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HomeMy WebLinkAbout07-30-2009 Special Meeting CITY OF FAIRFAX SPECIAL COUNCIL MEETING JULY 303 2009 The special meeting of the Fairfax City Council was held'Thursday,July 30, 2009, at Fairfax City Hall. Mayor Voss called the meeting to order at 7:00 PM. Council members present: JoAnn Beer, Bernie Frieden, Jason Rabe, and Marc Magers. Marianne Wainwright was absent. Other city staff present:... Cynthia Stimson and Nancy Flickinger. Motioned by Beer, seconded by Rabe to approve the agenda. Ayes: Beer, Frieden, Rabe, and Magers. Absent: Wainwright. Motion carried. Motioned by Beer, seconded by Frieden to approve and place on file the city council minutes from July 14, 2009. Ayes: Beer, Frieden,Rabe, and Magers. Absent: Wainwright. Motion carried. City Engineer Dick Ransom presented a worksheet about the 2009 bond money. Motioned by Magers, seconded by Beer to approve RESOLUTION NO.2009-37, A RESOLUTION APPROVING CHANGE ORDER NO. I FOR THE WATER MAIN REPLACEMENT PROGRAM, PHASE I IMPROVEMENTS. Roll call vote: Ayes: Beer, Frieden,Rabe, and Magers, Absent: Wainwright. Mayor Voss declared RESOLUTION NO.. 2009-37duly adopted. Motion carried. Discussion was held about the proposed additional water main work along Railroad Street.and Highway 151. This was work initially listed in Phase II,but because of the good pricing, we can move it into Phase I. This will add about four weeks to the completion date. Hall and Hall was directed to work on the design and prepare a change order to add this work. Discussion was held with the engineers and Jeff Iben about the Prairie Creek Estates Drainage Swale and Storm Water Drainage Improvements Project. Some of the work is the responsibility of the City and some of it is the responsibility of the developer. Several factors contributed to this problem. Council members strongly stressed that they want to avoid this type of problem by having everything in order before acceptance of a final plat. It was decided that the City will do their portion of the work and then Jeff Then will complete the project with his portion of the work. Hall and Hall will get a revised cost estimate from Schrader Excavating and Grading Company, Motioned by Frieden, seconded by Magers to approve the claims list dated July 30, 2009, Ayes: Beer, Frieden, Rabe, and Magers. Absent: Wainwright. Motion carried. Tim Moore complained about dog barking in his neighborhood. He was directed to contact the dog owner directly and the City will place a reminder in the FACTS. Finance Administrator Nancy Flickinger presented information about needed transfers. She will have a resolution ready for the next meeting. She also announced that the City of Fairfax will be receiving IJOS money for street work. Mayor Voss stated that the contractor originally picked to put a new roof on the park pavilion is not available and was not going to use the steel the City thought was to be used at the time the bid was accepted. The other bidder will be contacted about completing the work. JoAnn Beer asked about the REAP grant progress and about the status of the water tower painting. She gave information about a pledged park donation.and the rescheduled Movie in the Park. Motioned by Magers, seconded by Rabe to adjourn the meeting. Ayes: Beer,Frieden, Rabe,and Magers. Absent: Wainwright. Motion carried. Mayor Voss adjourned the meeting at 8:23 PM. Mayor Bill Voss City Clerk Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. JULY 30,2009 CLAIMS LIST Amy Flynn Refund 9.68 City of Fairfax Applied to bill 135.59 City Treasurer Pump testing 600.00 Cynthia Stimson Reimb 181.83 Dave Schmitt Cons Hauling/labor 4815.50 i Fairfax Bank Taxes 1036.72 Fauser Fuel 731.50 Heiman Gear 142.50 IDNR NPDES Permit 210.00 Jamie Harmening Refund 60.05 John Washburn Reimb 168.53 Joyals Family Tree Service Services 100.00 Julie Grimm Refund 64.68 (Lattice Communications Generator 14650.04 &.inn County Recorder Fees 71.00 Matt Orton Reimb for,food 130.00 Simmons Perrine Fees 2250.00 Tim McKeever Reimb for'banners 86.46 Welimark Insurance 2404.03 Net salaries 5710.43 Total Claims: 33558.50 RESOLUTION NO. 2009-37 RESOLUTION APPROVING CHANGE ORDER NO. I FOR THE WATER MAIN REPLACEMENT PROGRAM, PHASE I IMPROVEMENTS WHEREAS, The City Council of Fairfax, Iowa has contracted with Rathje Construction Co. for the Water Main Replacement Program, Phase I Improvements, within the corporate limits, and WHEREAS, Hall and Hall Engineers, Inc., has recommended approval of Change Order No. 1, to increase the contract amount $25,600.00 to furnish and install eight new fire hydrants with six inch gate valves and assemblies. BE IT RESOLVED,by the City Council of the City of Fairfax, Iowa, to approve Change Order No. 1 for the Water Main Replacement Program, Phase I Improvements which will result in an increase of $25,600,00 to make a revised total construction contract cost amount of$269,328.65. NOW, THEREFORE, BE IT FURTHER RESOLVED, by the Fairfax 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 301' day of July, 2009. AYES: Beer, Frieden, Rabe,and Magers NAYS: None ABSENT: Wainwright Eiif Vass, Mayor ATTEST: c Cy4thia Stimson, City Clerk CHANGE ORDER NO. 11 PROJECT: WATER MAIN REPLACEMENT PROGRAM, PHASE I IMPROVEMENTS FAIRFAX, LINN COUNTY, IOWA DATE: Judy 21, 2009 CONTRACTOR: Rathje Construction Co. Mlarion, Iowa ORIGINAL CONTRACT AMOUNT: $243,728.65 ORIGINAL CONTRACT COMPLETION DATE: FINAL COMPLETION: November 9, 2009 for entire Contract ITEM ##'I: New Fire Hydralnit w/6" Gate Valve Add 8 new fire hydrants with 6" gate valves and assemblies. The additional cost to furnish and install the new hydrants is $3,200.00 each for total increase to the contract amount of$25,600.00 for this item. ,Original Contract Amount $243,728.65 C.O.#1 $25,600.00 Revised Contract Amount: $269,328.65 Rathje Construct Co. Hall & Hall (Engineers, Inc. By: B Title: /'P-rezv— Title: P �ez� F4U�geef Date: /�1 Date: 1Q9 City of Fairfax, Iowa 13y. Tlltle: Date: :442 Gate #Customers Collection Amount Collected Payment Due Balance EOM y,P'- P-', 0,11 April 10 59,606 May 656 10 6,560 66,166 June 665 10 6,650 46,912.50 25,903 July 677 10 6,770 32,673 August 681 10 6,810 39,483 September 683 10 6,830 46,313 October 687 10 6,870 53,183 November 686 10 6,860 60,043 December 691 12 8,292 35,850 00 32,485 ,, a � ✓ �� � ���r r.',.-, �� �r�� �.,..�'',. ..,..�.: ,a,�,.� .,,,.,'u ,�..� -.; Jam�uary 702 1 8,424 40,909 February 699 12 8,3$8 49,297 March 697 12 8,364 57,661 700 4 6-w u April 705 12 8,460 66,121 701 May 712 12 8,544 74,665 702 June 713 1,2 8,556 46,905.00 36,316 36,352 ' ` July 714 12 8,568 44,884 ` A6rxsf 721 12' 8,652 53,536 � � �, September 722 12 8,664 62,200 October 723 12 8,676 70,876 November 724 12 8,688 79,564 December 725 12 8,700 35,851.100 52,414 W,.�., .„ „ � � ". J e `7�. .... ,� �"" „ , ✓ sir r �,January 726 14 10,164 62,578 February 727 14 10,178 72,756 March 728 14 10,192 82,948 April 729 14 10,206 93,154 May 730 14 10,220 103,374 June 731 14 10,234 46,825.00 66,783 Juily 732 14 10,248 77,031 August 733 14 10,262 87,293 September 734 14 10,276 97,569 October 735 14 10,290 107,859 November 736 14 10,304 118,163 December 737 14 10,318 35,775 00 92,706 104,514 January ., . ..., 73$ 16 11,808 February 739 16 11,824 116,338 Mauch 740 16a 11,840 128,178 April l 741 16 11,856 140,034 May, 742 16 11,872 151,906 Juane 743 116 11,888 46,737.50 117,057 J'u'ly 744 16 11,904 128,961 August 745 16 11,920 140,881 September 746 16 11,936 152,817 October 747 116 11,952 164,769 November 748 16 11,968 176,737 December 749 16 11,984 35,700.00 153,021 Date #Customers Collection Amount Collected Payment Due Balance EOM Mow ? } January 750 18 13,500 166,521 February 751 18 13,518 180,039 March 752 18 13,536 193,575 April 753 18 13,554 207,129 May, 754 18 13,572 220,701 June 755 18 13,590 159,6501.00 74,641 July 756 18 13,608 88,249 August 757 18 13,626 101,875 September 758 18 13,644 115,519 October 759 18 13,662 129,181 November 760 18 13,680 142,861 December 761 18 13,698 33,930 00 122,629 la max. ci^a,;w> �a�-, ., "`, t"r".'r i �-, .,�3„. 3r"�M ' `' ..-a: '�,."'�r . January 762 20 15,240 137,869 February 763 20, 15,260 153,129 March 764 20 15,280 168,409 April 765 20 15,300 183,709 May 766 20 15,320 199,029 June 767 20, 15,340 161,585.00 52,784 July 768 20 15,360 68,144 August 769 20 15,380 83,524 September 770 20 15,400 98,924 October 771 20, 15,420 114,344 November 772 20 15,440 129,784 December 773 20 15,460 32,100 00 113,144 January 774 20 15,480 128,624 . Fe?biruary 775 20 15,500 144,124 Mauch 776 20 15,520 159,644 April 777 20 15,540 175,184 May 778 20, 15,560 190,744 Juane 779 20 15,580 162,450.00 43,874 July 780 20 15,600 59,474 August 781 20 15,620 75,094 September 782 210 15,640 90,734 October 783 20 15,660 106,394 November 784 20 15,680 122,074 December 785 20 15,700 30,225 00 107,549 "? ,�� January 786 20 15,720 123,269 February 787 20 15,740 139,009 March 788 20 15,760 154,769 April 789 20 15,780 170,549 May 790 210 15,800 186,349 June 791 201 15,820 164,262.50 37,906 July 792 20 15,840 53,746 August 793 20 15,860 69,606 September 794 20 15,880 85,486 October 795 20 15,900 101,386 November 796 20 15,920 117,306 December 797 20 15,940 28,290.00 104,956 Crate #Customers Collection Amount Collected Payment Due Balance EOMN r V�?S, Y_ yr�.a-�s�,'V^' ', �% v, ,,Y%'✓y�".x l ,' �� � � �"a, '� �5�� .:."'�? M-., `�"'" �r�?, January 15,960 120,916 February 799 20 15,980 136,896 March Spa 20 16,000 152,896 April 801 20 16,020 168,916 May 802 20 16,040 184,956 June 803 20 16,060 166,005.00 35,011 July 804 20 16,080 51,091 August 805 20 16,100 67,191 September 806 20 16,120 83,311 October 807 20, 16,140 99,451 November 808 20 16,160 115,611 December 809 20 16,180 26,295 00 105,496 s 11696 January �_m gr1�_ 20 16,200 , February 811 20 !6,220 137,916 Mauch 812 20 16,240 154,156 April l 813 20 16,260 170,416 May 814 20 16,280 186,696 June 815 20, 16,300 167,677.50 35,319 July 816 20 16,320 51,639 August 817 20 16,340 67,979 September 818 20, 16,360 84,339 October 819 201 16,380 100,719 November 820 2.0 16,400 117,119 December 821 20 16,420 24,240 00 109,299 125 ,739 16440 Jainuary 822 210 142,199 February 823 20, 16,460 158,679 March 824 210, 16,480 75,179 April 825 20 1 16,500 175,179 May 826 20, 16,520 Juane 827 20 16,540 169,280.00 38,959 July 828 210 16,560 55,519 August 829 20 16,580 72,099 September 830 20 16,600 88,699 October 831 20 16,620 105,319 November 832 210 16,640 121,959 December 833 20 16,660 22,125 00 116,494 '`/' ... �'^,oig gl 133,174 January 834 210 16,680 February 835 2'0 16,700 149,874 March 836 20 16,720 166,594 April 837 20 16,740 183,334 May 838 210 16,760 200,094 June 839 20 16,780 170,812.50 46,061 July 840 20 16,800 62,861 August 841 210 16,820 79,681 September 842 201 16,840 96,521 October 843 20 16,860 113,381 November 844 20 16,880 130,261 December 845 20 16,900 19,950.00 127,211 Date #Customers Collection_ Amount Collected Payment Due Balance EOM January 846 20 16,920 144,131 February 847 20 16,940 161,071 March 848 20 16,960 178,031 April l 849 20 16,980 195,011 May, 850 20 17,000 212,011 June 851 20 17,020 173,275.00 55,756 July 852 20, 17,040 72,796 August 853 20 17,060 89,856 September 854 20 17,080 106,936 October 855 20 17,100 124,036 November 856 20, 17,120 141,156 December 857 20 17,140 17,700 00 140,596 rxw. ,0,150 spy- r �" ri -.,,r,�r '?�C- a &whd r- '� .a;, au ,� RIO January 858 20 17,160 157,756 February 859 20, 17,180 174,936 March 860 20 17,200 192,136 April 869 20 17,220 209,356 May 862 20 17,240 226,596 June 863 20, 17,260 174,650.00 69,206 July 864 20 17,280 86,486 August 865 20 17,300 103,786 September 866 20 17,320 121,106 October 867 20, 17,340 138,446 November 868 20 17,360 155,806 December 869 20 17,380 15,390 00 157,796 � ...�._, ... .j �� ,._ �5 96� Jaruuary 870 1 , February 871 20 17,420 192,616 March 872 20 17,440 210,056 April l 873 20 17,460 227,516 May 874 20 17,480 244,996 Juane 875 20, 17,500 176,955.00 85,541 J uily 876 20 17,520 103,061 August 877 20 17,540 120,601 September 878 20 17,560 138,161 October 879 20 17,580 155,741 November 860 20, 17,600 173,341 December 889 20 17,620 13,005 00 177,956 January 882 20 17,640 195,596 February 883 2'.0 17,660 213,256 March 884 2'0 17,680 230,936 Apriil 885 20 17,700 248,636 May 886 20 17,720 266,356 June 887 20 17,740 178,172.50 105,924 July 888 2'0 17,760 123,684 August 889 20 17,780 141,464 September 890 20, 17,800 159,264 October 891 20 17,820 177,084 November 892 20 17,840 194,924 December 893 20 17,860 10,560.00 202,224 Bate #Customers Collection Amount Collected Payment Due Balance EOM d"'k y� .,I-,.,,s .��.,' ^cr '" ✓-?����,�� .'w����'�" ->.�,�i. ✓'�, _ ,. ,yam„ '� �k'�' �. S_,� �`�" ;,„Jn�uary 894 20 17,880 220,104 February 895 20 17,900 238,004 Marcam 896 20 17,920 255,924 April 897 20 17,940 273,864 May 898 20, 17,960 291,824 180,3201.00 129,484 June 899 20 17,980 July 900 20 18,000 147,484 August 901 20 18,020 165,504 September 902 20 18,040 183,544 October 903 20 18,060 201,604 November 904 20 18,080 219,684 December 905 20 18,100 8,040 00 229,744 �.. ,K.� r .' v° y�°<y„ r"' rs- -�'`' %..- ^;.'rte �"�� a ��,�"� ,v^x'" +JG�1 �✓, 20 247,i64 January 906 20 18,1 February 907 20 1$,140 266,004 airch 908 20 18,160 284,164 April 909 20 18,180 302,344 May, 910 20 18,200 320,544 June 911 20 18,220 182,380.00 156,384 July 912 20, 18,240 174,624 August 913 20 18,260 192,884 September 914 20 18,280 211,164 October 915 20 18,300 229,464 November 916 20 18,320 247,784 December 917 20 18,340 5,445-100 260,679 ?a k.Rk- ? 7 January 918 2.0 18,360 279,039 February 919 20, 18,380 297,419 March 920 20 18,400 315,819 April 921 20 18,420 334,239 May 922 20 18,440 352,679 June 923 20 18,460 185,352.50 185,786 July 924 20 18,480 204,266 August 925 20 18,500 222,766 September 926 210 18,520 241,286 October 927 20 18,540 259,826 November 928 20 18,560 278,386 December 929 20, 18,580 2,760 00294,206 w January 930 2�0 18,6003 806 February 931 20 18,620 331,426 March 932 20 18,640 350,066 April 933 20 18,660 368,726 May 934 20 18,680 387,406 June 935 20 18,700 187,220.00 218,886 AGENDA FAIRFAX CITY COUNCIL SPECIAL((MEETING THURSDAY,JULY 30,2009 AT 7:!00 PM FAIRFAX CITY HALL—525 VANDERBILT STREET Tentative agenda with possible action on the following items: 1. Call to Order 2.. Roll Call 3. Approval of Agenda 4, Approval of and Place on File: a. City Council Minutes dated July 14,2009—Regular Meeting 5. Discussion of Spring 2009 Bond Money 6. Water Main Replacement Program, Phase I Improvements Project: a. Consider RESOLUTION to approve Change Order No. 1 from Rathje Construction,Inc.. b. Discussion of Additional.Water Main Along Railroad Street&Hwy 151 i. Site Plan ii. Cost Breakdown iii. Construction Schedule T, Prairie Creek Estates Drainage Swale& Storm Water Drainage Improvements: a. Discussion of the Draft of a Development Agreement with(Synergy Development Group,LLC b. Discussion of Cost Estimate from Schrader Excavating and Grading Co. . Consider motion to approve the claims list dated July 30, 2009 9:. Discussion a. Opportunity for citizens not on agenda 10. Clerk Comments 1.1. Mayor Comments 12. Adjournment Fairfax City Council Agenda-July 30, 2009 Page 1 STATE OF IOWA Counties of Linn and Johnson ss. ulY s The special p ettn9 of.1hi Fairfax atw; Caunclt vras field T[aursa6. lu[w 54T aa56,at Fair€att C rly Hatl: Mazar p4a ca[ledfhe uaroeeT�io artier at 700 t Cduttcwt 1--..ttAra present JoAnn Beer Bafatie Frteden.Jason Rabe,artd all, MaRabat Warnwri0t' ataseaa lather Cttv'Staff present: I, Dave Storey, do state that I am the publisher of Cvhfhta Sti[rtsc3n and Nancy r7ic[ Goer Mptl ed-by eerjseconded b 6Zabe. T GAZE T TE, a daily newspaper of general tra apPfove tht agenda. {�Kes t3eerr FPiedsttr Rab�r and tvta4ers Absetrt.' circulation in Linn and.Johnson Counties in Iowa. Watnvau"aght_Motion carrtad � Maftaned tty t�seer :seconded'hr FNedan taapprave and Mace o;t Me the The notice, a printed copy of which is attached, was � cilw^cdIUrid[rhinUfes tF rant lu[y k4,2ga4.: Anes Dear Frleden Rabe, and inserted and published in TBE GAZETTE newspaper Magyars Abseaat Wainrvri9hf. MaPion' Carried. in the issue(s) of August. 6 2009. C&Yn9inLeG[7dcK k'ans�rm preseriEed= a,vrcprkshee�.atraut tl�exaaq botta.ttan-.= er, MOftgned taY tvta9ers, secattded dv B er tp aor6ve RaCFLUDON Na_[ h� A f a5.a.. - 4Y -u1 is stfs.,a: notice a W 2009,737, A RrtIOWT ON A0.kOV IN CI•A4& vR0k9 No. i FOR $58.38 T14P- WATER MAIN` REPLACE MENT PR,OC-kAM, igHkSE f lM-. pobvr RRT5. Ratt Cell vate: A7 Yes Feer rrtedert Race ari[t Nka9als.;Aix-:i S ent: Wrtainwrlght. Maype Vos de- cared RESOLUtIO[q Nth.Z04g47duly adcartted,Maftart carrieet! D&scttssaata<tias held f t abduhe ora- - 00god add`hionat Yaaf:er Maw :Work::. siting l eitraad Street and Hhihwav:151- This.-wit 51_This vitas work iif[t[ally distad in F tase:: ll,:rut because of the:good Pricing[,sue carr r'nc+�+e r`t in#a.C'hase;t. This.Wilt add abd ut fcaur ti&ks to the cornlslet[on walk ,f.acid Halt bras v� d€repatl to K work tironha design and Prepare a chance ordert to add th[s worlc CAasctassfan was held wrlh the en9E- r;eers and.le€f:ben;about the Prafie'. Creek IEslates brairta§e:Swafa and`> starrta W-afar:Uraina9e:trnproverN-ft s. PrbieO. Soihe at the work,is.the ro-.' sP fiAty?o€the div and Sone ri1,tf is the iresponsit.tfity Of,bite . evelopar. Setrerat factors cotrir[Eiutad to thls.:nro-'. b[esPro, Council rttelribers stron4iy sires sedl,thit they want to wl 4[d this type of prtsgtaraa t3Y f;:avtn9 eyerYttfin9 lt�order overt accefatance of a float Plat,tf wasThis instrument was acknowledged by]Dave Storey derided that tba Cloy will da fhe[r'por. rdh.at the wank and thin weft t�eri .d'f before me on August 6 2009. c�YrYpi�te ttca pra[ecf cutch ltrs Portion of: b I.hd WdI`R.. Nati and Hal!MO get a re- +ti t cast;:esfrrnata K9#1 5ahrader- EXc vatatt9 dnd Cxraprrtg Cd1�1p,aPiYi MellainRd :t3v Frleden seconded by faders to 9o,prove the�ialrtls ltst'dated: luta 3d, Ell1! Aves: Beer r- den, Raine and:Ma9ers, 'A.at t: rYiain-. vrrcptrt Matiaf� rr caieat.;; rain Map c©rnPlaiited ataout da9 Notary Public in and forthe State of Iowa fie a, barkina�wd_tats.ntte��i--gtJteah��,u��r,lsadd. Ha.u�ras: td at a-t'dS aR 0130 ._[tv4r^l�Ct k�a1,.L,lkl.lW] H 1$tRt)�. R N3t(Pi 3�1a`f.oh ss�1141) ::Aawsaaf.dot A00 a -L 'a A71 lstit td lt1no TIM A.I.4t3do8d I'�351�C'�l. ffi+ �HIl do�"'il{5:;3HJ.t L Ii SN l3V1 glHl 'NO W50 Qa3[3 SAH 3tlNlat ld 3kfl i =11ONP.w �� u ! i, evtrt ayurauurj'u€it�eW}ofikoaQk z al gdkltG�fi'd: iamb'PdkisrturR-i`L4 tb�' ` A Elia r t a}tsa[Rab pacfl VaSats bul aottaq aktt s ani -Pa tksisps rf rii swrttr:tegict-puealPN.Paurat}vatt�;arvge:' ,;.._ � -, '" } aArtoas vi uante_[uraq i4eq 6W; Wit �iMeI A}itrip j aul-t agtfo 6 a4t4otrxt abed p965; �aaEtam paG�d�eJ 'SdO�`9 Indy pa}ep. st 061Oelra f 4ar4m 'J40W�po�lg kq; 0 4Nk ode ap aCrprx oW;a a7nsata -arad t�aaJ�aq a patueca artpge':sluep: uoyad e�ytlsureiie se eut515e�sltl E 'saa[,xau�olte;3[geaioseau 6,ia!Pnla; -YtV,s*14 4%VOW MAI Bu se pSty•�,: roti eraal;rq pub aseutaaW. pile agoht t€ras;o s4uai a4} Aq. pati � tt�R asgitlnd,ragtei;.sue�rx}is attr[', ftr.it�esis4e >ti 0U upd aXe ati