HomeMy WebLinkAbout12-15-2009 Special Metting CITY OF FAIRFA
SPECIAL CITY COUNCIL MEETING
DECEMBER 15, 2009
The special meeting of the Fairfax City Council was held Tuesday, December 15, 2009,
at Fairfax City Hall. Mayor Voss called the meeting to order at 6:00 PM. Council members
present: JoAnn Beer, Bernic Frieden, Jason Rabe, Marc Magers, and Marianne Wainwright.
Other city staff present: Cynthia'Stimson,Nancy Flickinger, Mike Sankot, and Ron Dusil. City
Engineer, Shane Wicks was also present.
Motioned by Frieden, seconded by Magers to approve the agenda. Ayes: Beer,Frieden,
Rabe,Magers, and Wainwright. Motion carried.
Motioned by Beer, seconded by Frieden to approve and place on file the city council
minutes from December 8, 2009., Ayes: Beer, Frieden, Rabe,Magers, and Wainwright. Motion
carried.
Motioned by Wainwright, seconded by Frieden to approve the Fairfax Fire and Rescue's
election of Mike Sankot as fire chief. Ayes: Beer, Frieden, Rabe,Magers, and Wainwright.
Motion carried.
Motioned by Beer, seconded by Magers to approve four,new members for the Fairfax
Fire and Rescue Department. They are: Eric Bradshaw, E. J. Brink, Jim Bullock,and Derek
Miller. Ayes: Beer, Frieden, Raabe,Magers, and Wainwright. Motion carried.
Fire Chief Mike Sankot stated the oath of office for his new term.
Discussion was held about the proposed 28E agreement with Linn County for road
maintenance. Maps showing the streets were reviewed. Ron Dusil is to make a list of suggested
modifications to the agreement and a report of road maintenance costs paid by the City of Fairfax
in these areas.
Jeff Ihen was present to discuss the drainage swale along the east side of Prairie Creek
Estates. He will complete his work as soon as possible in the spring. The work is to be done no
later than June 1, 2010. Jeff will make a list of addresses that have a drainage tile going into this
area. Options for these drainage tiles will be reviewed.
The East Cemetery Road and 80th Street Drainage Basin Report from Shane Wicks was
reviewed. Joe Blood was given a copy of the report. He discussed the water issues in this area
and asked about the City's plans. This report will be given to the Capital Improvements
Committee for consideration.
Motioned by Magers, seconded by Frieden to approve the Class C Liquor License (LC)
(Commercial) Renewal Application from the American Legion Pekomy Post#572. Ayes: Beer,
Frieden, Rabe, Magers, and Wainwright. Motion carried.
Parker Krouse was not present.
The employee health insurance package was discussed. Wellmark's quote is 4.58% lens
than last year. Information was reviewed from United Health Care. More research is to be done
on the options and a decision must be made at the January meeting, before the February 15t
renewal date.
Jason Rabe submitted his resignation from the city council effective December 31, 2009,.
due to his election as mayor. Discussion was held about the process to appoint someone to fill
the vacancy. A notice of this intent is to be published.
Motioned by Beer, seconded by Rabe to approve the recommendation from Mayor Voss
to accept the six month employee performance evaluation of City Clerk Cynthia Stimson and to
increase her hourly wage by 60 cents. Ayes: Beer, Frieden, Rabe,Magers, and Wainwright.
Motion carried.
Motioned by Magers, seconded by Frieden to approve the following schedule of terms for
the Planning and Zoning Commission:
Term Expiration Date
• Doug Smith January 1, 2010
• Jack Rowray January 1, 2010
• John Hill January 1, 2011
• Virginia Soukup January 1, 2011
• Tom Nurre January 1,,2013
• Travis Otto January 1,2013
• Joe Kell January 1,2014
This will bring the terms into compliance with our code requirements. Ayes: Beer, Frieden,
Rabe,Magers, and Wainwright„ Motion carried.
Motioned by Magers, seconded by Frieden to appoint Jamie Meyers and Dennis Kunze to
replace Doug Smith and Jack Rowray on the Planning and Zoning Commission. Their terms will
ruin from January 1, 2010 through.December 31, 2015. Ayes: Beer, Frieden,Rabe,Magers,and
Wainwright. Motion carried.
Mayor Voss appointed Lori Renner to the Library Board of Trustees. Lori will serve the
remainder of Mary Pacha's term that runs until July 1, 2012.
Marc Magers and Marianne Wainwright will serve as the judges for the Annual
Christmas Decoration Contest,
Motioned by Magers, seconded by Wainwright to approve the claims list dated December
1:5,2009. Ayes: Beer, Frieden, Rabe, Magers, and Wainwright... Motion carried.
Mayor Voss reported that Dave Yanecek is in the hospital. The current maintenance staff
can handle the regular daily duties,but they may need additional help if we receive a large
snowfall.
Ron Dusil discussed two bills for repair work. The bill for the work at the address that.
contacted the City to investigate the problem will be forwarded to Rathje Construction for
payment. The other bill will not be forwarded.
Nancy Flickinger discussed additional costs for the water main project that cannot be
included in the project loan. They include the third party interface, a computer, networking the
computers, and the possible wand replacement. The City will need to cover these expenses
through our regular budget.
An invoice from D. W. Zinser Company, Inc. was reviewed. A representative from
Zinser will attend the next council meeting to discuss this issue.
A letter from a resident concerning snow removal was reviewed.
Mayor Voss listed some of the different meetings he attends as mayor and the
organizations that will need contact information from the new mayor.
Marianne Wainwright, Bernie Frieden, and JoAnn Beer stated their oaths of office for
their new city council terms.
Bernie Frieden thanked Mayor Voss for his ten years of service to the City of Fairfax. As
mayor,Bill has given a large amount of time and effort to help see that Fairfax ran smoothly.
Motioned by Wainwright, seconded by Rabe to adjourn the meeting. Ayes: Beer,
Frieden, Rabe, Magers, and Wainwright. Motion carried.
Mayor Voss adjourned the meeting at 7:24 PM.
Mayor Bill Voss
City Clerk Cynthia Stimson
Disclaimer: The foregoing minutes are not official until approved by the City Council.
CLAIMS LIST DATED DECEMBER 15, 2009:
ARAMARK Matfuniform services 676.82
Batteries Included Batteries 30.96
Danko Lights 280.35
peb Ramsden Refund 60.00
Fairfax Bank Taxes 1,047,00
Gary Breisemeister Refund 60,00
Gazette Publishing 39,36
Hach Cc ChloirinefAccuvacs 331,13
Hall&Hail Eng Fees 31,543.25
IA One Call biggling 31.60
Jessica Steger Refund 60.00
Keystone Lab Tests 174.80
LC Auditor Election fees 2„165.52
LC Sheriff Contract 5,,850.00
Linweld Rentailfoxygen 41.21
Lynn Miller Reirnb gas 58.00
Matt Woodhouse Refund 120,00
Matt Parrott [Delinquent Notices 147.03
Menards PVC enclosures 4.33,99
Mike Sankot E11 (Meeting 25.00
Scott Akers Cons Ref'uind 635.50
Stacey Oldham Refund 31.78
Todd Albers Refund 60.00
US Cellular Phones 288.97
Foss Welding Laboirtmateriais 350.00
Net salaries 2,860.23
Total Claims: 471,402.50
Claims List dated 15 December 20091
Checks, 31565 - 31608
Drainage/Detention Project
Check 31565 Hall&Hall Engineers, Inc. Fees 1,885,00
Check 31571 Hall&Hall Engineers, Inc. Fees 220.00
Total Drainage/Detentlon: 2,105,00
General Fund
Cheek 31568 Hail&Hall Engineers, Inc, Fees 14,137.00
Check 31572 Gazette Communications,Inc, Publishing 39,36
Check 31573 US Cellular Phones 36.05
Check 31580 Batteries Included Batteries 30.96
Check 31581 Linweld, Inc, Rental&oxygen 41.21
Check 31589 Mike Sankot E911 Meeting 25.00
Check 31590 Menards-Cedar Rapids 30 Various items 306.67
Check 31591 Lynn Miller Reimb gas 58.00
Check 31592 Scott Akers Construction Permit refund 585.50
Check 31595 Danko Emergency Equipment. Lights 280.35
Check 31596 Linn County Sheriff Contract 5,850,00
Check 31597 ARAMARK Uniform Services Mat&uniform services 676.82
Check 31598 Linn County Auditor Election fees 2,165.52
Check 31602 Cynthia K.Stimson Wage 547.89
Check 31604 Fairfax State Savings Bank Taxes 89.33
Total General Fund: 24,869.66
Road Use Tax Fund
Check 31600 Ronald G. Dusil Wage 652.04
Check, 31601 Lynn D.Miller Wage 497,74
Check 31603 David Yanecek Wage 561.20
Check 31606 Fairfax State Savings Bank Taxes 664.46
Check 31608 Voss Welding&Machinery Repair Case tractor repairs,cylinders&shafts 350.00
Total Road Use Fund: 2,725.44
Emplyee Benefits
Check 31605 Fairfax State Savings Bank Taxes 53,33
Total Employee Benefits: 53,33
Remote Meter Read Project
Check 31566 Hall&Hall Engineers, Inc. Fees 7,096.05
Total Meter Read Project: 7,096.05
Water Main Project
Check 31567 Hall&Hall Engineers,Inc. Fees 7,280.20
Total Water Main Project: 7,280.20
Water Fund
Check 31569 Hall&Hall Engineers, Inc. Fees 645.00
Check 31575 Stacey Oldham Refund 31.78
Check 31576 Matt Parrott&Sons Company delinquent Notices 147.03
Check 31577 Iowa One Call Digging 31.60
Check 31578 Hach Company Chlorine&Accuvacs 331.13
Check 31587 Menards-Cedar Rapids SO Various items 105,18
Check 31593 Scott Akers Construction Permit refund 25.00
Total Water Fund: 1,316.72
Sewer Fund
Check 31570 Hall&Hall Engineers, Inc, Fees 280.00
Check 31577 US Cellular Phones 252.92
Check 31579 Keystone Laboratories,Inc. Tests 174.80
Check 31588 Menards-Cedar Rapids SO PVC enclosures 22.14
Check 31594 Scott Akers Construction Permit refund 25,00
Check 31599 Jeffrey A.Ammeter Wage 601.36
Check 31607 Fairfax State Savings Bank Taxes 239.88
Total Sewer Fund: 1,596.10
Trust&Agency Fund
Check 31582 Jessica Steger Deposit refund 60.00
Check 31583 Gary Breisemeister Deposit refund 60.00
Check 31584 Deb Ramsden Deposit refund 60.00
Check 31585 Todd Albers Deposit refund 60.00
Check 31586 Matt&Jennifer Woodhouse Deposit refund 120A0
Total Trust&Agency: 360.00
Total Claims: 47,402.50
APPLICATION FOR PAYMENT
APPLICATION NO. 0
Project: WATER MAIN REPLACEMENT PROGRAM, PHASE II
FAIRFAX, LINN COUNTY, IOWA
Contractor: Rathje Construction Co.
305 44th Street,P.O. Box 408
Marion, Iowa 52302
Owner: City of Fairfax, Iowa
Original Contract
Amount: $243,728.65
Revised Contract
Arnount: $344,993.53
Date: December 2, 2009
The Contractor noted above, in accordance with the provisions of the contract documents, hereby requests
approval of this application for payment on the following estimates of contract work completed:
Original Contract Work Completed $ 194,437'.30
Materials Stored On Site $ v
Change Orders:
Change Order Date Approved Amount
1' July 30, 2009 $ 25,600,00
2 August 13, 2009 71,502,15
3 October 27, 2009 4,162.73
Total Change In Contract Amount from Change Ordersi $ 101,264.88
Total Change Order Work Completed $ 72,416.30
Total Complete and Stored to Date $ 266,853.60
Retainage % $ 13,342.68
Total Complete and Stored to Date IlLess Retainage $ 253,510.92
(Less Previous Payments $ 66,6011.18
Current Payment Due $ 186,909.75
Distribution: Owner Engineer Contractor Other
Page 1 of 3 112'/312009
CONTRACTOR'S CERTIFICATION':
The undersigned Contractor certifies,to the best of the Contractor's knowledge, that the above
information and estimated values of completed work covered on this Application for Payment have been
completed in accordance with the provisions of the Contrac
Contractor's Authoriz Representative:
By: Date: C� 3 c�>c9 9'
ENIGINEERWARCHITECT'S RECOMMENDATION:
In accordance with the provisions of the Contract Documents and based on the Engineer's/Architect's on-
site observations of the work included in this Application for Payment and based on the
Engineer's/Architect's review of this Application for Payment in
Engineer's/Architect's Authorized Representative:
By: Date; !C
CITY OF FAIRFAX PAYMENT RECOMMENDATION:
Payment to the Contractor is hereby recommended based on the Application for Payment submitted by
the Contractor and the Engineer's/Architect's recommendation.
City of Fairfax Authorized Representative:
By: - Date: „
ATTACHMENTS REQUIRED:
11. Line Item Schedule of Contract Values Summary,Amounts Completed This Period, and Amounts
Completed To Date. Recommend use of AIA Document G703.
2.. Line Item Schedule of Contract Materials Stored and Values(if applicable).
ACCOUNTING USE ONLY:
Page 2 of 4 01-04-02
APPLICATION FOR PAYMENT
APPLICATION NO.02
Project: WATER MAIN REPLACEMENT PROGRAM,PHASE I
FAIRFAX,.LINNCOUNTY,IOWA
Contractor: Re€hje Conslmcffan Co.
Engineer: Hall 8 HaP Engineers,Inc.
Revised Contract Amount: $344,993.53
Date: Decamber2,2009
laid! This Prices This Period To Date 'i
Item Item Description Units Quantities
Unit Price Total quantity Amount Quantity Amount 11,'4 Complete
1. Mrbl-cation LS 1 $ 10,000.00 $10,000.60 6,443 $4,900.00 0.77 $7,704.00 77.00%
2, TreaMc Cnnt.l LS 1' $ 2,275.0e $2 275.00 .£
$1476.75 0.80 $1,820.09 80.06%
3. TemporaaryEraebn and Sediment Control IS 1 $ 150,00 $150.00 6.0(3 $0.00 0.00 $0.00 1(.00%
4,. C4eadng and Grabbing LS 11 $ 1,4DO.00 $1,400.00 6.7:7 $1,050.60 0.75 $4,050.40 75.001/.
B"PVC C-900 Watermain Including Namssary
RevemantRemoval,Disposal and Replacamani, $75,247.15 1,L.f3r.11) $29,752.55 3,092,00 $76,217.90 101.34% -
Polyethylene Wrap,Trecer Wim,and FWngs In
5. Phare ISaa Spectral PmViaiana) LF 3,081 $ 24.65
1T PVC C-900 Walermain Including Necessary
!pavemen(Removal,Disposal and Replacement $621161,507,.r.,u $52,509.50 1,437.00 $62,509.50 100.55°(0
PadyaDry4aoe Wrap,Tracer Wire,and F Ings in
6. Place ISee Special Provisi00e) LF 1;426 $ 43.50 _
7. Water Main Gale Valva Assembly EA 113 $ 900.00 $11,700.00 "101c, $4,500.00 10.06 $9,000.00 76,92%
B. ITY(ale,Main Date Valve Assembly EA. a $ 1,600.00 $12,&30.00 ?,9t.'. $11200.00 7.00 $11200.00 67.50%
9. "Water Main Blow Ott Assembly EA. a $ 600.00 51600.00 'l 01) $1200.60 2.C6 $1200.00 66.67%
10. ITYWaterMain111 v LdAsaem EA. 11 $ 600.00 $600,00 0100 .00 O.UU $0,00 0.0C�% -
11. WWaterMantAirRelease Msembly EA 2 $ 600.00 $1,20D,00 tiriri
$0.40 0.00 $0.00 D,DD�°6
CennacL Fx 4'Dla Water SeMca From Fire
12. 91alvn to New Water Main EA 1 $ 1,200.00 $1,200.00 ?.Dr3 $0.00 0.00 $0.00
aYan Sen es,1"Copper,InnWing Remove,
IDlsposal,end Replacementat Eidding Curb Slop $25,410.00 2S.3E1 1119,250,00 25.00 $19,250.00 75.70%
13. and Bax FA 33 $ 770,00
Wellen San4ces(Diractunal DO),V Copper,
ilmiuding Removal,blsposal,and Replacement $21,500.00 -5.:16 $4,400,00 4.40 $4,400.00 16.00%
14. o1Engng Curb Stop and Box EA 25 $ 11100,00
iCenrmed EiAsting . ranter RHwwatnvmHin
15. Ilndudlog Necessary Lead Line EA. 9 $ 525.00 $4,725.00 0 011 $0.00 13,06 $0.00 D.00%
16. IC311rluWian and Hydrostatic T%ling LS 1 $ 100.00 $100.60 0.5(1 $90.06 0.90 $90.00 901,010%
17. �Cuad9reg and seeding LS 11 $ 5 00.00 $5,500,00 O.Ci L` .40 O.OU O.DO
COMPUTED TOTAL BID jITEMS 1 THROUGH 17)_ $243,728.65 $40;330.80 $194,437.30 79.78%
MATERIALS STORED ON SITE
ITEM DESCRIPTION UNITS 1 QUANTITY 1PRICEPERUAIT11 TOTAL
TOTAL MATERI L5 STORED ON SITEI $13,00
CHANGEORDERS
This Period To Date
NO.. becri tion Unit T1' Unit Price Tota!
p Quaintl quantity Amount g0anlity Amount %Complete
1. Added New Pore H rants to Prp ect EA 6 $3,200.00 $25 600.00 3-043 $9604.00 8.00 $25,600.00 100.00%
2 OF.
VC Water Main IF 7611 $24.65 $19,251.413 2_;,C"". $295.80 12.00 $295,80 1.54%
2 PVC Water Main LF 623 43.59 $27,100,50 {Ls.E:C+ 7,100.50 623.00 27,100,50 10101.00%
2'.. Valle FA 4 $900.00 3 600.00 4.00 $3.1500.00 4.00 $3 60O.Ce 1001,00%
2 e Valve EA. 31 $1,&00.00 $4 800A( 301
$4,800,00 3.00 $4,600.00 100/,0056
2'.. W_,Assemhl FA 11 $600.00 $800.00 o.6�c
$0.09 0.00 $0.00 0-00%
2 ara€ce 1'capper and Slopbox EA. 6 $770,00 4,620.00 6IrM ,620.60 6100 4626.00 100.OD%
2 t Fire Hydrant to new Water Main EA. 2' $525.00 $1,050.00 Lr.W. $0.60 O.CD $0.00 0.00%
2 Furnish and Install FireH rani EA 2 $3,200.00 $6,400AQ ?.0 $6.400.00 2.00 $6,400,OC 1100.00%
2 e and Replace Fence(Sankot Prop,) EA 1 $1,100.00 $1,100.00 tii.0 3. $0.00 0.00 $6.00 0.00%
2'.. Femlanenl Emslan Seedln H 151 EA 11 $420.00 $420.0( 0.rf, I $A00 0.00 $0.00 O.CD%
2 Erosion Control Matting Hw 151 EA. 1 $365.00 $365.(0 1,3.GC $0,01) 0.00 $0.00 0.00%
Confined Space Water main Install,
2 Includ�ingnecessaryTreaTrimming and 1 $2,195.00 $2,195.00 1)0C $0.00 0.00 $0.00 0.001%
Des al EAL
Gomp'act 6"PVC water main trench to 95%
3 compactiun along Hwy 151,includes trench LF 701 $5.33 $4,162.73 0 Du $0.00 0.00
$0.00 D.gipi%
b"
CHANGE ORD RNO.01,3 TOTALS $101264.68 $50,4difi.30 $72,416.30 7051%
REVISED CONTRACT TOTAL AFFER ALL C.O.CtF'ZTyT $344 993.53 19 37.30 ORIGINAL CONTRACT WORK COMPLETED
$%00 IMASERIALS STORED ON SITE
$72416.30 ITOTAL CHANGE ORDER WORK COMPLETED
$266 B53,6C ITOTAL
5.tl0% 33342.68 IRETANAGE
253510.92 ITOTAL LESS RETAINAGE
66501.18 11ESS PREVIOUS PAYMENTS
51W909,75 CURRENT PAYMENT OLIE
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a 8' 3 s S'3 c ' }s I, Dave Storey, do state that I am the publisher of
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A 3 ztur circulation in Linn and Johnson Counties, in Iowa.
Al N c n c'. u� The notice, a printed copy of which is attached, was
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This instrument was acknowledged by Dave Storey
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