Dusil Wage 609.36 Check 27671 Victoria A. Kindl Wage 506.30 Check 27672 David Yanecek Wage 523.70 Check 27673 Daniel R.Zamastil Wage 513.84 Check 27674 Fairfax State Savings Bank Taxes 880.74 Check 27675 Steven Carriger Reimb grocery items 41.31 Check 27676 IPERS Taxes 1,764.26 Check 27679 Fairfax State Savings Bank Taxes 1,431.48 Check 27680 ACE Pyro,LLC Fireworks 608.92' Check 27686 Fauser Energy Resources Fuel 3,088.53 Check 27688 Kleck's Gear 67,90 Check 27689 CEC Pager repair 42,50 Check 27690 ZOLL Medical Corporation Maintenance defib 715.00 Check 27691 Kirkwood Community College Training 2,150.00 Check 27692 Atkins Lumber Shovels 137.95 Check 27693 Sankot's Garage Maintlsupplies 288.48 Check; 27694 Alliant Energy Electricity 668.28 Check 27698 Hawkeye Fire&Safety Co. Safety glasses 1,022.55 Check 27699 Wilson-Hite Insurance,Inc. Insurance 6.00 Check 27700 International Code Council Dues 35.00 Check 27706 Gazette Communications,Inc. Publishing 125.82 Check 27707 Mid American Energy Gas 153,82 Check 27710 Lawson Products, Inc. Bolts,tools 160.18 Check 27711 Westside Tire Co., Inc. Tire rim repair 34.80 Check 27712 The Sled Shed Mower repairs 71.24 Check 27713 Office Express Paper 68.85 Check 27714 DA Bunch Co, Sandblast&paint park equip 2,600.00 Check 27715 Port'O'Johnny Services 88.75 Check 27716 Kings Material, Inc. Stone&delivery 717.55 Check 27717 Van Meter Industrial, Inc. Light bulbs 33.57 Check 27718 South Slope Telephone Phone 812.03 Check 27719 Strategic Print Solutions,Inc. Copies 157.54 Check 27720 Allegra Print&Imaging Copies 6.00 Check 27721 CTS Textile Leasing Mat rental 47.66 Check 27722 Pace Supply Supplies 94.35 Check 27725 Crawford Quarry Co. Rock 59.61 Cheek, 27733 Don's Lack&Key Keys&stamp 12.00 Check 27737 Ronald G, Dusil Wage 609.36 Cheek 27738 Victoria A. Kind[ Wage 506,31 Check 27739 David Yanecek Wage 523,69 Check 27740 Daniel R.Zamastil Wage 513,84 Check 27742 Fairfax State Savings Bank Taxes 814,16 Check 27744 Staples Credit Plan Replace check 27096 392 14 Check 27749 Menards-Cedar Rapids SO Various items 311.74 Check 27752 Hall&Hall Engineers, Inc. Fees 3,793.57 Check: 27754 Northern Tool&Equipment Hydraulic pipe 157.59 Check: 27759 The Sled Shed Chain saw repairs/oil 46.23 Check 27763 ORKIN Exterminating 54.02 Check 27764 Moyer&Bergman, PLC Legal fees 3,007.00 Check 27765 Custom Hose&Supplies Parts 27.60 Check 27772 Staples Credit Plan Various supplies 173.01 Check 27773 Costigan Construction Splice kits/labor 210.68 Check 27774 i wireless Phone 43.26 Check 27775 Altorfer, Inc. Repairs 71.30 Check 27776 Pace Supply Supplies 79.00 Check 27777 Kirkwood Community College Training books 720.00 Check 27778 Fairfax Elevator Corp. Grass seed 114.00 Check 27783 Menards-Cedar Rapids SO Batteries 18.54 Check 27785 Ronald G. Dusil Wage 609.36 Check 27786 Victoria A. Kindl Wage 506.32 Check 27787 David Yanecek Wage 523.70 Check 27788 Daniel R.Zamastil Wage 513,84 Check 27789 George Martin Custom farming 1,183.72 Check 27790 Fairfax State Savings Bank Taxes 814,12 Total General Fund 55,470.58 Road Use Tax Check 27646 Altorfer Caterpillar rental 1,665.00 Check 27697 Alliant Energy Electricity 888.42 Check 27703 Sevig Construction Co, Hauling&rock 962,98 Check 27723 Sankot's Garage Maint/supplies 522.30 Check 27726 Prairie Road Builders, Inc. Road work 9,815,85 Check 27755 Mid-Land Equipment Back hoe rental 550.00 Check 27756 Wendling Quarries, Inc. Rock 238,47 Check 27757 Custom Hose&Supplies Filters 96,04 Check 27760 Linn County REC Electricity 448.44 Total Road Use Tax 15,187,50 Water Check ACH Elan Postage 4,60 Check 27628 USPO Stamps 82.00 Check 27629 Iowa One Call Digging 31.50 Check 27687 US Cellular Phones 173.24 Check 27696 Alliant Energy Electricity 335.78 Check 27704 Sevig Construction Co. Water main&hydrant repairs 3,932.50 Check 27709 Mid American Energy Gas 26.18 Cheek 27728 Keystone Laboratories, Inc. Tests 60.50 Cheek 27729 Waterworks C&I Potassium 93.96 Check 27731 Advanced Water Technology,Inc. Chemicals 461.50 Check 27734 Schimberg Co. Hyrants&main repair 4,705.14 Check 27745 Staples Credit Plan Replaces check 27745 578.50 Check 27747 Menards-Cedar Rapids SO Various items 29,39 Check 27752 Hall&Hall Engineers, Inc. Fees 2,025.82' Check 27762 Linn County REC Electricity 629.73 Check 27779 Schimberg Co. Parts 10,80 Check 27782 Menards-Cedar Rapids SO Scale 24.99 Total Water 13,206.13 Sewer Check ACH Elan Shipping&ice 303.24 Check 27632 Jeffrey A,Ammeter Wage 561.60 Check 27639 Fairfax State Savings Bank Taxes 235.40 Check 27640 Fareway Stores Supplies 3.58 Check 27643 Fastenal Company Parts for lift station 249.22 Check 27644 Wellmark Insurance 237.12 Cheek 27653 Jeffrey A.Ammeter Wage 561.60 Check 27659 Fairfax State Savings Bank Taxes 235.40 Check 27669 Jeffrey A.Ammeter Wage 561.60 Check 27677 IPERS Taxes 318,40 Check 27678 Fairfax State Savings Bank Taxes 235.40 Check 27681 Life Time Fence Company Fence&materials 6,080.00 Check 27682 Lakeside Equipment Corporation Steel 56.00 Check 27683 BWC Industrial Services, LLC Lift stations maint 527.25 Check 27685 USA Blue Book Float 142,00 Check 27695 Alliant Energy Electricity 1,945.59 Check 27701 Croell Redi-Mix Concrete 277.50 Check 27708 Mid American Energy Gas 11.55 Check 27724 Fastenal Company Parts for lift station 17.34 Check 27727 keystone Laboratories, Inc. Tests 338.37 Check 27735 Schimberg Co. Parts 347.63 Check 27736 Jeffrey A,Ammeter Wage 561.60 Check 27741 Fairfax State Savings Bank Taxes 235.40 Check 27746 Staples Credit Plan Replaces check 27098 23.97' Check 27750 Menards-Cedar Rapids SO Various parts/materials 395.85 Check 27751 Hall&Hall Engineers, Inc. Fees 2,439.32' Check 27758 Storm Steel Railings 16,39 Check: 27761 Linn County REC Electricity 278.61 Check 27780 Schimberg Co. Parts/lift station 58.70 Check 27784 Jeffrey A.Ammeter Wage 561.60 Check 27791 Fairfax State Savings Bank Taxes 235.40 Total Sewer 18,054.63 Garbage Check 27630 Johnson County Refuse,Inc. Garbage service 5,801.25 Check 27684 Johnson County Refuse,Inc. Garbage service 5,811.00 Check 27705 Matt Parrott&Sons Company Printing 554.01' Check 27731 Data Technologies, Inc. License fee&update 611.30 Total Garbage 12,777,56 LagoonAWWTF Project Check 27660 Kleiman Construction, Inc. Pay Req#14 80,862.37' Check 27661 Ricklefs Excavating, LTD Pay Request#5 70,724,08 Check 27781 Menards-Cedar Rapids SO Various items 211.06 Total LagoonANWTF Project 151,787.51 Trust&Agency Check 27610 John Ikeda Deposit refund 120.00 Check 27611 Jake L.Williams Deposit refund 60.00 Check 27612 Artistic Glass, Inc, Deposit refund 60.00 Check 27613 Amanda Shebetka Deposit refund 60.00 Check 27614 Ashlee Frese Deposit refund 60.00 Check 27615 Matthew Ternes Deposit refund 60.00 Cheek 27616 Brian Stickley Deposit refund 60,00 Check 27617 Joyce Lins Deposit refund 120.00 Check 27618 Darin Lennon Deposit refund 60.00 Check 27619 Les Boots Deposit refund 120.00 Check 27620 Judy Orton Deposit refund 60.00 Check 27621 John Carbaugh Deposit refund 60.00 Check 27622 Dan Sorg Deposit refund 60.00 Check 27623 Gib Boxa Deposit refund 120.00 Check 27624 Sharon Shaffer Deposit refund 60.00 Check 27625 Virginia Paisley Deposit refund 80,00 Check 27626 Waterworks C&I Deposit refund 60.00 Check 27627 Janice Foley Deposit refund 60.00 Check 27766 Ryan Valk Deposit refund 60.00 Check 27767 Donna Williams Deposit refund 60.00 Check 27768 Victor Ramsey Deposit refund 60.00 Check 27769 Rotanya Bush Deposit refund 60.00 Check 27770 Josh Barka Deposit refund 60,00 Check 27771 Paul Koch Deposit refund 90,00 Total Trust&Agency 1,710.00 i Total Checking Account 268,193,91 CLAIMS LIST 13 November 2007 Menards,shed,sewer....................................................................................................128.89 GameTime,park slide........... ................................................... ...............................430.95 KingsMaterial,waterplug............................................................... ...............................45.60 Van Meter Industrial,traffic signal............................................. ..................................3.30 USAB1ueBook,sewer lab equip.....................................................................................90.67 TigerDirect.com,fire dept video equip.....................................................................1461.70 Menards,screws..............................................................................................................24.99 Menards,Kerosene............... ..........................................................,...............................59.96 Menards,Fire Dept refrigerator..................................................................................359.00 Receipts/Expenditures by Fund 31 October 07 OCTOBER REVENUE General Fund 96,189.02 Road Use Tax 12,641.37 T &A Meter Deposits 11,020.00 Water Fund 14,375.11 Seer Fund 111,022.84 Garbage Fund 16,194.61 Illf'WTF 151,829.00 TIF 201,165.75 Bond Retirement Fund 16,220.00 UPPR 19.46 Savings Revenue FD Equipment Fund 83363 Certificate Deposit 202.56 Total Revenue: 501,713.35 OCTOBER EXPENSES General Fund 55,035.62 Road l Use Tax 4,594.97 Water Fund 9,149.12 Sewer Fund 24,903.96 Garbage Fund 5,801.25 T A-Meter Deposits 11,670.14 VV"WTF 160,772.87 Total Expenses: 2511,927.93 N N N N N N 7. 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O *' m N r Oi m 00 co 0) r O M 00 co d O N N co co � O C tiE• L MND rh 'tLo V MLC) Oo V M fq p C5 d (N7 MO m r N OD N 'T (D (O m rh b t7 d7 � N � M 01 O N M coM M O N f, N N LD O r N N d d (D (� V_ N CD m LC} (D M O W) � � r r i C Q o0 f_� r CQ N N CD m r• CA N LO (O CD (D O N N d LL U "53 C lCw Q {Y4 L C N L` h E G `O O LL tv C r- Li o ' MT E' Lo c0 h o7 O a C A N -0 h N CO) >+ +' COO N Cr7 N 0 r V Lt — WLL O = L 'a N � < to it N (1 C7 C O COO CCrrh � Oh0 g� tPi00 NCO i- N i0 £3. hiti � r rt OOrO D OO Gr p m0C> 0a *© oca � v�i000 ~ ' o +3o Lo L r CO CU r t0 O j� C r O (O CG C t4 C CO 7 O LL H a H � F°- t- H z (a m o u F I c.a� � � \ � k \ : � \ \ \ f j � / \ k / @5 ■ � # w \0 0 O _ M m ' t + ƒ 2 RR mLU » » � 2 . � ¢ / � . § � � f CL / 2 � ❑ � 0 § 2 R \ G q m & w m Q Gq� 0 U : 7 CL � .. 0� § % CD $ k V-LL V- k k / co k Q $ d m 0 R � RESOLUTION NO. �-C.D A RESOLUTION AUTHORIZING TGIF TRANSFER OF FUNDS FOR THE PAYMENT OF GENERAL OBLIGATION DEBT DUE DECEMBER 1, 2007 Be it enacted by the City Council of the City of Fairfax, Iowa: Section 1. Interest due on '$465,000 General Obligation Combined Corporate Purpose Loan Note Series 2003, dated March 1, 2003 as follows: a. Transfer Order: $980.00 from the TIF Fund to the Debt Service Fund. Purpose of note: Library Repairs/Reassigned to WWTF. b. Transfer Order: 53,780.00 from the General Fund, Fire Department Budget to the Debt Service Fund, Purpose of note: Fire Equipment Purchase,, Section 2. Interest due on '$'1,185,000 General Obligation Corporate Purpose Loan Note Series 2001, dated June 1, 2001 as follows: a. Transfer Order: $20,681.25 from the TIF Fund to the Debt Service Fund, Purpose of note: Water Main Construction Project/Reassigned to WWTF, Section 3. Interest due on '$450,000 General Obligation Water Note Series 2001, dated October 1, 2001 as follows: a. Transfer Order: $7,328.75 from the T'IF Fund to the Debt Service Fund. Purpose of note: Water Main Construction Project/Reassigned. to WWTF. Section 4. Interest due on $700,000 General Obligation. Wastewater Note Series 2004, dated December 1, 2004 as follows: a. Transfer Order: $11,986.25 from the TIF" Fund to the Debt Service Fund, Purpose of note: Wastewater Improvement Project. Section 5. Interest due on $650,000 General Obligation Sanitary Sewer Improvement Note Series 2005, dated October 1, 2005 as follows: a. Transfer Order: $11,003.75 from the TIF Fund to the Debt Service Fund. Purpose of note: Sanitary Sewer Improvement Project. Section 6. Interest due on $800,000 General Obligation Urban Renewal Land. Acquisition Note Sercies, 2006, dated October 11, 2006 as follows: a. Transfer Order: $15,108.75 from the TIF Fund to the Debt Service Fund. Purpose of note: Urban Renewal Land Acquisition. Section 7. Total transfers by fund: a. From TIF Fund to Debt Service Fund: $67,088.75 b. From Fire Department Budget to Debt Service: 3,780.00 Total transfer of all funds to Debt Service: $70,868.75 NOW,THEREFORE, BE IT RESOLVED, By the City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk are hereby authorized and directed to execute said Resolution. Passed and approved this claw of V�L,� 2 , 2007. AYES: �tr NAYS: t` ABSENT: Bill Voss, Mayor ATTEST: PLL 1 Vickie Kindl, City Clerk SOLUTION No, A RESOLUTION ADOPTING A RETENTION SCHEDULE FOR CITY RECORDS AND RELEGATING RESPONSIBILITY''FOR IMPLEMENTING RETENTION SCHEDULE ANIS OPEN RECORDS REQUIREMENTS WHEREAS, Code of Iowa Section 37213(5) states certain minimum requirements with respect to the retention of City records and documents; and VVFIEREAS, The responsibility for implementing this retention schedule is delegated to the City Clerk, along with the responsibility of implementing the requirements of the Iowa Open Records Law, in accordance with the Code of Iowa Section 22.1(2). BE IT RESOLVED, The City of Fairfax, Iowa, Records Retention Schedule_, on file with the City Clerk, is hereby adopted. NOW, THEREFORE,BE IT FURTHER RESOLVED, By the City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk, are hereby authorized and. directed to execute said Resolution, Passed and approved this day of)CW njY f , 2007, AYES: NAYS; ABSENT: Bill Voss, Mayor ATTEST: Vickie Kindl, City Clerk SCHEDULE 1: ADMINISTRATIVE AND LEGAL RECORDS RECORD TITLE RETENTION PERIOD REASON A.Minutes 1. Official copy Permanent Code oflowa, 372.13(5).Also continuing legal,administrative, and historical value 2.Index Permanent Continuing administrative and historical value 3.Audio tapes of closed sessions I year from date of meeting; Code of Iowa, 21.5(4). unless required to retain due to Administrative and legal value pending litigation ends 4.Agendas 5 Vears Administrative value ends B.Ordinances 1.Current Code Permanent Code oflowa, 372.1.3(5).Also continuing legal,administrative, and historical value 2.Superseded code 2 copies permanent Historical value 3.Index Permanent Continuing administrative and historical value 4.Individual copies of ordinances Until superseded;then destroy Administrative and legal value for disbursement ends C.Resolutions 1. Official copy Permanent Code of Iowa, 372.13(5).Also continuing legal,administrative, and historical value 2. Index Permanent Continuing administrative and historical value D.Affidavits of publication 1.Re:Budget Until audited or 5 years Fiscal and legal value ends 2.Re: Ordinances Until recodification Fiscal and legal value ends 3.Re:Bond issues Permanent Continuing legal and historical value 4, Others 5 years Fiscal and legal value ends E.Oaths of office If placed in writing,post to Continuing legal and historical official copy of council minutes value forpermanent retention F.Fidelity bonds of city officials 5 years after expiration Legal value ends A.Title documents 1.Deeds Permanent Code oflowa, 372.13(5),Also continuing legal, administrative, and historical value 2.Title opinions Permanent Code oflowa, 372.13(5). Also continuing legal,administrative, and historical value 3.Abstracts and certificates of Permanent Code oflowa, 372.13(5).Also title continuing legal,administrative, and historical value 1 4.Title insurance Permanent Code of Iowa, 372.13(5).Also continuing legal, administrative,and historical value 5. Condemnation proceedings Permanent Code oflowa, 372.13(5).Also continuing legal, administrative, and historical value B.Easements and/or right of way Permanent Code oflowa, 372.13(5).Also agreements continuing legal, administrative,and historical value C.Plats(legal description,parcel Permanent Code oflowa, 372.13(5).Also maps,plat books,both current and continuing legal, outdated) administrative,and historical value D.Vacations or alterations of plat Permanent Code oflowa, 372.13(5).Also continuing legal, administrative, and historical value E.Annexation files Permanent Code oflowa, 372.13(5).Also continuing legal, administrative, and historical. value A. Cigarette 5 years Administrative and legal value ends B.Liquor and beer 5 years Administrative and legal value ends C.Miscellaneous business activity 5 years Administrative and legal value ends D.Special events 5 years Administrative and legal value ends 0 A.Accidents on cit property 1.Claims settled out of court 10 years after settlement Legal value ends 2.Court decisions permanent Continuing legal value B.Bids 1.Accepted 5 years Legal and fiscal value ends 2, Rejected 5 years of 1 year after audit. Legal and fiscal value ends C.Blueprints or plans for city Permanent Continuing administrative and owned structures historical value D. Contracts or agreements for 10 years after expiration Legal value ends services, purchase of equipment or supplies,concessions E.Daily diaries or logs(appointment 5 years Administrative value ends calendars,telephone or activity logs) F.Eq ui ment records 1, Inventories While current Administrative value ends 2. Maintenance history Life of equi merit Administrative value ends 3. Cost of operation summaries 5 years Administrative value ends 4.Information services records a, Computer equipment inventoy While current Administrative value ends 2 b, Telephone 5 ears Administrative value ends c. Depreciation reports and records 5 years Administrative value ends d. Contracts and agreements 5 years Administrative value ends e. Vendor information 5 years Administrative value ends G.Franchises 5 years after expiration Legal value ends H.Insurance Policies _Iyears after expiration Legal value ends I.Leases 5 years after ex iration Legal value ends J.Legal Actions 1.Civil lawsuits and administrative 5 years after closure Administrative and legal value law proceedings ends 2.Criminal and municipal infraction 5 years Administrative value ends cases—closed 3.Civil case—closed 5 years Administrative value ends K.Legal Opinions 1.Informal opinions 5 years Legal and administrative value ends 2.Formal o inions Permanent Continuing legal value L.Maps,current and outdated Permanent Continuing administrative and (road, street,zoning,park,flood historical value plain,topography,storm and sanitary sewer,water and gas mains M.Minutes of any board or Permanent Continuing administrative and commission historical value N.Notices to citizens to comply 5 years after disposition Legal and administrative value with ordinances ends O.Petitions from citizens 5 years after issue closed; Administrative and legal value Appraise those dealing with ends;Possible historical value significant issues for possible permanent retention P.Promotional materials 1.City newsletters Permanent Continuing historical value 2.Press releases 5 years Historical value ends 3.Pamphlets,brochures Appraise for permanent Possible historical value retention of 2 co ics 4.Newspaper clippings Permanent Continuing historical value Q.Photos,scrapbooks Appraise for permanent Possible historical value retention R.Repo ts.from departments 1.Monthly 5 years Administrative value ends 2.Annual Permanent Continuin historical value S.Studies, surveys I.From outside source As long as administratively Administrative value ends useful 2.Pertaining directly to city Appraise for permanent Possible historical value retention T.Election Records 1.Election registers(No longer Permanent Continuing historical value created in cit aveinment) 2.Tally lists or abstracts(No longer Permanent Continuing historical value created I city government) 3,Precinct maps both current and Permanent Continuing historical value outdated 4. City elections a. ballots 6 months after the election,if Code of Iowa, 50.14 3 not contested b. abstracts Permanent Continuing historical value NTTNII'Ul � ING fWCQ5 A. Leases I.Agreements and related documents Upon expiration, 5-year Administrative value ends resulting from solicitation and acted minimum(City Clerk keeps upon by Council original) 2.Agreements resulting from 5 years after expiration Administrative value ends solicitation,but not requiring Council action B.Requisition for purchase order 10 years after requisition date Administrative value ends C.Purchase orders 1.Purchase orders 10 years after P.O.date Administrative value ends 2. Change orders 10 years after P.O. date Administrative value ends D. Bids,quotations,&proposals 1. Official copy,bid/proposal 10 years after completion of Administrative value ends solicitation document contract 2 Copies of bids received and related 10 years after completion of Administrative value ends documents for public improvements contract(official copies kept by and acted upon by Council City Clerk) 3. Copies of bids received and related Lifetime of equipment(official Administrative value ends documents for fleet equipment acted copies kept by City Clerk) upon by Council 4. Copies of bids received and related 10 years after completion of Administrative value ends documents for other equipment and contract(official copies kept by service projects acted upon by City Clerk) Council 5. Originals of bids,quotations,and 10 years after completion of Administrative,grant and proposals received for contracts not contract except;fleet warranty issues are active until. awarded by Council equipment;lifetime of equipment is taken out of equipment AND—other capital service equipment; 10 years after completion of contract or upon expiration of warranty, whichever is more 4 SCHEDULE 2: FINANCIAL RECORDS A.Notice of property tax allocation 5 years Fiscal value ends from count B.Notice of liquor tax allocation 5 years Fiscal value ends from state C.Property tax assessment books Permanent Continuing historical value (no longer created in ciy business) D.Federal revenue sharing records 5 years Fiscal value ends E.Investments 5 years Fiscal value ends F.Road Use Tax Fund records 1.Application for financial aid, 5 years Fiscal value ends 2.Annual street finance report 5 years Fiscal value ends 3. Street construction program 5 years Fiscal value ends 4.Arterial street ma s Permanent Continuj!jK historical value G.Claims for refunds of state sales 5 years Fiscal value ends tax H,Claims for refunds of state fuel 5 years Fiscal value ends tax 1.Special assessments 1.Certified mail stubs from notice:to 5 years after final payment Fiscal and legal value ends property owners 2.Assessment title searches 5 years Fiscal and legal value ends 3.Preliminary and final assessment 5 years after final payment Fiscal and legal value ends schedules 4. Petition and waiver(agreements to 5 years after final payment Fiscal and legal value ends special assessments) 5.Assessment plats 5 years after final a ent Fiscal and legal value ends 6.Certificate of levy of final 5 years after final payment Fiscal and legal value ends assessment J.Bond issues and proceedings 1.Bond certificates 5 years after final recall Fiscal value ends 2.Redeemed coupons 5 years after final recall Fiscal value ends 3,Bond register Permanent Code oflowa, 372,13(5). Continuing fiscal, 1 , administrative, legal and Historical value 4.Proceedings Permanent Code oflowa, 372.13(5), Continuing fiscal, administrative,legal and Historical value 5.Remittance advice received with 5 years Fiscal value ends payments K,Records of federally funded5 years after final payment if Fiscal value ends public improvement projects audited A.Source documents 1.Accounts a able a. Requisitions 5 years Fiscal value ends b. Purchase orders 5 years Fiscal value ends c. Invoices, statements, bills 5 years Fiscal value ends 5 d. Claims Lresented to council' 5 years Fiscal value ends e. Check/warrant copies or stubs 5 years Fiscal value ends f Vendor ledger cards 5 years Fiscal value ends 2. Accounts Receivable a. Receipt copies or books 5 years Fiscal value ends b. Daily cash receipt tabulations 5 years Fiscal value ends c. Invoices, statements, bills 5 years Fiscal value ends B.Books of original entry 1.Receipt journal 10 years Fiscal value ends 2.Disbursement journal 10 years Fiscal value ends 3.General journal 10 years Fiscal value ends 4. Appropriations journal 10 years Fiscal value ends C.Ledgers 1.General ledger Permanent Continuing fiscal value 2. Subsidiary revenue ledger cards 10 years Fiscal value ends 3. Subsidiary appropriation/ 10 years Fiscal value ends expenditure cards MAMOM A. Cbecking account statements 5 years Fiscal value ends B. Check/warrant register.__ 10 years Fiscal value ends C.Cancelled checks/warrants 5 years Fiscal value ends D.Savings account statements 5 years Fiscal value ends E.Reconciliation workshects 5 years Fiscal value ends A.Annual financial report Permanent Continuing fiscal value B.Treasurer's and/or clerk's 5 years Fiscal value ends report C. Sales tax and use tax reports 5 years Statute of limitation on audit D. Grant reports 5 years after audit Fiscal value ends ��T Permanent Continuing fiscal and historical value A.Appropriation requests from 5 years Fiscal value ends departments B.Annual budget forms 5 years Fiscal value ends C. Final budget and certificate 2 copies permanent Continuing fiscal and historical summary value D.Budget amendments 2 copies permanent Continuing fiscal and historical value 6 SCHEDULE 3: PAYROLL AND PERSONNEL RECORDS PA�1C�LI A.Payroll journal 60 years Fiscal value ends B.Payroll support documents 5 years Fiscal value ends C.Federal Leporting reportingforms 1. W-2,W-3, W-4 5 years Fiscal value ends 2.941E Luarterly report 5 years Fiscal value ends J.Copy of deposit card 5 years Fiscal value ends 4, 1099, 1096 5 ears Fiscal value ends D.State reporting forms 1.Withholding agents report 5 years Fiscal value ends 2. Job Service report 5 years Fiscal value ends 3. Copy of deposit card 5 years Fiscal value ends 4.IPERS 5 years Fiscal value ends Mumma A.Individual employee file 1.Job description and history Permanent Contin! i historical value 2.Application and resume 60 years Administrative value ends (Satisfies long-term need for future inquiries) 3.Evaluations,discipline,demotion, 60 years Administrative value ends promotion, awards (Satisfies long-tern need for future in uiries) 4.Continuing education 60 years Administrative value ends (Satisfies long-term need for future inquiries) 5.Medical information(separate dole) 60 years Administrative value ends (Satisfies long-term need for future inquiries) 6.Resignations,reasons for leaving 60 years Administrative value ends (Satisfies long-term need for future in uiries) 7. Claims for IPERS 60 years Administrative value ends (Satisfies long-terra need for future inquiries) 8.Unem loyment insurance claims 5 years Fiscal value ends 9.Garnishments Throw h closure plus 1 Y= Fiscal value ends 10.Enrollment for direct deposit, 5 years Administrative value ends insurance,savings,bonds,etc. B.Application of those not hired 5 years Administrative value ends C.Equal Employment Opportunity 1.EEO-4 re ort 5 years Administrative value ends 2.Plans a. City's own 5 years Administrative value ends b. Those o otential contractors 5 years Administrative value ends D.Health insurance payments, 5 years Administrative and fiscal value claims ends 1. Employer's report 5 years Administrative and legal value ends 2,OSHA report 5 years Administrative and legal value ends 7 3. Worker's compensation reports 2 years from date of occurrence Code of Iowa, 85.26 Legal which benefits are claimed or 3 value ends years from last payment of weekl com ensation benefits E.Miscellaneous personnel records 1. Classification studies 5 years Administrative value ends, possible historical value 2. Compensation surveys 5 years Administrative value ends, possible historical value 3.Administrative studies 5 years Administrative value ends, possible historical value 4.Job specifications Permanent Continuing historical value 5. Personnel policies,pay plans„etc. Permanent Continuing historical value 6. Internal investigations-harassment, 10 years Administrative and legal value etc. ends,possible historical value 8 SCHEDULE 4: PUBLIC WORKS RECORDS A.Annexation files(petitions,neaps, Permanent Continuing administrative and public hearings, elections, historical value roceedin s B.City maps,both current and Permanent Continuing administrative and outdated historical value C.Plats(subdivision,annexation, Permanent Continuing administrative and assessors,legal descriptions,plat historical value books D.Studies or curve s 1.From outside source As long as administratively Administrative value ends useful 2.Pertaining to city itself Appraise for permanent Possible historical value E.Subdivision files Permanent Continuing administrative and historical value A.Blueprints or plans of city- Permanent Continuing administrative and owned structures historical value B. Bridge records Life of structure Administrative value ends C.Capital improvements projects I.Authorization phase 5 years Administrative value ends a,Minutes of hearing, clerk's Permanent(Minute book and Continuing legal and historical cern;tate, resolutions resolution book) value b.Specifications 5 years after project completed Fiscal and legal value ends c. Contract Life of structure Administrative and legal value ends 2.Financing Phase ,See schedule 2, Financial Records a. Special assessments b. Bond issues c. State orfederal grants 3.Pre-construction phase a.appraisals 5 years after project completed; Administrative and fiscal value in project not initiated,retain ends only as long as administratively useful b.Environmental impact surveys 5 years Administrative value ends c. Historical survey of buildin s Appraise for permanent Possible historical value d. Relocation files 5 years after final payment Administration and fiscal value ends e. Condemnation files Permanent Continuing legal and historical value f Demolition files Permanent Continuing legal and historical value 4.Construction phase a. Work orders 5 years after project completed Administrative and fiscal value ends b. Daily diaries 5 years after project completed Administrative and fiscal value ends c. Payroll records 5 years after project completed Administrative and fiscal value ends 9 d, Change orders 5 years after project completed Administrative and fiscal value ends e, Cement tickets, other purchases 5 years after project completed Administrative and fiscal value ends f Inspections, testing 5 years after project completed Administrative and fiscal value ends g. Progress reports 5 years after project completed Administrative and fiscal value ends h. Blueprints, as-built tracings Permanent Continuing administrative and. historical value i, Certificate of completion and Permanent Continuing administrative and. acceptance historical value D.Deeds,easements,or right of Permanent in clerk's office Continuing legal and historical way agreements value F.Land survey records 1. Field notes Permanent Continuing administrative and historical value 2. Bench mark books Permanent Continuing administrative and historical value F.Photos,aerial As long as administratively Administrative value ends, useful;appraise for permanent possible historical value G. Profile and grade books Permanent Continuing administrative and historical value H.Reports to city council 1.Monthly --r-5—years Administrative value ends 2.Annual Permanent Continuing historical value A. Case files 1.Zoning variance requests and 10 years after settlement Administrative and legal value determination ends 2.Non-compliance violations 10 years after settlement Administrative and legal value ends 3.Decisions and Orders Permanent Continuing administrative and historical and legal value B.Community development 1. Urban renewal,HUD Block Grants See Capital Improvement Projects, this schedule 2.Public housing(rent assistance, loan,and repair programs) a.Applications, correspondence, 5 years after case closed Administrative value ends records of ineligibility, determinations, tenant files C.General Planning As long as administratively Administrative value ends, (comprehensive plan,land use,open useful;appraise for permanent possible historical value space,recreation, capital improvements,regional, transportation,etc.) D. Minutes of the commission Permanent Continuing administrative and historical value L.Rosters of previous commission Permanent Continuing historical value members F.Reports to city council. 1. Monthly —F-5years Administrative value ends 2.Annual Permanent Continuing historical value 10 A.Building and/or site plans 1.Residential 5 years Administrative value ends 2. Commercial Life of structure Long-term administrative value B.Case files,Board of Adjustment 10 years after disposition Administrative and legal value ends C. Inspection records 1. Card or address file 5 years Administrative value ends 2.Re o 5 years Administrative value ends 3.Log books Permanent Continuing administrative and historical value D.Minutes of the Board of Permanent Continuing administrative and Adjustment historical value E.Permits(or application,whichever Permanent Continuing administrative has most information) value F.Reports to city council 1.Monthly 5 ears Administrative value ends 2.Annual Permanent Continuin historical value A.Complaints 5 years after disposition Administrative value ends B.Dailydiaries or los 5 ears Administrative value ends C.Equipment records 1. Inventories While current Administrative value ends 2.Maintenance Life of equipment Administrative value ends 3. Cost of operation summaries 5 years Administrative and fiscal value ends D.Purchasing See Schedule 2, Financial Records,Accounts,Payable 1.Gasoline and fuel consumption 5 years Fiscal value ends records 2.Fuel,gravel, sand,haul, etc.tickets 5 years Fiscal value ends E.Reports.to city council 1.Month!y____. years Administrative value ends 2.Annual Permanent Continuing historical value F.Work orders 5 years Administrative value ends 11 SCHEDULE 5: FIRE DEPARTMENT RECORDS A.Blue prints of commercial As long as administratively Administrative value ends buildings useful B.Daily diaries or logs 5 years Administrative value ends, possible historical value C.Equipment records(vehicles, hoses,hydrants,portable equipment) 1.Inventories 5 years Administrative value ends 2.Maintenance and testing 5 years Administrative value ends D.Inspection records 1. Card file or log book with results Life of structure Administrative and legal value of inspection,violations,corrections ends 2.Inspector's books: copies of 5 years Administrative value ends inspection certificates E.Iowa incident reports(Formerly Permanent Continuing historical value Fire Chief reports) F.Investigation files 1.Arson Permanent Continuing administrative and legal value 2.Fire deaths Permanent Continuing administrative and legal value G.Log book of fires Permanent Continuing administrative and historical value H.Maps of area served As long as administratively Administrative value ends useful I.Miscellaneous vehicle run reports 5 years Administrative value ends J.Roll call or minute books Permanent Continuing historical value K.Reports to cit council 1.Monthly 5 years Administrative value ends 2.Annual Permanent Continuing historical value L.Rural townsbip contracts 5 years after expiration Administrative and legal value ends M.Scrapbooks,photos Permanent Continuing historical value 12 SCHEDULE 6: PARS AND RECREATION RECORDS A.General 1.Contracts,agreements 10 years after expiration Legal and administrative value (concessions,service,purchase of ends equipment,personnel,use of facilities 2.Minutes of the Board Permanent Continuing administrative and historical value 3.Facilities a. Buildings and other structures Life of building or until sold :Fiscal ative value ends b. Equipment records (inventories Until equipment retired ative value ends and maintenance c. Park maintenance,pesticide 5 years ative value ends applicator licenses B.Miscellaneous records 1.Program files(class lists,rosters, 5 years ative value ends score books permission slips) 2.Reservation records 5 ears ative value ends 3. State sales tax return 5 years ue ends d.Promotional materials Permanent Continuing historical value 5.Photos,scrapbooks,park history Permanent Continuing historical value C.Reports to city Council 1.Monthly 5 years Administrative value ends 2.Annual Permanent Continuing historical value 13 SCHEDULE 7: LIBRARY RECORDS A.Circulation records 5 years Administrative value ends B.Contracts for service with other 10 years after expiration Administrative value ends communities C. Minutes of the Board Permanent Continuing administrative and historical value D.Purchasing See Schedule 2, Financial Records,Accounts Payable E.Reports to city council 1. Monthly 5 years Administrative value ends 2.Annual Permanent Continuing historical value F.Report to State Library Permanent Continuing historical value Commission 14 SCHEDULE 8: HOUSING RECORDS A. Commercial site plans Permanent Continuing administrative and historical value B.Subdivision plans 5 years after last final plat Administrative value ends a royal C.Historic preservation files Permanent Continuing administrative and historical value F H(?OM A. Home buyer files(applications, 7-30 years or until property is Administrative value ends HUD settlement statements,purchase sold agreements,racial/ethnic documentation,rehabilitation contracts and documentation) j B.Grant program files(quarterly 5 year minimum after programs Administrative value ends reports,monthly reports, close-out completion and audit documents for audits) 15 SCHEDULE 9: WATER UTILITY RECORDS A. Capital improvement projects See Schedule 4, Public Works Records, Capital Improvement Projects 1.Records relating to state and 5 years after completion Administrative value ends federal funding of planning and/or construction of water and wastewater facilities(correspondence, grant applications,approvals,wage determinations,adjustments) 2.Records relating to construction of Permanent Continuing administrative wastewater treatment facilities value (applications,permits, amendments, blueprints,complaints, investigations, reports,Municipal Operation Permits) B. Operator's certification Length of employment Administrative and legal value ends C.Valuations Permanent Continuing administrative, fiscal,and historical value D.Rate Surveys 1.Monthly 3 years Administrative value ends 2.Annual Permanent Continuing historical value E.Report to Iowa Department of 5 years Administrative and fiscal value Revenue,Property Tax Division ends II�SM ST1V I�Is1�T5t,. � UIPMEIv`T A. Blueprints or plans of plant and Permanent Continuing administrative and system historical value B. Inventories(elevated water tanks, While current Administrative value ends wells,pumps, engines,tanks, reservoirs,dams,plant equipment, pump stations, etc.) C.Equipment records(water towers,wells,pumps,engines, tanks, reservoirs,dams) 1. Inventories While current Administrative value ends 2. Maintenance history Life of equipment Administrative value ends 3. Depreciation Life of equipment Fiscal value ends D. Maps of system Permanent Continuing administrative and historical value E.Meter records(location,testing, 3 years Administrative value ends maintenance) F.Record of Ys Permanent Continuing administrative value G. Valve records Permanent Continuing administrative value H.Water and sewer tap records Permanent Continuing administrative value ; �' RATI�NS A. Logs indicating pumpage,hours, 6 years Administrative value ends gallons,chemicals added, maintenance,testing B.Recording instrument charts 5 years Administrative value ends 16 �.,Recor ds relating to operations, PermanentContinuing historical and future luding correspondence, permits, projection value historical consumption,and/or usage records,trouble calls D.Lab records supporting lab 7 years Administrative value ends certification E.lDNR summary bacterial 7 years Administrative value ends analysis F.Water supply monthly 7 years Administrative value ends operations report G.Operations permit Permanent Continuing administrative value V�U�A Ml' ° EPA, 40 CFR 141,33 A.13acteriolo ical analysis 5 years Administrative value ends B.Chemical analysis 10 years Administrative value ends C.Actions taken to correct 5 years Administrative value ends violations of primary drinking water re Mations D. Copies of reports relating to 10 years Administrative value ends sanitary surveys of system E.Records relating to variances or 5 years after expiration Administrative value ends exceptions F.Record of residuals analysis and 5 years Administrative value ends disposal G.Flood prediction and monitoring Permanent Continuing historical and future data ro'ection value H.Groundwater level monitoring Permanent Continuing historical and future data projection value A.Application forms for hydrant 5 years Administrative value ends meters and unauthorized use of water B.Job orders 5 years Administrative value ends C.Complaints 5 years Administrative value ends D.Rate schedules 50 years Administrative value ends E.Billing records 1.Stubs 5 years Fiscal value ends I Receipts 5 years Fiscal value ends 3.Daily receipt tabulations 5 years Fiscal value ends 4. Cash books journals) 5 years Fiscal value ends 5.Ledgers 5 ears Fiscal value ends 6. Summaries of usage and billing 5 years Fiscal value ends 7.Delinquent account lists 5 years Fiscal value ends 8.Bad debt write-offs 5 years Fiscal value ends 9.Adjustment postings or books 1 year Fiscal value ends 10. Record of customer deposits and 7 years after abandonment of Fiscal value ends refunds service 11.Record of unclaimed refunds 1 year Code of Iowa, 556.4. Legal and fiscal value ends 17 SOLUTION NG. A RESOLUTION ACCEPTING THE CEDAR RAPIDS METRO-AREA HAZARD MITIGATION PLAN WHEREAS, The Lunn County Regional Planning, Commission worked with local governments in the Cedar Rapids Metropolitan area to develop a hazard mitigation plan, and MMEREAS, The City of Fairfax chose to work with the Linn Counts, Regional Planning Commission to be included in such Plan. BE IT RESOLVED, The Cedar Rapids Metro-Area Hazard Mitigation Plan is hereby accepted. NOW, TREREFO E, BE IT FURTHER RESOLVED, By the City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk are hereby authorized and directed to execute said Resolution. Passed and approved this L�� day of. Vgjernb�"(_ 2007, AYES: 5 NAYS: (, + ABSENT: Q._&- Bill Voss, Mayor ATTEST: Al t'�L��'9� Vickie Kindl, City Clerk SOLU'T'ION NO. A RESOLUTION TO ISSUE PARTIAL PAYMENT 46 TO RICKLEFS EXCAVATING, LTD FOR THE 2006 SANTITARAT SEWER SYSTEM IMPROVEMENTS WHEREAS, The City of Fairfax, Iowa, has contracted with Ricklefs Excavating, LTD for the 2006 Sanitary Sewer System Improvements, and WHEREAS, The City cngineer, Hall & Hall Engineers, Inc. has reviewed Ricklefs Excavating, LTD's Partial Pay Request No. 6 for work through 11-1-07 and. have found it to be in accordance with their Schedule of Values and work completed to date and has, therefore, recornmended payment of $161,247.63 on the Contract for 2006 Sanitary Sewer System Improvements, BE IT RESOLVED, By the City Council of the City of Fairfax, Iowa, that the City Clerk is hereby directed to issue Partial Payment No. 6 in the amount of$161,247.63 to Ricklefs Excavating, LTD for the 2006 Sanitary Sewer System Improvements. NOW, THEREFORE, BE IT FURTHER RESOLVED, By the City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk are hereby authorized and directed to execute said Resolution. Passed and approved this day of -�NE )' y C , 200T AYES: - -L 1L NAYS; ABSENT: Bill Voss, Mayor ATTEST: LA'�) Vickie Kindl, City Clerk ORDINANCE NO,75 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF FAIRAR,IOWA,2007, BY AMENDING PROVISIONS PERTAINING TO SEWER SERVICE CHARGES BE IT ENACTED by the City Council of the City of Fairfax,Iowa: SECTION 1. SECTION MODIFIED, Section 99.02 of the Code of Ordinances of the City of Fairfax, Iowa, 2007, is repealed and the following adopted in lieu thereof: 99.02 RATE, Each customer shall pay sewer service charges for the use of and for the service supplied by the municipal sanitary sewer system based upon the amount of water consumed and a flat charge for the Debt Service Retirement Fund as.follows: 1. Amount of water consumed: A. 0 to 1,500 gallons or lesser amount per month-$6,00(minimum bill). B. 1,5011 to 25,000 gallons of water usage - $6 00 plus an additional $3,31 for each 1;.000 gallons of water usage over 1,500 gallons, C. 25,0411 gallons of water usage and up - $75.04 plus an additional $1.81 for each 1.,11100 gallons of water usage over 25.000 gallons. 2. Flat charge of$10.00 per month for the Debt Service Retirement Fund. SECTION 2, REPEALER, All ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby repealed. SECTION 3. SEVERABILITY CLAUSE. If any section, provision, or part of this ordinance shall be adjudged invalid or unconstitutional, such adjudication shall not affect the validity of the ordinances as a whole or any section„ provision,or part thereof not adjudged invalid or unconstitutional. SECTION 4, WHEN EFFECTWE. 'This ordinance shall be in effect from and after its final passage, approval, andl publication as provided by law, Introduced and passed by the Council on the day of 2007, and approved this day of 2007, W�o Bill Voss,Mayor ATTEST: Vickie Kindl,City Clerk FirstReading: Second Reading: Third Reading: I certify that the foregoing was posted as Ordinance No, on the day of . 2007. Vickie Kindl,City Clerk o QWr TOF Tohnson ss. fr I, Dave Storey, do state that I am the publisher of THE GAZETTE, a daily newspaper of general -10v is circulation in Linn and Jolusson bounties, in Iowa. P,re g ua Paseg The notice, a printed copy of which is attached, was aol to�oaq t udWop Z9 aa� uagtla �o �9 inserted and published in THE GAZETTE newspaper 4unotlo0ll9 cis in the issue(s) of 11123/07 �lE�l as t „uEtu�adin ao�ot�xa -xal 99 p aaqdmi4ttb 9 d The reasonable fee for,publishing said notice is �Wuo a8el�aa S aaul�paa} Gtr 6d $143.65 E L1m0P a)je, Ltr q%sn*rt-1 9; a;ExS.sE�S aoaq 9b uosaaa .... -App nD 9 P8sl tr4s BUIPpogqAM Vv. 0moks �( 4.01Z n�o�s uouuaDWI, rs ;sElsngtua ' saexs uo Aggog 9c is aePElod L£ jakfiUOVV 99 6 saaisdl qa�y This instrument was acknowledged b Dave Store 'O'❑ iQd 9 �auulp as yours} 9Z before me on 11/28/07 g Y Y PaMgllo� EZ �Ious}dNO�� s a iao kno au,Ea 6L jam q%N 9l qns uEU1Ja��� Notary} ublie in and for the State of Iowa 9z .:laid EPlaao 9L.. .J ':6Qi SI�EM S l�al6lly',a�l� t � a6a�s�asul bt _. 0odl1E 0AN �� ,�. JOD LTE ba:" auonba Padlals 9.... COMMIISSION NUMBER 744309 xjorn MY COMMISSION EXPIRES: Rpoqnq saoa E Iowa DECEMBER 7,2009 :seams": �9'spld��aeP� t, {