The URL can be used to link to this page

Home My WebLink About11-30-2009 Special meeting CITY OF FAIRFAX SPECIAL CITY COUNCIL MEETING NOVEMBER 30, 2009 The special meeting of the Fairfax City Council was held.Monday,November 30, 20091„ at Fairfax City Hall. Mayor Voss called the meeting to order at 5:30 PM. Council members present: JoAnn Beer, Bernie Frieden, Jason Rabe, Marc Magers,and Marianne Wainwright. Other city staff present: Cynthia'Stimson and Dave Yanecek. Also present were: City :Engineer, Shane Wicks as well as Tim Williams and Loren Hartelt from Rathje Construction.. Motioned by Magers,seconded by Beer to approve the agenda, Ayes: Beer,Frieden, Rabe,Magers, and Wainwright. Motion carried. Extensive discussion was held concerning the water main replacement project. The streets will not be completed as required by the specifications of the project. This is due to the outside temperature. The City Council stated the following concerns about this situation: Rathje Construction waited eight weeks after the late start date before they began any work on the project, snow removal on substandard streets will be difficult, the city staff does not have time to maintain the potholes that will form in these areas during the winter, and that the intersections as well as the business, church, and fire station areas are the critical needs areas. Tim Williams stated that the Metro Specifications would not have allowed seal coating during the time of the projected completion date, he was unaware of the seal coating temperature constraints, he feels inches of cold mix is more than the seal coating but in the cold. temperatures it would be viewed as a temporary fix, and that Rathje Construction, Inc. does not. want to maintain the cold mix areas, The City of Fairfax is proposing these two options to address the issue of the streets: 1. Cold mix is to be placed in the crossings, on Church Street from Vanderbilt Street to the cast side of Reynolds Street, and in the fire station area. Rathje Construction, Inc.,will maintain all non-completed street areas during the winter and come back and do the required street work as needed in the spring, These conditions would not apply to the area added to the project in Change Order#2, 2. If Rathje Construction,, Inc., does not agree to option#1, then the City of Fairfax will contract with another business to complete the listed work and bill all costs to Rathje Construction, Inc. as liquidated expenses. If Rathje Construction, Inc. agrees to option#1,then a change order will be prepared for the next regular city council meeting to extend the completion date for the project. Tim Williams stated that he will have to take this information back to the office and their staff will discuss these issues tomorrow morning, Motioned by Wainwright, seconded by Frieden to adjourn the meeting. Ayes: Beer, Frieden, Rabe, Magers, and Wainwright. Motion carried. Mayor Voss adjourned the meeting at 6:18 PM. Mayor Bill Voss City Clerk Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. STATE OF IOWA Counties of Linn and Johnson ss. :CITY otFA lt Ax I, Dave Storey, do state that I am the publisher of sPEEECIAL CITY.COUNCIL IIREETING OVEMBER 3n,2909 THE GAZETTE, a daily newspaper of general The sPo!12: meeting of the Fairfax: circulation in Linn and JOl�i�ison Counties, m Iowa. City Counrti was held Monday No- vember 34 2999,At FalHax'C' Hall. MaYor'l+oss called fhe meatins to or The notice, a printed copy Of which is attached, Was der at S alt'M. Council members pre- sent- .tPAnn Geer,Bernie nd Marianne ria inserted and.published in THE GAZETTE newspaper soot Rabe,Marr A3a9ers,and Marianne': WPlnwTi hl Ofher rity staff Prese. Mt Cyrfi.!a Sllmson;and Dave Yapecak. in the 1SSlIe(S) Of NOVeiriber QtEt&December 7th , Also present were CttY.'Englneer,; 009 Silsoe wleks am as:Well as TIM 1ills and f-gran-Harrell irotn;Rothia Con- sltr'tacilon- Molloned by Maoers, setonded by Feer i x�PRrove lila agency Ayes:` The reasonable fee for publishing said notice is Rabe, Magers, Beer Frieden, : and tk"a4nvd.nghl. Motion carried: 3 ExteasNp djscusslon was,held con- cernin9 the water main replacement. project. The streets Will not'.be comPle- ted as:Tequired. y the specifications of llhe orgtect, This is due tp the outside #e¢rralaetafure. ;: The City Gougcll staled the following Corr ezns about this situalipn Rathle ConsIftictlan waited eight weeks afle:r qhs late start date before they began any orkon the Project snow removal on iubstandard streets will be difileult; the :city statf does not have lime to Maintaln the Potholes thal':*11)form In Ihesa:areaa during the winter,and that n.ess, urce lnurc chO ,ons;as well as fhe bust- ��C Hh and fire siatlPh areas are ,the critical needs areas... Tin±Williams dated that the Metm Speclhcatlons Would not have allowed seal coating ducting the ilme of the pro- iected;completion dale, he was una- ravers>laf the seal coaling temperature consttainis,he#eels lnches!'of kohl mix . . Is mgrs than the.seal coater g btal In t#e cold temperatures it Would,be.vlewed as a temporary IN, and ihal Ralfife Construction,-Inc does:.hot want',to mainlialn The coli)mix areas; Ttne;Clor of Fairfax is pre issue lfl the This instrument Was acknowledged by Dave Storey iwo.o:Rlions lo,.a.tldress the:issue.oittie sgreeTS- a._;gs Cafd Mix is Io be e,laced fn the before me on December 7th, 2009 cr'osslhon Church Slreel fro.M van= derbilt Slreol Io:the easT side of Rex- holds.5ttee 3, and In the(fire Stalion aa� :a.' Rathle :CbMIrUdlon, lhc, will xrnalnfain all non: mpleted street areas.durinR the Winter.eiid come back and 00 lilathe required street work as _. - nieeded In spring. These condilloos wvoultf apt aPRlx t�the area added to. NotaryPublic in and for the State of Iowa the projecl in.Chantae Orderfl2 2,of Rattue;:Conslruciloh Inc does not'av-ee to potion 01,.Men the City.of Fairfax will contract with:another busi- nessa16runvlete the 11sted Work and bill allcosts to...RathIe Construction,lnc. as liquidated expenses. If Ra#hie Cons Iructlon,Inc,Avees.to ,lotipn#f1 ihen a change order will'be ., prepared for the next regular OV... � d � ��GUSH " rouncil meeting:to extend the com lei� tion date for the-Rroleci. apNumber�� ,� �� Tith williams:siated lhal he will have to fake ttuS iniormahon back to the of PYi Y Pica and their staff nil discuss these Is June 99, sues'iomorraw morning,. _Motioned by Walgwright, seconded -�m_,____4�,�� by 'Friedeh to adjourn the meeting - Avss: Beer Frleden, Rabe Masers and W.ainWrfghl, Motion carried. Ma vor'vuss:adlourned the meot1wat G;18PM. Mev®r 8111 Voss GBtvClork Cynthia Stimson Olsctaimer. Thfor The epinQ minufes_�ara not offirNI until approved by the_Olty Council. AGENDA FAIRFAX CITY COUNCIL SPECIAL MEETING MONDAY, NOVEMBER 30, 2009 AT 5:310 PM FAIRFAX CITY HALL --525 VANDERBILT STREET Tentative agenda with possible action on the following items: L Call to order 2. Roll call 3. Approval of agenda 4. Water Main Project 5. Discussion a, Opportunity for citizens not on agenda 6. Clerk's comments ". Mayor's comments . Adjournment Fairfax City Council Agenda- November 30, 2009 Page 1 RESOLUTION NO.2009- 5 RESOLUTION ACCEPTING THE EAST DRAINAGE WAY PROJECT ON EAST CEMETERY ROAD WHEREAS, the City of Fairfax, Iowa has contracted with Arensdorf Excavating and Trucking, Inc. for the East Drainage Way Project on East Cemetery Road; and WHEREAS, the City of Fairfax's engineering firm, Hall & Hall Engineers, Inc., has certified that said project has now been completed within substantial compliance to the project's plans and specifications. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, that the East Drainage Way Project on East Cemetery Road, constructed by Arensdorf Excavating and Trucking, Inc., is hereby accepted. 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 this Resolution. Passed and approved this 17th day of November,2009. AYES: Beer, Frieden, Rabe, Mhgers,and Wainwright NAYS: None ABSENT: None William Voss,Mayor ATTEST: Cynt�is Stimson, City Clerk FairfW419915-13/NHL. ("'LEASE NOTE: Do not date and return this certificate until you have received the publisher's affidavit and have verified that the notice was published on the date indicated in the affidavit but please return all other completed pages to us as soon as they are available.) STATE OF IOWA COUNTY OF LINN SS: CITY OF FAIRFAX I, the undersigned, City Clerk of the City of Fairfax, Iowa, do hereby certify that pursuant to the resolution of its Council fixing a date of hearing on the proposed plans, specifications and form of contract and estimated cost for the Water Meter Replacement and Upgrade to an Automatic Meter Reading System Project, and the taking of bids therefor, the notice, of which the printed slip attached to the publisher's affidavit hereto attached is a true and complete copy, was published on the date and in the newspaper specified in such affidavit, which newspaper has a;general circulation in the City.. WITNESS MY HAND this -4 day of ;� ;�, , 2009. ru City; lerk Attach here publisher's affidavit of publication of notice of hearing and letting.) _7_ DORSEY&WIIITNEY LLP,ATTORNEYS,DES MOINES,IOWA I STATE OF IOWA Counties of Linn and Johnson ss. AND rOR.: N9Tf�E oFi�1AR11vG WATEMETERRI NG Fa; E Lk EMENIT AND:UPGRADE To AN AUTOMATIC METER.READIiVC+;4 STEM OTICE OF At;6 6p p.m local:Brite onRtheGT71h'ctav of5(faYerlt#re[, 7064-.at the Council ' Chambers :City Nall, to the C[ty. o€ Paiefax, lowa a hearing will be`cort- ducted°n the proposed sperificaf(ons I, Dave Storey, do state that I am the publisher of foeM of contract, opinib'n.of probable cost and Ph.vebv.for fft Water Meier THE GAZETTE a daily newspaper of general des rrtred Iheebv.for Ytte Ukaiet Meier , Replacement and upgrade Paan Auto- mated Meter.Read(na S.vstem The circulation In Lunn and Johnson Counties, in Iowa. Oily CounciY Etas previously fated.itiese documents With.the City Cterk of Yho The notice, a printed copy of which is attached, was City of Fairfax Iowa.The prpceednss .. of Pia Cruse referring.: the prof inserted and published in TEE GAZETTE newspaper Posed plans, 'sperfTications, form':of conwactj and cost opinion are 61t6. t made part of Ihis n°tEee,.Af this hear- In the issue(s) of November 2nd, 2009 ons,: any mterested person rnaY:fife...: written an&or ora[bbies#Ions to these documents and the proposed imp ave- merits. NOTICE of LET T[F1G T�e reasonable fee for publisluing said ;notice is Descriptlon of Work $68.11 The::Work generally corisisls of repla- cing:the Water'meters m the olderpor tion-of the Cf#y (Fairfax:Pr°pet), in- staflfn9 a few,new..wafer meters<on iordperfios th t are currently 'un- mepered and installing an autorrfaled meter reading system.tt rougtiduY::the CRY of Fairfax'.:: TYRe of Bid Bidsshali be on a unit price basts. .The esfirna#ed quaniiiies are.not guaran- te but areI lely for,,-the ourp0.56 of rb, arisan of.unlfs. �Fihaf pavhienl mwfPF';,Fte based,on q .11tif(es installed-as specified in the ConirarI pocutnents: ConfracPTimefnf. rfaii°n: Sflart Dafo(Early) SttarEpa€e(Laie).Feb Nair v1,2010 Margin 1,2616 i[esfones.- Bone Cci`601ettbrr 1)6W July 31,.2016 Bid:Qi3ening T(me,Dale and Locati°rr The Cfiy Cdiincll will receive sealed bids It the if'.. rk tidlil IUA35NFV{v:.�f fi[a� 006M lueaDuv CS .1 oqq Z saoIC)1(3` pa}E2i f Ya ss c1; N ici This instrument was acknowledged b Dave Store g y y ' � �s'anyti!� suY� before me on November 2�`, 2009 !egoads; }uolurl�;sur 4 a}S!se;. 18p seH'RU ue11eM9H 0 ed kill hepoX : . g soo g pi> a o}rtnoDaE) a9 Notary Public in and for the State of Iowa 4BH�=. ..10i1s fin AS80 1..6T Y ),auuoo. xz saapio.}nd 99 �Wo�as�'LZ isoy ou n1joloo'`61 9,u!gliq,4Ui si6aEl L5 �r�fa�d�� -Ifann a!eW fi�5 U!WC1.. so !q A1214.10 s(pung o5 gel} Z paPA pfz2ai{) L ° 0iai� €!Sta G ! a dd�t 6 �ooq leo 11 sv i ' n NumberT 322 �we� ldfs� str i yCommission xpires: !rg >a xuh I Juni 11,2011 �.�... �� 94 10 9 soui0 s6ae l Gtr X3e4V:9 p9ag i gewajj.b nieueo}a 53!8 Db D}I}s11�': 14faeijiue} jaos sejjep 6E so ord Bal�oo!d ze is -_ us( Y dffi� AGENDA FAIRFAX CITY COUNCIL SPECIAL MEETING TUESDAY,NOVEMBER 17,2009 AT 6:00 PSI FAIRFAX CITY HALL—525 VANDERBILT STREET Tentative agenda with Possible action on the following items: I 1. Call to order a.Wil 2.. Roll call {/ /fj(( . Approval of agenda 4. Public Hearing—t:00 PM a. Written and oral comments on the proposed specifications, form of contract, opinion of probable cost and the proposed improvements described thereby for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project ." ut 5. Consider RESOLUTION to accept the proposed project manual, specifications, form of contract, opinion of probable cost and the proposed improvements for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project Consider RESOLUTION to accept a bid for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project, subject to the Iowa DNR issuing the award of concurrence 41'4 l� m jfg��f 1ai. FJ � 7. Consider RESOLUTION to accept the East Cemetery Road Drainage Project . Tree Plan from Hughes Nursery &Landscaping and Fairfax 'State�Savings Bank IV Fairfax City Council Agenda- November 17, 2009 Page 1 9. East Cemetery Road and 80'h Street Drainage Basin 10.Flood Management Issues a. Initial review of Flood Management Ordinance changes, V S-v b. Initial review of Flood Plain Development Application Permit 1 U. tj KC4(� 11. Water rates 12. Sewer rates 13. Discussion about the Emerson property 4d x(nI 1-lel-k X) 14. Discussion a. Opportunity for citizens not on the agenda 15. Clerk's comments V , 16.Mayor's comments LJt kj 6A 17. Adjournment 6 Fairfax City Council Agenda -- November 17,2009 Page 2 AGENDA FAIRFAX CITY COUNCIL SPECIAL MEETING TUESDAY,NOVEMBER 17,2009 AT 6:00 PM FAIRFAX CITY HALL—525 VANDERBILT STREET Tentative agenda with possible action on the following items: L Call to order 2.. Roll call 3. Approval of agenda 4. Public Hearing—6:00 PM a. Written and oral comments on the proposed specifications, form of contract, opinion of probable cost and the proposed improvements described thereby for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project . Consider RESOLUTION to accept the proposed project manual, specifications, form of contract, opinion of probable cost and the proposed improvements for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project 6. Consider RESOLUTION to accept a bid for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project, subject to the Iowa DNR issuing the award of concurrence 7. Consider RESOLUTION to accept the East Cemetery Road Drainage Project 8. Tree Plan from Hughes Nursery&Landscaping and Fairfax State Savings Bank 9. East Cemetery Road and $ 'h Street Drainage Basin 10.Flood Management Issues a. Initial review of Flood Management Ordinance changes b. Initial review of Flood Plain Development Application Permit 11. Water rates 12. Sewer rates 1 .Discussion about the Emerson property 14.Discussion a. Opportunity for citizens not on the agenda 15. Clerk's comments 16.Mayor's comments 17.Adjournment Fairfax City Council Agenda- November 17, 2009 Page 1 AGENDA FAIRFAX CITY COUNCIL SPECIAL MEETING TUESDAY,NOVEMBER 17, 2009 AT 6:00 PM FAIRFAX CITY BALL-525 VANDERBILT STREET Tentative agenda with possible action on the following items: L Call to order 2. Rall call . Approval of agenda 4. Public Hearing-6:00 PM a. Written and oral comments on the proposed specifications, form of contract, opinion of probable cost and the proposed improvements described thereby for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project 5.. Consider RESOLUTION to accept the proposed project manual, specifications, form of contract, opinion of probable cost and the proposed improvements for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project 6. Consider RESOLUTION to accept a bid for the Water Meter Replacement and Upgrade to an Automated Meter Reading System Project, subject to the Iowa DNR issuing the award of concurrence 7. Consider RESOLUTION to accept the East Cemetery Road Drainage Project g. Tree Plan from Hughes Nursery &Landscaping and Fairfax State Savings Bank 9. East Cemetery Road and 80'h Street Drainage Basin 10. Flood Management Issues a. Initial review of Flood Management Ordinance changes b. Initial review of Flood Plain Development Application Permit 11. Water rates 12. Sewer rates 13. Discussion about the Emerson property 14. Discussion a. Opportunity for citizens not on the agenda 15. Clerk's comments 16.Mayor's comments 1.7.Adjournment Fairfax City Council Agenda - November 17, 2009 Page 1 STATE OF IOWA Counties of Linn and Johnson ss. CITY OF FAIRFAx SOUIAL 0TY COUMLLMEETING.. NOMEMB ER 17,200 The special meetino..df tho Fairfax Lift Council was h41.diTuesday,:No- vomber 17i:1009,at Fairfax City Hall. : Mayor Vass salted the rheefin®l to oe dei:aIt 6:00.PM CounCir'=inerribers p`re sant, .taAnn Beer, 3errile Frieden,:law, son Rabe MarcMayers,iandMarianne Wainwrig4t 'Other city staff present I, Dave Storey d0 State 111at I and the publisher Of Cvnfhra5tFfn on and'Nancy:-Flickinger.__ Mdtioned,by Magers sacended.'by THE GAZETTE, a daily newspaper of general .66dan to approve the agenda. AyQs. Beeri Friedett Rabe, Magersi..and< tefnvaright. Maiiancarrted. circulation In Lllln and JOIll]S011 Counties, in IOWA. kltayor Voss annaunceii That this eras: tfto;fime and grace for floe public hearr Tile notice, a printed copy Of winch is attached, Was i64 conce.mi q the Pravosod;.OiM Intiilualr sPg'�'.€ proba6[a cost.antl;the'ambei -::form at Eon .aPrnionor inserted and published In THE GAZETTE newspaper traet,. ' Proposed improvemanfs for the Wafer: lsleier Replacement and Upgrade fa an in the issue(s) of November 27th, 2009 Automated Nlefer.;Reading .5ysfom Prisiect of G11 PM. NoYfce of this`pub-' lit fiearing was published in The Gaz etfe:an November z,zaag Na ane sub The reasonable fee for publishing said notice is Mined w0ferf or oral czlmments City= Engineer Smana Ulficks stated that $54.85 ttre.€.r estimate for. ttie proiact is `32.74 000, Mayor Voss cfbsed the Public' hiearing at6;03 PM. Motfoned;by Frfeden seconded by Beer to ap ro.Ve RESOLUTION 2E109 63, A RESOLUTEON FINALLY AP FRWING ANC} CONFiRMiNG PLANS, :SPECIFICATIONS, FORM OF CfONTfZ G AND ESTIMATEOF o0§- FOR THO WATEI METED: REP.L CEMENT AND::. UPGRADE TQAN AU OMATIC:dVSETER READ iiwfG SYSTEnM1 PROJECT tial[::call' v0e. Ayes: Beer, Frieden, Babe;'. Masers and ks..reported af..H6 car ried shone W`scks reported that Ha10 ands Ralf Engineers Inc is recdmmending ....that the Citv.of.Fairfax;refect all.of.the. sufimitted bld5. None of theril fallo.wed aft.&the .. ..required forms and fortaat: He suOesfk€Oecember`4 as a aew tied: leftfng date Motraned by Wa€nwr€eht seconded by Masers to'worove RESOLUTION 2009 64, A RESOLUTION REJECT-= ING 15105 FOR THE!NATER M875R REPLACIF ENT ANO UPGRADE G s rs E ROJ CTTARM ET This instrument was acknowledged by Dave Storey TING NEW l7ATE FOR-LETTING.= Roti:ca0 votoi Ayes; Beer F-Ke:den,` before me on November 30th, 2009 tea r«��g�; an❑wam�rtgnr :lvta- ' f"ran carried, i Motioned by Mayers;:seWrfded>by Frleden fa approve RESOLUTION j 2UA➢$5. A RESOLUTION ACCEPT-:' l fNG THE EAST, DRAINAGE_WAY. +'ROJECT ON EAST CEMETgRY ■ raq l ROAD.-Roll-calf vote. :Ayes Beer,: Frieden, Rabe Mage rs, and Wain- Wright Motioi;carried. Notary Public in and for the State of Iowa Tire free pfan from Hughes Nursery. 4 Landscaping and Fairfax State S.dy_ unys 940.was;dtsCU5S#d, Lynn Miller: fs mcamme.dd1ny file-Crty not plant: f t xag'O:d du!plfr€goeoliabi :.MjsleAJ[W 8lue#a+S rAeu°j.. .aYJ Nlcl SrJi 4afslaalIw 0t?lLSf if error +aaiSaaParl'S7Is1 t �; i3�f a1e01s�}o.toin3ax� .�.�..... �I �l�ego2f a � illrl�flssi011 t�W?tar 753222 i "6tT lagwaahJ}o'.ap W94 5!y}p2I a e . _ e--al+laJpg3i4ea+ssa[unl;aarfopuasuu#t} Comissial P ire&sf xieb g Epfed16pil e altm June 201!1t0..41Jj[le[f;a91 U16,11 y+uouiauo n aw&ou +a 4atieo!€q,nd,puOoas a4d wai}sq 06W ono} 40:..anoaa o} ja}el 941 Act. E?alg as xsarun Pue. 6611 lie xo#,.'pajeor+ -uadlne Alnp'titet hq f>aplka.rd se'F.ihod;,. foljfsfp,06L URL anoge 4.41 to �.r p a4+ 41fat Wa4f 814;':peys aleisa isure6e[. swiela 6urrey sjoppa ,ra pue•pau0fs op .urr;ay+ of +uatu tea a{erpdwuir:a�jpur. of Pa#sanEsa.�tae air+sa dy+a+p®i4apuf'. suosuacl rre Ig4t uan€6 lay+ani sr.:;ppN s -itq jana�a:ad ra++eaaay+�o'araeuret