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Home My WebLink About11-13-2012 Council Meeting CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING NOVEMBER 13, 2012 The regular meeting of the Fairfax City Council was held Tuesday, November 13, 2012, at Fairfax City Hall. Mayor Rabe called the meeting to order at 7:00 PM. Council members present: JoAnn Beer, Bernie Frieden, Travis Otto, Marc Magers and Marianne Wainwright. Other city staff present: Cynthia Stimson and Dave Yanecek. Motioned by Magers, seconded by Otto to approve the agenda. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Motioned by Magers, seconded by Beer to approve the city council minutes from October 9 and 25, 2012. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Motioned by Beer, seconded by Magers to place on file the Planning and Zoning Commission minutes dated October 16, 2012, the Library Board of Trustees minutes dated October 2, 2012, and the Parks and Beautification minutes dated September 20, 2012. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Linn County Deputy Sheriff Egli presented the list of calls. The Council thanked him for the recent, stepped-up enforcement and visibility on the local streets. The Library Board of Trustees is meeting at this same time, so no library report was given. Marc Magers reminded everyone to check the batteries in their alarms. Dave Yanecek stated they have been getting ready for winter, the new building has been started, the decorations will be up soon, that they will be moving some of the banners to other poles, and that the red dump truck is getting old. John Berns presented information about the Parks and Beautification Committee’s plans to add a basketball court to Hawks Ridge Park. Discussion was held about the estimated cost and placement of the court. Motioned by Magers, seconded by Frieden to approve the financial reports as submitted. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Marc Magers asked about a hole at the front of the drive at the fire station. This will be viewed to determine the cause and what repair is needed. Mark Perington, of Snyder and Associates, was present to discuss a study they are doing for proposed IDOT work on Highway 151. The culvert is scheduled for construction in 2015 and the two bridges for construction in 2016. They are to be designed for 40-50 years of use. Detour, business, and fire protection impacts were discussed. The Council suggested Snyder and Associates contact the City of Walford for input for the study. Traffic counts will be gathered. Maggie Burger, Speer Financial, presented their 2012 TIF Report. She reviewed the report and discussed the new TIF regulations. Motioned by Beer, seconded by Otto to approve the new Annual TIF Report for FY2012. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. RESOLUTION NO. 2012-73, Motioned by Magers, seconded by Beer to approve A RESOLUTION ACCEPTING THE FAIRFAX PLAYGROUND PAD IN THE FAIRFAX CITY PARK AND ATHLETIC FIELD COMPLEX. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2012-73 duly adopted. RESOLUTION NO. 2012-74, Motioned by Magers, seconded by Otto to approve A RESOLUTION TO APPROVE PAY APPLICATION NO. 7 FROM DAVE SCHMITT CONSTRUCTION COMPANY, INC. FOR THE FAIRFAX CITY PARK AND ATHLETIC FIELDS COMPLEX. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and RESOLUTION 2012-74 Wainwright. Nays: None. Motion carried. Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-75, A Motioned by Magers, seconded by Otto to approve RESOLUTION TO APPROVE PAY APPLICATION NO. 6 FROM SEYDEL CONSTRUCTION COMPANY, INC. FOR THE FAIRFAX BUILDING IMPROVEMENT PROJECT . Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and RESOLUTION 2012-75 Wainwright. Nays: None. Motion carried. Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-76, Motioned by Magers, seconded by Otto to approve A RESOLUTION ACCEPTING THE FAIRFAX BUILDING IMPROVEMENT PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. RESOLUTION 2012-76 Motion carried. Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-77, Motioned by Magers, seconded by Otto to approve A RESOLUTION TO APPROVE PARTIAL PAYMENT #7 - FINAL FROM SEYDEL CONSTRUCTION INC. FOR THE FAIRFAX BUILDING IMPROVEMENT PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. RESOLUTION 2012-77 Motion carried. Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-78, Motioned by Otto, seconded by Beer to approve A RESOLUTION APPROVING CHANGE ORDER NO. 3 – BALANCING FOR THE PHASE III WATER MAIN REPLACEMENT, WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS, AND GRANULAR PARKING LOT IMPROVEMENTS. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. RESOLUTION 2012-78 Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-79, Motioned by Frieden, seconded by Magers to approve A RESOLUTION ACCEPTING THE PHASE III WATER MAIN REPLACEMENT, WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS, AND GRANULAR PARKING LOT IMPROVEMENTS. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and RESOLUTION 2012-79 Wainwright. Nays: None. Motion carried. Mayor Rabe declared duly adopted. RESOLUTION NO. 2012-80, Motioned by Magers, seconded by Beer to approve A RESOLUTION TO APPROVE PARTIAL PAYMENT #4 - FINAL TO DAVE SCHMITT CONSTRUCTION CO. INC. FOR THE PHASE III WATER MAIN REPLACEMENT, WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS, AND GRANULAR PARKING LOT IMPROVEMENTS. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2012-80 duly adopted. Shane Wicks discussed the trail project. The IDOT has completed a pre-audit. The IDOT requires the Council to take action to accept the pre-audit findings concerning engineering fees and then to approve a Supplemental Agreement to the original Professional Services Agreement. Discussion was held about the information in the pre-audit report and what is allowed according to IDOT standards as compared to Hall and Hall’s actual billings. Motioned by Magers, seconded by Beer to not request federal dollars for construction engineering costs and to not request Hall and Hall to lower their costs. Ayes: Wainwright, Magers, Otto, and Beer. Nays: None. Abstain: Frieden. Bernie’s reason for abstaining was frustration. Motion carried. RESOLUTION NO. 2012-81, Motioned by Magers, seconded by Beer to approve A RESOLUTION AUTHORIZING A SUPPLEMENTAL AGREEMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR THE FAIRFAX TRAIL PROJECT ALONG HIGHWAY 151 FROM PRAIRIE AVENUE TO EAST CEMETERY ROAD. Roll call vote: Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Abstain: Frieden. Bernie’s reason for abstaining was frustration. Motion carried. Mayor Rabe declared RESOLUTION 2012-81 duly adopted. Shane Wicks discussed possible sanitary sewer service extensions. The areas covered and the costs for each option was discussed. Cynthia Stimson discussed a document management software system. A proposal from Advanced Systems was reviewed. This is to be included, if possible, in the budget for the next fiscal year. A part-time employee is to be budgeted to do the scanning. RESOLUTION NO. 2012-82, Motioned by Magers, seconded by Beer to approve A RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS FOR THE PAYMENT OF DEBT INTEREST AND FEES DUE DECEMBER 1, 2012. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2012-82 duly adopted. A report concerning Phase II Water Main Project costs was reviewed, as well as one concerning Phase III and the Park Project. RESOLUTION NO. 2012-83, Motioned by Magers, seconded by Beer to approve A RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe RESOLUTION 2012-83 declared duly adopted. Motioned by Beer, seconded by Otto to approve the claims dated November 13, 2012. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. th Discussion was held regarding the meeting on December 5 about the Fairfax Post Office, status of the nuisance notices, the Lions Club meeting, the fiber optics upgrade, and moving the electrical line at the new park. Motioned by Magers, seconded by Otto to adjourn the meeting. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe adjourned the meeting at 9:25 PM. Mayor Jason Rabe City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. CLAIMS LIST November 13, 2012 Payee Purpose Amount AFLAC Premiums 216.36 Alliant Energy Utility Bills 3,725.49 Altorfer, Inc. Supplies 2,530.74 Aramark Mats & Uniforms 758.44 B&W Lock Co. F/D 674.00 Baker Paper Co., Inc. Supplies 120.50 Banker's Trust Debt Payments & Fees 69,745.24 Bayne, Catherine Library Reimbursement 39.14 Billings Estate, John J. 33.36 Check Re-issue - Net Deposit Refund Boxa, Dustin or Tamara Deposit Refund 60.00 BWI Library 895.39 Cargill Road Salt 878.08 Carus Corporation Water Supplies 987.00 Cedar Rapids Photo Copy, Inc. Library 34.26 Center Point LP Library 85.08 Certified Pest Control Library 65.00 Corridor MPO Annual Membership Fee 785.81 Crown Trophy F/D 31.80 Data Technologies, Inc. Annual License & Support 2,585.94 Dave Schmitt Construction Park Project Materials 962.09 Dave Schmitt Construction Park Project 31,132.60 Dave Schmitt Construction 2,500.00 Phase III, Extensions, & Lot Project Des Moines Stamp Library Supplies 88.30 Dusil, Ron Keys 5.95 Eastern Iowa Building, Inc. New Building 26,331.00 Edgewood Hardware & Rental Kerosene 50.31 Elan Credit Card Balance 1,083.91 Elan Credit Card Balance 1,025.22 Environmental Fabrics, Inc. Sewer Work 2,000.00 Fareway Stores Supplies 282.48 Fauser Energy Resources Fuel 1,919.63 Feld Fire F/D 450.00 Foremost Promotions F/D 265.32 FSSB S/C for ACH File 25.00 Gardner Publishing Library Books 112.50 Gazette Communications Publications 221.82 GCR Tire Centers Tires 280.49 Hall & Hall Engineers, Inc. Engineering Fees 5,951.55 Hawkeye Fire and Safety Company F/D 426.15 Hawkeye International Trucks Service 205.58 Heiman F/D 834.68 Iowa Finance Authority Debt Payments 35,475.00 Iowa Game and Fish Library 10.00 Iowa Gardener Library 17.95 Iowa One Call Locates 98.20 Iowa Rural Water Assoc. Dues 250.00 IPERS Payroll 4,486.20 Jacobs, Adam Deposit Refund 60.00 Johnson County Refuse, Inc. Solid Waste Service 8,712.00 Junior Library Guild Library Books 70.00 Kalem, Chris Tools 329.97 Keystone Labs, Inc. Testing 252.58 Kirkwood F/D 90.00 Life Time Fence Company Posts 21.50 Linn County REC Utility Bills 1,714.68 Linn County Sheriff's Office Police Services 6,786.00 Lisbon Electric Accident Repairs 1,250.00 LL Pelling Seal Coat 90.30 Matheson Tri-Gas, Inc. Welding Supplies 16.06 Menard's Supplies 521.21 MidAmerican Books Library Books 163.63 MidAmerican Energy Utility Bills 231.47 Midland GIS Solutions GIS Project 2,007.00 NCS Computer Services & Parts 320.31 Northtowne Cycling & Fitness Bike Racks 825.76 Pace Supply Park Project 119.40 Penworthy Library 359.32 Port O Jonny, Inc. Toilets 98.00 Professional Plumbing Services, Inc. Winterizing Park Restrooms 952.50 Quality Cleaning Equipment F/D 582.20 RDJ Specialties, Inc. F/D 1,746.00 Sandry Fire Supply, LLC F/D 1,391.00 Sankot's Garage, Inc. Vehicle Parts & Labor 102.67 Schimberg Co. Supplies 233.72 Schrader Excavating & Grading Co. Hauling 2,770.29 Selzer, Kenneth Refund 40.00 Seydel Construction Building Project 3,623.20 Seydel Construction Building Project 16,336.32 Parts 317.78 Sled Shed, Inc. South Slope Telephone Service 537.31 Staples Supplies 441.96 Staples Supplies 44.26 Strategic Print Solutions Print Agreement 583.35 Strategic Print Solutions Qtrly Reconciliation 504.41 Toner, William Jr. or Becky Deposit Refund 60.00 UnitedHealthcare Ins. Co. Premium 182.70 UnitedHealthcare Plan Premium 4,086.60 US Cellular Cell Service 233.97 US Treasury Payroll Taxes 1,379.53 US Treasury Payroll Taxes 1,388.74 US Treasury Payroll Taxes 1,506.02 US Treasury Payroll Taxes 984.17 US Treasury Payroll Taxes 1,379.53 US Treasury Payroll Taxes 1,379.53 USPO Postage 175.02 USPO Postage 285.76 Van Meter Library Supplies 93.20 Vinyl Graphics CR F/D 896.00 Wagner, Vonnie or Staab, Brent Deposit Refund 60.00 Warner, Debra Net Deposit Refund 58.68 Whannel, Jay or Elizabeth Deposit Refund 60.00 Wilson-Hite Insurance Inc. Insurance 109.00 Wilz, Beth Library 10.69 Wise, Lisa Net Deposit Refund 47.43 Wisnousky, Brad F/D 63.33 Total Net Payroll 22,617.18 TOTAL 292,046.80 October 2012 Receipts General Fund 210,663.50 16,400.48 Road Use Tax 21,240.73 LOST 273,815.56 TIF Fund 20,933.60 Water Fund 540.00 Trust and Agency 15,597.35 Sewer Fund 14,998.32 SRF Bond Retire Fund 8,789.25 Garbage Fund 9,688.71 Farm Operations Fund 592,667.50 Total Revenue: October 2012 Expenses 219,306.52 General Fund 45,131.84 Road Use Tax 17,927.31 LOST 20,558.54 Water Fund 540.00 Trust and Agency 15,515.09 Sewer Fund 8,774.26 Garbage Fund 401.00 Farm Operations Fund 328,154.56 Total Expenses: I i i As.a iUUad '93JVO1?10W-RHI i1;. 51500 ONV 19307 ddJ?�:JI.aOW 3H1 JD'::::1N1"CCaWV 3HI Aisiib5. :01;;imi u:jns -NI 3?IV Ala3d0ad Q3Jt101aOW STATE OF I0WA 3H1 Jo 3Tvs 3HI WOa3 0333 -0ad 3Hi JI nOA ISNtVOV Oa,*@3.L j N3 3a AVW 1Ngmcrrr AMID Counties of Linn and Johnson ss 1J30: V Na1`1I:>�3llVS.HIHI-AWI 30 01 QNVWS ld N311 WM V:3-fj 0(1 nOh Jf 'nOh 1SNIYOF.d3?S31 -N3 38 ION 1-liM IN3W`J'(Inr .ADN_qlOfJ3d V:N3H1:,'9N13.-13M4Y A71f.WVJ�OMl<do h-11W3 b :-2 «L:V N MY�r.;S{st BBr;L: SI GN'd_30N3QtS3af W10),SL A-L MN;aA7 3.gps d0ad (330VOINOW 3WE A (INV MN ?74SLR1Ll-: 33VS,3H1 AV.13Q 01 d'NVW3O- . 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(:Ounc1)M al erg PrespnY hAnn i;:[ 3011 ON Geer t3zruleiFrteden TravisG7ftre �1..., - 8L99 MsrwMagerSassdJv4uYrpttnet�tai4 ales £9 (LLE? allw!sae'P F,45�" R£ (bi£) wrtghY, QlfterglCs sfafgpresarr) 10, ill '4 44J og./a!sd pR4a aq Aaw sdluri 6691 :rauayd)a¢' VozZx eMOI spgde� uepa0, ntfltaSttrr on andr7:rnveYarfacel� ZtA 61f:, sogwnu auOGgd oolljo LOLZS: fl'G a191S; 5 aAy;puL QOSC aosuoW' Moltionarl bv.Magers sOCbPrdeC by OFtO eMOg gg aushglb "15 pub 0R1< a6esolS 0 uUot-si Jklluleld 64i JO)Aauf rile ayI to apprade 2h agenda, AYes Fieer, kt`u aglV 1e UO'ID nOW�O30 AVCI 'alrI946ba'pue lsnl.-Luaap Aeiil [surOO I~rieden, Otto Magers anti Wain_ Jn1VS ua 'W'Y 006 Ie aaeld a�1eE "ay{ se}aigas .ta41a:.16} pug .'Iu'aw6pnf Wright Nav SVoaaa.,Maftancarried. IBM {satlosd pawgelaun po uolfr5ods10 ayg A{sr{2s of kuessaaau s! so sasfw Matdonad oY .wa rs, seconded by S.W31tl 0-1049SnOH -asd pa6e6pow a4l.jo yanw se}o aless:. 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Motioned:.`by ,Magers, seconded by s. 3NrH0'VUtf ONIHS:VM'SW311 OOH ::10 aauenpe MOJ.75a:'Sg9CS to IWd1dNW Beer-to approve RESOLUTION N0, 3Sno a3A0W 91-161":101:#!lull .ales old'0O'09Zs slsoa 0111110 podai 6ui. 2812-70, SW BJ t(17IOH Pn[aur Lol;ad og616$1503 041'Aep Aad A R[WSOLUTION ACCEPTING' THE JSrIOt' 13d007 b3at(Iri1y 09 kfElun �£OZS 6y!lunba gunowe yaps .wntuua PAIRF,AX PLAYGROUNO PAD IN 5W jil .lad°/S-'b Jula1stJ a4i Je safgaaaayf pue y� FAIRFA9f C4fM PARK; dL11✓J^3unoo--I "83A80 °NgHSVM '9S tel 41 s.JO fUnbUld oyf u! 4(/R2/t THLE71C RCFaLt7 COMPLY '++ Rdy1 �1 3I�01" H1fWS 3AVCG B6 #Iwn r of lsaaaEull nldl 9f 0gC`R5lS{o 1anowe �. �p r tall vote Ayes, ,�Aee,r, Friedarr, C�9YO' It?dl�uf ld'A4b ul Pue:was uE 1uou 6pn9 e State"of I(3��fira Maclerscarid WainwrlOhl Nays.:Noree, E 3Sn0H b In?I NO(Iia00 69 ttv iO} sAeid,lLpyn� Uogj a pall!lua-anoge MOttgn carried; MavoC Rabe declgref2 N 5X09 1001'3AI1 041 u( u0jIllad,e onbl a aqe aLyf I ESOLUTNON 2012-73dulXadopPed C. dW011 'a3(7NFIA.) N3,OAXO Jo�lsal0 agf;o aa!j{O.a4k u!ap.j Ito nnou dfioned by Masers,seconded by OEfia 11. Sf�77ftC OfAVci £5"BCz ,'CL c!un .51 aaagrioi. oijimU Agaaac[ ase rano, to appro e RESOLUTION NO.2012 74. S 6F3A l C]"70H3SnOH 51NVC7 4 RESOLUTION.TO"Af'PROV PAY `, S C10 NMON9 WiSho ,LL #l!un -N3J3d 03WHN'3AO9V..3f-_U 0I APPLICATION p�iO 7 FROM:I}AVE SAO! sfuepuaJarp -.SCHMITT CONSTt�i[CTION COMPA- l SOf71 'Ff53N39 N(1'EdVV tat= #IlUfl StlVHa31'50.-71' NY, INC,fi0R THE t AIRF4X CITY [: SWal o-f0F{3Sn.OH (pNj-1V 30 9spAS 'snbH2la so PARK AND ATHLETIC FIELDS f NNVW�N[� Jd 3IG 4v #1!utl r (73?Jd-lb 3a:4INl0W COMPLE7f Rolf ca0 vote: ,:A4s: f' 5J3Va0''S11NrL t V :'S1aVd :'f0 30:3snoas '3aA1NIOE -ri. 'Neer Fri'deur, OtAg Masers; and f.:Q1fV .ONINNVW<:AfllkLiO-_bR #Ilufl "saw Wainwright- Nays_ None Motion car t flunpafe€sa4rf}asfaia{uoday{ r!ed. M0,1r Rabedeciared RESOLU W646.1 pile Iuaruned:'ffnt 0.few of ZLOZ d"l'ONIOIAa!SSNV01:3GF 6H TION 2012 74dutvado"pfied f 'Hi8�aq(uaaaa AV'Ctanlvs W.V.00'0 30'IMA?l1 Motioned b5^Maagers,seconded kiv OItO 'I!1un ane4 ll!M ZbZZS VAGI .t�{auanglV -Nn00 eel} "d-1 ONDIANAS::SN'ti'O`t fo approve}IESOLUTION NQ-.20.12-75, }-':'86g Xog'.:Od `la-4S WE! (191 'a6e l.' 3WOH.7b9:01-IS7RJ31NI Hf..a'�OS A RESOLUT&ON TO:APPROVE RAV z'' ®!S}[au ngig{1e paleaoC sfuun aSesOls 5300nS'S900Hr'H'3 3NI1SraH0 APPLICATION NO.fs FROM SE`DEL 041}o sgueual a41,.lIaV ual3:.A1!I!aeJ AINI"103 NNl 3'add C3Nvi'NIL CONSTRUCTION COMPANY,: INC. L a6erO{5 Pias LIMOI,aUf{o vvs joidega An a� imisia-ymw alli NR FOR THE FAIRFAX BUILDING IMryof 011;x.Md uO[f!sodslp ja ales}o aayoN MUOA303.'ON�d ase0 PROVEMENT PROJECT" Roll Boll 3011omV Vqm 7 3011f5N 7VI@[11 0 � s�a�o�x vole: Ayes, Beer, Fneden,i Oito MiIGIi �motoil:carried,almayorlk6bevd� arrad Commission ka7Cdi9 i � s RESOLUTION 2012-75 duly adop;Yed MaBaned b'v Macsers,secandetY Fu Otto y ISS mi", m xpir � 9'p approve RESOLUTION NO,2012 76, Jun I1,2014 A RESOLUTION ACCEPTING THE A[RFA?(.; f3UVLr1iNG IMPROVE- MENT PROJECT......R611 call vote: eves: ease Frieder; 01Io 161agers, Linn COunPv Sher ff`s.Gffi POtice Ser- 'and Wainwright. Nays. None:��Motto r€ carried. Mayor Rabe declared PESO- 4 vices 6;78&,d0 Lisbon :Electric Accident Reuairs AGENDA FAIRFAX CITY COUNCIL REGULAR MEETING 7:00 PM, TUESDAY,NOVEMBER 13, 2012 AT FAIRFAX CITY HALL—525 VANDERBILT STREET 1. Call to order 2. Roll call . Approval of agenda 4. Approval of and place on file: a. City Council minutes dated October 9, 2012 b. City Council minutes dated October 25, 2012 Place on file: a. Planning and Zoning minutes dated October 16, 2012 b. Library Board of Trustees minutes dated October 2, 2012 c. Parks and Beautification minutes dated September 20,2012 5.. Reports a. Sheriff b. Library c. Fire Department d. Maintenance Department e. Parks and Beautification Department f. Financials g. Engineering 6. Snyder and Associates—discussion of Highway 151 Corridor Study and Bridge Replacement Projects 7. Speer Financial—TIF Report g. Review of data for TIF Certification and motion for approval 9.. Review of new Annual TIF'Report and motion for approval. 10. Park and Athletic Fields Project a. Consider RESOLU'T'ION to accept the Playground Pad b. Consider RESOLUTION to approve Pay Application No. 7 11. Building Improvement Project a. Consider RESOLU'T'ION to approve Pay Application No. 6 b. Consider RESOLUTION to accept the Building Improvement Project c. Consider RESOLUTION to approve Pay Application No. 7 -Final 12. Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements a. Consider RESOLUTION to accept Change Order 3 -Balancing b. Consider RESOLU'T'ION to accept the Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements c. Consider RESOLUTION to approve Pay Application No. 4 -Final 13. Discussion of the Trail Project a. Discussion, review, and possible motion concerning the trail project information from IDOT b. Consider RESOLUTION to approve a Supplemental Agreement to the original Professional Services Agreement 14. Discussion on possible sanitary sewer service to the area north of Highway 151 1.5. Discussion and possible motion concerning document management software system 16. Review of Annual Report IT Consider RESOLUTION for the transfer of fields to pay debt obligations Fairfax City Council Agenda-November 13,2012 Page 1 i 18. Review of Phase II Water Main Project costs 19. Consider RESOLUTION for the transfer of funds 20. Consider motion to approve the claims list dated November 13, 2012 21. Discussion a. Opportunity for citizens not on agenda 22. Clerk's comments 23. Mayor's comments . . Adjournment Fairfax City Council Agenda-November 13,'2012 Page 2 AGENDA FAIRFAX CITY COUNCIL ?1 REGULAR MEETING 7:00 PM,TUESDAY,NOVEMBER 13, 2012 _ AT FAIRFAX CITY HALL—525 VANDERBILT STREET 1. Call to order 2. Roll call r ,Ld 4DaI y f 3. Approval of agenda e � V .r ,, � � �, 4. Approval of and place on fine: a. City Council minutes dated October 9, 2012 i b. City Council minutes dated October 25, 2012' Place on file: a. Planning and Zoning minutes dated October 16, 2012 b. Library Board of Trustees minutes dated October 2, 2012 c. Parks and Beautification minutes dated September 20,201'1 �5, Reports f re jf a. Sheriff - �' f <, . a r - ' 1 !i C%f t , d b. Library !� A c. Fire Department ell s ; d. Maintenance Department r tkeJ �. =< e. Parks and Beautification Department tii�,a ` Fairfax City Council Agenda-November 1 ,,2012 Page 1 6A financialslif ='k l) (i E g. Engineering1�; -' . Snyder and Associates —discussion of Highway 151 Corridor Study and Bridge Replacement Projects ,l q,L.1 UwX�. V 644, / ! k 7� y � iAl( ur�.�J,. JI 1 (i Speer Financial—TIF Report / f { P f / 7 p 17 8. Review of data for TIF Certification and motion for approval ( .I P r. 9. Review of new Annual TIF Report and motion for approval t 3 Pf� Fairfax City Council Agenda-November 13,2012 page 2 I s 10. Park and Athletic Fields Project a. Consider RESOLUTION to accept the Playground Pad � - aa 77 €q�fgly Yji I R �P .' Y �1 � � t l e,,,✓' 5�T y. ` �. /41 k1e r b. Consider RESOLUTION to approve Pay Application No. 7 . 11. Building Improvement Project a. Consider RESOLUTION to approve Pay Application No. 6 d b. Consider RESOLU"T"ION to accept the Building Improvement Project c. Consider RESOLUTION to approve Pay Application No. 7 Final 12. Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements a. Consider RESOLUTION to accept Change Order 3 --Balancing A LA -40 r .. b. Consider RESOLUTION to accept the Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements c, Consider RESOLUTION to approve Pay Application No. 4--Final 1 , Discussion of the Trail Project a. Discussion, review, and possible motion concerning the trail pproject information from IDOT a RAJ b. Consider RESOLUTION to approve a Supplemental Agreement to the original Prlofessi nal Services Agreement 7 f } i A Fairfax City Council Agenda-November 13, 2;0312 Page 3 14. Discussion on possible sanitary sewer service to the area north of Highway 151 rk 15. Discussion and possible motion concerning document management software system t.f 1 16. Review of Annual Report NOT READY ---- ' 17. Consider RESOLUTION for the transfer of funds to pay debt obligations ,- EE 1'8. Review of Phase II Water Main Project costs 19. Consider RESOLUTION for the transfer of funds ItA 20. Consider motion to approve the claims list dated November, 13 2012 " . 'a ,, .v 21. Discussion a. Opportunity for citizens not on agenda 22. Clerk's comments r° ' J or d� 1 1 f Fairfax City Council Agenda-November 13,21012 Page 4 23. Mayor's comments 4. Adjournment to 17 u Ij �f$ d �^•`.�f.� �, {.�C (T hire 4.t<.j StL- J 4F t J Fairfax.City Council Agenda-November 13,2012 Page 5 SIGN-IN FAIRFAX CITY COUNCIL REGULAR MEETING TUESDAY,NOVEMBER 13,2012 AT 7:00 PM FAIRFAX CITY HALL-525 VANDERBILT STREET 3. � q n f 5. 6. 7. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19, 20, CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING OCTOBER 9, 2012 The regular meeting of the Fairfax City Council was held Tuesday, October 9, 2012, at Fairfax City Hall, Mayor Pro Tem Marianne Wainwright called the meeting to order at 7:00 PM. Council members present: JoAmi Beer, Bernie Frieden, Travis Otto, Marc Magers and Marianne Wainwright. Other city staff present: Cynthia Stimson and Ron.Dusil. Mayor Rabe was absent. Motioned by Magers, seconded by Frieden to approve the agenda. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Motioned by Frieden, seconded by Magers to approve the city council minutes from 'September 1 I and 26, 2012. Ayes: Beer, Frieden, Otto, Magers,and Wainwright. Nays: None. Motion carried. Motioned by Beer, seconded by Magers to place on file the Planning and Zoning Commission minutes dated September 18, 2012. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Marc Magers informed the council that the fire department has been busy and that it is still dry. Ron Dusil stated the pad is ready for the new cold storage building, that they have some extra dirt, Professional Plumbing will be winterizing the park buildings, and the hydrants have not been flushed yet, due to watering at the new park. The playground equipment installation was completed in one day. The ground cover should come this week. The belt bridge is to be sniped on Friday. Officially,this area is a Dave Schmitt Construction, Inc. construction site. The City will ask if we may officially accept the playground area once it is complete so that it may be used. The Parks and Beautification Committee is working on a grant from MidAmerican Energy. The Greater Cedar Rapids Foundation's application will not be submitted this year and another grant application they are working on completing has a November deadline. Discussion was held about the placement of the basketball court at Hawks Ridge Park. A review of the NSFpayment procedure was discussed. The wording of the original resolution is to be checked and updated, if needed. Motioned by Beer, seconded by Frieden to approve the financial reports as submitted. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: Name. Motion carried. Bernie Frieden asked about an engineering invoice for the cold storage building. The expenses were due to the quote process. Gerald Inman and Kathy Rhinehart, from the Lions Club of Iowa, gave a presentation about their desire to establish a Lions Club in Fairfax. They gave an overview of the purpose of the Lions Club and examples of their worldwide activities. They plan to contact residents about forming a new club at the end of October. It takes 20 charter members to start a local club. Motioned by Frieden, seconded by Otto to endorse forming a local Lions Club in Fairfax. .Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Linn County Deputy Sheriff Egli presented the list of calls. He was informed to advise the deputies to look for a youth riding a dirt bike on the streets near Sunflower and Goldenrod, Motioned by Magers, seconded by Otto to approve RESOLUTION NO. 2012-63, A RESOLUTION TO APPROVE CHANGE ORDER NO. 5 FROM DAVE SCHMITT CONSTRUCTION COMPANY, INC. FOR THE FAIRFAX CITY PARK AND ATHLETIC FIELDS COMPLEX. Roll call vote: Ayes: Beer, Frieden, Otto,Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-63 duly adopted. Motioned by Magers, seconded by Otto to approve RESOLUTION NO.2012-64, A RESOLUTION TO APPROVE PAY APPLICATION NO. 6 FROM DAVE SCHMIT"T CONSTRUCTION COMPANY,INC. FOR THE FAIRFAX CITY PARK AND ATHLETIC FIELDS COMPLEX. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-64 duly adopted. Shane Wicks showed pictures of marks in some of the poured concrete at the park project. The general consensus was that some of it will wear off and the other areas should not be torn out until it fails,which may be several years. Motioned by Magers, seconded by Beer to approve RESOLUTION NO.2012-65, A RESOLUTION TO NOT APPROVE CHANGE ORDER NO, 7 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote:. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tern Wainwright declared RESOLUTION 2012-65 duly adopted. Motioned by Magers, seconded by Beer to approve RESOLUTION NO.2012-66, A RESOLUTION TO NOT APPROVE CHANGE ORDER NO. 8 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-66 duly adopted. Motioned by Magers, seconded by Otto to approve RESOLUTION NO. 2012-67, A RESOLUTION TO APPROVE CHANGE ORDER NO. '9 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT, subject to the City receiving a credit for the previously specified locks or receiving the unused hardware. Roll call vote: Ayes: Beer, Frieden,Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-67 duly adopted. Motioned by Magers, seconded by Frieden to approve RESOLUTION NO. 2012-68, A RESOLUTION TO APPROVE CHANGE ORDER NO. 10 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-68 duly adopted. Brad DeSerano, an electrical engineer from Design Engineers, discussed the needed change in the electrical design to power the field lights in the proper manner. Motioned by Otto, seconded by Magers to approve RESOLUTION NO. 2012-69, A RESOLUTION TO APPROVE CHANGE ORDER NO. 11 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tern Wainwright declared RESOLUTION 201.2-69 duly adopted. Motioned by Magers, seconded by Beer to approve RESOLUTION NO. 2012-70, A RESOLUTION TO APPROVE PAY APPLICATION NO. 5 FROM SEYDEL CONSTRUCTION COMPANY, INC. FOR THE FAIRFAX BUILDING IMPROVEMENT PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright declared RESOLUTION 2012-70 duly adopted. Motioned by Magers, seconded by Frieden to approve the claims dated October 9, 2012, Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. The new park project was discussed. Cathy Krouse will follow-up about the Solid Waste Agency's grant process, a flag pole will be installed, and Johnson County Refuse should be contacted about possible services. Motioned by Magers, seconded by Frieden to adjourn the meeting. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Pro Tem Wainwright adjourned the meeting at 8:26 PM. Mayor Pro Tem Marianne Wainwright City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. CLAIMS LIST October 9, 20, 2 Payee Purpose Amount AFLAC Payroll Premiums 216.36 Alliant Energy Utility Bills 4,897.14 Altorfer, Inc. Supplies 20.00 Aramark Mats & Uniforms 622.15 Baker Paper Co., Inc. Supplies 485.61 Bixby, David or Cynthia Net Deposit Refwid 14.64 Bound Tree Medical FID 98.33 BWI Library 524.83 Carus Corporation Water Supplies 1,974.00 Cedar Rapids Photo Copy, Inc. Library 37.68 Center Point LP Library 43.74 Certified Pest Control Library 65.00 Dakota Supply Group ERTs 5,440.58 Danko Emergency Equip, Co.. FID 1,875.49 Dave Schmitt Construction Park Project 39,097.21 Eastern Iowa Building, Inc. Building Payment 6,300.00 Emergency Medical Products F/D 851.88 Farmers Mutual Hail Ins. Insurance 401.00 Fauser Energy Resources Fuel 2,611.32 Feld Fire F/D 21,443.44 FSSB SIC 25.00 Gardner Media LLC Library 129.22 Gazette Communications Publications 263.23 Gonzalez, Jane Deposit Refund 60.00 Hach Water Supplies 116.74 Hall &Hall Engineers, Inc. Engineering Fees 9,963.91 Hawkeye Fire and Safety Co. Park Supplies 719.00 Hemminger, Matthew Deposit Refund 60.00 IIMC Membership 85.00 Iowa DNR Annual Water Use Fee 66.00 Iowa One Call Locates 57.80 IPERS Payroll 3,924.55 Johnson County Refuse, Inc. Solid Waste Service 8,679.00 Junior Library Guild Library 429.00 Keystone Labs, Inc. Testing 200.22 Kious, Tyler Net Deposit Refund 9.48 Kirkwood FID 35.00 Linn County REC Utility Bills 1,480.31 Matheson Tri-Gas, Inc. Supplies 15.80 Menard's Supplies 800.43 MidAmerican Energy Utility Bills 173.22 Midland GIS Solutions GIS Project 9,000.00 Municipal Supply, Inc. Meters 6,088.01 Outdoor Recreation Products Playground Equipment 44,900.00 Penworthy Library 311.92 Port O Jonny, Inc. Toilets 193.00 Prairie Road Builders, Inc. Road Work 41,918.75 Pumpkin Books Library 101.22 Rabe, Ann Deposit Refund 60.00 Red Cedar Chamber Music Library 200.00 Sankot, Mike FID 143.55 SarAcot's Garage, Inc. Vehicle Parts&Labor 807.94 Seydel Construction Park Building Project 63,445.79 Simmons Perrine Moyer Bergman PLC Legal Lees 563.85 South Slope Telephone Service 536.21 Staples Supplies 362.20 Staples Supplies 16.54 Strategic Print Solutions Print Agreement 449.68 Strategic Print Solutions Staples 53.00 Treasurer, State of Iowa State W/H 3,305.00 Treasurer, State of Iowa Qtrly Sales Tax 4,822.00 UnitedHealthcare Ins, Co. Policy Premium 182.70 UnitedHealthcare Plan Policy Premium 4,086.60 US Cellular Cell Service 247.25 US Treasury Payroll Taxes 1,379.53 US Treasury Payroll Taves 1,082.80 US Treasury Payroll Taxes 527.79 US Treasury Payroll Taxes 1,349.53 US Treasury Payroll Taxes 838.66 US Treasury Payroll Taxes 1,379.53 USPO Postage 535.50 USPO Postage 176.18 USPO Postage 282.88 USPO Postage 10.60 Van Meter Inc. Supplies 129.00 W Library 10.00 Waln Repair FID 1,059.73 Waterworks C & I, Inc. Supplies 26.00 Wilson-Hite Insurance, Inc. Insurance 19.00 Total Net Payroll 20,586.91 TOTAL 325,502.1.6 September 2012 Receipts General Fund 10,833.29 Road Use Tax 20,296.15 LOST 26.49 TIF Fund 7,672.83 Water Fund 18,387.11 "Trust and Agency 900.00 Sewer Fund 14,801.18 SRF Bond Retire Fund 14,804.90 Garbage Fund 10,198.13 F'arrn Operations Fund 1.57 Total Revenue: 97,921.65 September 2012 Expenses General Fund 274,883.05 Road Use Tax 8,422.53 LOST 15,175.00 Water Fund 16,002.30 Trust and Agency 510.00 Sewer Fund 10,639.83 Garbage Fund 8,848.30 Total Expenses: 334,481.01 CITY OF FAIRFAX SPECIAL CITY COUNCIL MEETING OCTOBER 25, 2012 The special meeting of the Fairfax City Council was held Thursday, October 25,2012, at Fairfax City Hall. Mayor Rabe called the meeting to order at :05 PM. Council members present: Marianne Wainwright,Marc Magers, Travis Otto, and JoAnn Beer. Bernie Frieden was absent. Other city staff present: Cynthia Stimson, Lynn Miller, and Fire Chief Sankot. Motioned by Magers, seconded by Otto to approve the agenda. Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Shane Wicks showed a snap of the Highway 151 area and a list of issues he prepared for consideration. Discussion was held concerning trail placement, detour routes, local access, business impact, and other issues in connection with planned work by the IDOT. The City Council's comments will be forwarded to Snyder and Associates for consideration during the study about the project. Lynn Miller discussed the change order adding a handle and closer to the walk-in door on the garage portion of the park building. Motioned by Wainwright, seconded by Magers to approve RESOLUTION NO. 2012- 71, A RESOLUTION TO APPROVE CHANGE ORDER NO. 12 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Mayor Rabe declared RESOLUTION 2012-71 duly adopted.. Shane Wicks discussed the change order for additional in-fill at the sidewalk near the building in the park project. Motioned by Wainwright, seconded by Otto to approve RESOLUTION NO. 2012-72,A RESOLUTION TO APPROVE CHANGE ORDER NO. 13 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Mayor Rabe declared RESOLUTION 2012-72 duly adopted. Shane Wicks asked the City Council to think about and set some priorities for long term planning for the sewer system. Expansion areas and current areas without city services were discussed. The next area for water main replacement was discussed. The area in the original town, north of the railroad tracks is the area yet to complete. Mayor Rabe and staff will look at needs, financing options, and other projects. Discussion was held concerning the list of nuisance properties that was prepared by staff. The steps of enforcement, zoning classifications, and types of violations were discussed. The clerk is to contact the city attorney for guidance. Lynn Miller discussed equipment that the City wants to sell. A description of each item is to be placed in the December FACTS, asking for sealed bids to review during the January meeting. The clerk gave an update concerning the GIS project. Lynn Miller asked about the shut-off procedure. The clerk is to look into getting the ability to remotely shut off water to delinquent properties. Marc Magers and Marianne Wainwright discussed the process to call a special city council meeting. The agenda is to be finalized before council members are called. Motioned by Magers, seconded by Otto to adjourn the meeting. Ayes: Beer, Otto, Magers, and Wainwright. Nays. None. Absent: Frieden. Motion carried. 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P- C]. v, o G w �-j„. C, O rn G G G } } �} G G G G G �+ G tD tD CD O CD G G G G �, O CD CD CD WCL r:L CL CL rL n w n N CD CD N 0 n CID' "� CD n QD [p CD CP,.. Cps CD C2. I ®1 W i N O 3 N Planning & Zoning Meeting Tuesday October 16, 2012 Meeting was called to order at 7:00 pm by Chairman Kell. Members present - Kell, Sobaski,Nurre, Boxa, Meyers, and Soukup. Members absent - Kunze. First item was to review the minutes from the September 18th, 2012 minutes. Sobaski motioned to approve and the second came from Boxa. All ayes... Motion carried, minutes approved. We reviewed another portion of our comprehensive pian and completed all of Chapter S. Joe is meeting with Cynthia and will send out the changes we have this far for our review. We hope to be completed with everything by January and get it over to City Council for review. A motion to end the meeting was given by Nurre and 2'd by Boxa. All ayes. Motion carried. Meeting adjourned at 8:02 Jamie Meyers Secretary Fairfax Library Board of Trustees Minutes October 2, 2012 Board Members present: Dot Pospischil, Mary Rita Meyers, Linda P'ri!byl, Bernie Kleppe, Kelly Giese and Brenda Haendler. Theresa WhittJlesey arrived at 7:04. Staff Present:(Cathy Bayne and Beth Wilz. Absent, excused: Jim Stallman and David Lees Pospischil called the meeting to order at 7:02 pm and asked for additions or corrections to the agenda. Bayne added discussion of a budget item. September minutes were reviewed as received, and Kleppe made a motion to approve them.The motion was seconded by Pribyl.. Motion carried 7-0. Financial Reports were reviewedl, The Budget and bills were discussed.Concerns were expressed over the lack of a building maintenance budget; Bayne will discuss these concerns with the mayor. She will also request his assistance with acquiring the financial support from Linn County Supervisors. Giese imade a motion to approve payment of the bills; Haendler seconded. Motion carried 7-0. Circulation reports were reviewed. Wireless use is up due to new patrons. Senior Day was then discussed. Bayne will determine interest in such an event through discussions with local senior citizens. Bayne will continue meeting with'Vernon Cerveny regarding the Maxine Cerveny Memorial. The Annual Report was not readyso approval was tabled at this time., Second Reading for the Volunteer(Policy was discussed. Meyers made a motion to accept the Volunteer Policy as changed; Kleppe seconded. Motion carried 7-0. The Interlibrary Loan Policy discussion was tabled. Bayne will seek input from Walfdrd residents regarding their appreciation of the Fairfax Library. Red Cedar will be performing at the library Friday night; Kleppe, Pospiischil, Meyers,Geise and Bayne will be bringing card tables,silver trays and cookies for the evening. Kleppe made a motion to adjourn meeting at 8:05; Haendler seconded. Motion carried 7-0. Next Board Meeting was scheduled for the November 6, but since that is election day,the meeting was moved to November 13. Respectfully Submitted, Beth Wilz Dot Pospischil Mary Rita Meyers Minutes Pairlks and Beautification Committee Thursday, September 20 at 7:010 PM Fairfax Public Library Members in Attendance:Jo Ann Beer,John Berns,Annette McKeever,Tim McKeever 1) Movie in the Park(Recap Approximately 75 people attended the August movie and concession receipts were $97. Jo Ann will check with Cynthia to see where this appears in the budget. It was mentioned that the movie equipment might be mowed to the new concession stand' for storage, but Jo Ann will also check with Cynthia regarding any impact on the equipment due to the lack of climate control. 2) Sports Complex a) Playground Installation Installation is scheduled for October 5 and 6,arndd John reported that additional) volunteers are still needed. b) Naming Contest Suggestions from the community are being requested, and additional information will be published in the next FACTS. c) Tree Planting Plantings have been postponed until Spring due to drought concerns. 3) Parks Tour Items—:Status Report • The City Park pavilion roof has been completed. • The basketball hoop nets have been replaced. • The Hawks (Ridge serving table has been constructed except for the top. 4) Grant Opportunities/Deadlines $6,700 was received from the Trees Forever/Alliant.IE'nergy Branching Out tree grant and will be used at the new sports complex. The MidAmerican Energy grant application is due October 19. The Greater Cedar Rapids Area Foundation grant application is due October 1.5 and a Hawks Ridge Park basketball court is a possible project.Jo Ann will get City Council) feedback. 5) Opportunities for Citizens Not on the Agenda The next meeting its 7 pm Thursday, October 18. CITY OF FAIRFAX SPECIAL CITY COUNCIL MEETING OCTOBER 25, 2012 The special meeting of the Fairfax City Council was held.Thursday, October 25, 2012, at Fairfax City Hall. Mayor Rabe called the meeting to order at 6:05 PM. Council members present: Marianne Wainwright.„Marc Magers, Travis Otto, and JoAnn Beer. Bernie Frieden was absent. Other city staff present:: Cynthia Stimson, Lynn Miller, and Fire Chief Sankot. Motioned by Magers, seconded by Otto to approve the agenda. Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Shane Wicks showed a map of the Highway 151 area and a list of issues he prepared for consideration. Discussion was held concerning trail placement,detour routes, local access, business impact, and other issues in connection with planned work by the IDOT. The City Council's comments will be forwarded to Snyder and Associates for consideration during the study about the project. Lynn Miller discussed the change order adding a handle and closer to the walk-in door on the garage portion of the park building. Motioned by Wainwright, seconded by Magers to approve RESOLUTION NO. 2012- 71, A RESOLUTION TO APPROVE CHANGE ORDER NO. 12 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Mayor Rabe declared RESOLUTION 2012-71 duly adopted. Shane Wicks discussed the change order for additional in-fill at the sidewalk near the building in the park project. Motioned by Wainwright, seconded by Otto to approve RESOLUTION NO. 2012-72,A RESOLUTION TO APPROVE CHANGE ORDER NO. 13 FROM SEYDEL CONSTRUCTION FOR THE FAIRFAX PARK BUILDING PROJECT. Roll call vote: Ayes: Beer, Otto, Magers, and Wainwright. Nays: None. Absent: Frieden. Motion carried. Mayor Rabe declared RESOLUTION 2012-72 duly adopted,. Shane Wicks asked the City Council to think about and set some priorities for long term planning for the sewer system. expansion areas and current areas without city services were discussed. The next area for water,main replacement was discussed. The area in the original town, north of the railroad tracks is the area yet to complete. Mayor Rabe and staff will look at needs, financing options, and other projects. Discussion was held concerning the list of nuisance properties that was prepared by staff The steps of enforcement, zoning classifications, and types of violations were discussed. The Clerk is to contact the city attorney for guidance. Lynn Miller discussed equipment that the City wants to sell. A description of each item is to be placed in the December FACTS, asking for scaled bids to review during the January meeting. The clerk gave an update concerning the GIS project. Lynn Miller asked about the shut-off procedure. The clerk is to look into getting the ability to remotely shut off water to delinquent properties. Marc Magers and Marianne Wainwright discussed the process to call a special city council meeting. The agenda is to be finalized before council members are called. Motioned by Magers, seconded by Otto to adjourn the meeting. Ayes: Beer, Otto, Magers, and Wainwright. Nays.: None. Absent: Frieden. Motion carried. Mayor Rabe adjourned the meeting at 7:57 PM. Mayor Jason Rabe City Clerk/Treasurer Cynthia.Timson Disclaimer: The foregoing minutes are not official until approved by the City Council. rt� r r-' r r� r r r r r r r r r r r r r rr r r rr r r t- c t� L12NncnV� un Lei (AUDC/) C4 Con cn �6 D� U) MCACACAMct) C aa-aaaaadaadda' .aaadaddeard � a � N N N N N N N N N N N N d o O O d 6 _O C> O d O O O O O O d_ O _d d C7 h3 Prv� N N N N N N N N N N N' N N N N N N N N N N N N N d o 0 0 0 C. O O O d d 0 O; O d O 0 0 0 d O d 0 O O C, CD 0 o Ca 0 0 0 0 0 0 d d d O d 6 0 0 d d O d 0 d O CD O o C; Ca C? O C7 0 b 0 0 0 d O O 0 0 0 0 0 0 0 0 C7 O CD W W WW W W W W W W W W WW W W W W W W W W W W W W --j -1 �] V R1 011 CA 011 O) Cl Ch :D1 Ch ON Q's d� O1 CH ON 01 C% 0T Oh. c3N -^ W Naw C? C> C? O 1,0 IZ 1,D 1,0 00 00 00 00 J -t +1 J O� CN C7� -P 4 pt� W O eN C5R 4-h A .11, w N O O C:, 't- -p W W N W W O O \,D c 01 = yr W � d "+O W N N J J th th t-A W 0 00 t-h W t0 J O W O O O O 6 O O 6 O O O O CD O O O O O O O O O O O O +O �7 Ll L'A L. 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ASSETS 11;46 BALANCE SHEET OPER: CS CALENDAR 10/2012, FISCAL 4/2013 MTD YTD ACCOUNT NUMBER ACCOUNT TITLE BALANCE BALANCE ------------------------------------------------------------------------------------------ ( A--1110 CHECKING - GENERAL FUND 133,945.74 938,431.77 001-000-1111 CHECKING - DRAINAGE/DETENTION .00 6,590.83m- 001-000--1112 CHECKING - TRAIL PROJECT .00 8,035.10- 001-000--1113 CHECKING - PARK PROJECT 149,063.75- 117,140.47 001-000-1114 CHECKING - DRAINAGE PROJECTS .00 .00 001-060-1160 SAVINGS - ARBOR TEAM .00 .00 001-000-1161 SAVINGS - FD EQUIPMENT 6159594 1,855.50 55,355.50 001-000-1162 SAVINGS - FD MEMORIAL FUND .00 3,362.07 001-000-1163 SAVINGS - FD PUBLIC EDUCATION .00 340.51 001-000-1164 SAVINGS - FD REGULAR SAVINGS 5,756.84 26,969.60 001-000-1165 SAVINGS - ED FIREWORKS 6139349 .00 15,996.44 001-000-1166 SAVINGS - ED OTHER .00 70.59 001-000-1167 SAVINGS - LIBRARY MEMORIALS .00 10,157.09 001-000-1168 SAVINGS - PARKS & BEAUT 619213 .00 8,829.51 001-000-1170 CD - TRAIL PROJECT 60026013 .00 29,336.39 001-000-1171 CD - TRAIL PROJECT - 60025858 .00 .00 001-000-1172 CD - MAINTENANCE 08 - 60025315 .00 .00 001-000--1173 CD - MAINTENANCE 07 - 60012454 00 7,068.70 001-000-1174 CD - MAINTENANCE - 6008316 .00 .00 001-000--1175 CD - TRANSPORTATION - 60010233 .00 .00 001-000-1176 CD - TRANSPORTATION - 10680 .00 .00 001-000--1177 CD - P&A - 4610115020 3.41 7,126.61 001-000-1178 CD - P&A -- 60025155 .00 .00 001-000-1179 CD - P&A -- 10681 .00 .00 001-000-1180 CD - P&A -- 60008575 .00 .00 001-000--1181 CD - LIBRARY - 10274 .00 .00 0' '0--1182 CD - LIBRARY - 60019991 .00 210,405.44 GENERAL TOTAL 7,502.26- 915,964.76 110-000-1110 CHECKING - R.U.T. 28,731.36- 32,280.04 ROAD USE TAX TOTAL 28,731.36- 32,280.04 112-000-1110 CHECKING - EMPLOYEE BENEFITS .00 .00 EMPLOYEE BENEFITS TOTAL .00 .00 121-000-1110 CHECKING - L.O.S.T. 3,313.42 133,427.70 121-000-1160 SAVINGS - LOST SEWER IMPROVMNT' .00 29,544.32 121-000-1161 SAVINGS - LOCAL OPTION OTHER .00 595.76 LOCAL OPTION SALES TAX TOTAL 3,313.42 163,567.78 GLBLCERP 11/015/'12 CITY OF FAIRFAX PAGE 2 ASSETS 11:46 BALANCE SHEET OPER: CS CALENDAR 10/2012, FISCAL 4/2013 MTD YTD ACCOUNT NUMBER ACCOUNT TITLE BALANCE BALANCE -------------------------------------------------------------------------------------- 125-000-1110 CHECKING - T.I.F. 273,815.56 342,853.07 TAX INCREMENT FINANCING TOTAL 273,815.56 342,853.07 200-000-1110 CHECKING - DEBT SERVICE FUND .00 .0lll DEBT SERVICE TOTAL .00 01 600-000-1110 CHECKING -- WATER 587,59 88,191.99 600-000-1111 CHECKING - WATER MAIN PHASE' 1 .00 3,447.77 600-000-1112 CHECKING - WATER MAIN PHASE, 2 .00 117,674®38 600-000-111.3 CHECKING -- REMOTE METER RD PRJ 00 .001 600-000-1114 CHECKING -- WATER MAIN PHASE 3 .00 22,584.201 -------------- WATER TOTAL 587.59 231,898.34. 601-000-1110 CHECKING - TRUST & AGENCY .00 12,960.001 TRUST & AGENCY TOTAL .00 12,960.00 610-000-1110 CHECKING - SEWER 255.42 189,387.21 610-000-1111 CHECKING - LAGOON/WWTF PROJECT .00 5,782.33 610-000-1170 CD - SEWER - 60025164 .00 ,00 610--000-1121 CD - SEWER - 60025057 .00 .00 SEWER TOTAL 255.42 195,169.54 612-000-1110 CHECKING - SRF BOND FUND 14,998.32 126,224.76 -------------- SRF BOND FUND TOTAL 14,998.32 126,224.76 670-000-1110 CHECKING - GARBAGE 14.99 14,196.914 GARBAGE TOTAL 14.99 14,196.04 750--000-1110 CHECKING - FARM OPERATION FUND 9,286.09 47,340.02 750-000-1160 SAVINGS - MURPHY 4610041440 1.62 1,909.90 GLBLCFRP 11/05/12 CIT`" OF FAIRFAX PAGE 3 ASSETS 11:46 BALANCE SHEET OPER: CS CALENDAR 10/2012, FISCAL 4/2013 MTD YTD ACCOUNT N7MBFR ACCOUNT TITLE BALANCE BALANCE FARM OPERATIONS FUND TOTAL 9,287.71 49,244.92 Report Total 266,039.39 2,084,364,26 GLBUDGRP 11/05/12 CITY OF FAIRFAX PAGE 1. EFUND 11:48 BUDGET REPORT OPER: CS CALENDAR 10/2012, FISCAL 4/2013 TOTAL MTD YTD PERCENT ACCOUNT NUMBER ACCOUNT TITLE BUDGET BALANCE BALANCE EXPENDED UNEXPENDED GENERAL TOTAL 4,611,041,00 219,306.52 1,566,377.87 33,97 3,044,663.13 ROAD USE TAX TOTAL 224,000.00 45,131.84 70,487.12 31.47 153,512.88 EMPLOYEE BENEFITS TOTAL .00 .00 .00 .00 .00 LOCAL OPTION SALES TAX TOTAL 236,000.00 17,927.31 70,898.79 30.04 165,101,21. TAX INCREMENT FINANCING TOTAL 804,424.00 .00 150.84 .02 804,273.1,6 DEBT SERVICE TOTAL 4,172,689.00 .00 444,643.62 10.66 3,728,045.38 WATER TOTAL 225,100.00 20,558.54 63,735.92 28.31 161,364.018 TRUST & AGENCY TOTAL 7,000.00 540.00 2,640.00 37.71 4,360.00 SEWER TOTAL 192,100.00 15,515.09 47,857,75 24.91 144,242.25 SRF BOND FUND TOTAL ,00 OD .00 ,00 00 GARBAGE TOTAL 109,000.00 8,774.26 3'4,801.36 31.93 74,198.64 FARM OPERATIONS FUND TOTAL 6,250.00 401.00 1,335.35 21.37 4,914,65 TOTAL EXPENSES BY FUND 10,587,604.00 328,154.56 2,302,928.62 21.75 8,284,675,3"8 GLREVNRP 11/05/'12 CITY OF FAIRFAX PAGE1 RFUND 11:49 REVENUE REPORT OPER:' CS MENDAR 10/2012, FISCAL 4/2013 BUDGET MTD YTD PERCENT ACCOUNT NUMBER ACCOUNT TITLE ESTIMATE BALANCE BALANCE RECVD UNCOLLECTED GENERAL TOTAL 4,418,150.00 210,663.50 293,907.92 6.65 4,124,242.08 ROAD USE TAX TOTAL 199,562.00 16,400.48 73,857.31 37.01 125,704.69 EMPLOYEE BENEFITS TOTAL .00 .00 .00 .00 .00 LOCAL OPTION SALES TAX TOTAL 276,000.00 21,240.73 76,949.20 27.84 199,150.80 TAX INCREMENT FINANCING TOTAL 745,000.00 273,815.56 28'5,491.21 38.32 459,508.79 DEBT SERVICE TOTAL 3,966,784.00 .00 200.00 .01 3,966,584,00 WATER TOTAL 212,000.00 20,933.60 101,155.36 47.71 110,844,64 TRUST & AGENCY TOTAL 6,500.00 540.00 2,940.00 45.23 3,5010.00 SEWER TOTAL 186,000.00 15,597.35 72,593.97 39.03 113,406.03 SRF BOND FUND TOTAL 175,500.00 14,998.32 59,330.22 33.81 116,169.78 GARBAGE TOTAL 113,500.00 8,789.25 37,244.25 32.81 76,255.7'5 FARM OPERATIONS FUND TOTAL 12,520.00 9,688.V1 9,693.52 77.42 2,820.,48 TOTAL REVENUE BY FUND 10,311,516.00 592,667.50 1,013,262.96 9.83 9,298,253.04 UBCASHRP Fri Nov 9, 2012 12:33 PM *** CITY OF FAIRFAX IA *** OPER: KE PAGE 1. 09.05.12 UTILITY BILLING CASE SUMMARY NOVEMBER DEPOSIT/ DESCRIPTION PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4 TOTALS EN ASSIST SERVICE CODE GS USER TYPE 1 SERVICE CHARGE 1901.25 .00 .00 .00 1901.25 .00 SERVICE TAX .00 .00 .00 001 .00 .00 SERVICE PENALTY .00 .00 .00 .00 .00 MISC CHARGE .00 .00 .00 .00! .00 MISC TAX .00 .00 .00 .001 .00 MISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS 100.00 100.00 CREDITS APPLIED 21.00- 21,00- TOTALS 1980.25 ,00 .00 .00 1980.25 SERVICE TOTAL GD SERVICE CHARGE 1901.25 .00 .00 .00 1901.25 .00 SERVICE TAX .00 .00 .00 GO .00 .00 SERVICE PENALTY .00 .00 GO .GO .00 MISC CHARGE .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 MISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS 100.00 100.00 CREDITS APPLIED 21.00- 21.00- TOTALSS: 19BG.25 .00 .00 .00 1980.25 SERVICE CODE SD USER TYPE 1 SERVICE CHARGE 3240.00 18'.00 .00 .00 3258.00 .00 SERVICE TAX .00 .00 .00 .00 .00 .00 SERVICE PENAL'T'Y H .00 .00 .00 .00 MISC CHARGE .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 MISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS .00 .00 CREDITS APPLIED .00 .00 TOTALS 3240.00 18.00 ,00 .00 3258.00 UBCASHRP Fri Nov 9, 2012 12:33 PM *** CITY OF FAIRFAX IA *** OPER: KE PAGE 2 09.06.12 U7'ILT7Y BILLING CASH SUMMARY NOVEMBER DEPOSIT/ DESCRIPTION PERIOD 1 PERTOD 2 PERIOD 3 PERIOD 4 TOTALS EN ASSIST ----------------------------------------------------------------------------------------------------------------------------------- SERVICE CODE SD USER TYPE 2 SERVICE CHARGE 144.00 .00 .00 .010 144.00 Do SERVICE TAE 10.08 .00 .00 .010 10.08 .00 SERVICEPENALTY .00 .00 .00 .00 .00 RISC CHARGE .00 .00 .00 .00 .00 RISC TAX .00 .00 .00 .00 .00 RISC PENAL'T'Y .00 .00 .00 00 .00 OVERPAYMEN'T'S 00 .00 CREDITS APPLIED .00 .00 T©TALS:, 154.08 .00 .00 .00 154.08 SERVICE TOTAL SD SERVICE CHARGE 3384.00 18.00 .00 .00 34D2.00 .00 SERVICE TAX, 10.08 .00 .00 .00 10.08 .00 SERVICE PENALTY .00 .00 .00 .00 .00 RISC CHARGE .00 .00 .00 .00 .00 RISC TAX .00 .00 .00 .00 .00 RISC PENALTY .00 .00 .00 ..00 .00 OVERPAYMENTS .00 .00 CREDITS APPLIED .00 .00 TOTALS'; 3394.08 18.00 .00 AO 3412.08 SERVICE CODE SST USER TYPE 1 SERVICE CHARGE 2860.76 7.22 .00 .00 2875.98 .00 SERVICE TAX .00' .00 .00 .00 .00 .00 SERVICE' PENALTY .00 .00 .00 .00 .00 RISC CHARGE I .00 .00 .00 .00 .00 RISC TAX, .00' .00 .00 .00 .00 RISC PENALTY .00' .00 .00 .00 .00 OVERPAYME'N'TS 316.24 316.24 CREDITS APPLIED 374.16- 374.16- TOTALS: 2810.84 7.22 .00 .00 2818.06 UBCASHRP Fri Nov 9, 2012 12:33 PM *** 1CITY OF FAIRFAX IA *** OPER: KE PAGE 3 09.06.12 UTILITY BILLING CASH SUMMARY NOVEMBER DEPOSIT/ DESCRIPTION! PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4 TOTALS EN ASSIST SERVICE COBE SW USER TYPE 2 SERVICE CHARGE, 104.16 .00 .00 .00 104.16 00 SERVICE TAX 7,28 .00 .00 .001 7.26 .00 SERVICE PENALTY .00 .00 .00 .001 .00 MISC CHARGE .00 .00 .00 001 .00 MISC TAX .00 .00 .00 .001 .00 MISC PENALTY .00 .00 .00 .001 .00 OVERPAYMENT'S .00 .00 CREDITS APPLIED .00 .00 TOTALS; 111.44 ,00 .00 .001 111.44 SERVICE TOTAL SW SERVICE CHARGE 2972.92 7.22 .00 ,001 2980.14 .00 SERVICE TAX 7.28 ,00 .00 AD 7.28 00 SERVICE PENALTY .00 .00 .00 AD .00 MISC CHARGE' .00 .00 .00 AD .00 MISC TAX .00 .00 ,00 '09 .00 MISC PENALTY .00 .00 .00 00 .00 OVERPAYMENT'S 316.24 316.24 CREDITS APPLIED 374.16- 374.16- . TOTALS. 2922.28 7,22 .00 .00 2929.50 SERVICE CODE WA USER TYPE 1 SERVICE CHARGE 3461.53 6.28 .00 .00 3467.81 360.00 SERVICE TAX 242.19 .44 .00 .00 242.63 .00 SERVICE PE14ALTY .00 15.00 13.84 .00 28.84 MISC CHARGE .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 MISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS' .00 .00 CREDITS APPLIED .00 DO TOTALS; 3703.72 2'1.72 13.84 .00 3739.28 UBCASHRP Erb Nov 9, 2012 12:33 PM *** CITY OF FAIRFAX IA *** OPER: KE PAGE 4 09.06.12 UTILITY BILLING CASH SUMMARY NOVEMBER DEPOSIT/ DESCRIPTION PERIOD I PERIOD 2 PERIOD 3 PERIOD 4 TOTALS EN ASSIST ----------------------------------------------------------------------------------------------------------------------------------- SERVICE CODE WA USER TYPE 2 SERVICE CEARGE 96.85 .00 ,00 DID 96.85 .00 SERVICE TAX 6.79 .00 ,00 0i0 6.79 .00 SERVICE PENALTY .00 .00 .00 Do 00 MISC CHARGE .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 MISC PENALTY .00 .00 .00 OD .00 OVERPAYMENTS .00 .00 CREDIT'S APPLIED .00 .00 TOTALS: 103.64 .00 .00 .00 103.64 SERVICE TOTAL WA SERVICE CBARGE 3558.38 6.28 .00 .00 3564.66 360.00 SERVICE TAX 248.98 .44 .00 ,.00 249.42 .00 SERVICE PENALTY .00 15.00 13.84 .00 28,84 MISC CHARGE .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 PfISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS .00 .00 CREDITS APPLIED .00 .00 TOTALS: 3807.36 21.72 13.84 .00 3842.92 REPORT TOTALS SERVICE CHARGE 11816.55 31,50 .00 .00 11848.05 360.00 SERVICE' TAX 266.34 44 .00 .00 266.78 .00 SERVICE PERAdLTY .00 15.00 13.84 .00 28.84 MISC CHARGE' .00 .00 .00 .00 .00 MISC TAX .00 .00 .00 .00 .00 MISC PENALTY .00 .00 .00 .00 .00 OVERPAYMENTS 416.24 416.24 CREDITS APPLIED 395.16- 395.16- TOTALS: 12103.97 46.94 13.84 ,.00 12164.75 Deposits From Billing: .00 Other Deposits: 360.00 HALL & HALL ENGINEERS, INC. Leaders in Lard Deaelopmene Shire 1953 November 9, 2012 Honorable Mayor and City Council City of Fairfax, Iowa Re. Engineers Report for the Iperiod of October 3, 2012 to November 8, 2012 Honorable Mayor Rabe and City Council: The following is a brief summary and status report for the Projects and Items that Hall and Hall Engineers has been working on for the City of Fairfax: [Improvement Proiec s'] 6950-10-3 Water Main Re Ilacement— Phase 2 Pro"ect • STATUS: Schrader Excavating has addressed some of the punch list items, and the street/ sealcoat issues should have been addressed by Prairie Road Builders. 1 need complete a final review of the punch list items and finalize the UPRR crossing permit so Schrader'can get the 92"water main Installed under the Railroad. 6950-12.02 Drains a Im "s Along E. Cemetery Rpad and South) toward Prairie C'r'eek • STATUS: Waiting on the revised professional services agreement for the trail project, 6950-12.03 Phase III Water Main Replacement Project • STATUS: Punch list items have been completed and this project is on the council agenda to accept. 6950-12-04 Athletic Field's and Park Com lex on the Murphy Property • STATUS: The project is substantially complete for this season, with tree and shrub plantings, and some off-season seeding scheduled for later this fall and next spring. There are some electrical lines located in the splash pad and playground pad that still need to be relocated. 6950-12.05 Fairfax Trail thirou h the Tom Arp Pro rt • STATUS: The Iowa Dot has completed their pre-audit on this project and is ready to move this along to the FHWA for authorization to begin design on the project. On this month's agenda we will discuss the IDOT's pre-audit, schedule moving forward, and considers resolution to sign a `Supplemental Agreement"for design services on this project. 6950-12-08 Review of possible development along 801th Street north of Hwy 151 • STATUS: We have completed our review of the existing sanitary sewer flows to the Arp's lift station and have some direction on how the City may be able to serve some initial development to the north of Highway 959 without significant initial costs up-front. This is on the agenda for discussion. CIVIL ENGINEERING • LAND SURVEYING - LAND DEVELOPMENT PLANNING - LANDSCAPE ARCHITECTURE 1860 Boyson Road • Hiawatha,IA 52233 • Ph:319.362.9548 • Esq:3:::19,362.7595 • www.halleng.com 6950-13-02B Cold storage Building— Competitive Quotes • STATUS: It is my understanding from coordinating with Ron and Lynn that the pad is ready and EIB will begin work on the building next week. 6950 General.Enaineering Services Storm Water Drainage Items: Review of Un-finished Drainage facilities at the Prairie Creek Estates and Prairie View Heights. Developments: • NO STATUS: Review of Erosion Issues at the newly constructed drainage Swale south of E. Cemetery Road along the west side of Harold McCormick's property: • STATUS: This is being addressed as part of the drainage improvement project south of E. Cemetery Road(Project No. 8950-12-02). Review of Drainage Issues at the Southeast corner of Church Street and Hwy 151: • STATUS: No activity. Sanitary Sewer: Wastewater Treatment Plant Aerat on Basins Repairs: • I have the as-built information from EDI, and need to incorporate this info into my final' documentation with the IDNR. Site Reviews: Highway 151 Corridor Study and Bridge Replacement(special City Council Meeting—Oct. : • 1 had reviewed items.for the Iowa DOT and Snyder and Associates to consider for this study, and prepared a letter identifying these items and other items of concerns from the Council (special meeting) to froth parties.. Ordinance Review: Revisions to the Storm Water Management Ordinances Regarding the completion and approval I acceptance of storm water detention ponds: • STATUS: No Change, Mapping: Updated Zoning Map: • City's Review of Address Zoning Map? Respec ally Submd, ,5 1��•/.z Shane R. Wicks, P.R. Hall and Hall Engineers, Inc. Cit of Fairfax From: Justin Jackson <jjackson@snyder-associates.colm> -it: Tuesday, November 13, 2012 2:41 PM catherine.cutler@dot.iowa.gov; Cynthia Stinson (fairfax@southslope.net); steve,ganoln@linncounty.org; r.griffith@cedar-Irapids.org Cc: Mark A Periiington j Subject US 151 Traffic Road Tube Counters I am working with Dave Moeller and Mark Per'ington n the traffic analysis portion of the DOT structure replacement project on U5 151 in and near Fairfax. As part`of�t -'tfiffic analysis,traffic volume counts are needed and as such 24-hour road tube traffic counters have been placed on US 1.51 north of Cemetery Rd, north of Highland Ave,and north of Dean Rd. If a problem is (reported or seen like a hose loose, (please contact me so that we can fix the problem without much data loss. The road tube counters will be in place either through Friday or Monday. Also turning movement counts will be conducted by manual counts or by video recorded counts. If you have any questions or concerns please contact me. Thank you for your assistance, Justin Jackson, P.F. Traffic Engineer SNYDER &ASSOCIATES, INC. 2727 SW Snyder Blvd. I Ankeny, IA 50023 P:515.964.2'020 ext. 2625 1 F:515.964.7938 jj ackso n @snyder-associates.co m NOTICE This F-rnatll(including all attachments)is covered by the Fiectronic Communis#ions PrivacyAct, 18 US.C. 2510-2521,is confidential and umay contain Legally priviloged information, It you are not the intended recipient,you are hereby put on notice that any retcerfion,dissemination,distribution,or copying off this communication or any part thereof is strictly pi cq lbited.Please call or reply to the sender immediately that you have received this message in error,then pernianently delete it. 1 " s k' i i v �ti a f x.311 d 3 bNj�o e o �v A!, I. So Vi gg 4: I I t' 0 �Sl SH1 d it 'i I I jd f Rs. 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E U. j U � _ .o' rn o 0 0; d a a o 0 0 0 M.A4 m- t9 O+YM 7 CR; N - N W 6N ty OO 1A- V} O 7 Ao 'P19; d CMI : T M1Nn P4� 4'1 M 6R O W KT Lia.R r ., �'" �^- N O ` r c; rw: to 'eF M P MYy m Y#T 4 f Iti � t.„ to -Vi' I bH O f9: w O - I, #r 1 oI N.8*'�- qr,a s c■ co o o: as o 0 o m .� m M P Wr MilUp ro c Al Awl YrM o »: ApeA a vx n no ti y) r t+ esti b�, +a a +M .. �- » XA1 T, _ 4�T to am,y: 0+7:. cai r 1� �7Ri N It LLI ^" T . a !: a 3 CO O a O� a`m.ar r ci ■ ". 40 Po y7 N: co � MMb 00 Li TIF BALANCE REVIEW Fund Balance 6/30/2001 176,908.65 6/30/2011 112,016.11 6/30/2012 57,512.70 Certified Received Spent Change FY 11 590,000.00 589,521.09 654,383.63 -64,862.54 % IReceived 99.92 F'Y 12 460,000.00 450,268.95 504,572.36 -54,303.41 %IReceived 97.88 -119,165.95 Certified To Spend Projected Change FY 13 745,000.00 732,740.50 12,259.50 98% 730,100,00 -2,640.50 FY 14 754,000.00 738,324.47 15,675.53 98% 738,920.00 595.53 FY 15 738,000.00 723,062.67 14,937.33 98% 723,240.00 1.77.33 FY 16 645,000.00 631,680.86 13,319.14 98% 632,100.00 419.14 2,882,000.00 2,824,360.00 2,825,808.50 Amount Gained if Received 100% 56,191.50 Amount 98%its Short for the Payments 1,448.50 Difference Between Certified and 98% 57,640.00 CITY TIF(FORM 1 -INDEBTEDNESS CERTIFICATION Cover Sheet CODE OF IOWA SECTION 403.19 TAX INCREMENT FINANCING (TIF) INDEBTEDNESS CERTIFICATION TO COUNTY AUDITOR Due To County Auditor By December 1 Prior To The Fiscal Year TIF Increment Tax Is Requested Use One Certification Per Urban Renewal,area City: Fairfax County: Linn Urban Renewal Area Name: Fairfax Urban Renewal Urban Renewal Area Number: 57050 (Use five-digit Area Number Assigned by the County Auditor) I hereby,certify to the County Auditor that for the Urban Renewal Area within the City and County named above the City has outstanding loans, advances, indebtedness, or bonds, none of which have been previously certified, in the collective amount shown below, all of which qualify for repayment from the special fund referred to in paragraph 2 of Section 40319 of the Code of Iowa. Urban Renewal Area Indebtedness Not Previously Certified*: $ 8'20,328 *Therei must be attached a supporting itemized listing of the dates that individual loans, advances, indebtedness„ or bonds were initially approved by the governing body. (Complete and attach 'CITY TIF FORM 1.1'.) The County Auditor shall provide the available TIF increment tax in subsequent fiscal years without further certification until the above-stated amount of indebtedness is paid to the City. However, for any fiscal year a City may elect to receive fess than the available TIF increment tax by certifying the requested amount to the County Auditor on or before the preceding December 1. (File`CITY TIF FORM 2'with the County Auditor by the preceding December 1 for eachof those fiscal years where all of the TIF increment tax is not requested.) A City reducing certified TIF indebtedness by any reason other than application of TIF increment tax received from the County Treasurer shall certify such reduced amounts to the County Auditoir no later than December 1 of the year of occurrence. (File'CITY TIF 'FORM T with the County Auditor when TIF indebtedness has been reduced by any reason other than application of TIF increment tax received from the County Treasurer.) Notes/Additional Information: Fairfax is only requesting what they require to service their debt for FY 2014 Dated'this 13th day of November 2012 319-846-2204 Sign Lure of Authorized Official Telephone CITY TIF FORM 1.1 -To be attached to CITY TIF FORM 1 -INDEBTEDNESS CERTIFICATION Page 1 TIF INDEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name:Fairfax Urban Renewal Urban :Renewal Area Number:57050 (Use five-digit Area Number Assigned by the County Auditor) IndMdual TIF Indebtedness Type/Description/Detalls: Date Approved": Total Amount: 1. 2012 General Obligation Corporate Purpose Note 06-26-2012 620,328 Maturity Date of June 1, 2020 Total Principle Borrowed is $590,000 _ nW this box if a rebate agreement. List administrative details on lines above. 2. n''X1 this box if a rebate agreement. List administrative details on lines above. 3. ❑"X"this box if a rebate agreement. List administrative details on lines above. 4. n%'this box if a rebate agreement. List administrative details on lines above. 5. ❑X1 this box if a rebate agreement. List administrative details on lines above. If more(Indebtedness entry lines are needed continue to Form 1.1 Page 2. Total For City TIF Form 1.1 Page 1: 1620,328 ""Date Approved"is the date that the local governing body initially approved the TIF iindebtedness. CITY TIF(FORM 1.1 -To be attached to CITY TIF FORM 1 -INDEBTEDNESS CERTIFICATION Page 2 TIF INDEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name:Fairfax Urban IRenewai Urban Renewal Area Number:57050 (lase five-digit Area Number Assigned by the County Auditor) Indivildual TIF Indebtedness Type/Deserilption/Details: gate Approved*: Total Amount: 8• i E]W this box if a rebate agreement. List administrative details on lines above. 7. ❑,X this box if a rebate agreement. List administrative details on lines above. 8. X1 this box if a rebate agreement. List administrative details on lines above. 9. []X this box if a rebate agreement. List administrative details on lines above. 10. FIX this box if a rebate agreement. List administrative details on lines above. If more indebtedness entry lines are needed continue to Form 1.1 Page 3. Total For City TIF Form 1.1 Page 2: 0 *"Date Approved" is the date that the local governing body initially approved the TIF indebtedness. CITY TIF FORM 1.1 -To be attached to CITY TIF FORM 1 -INDEBTEDNESS CERTIFICATION Page 3 TIF INDEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name:Fairfax Urban Renewal Urban Renewal Area Number:57050 (Use five-digit Area NUmberAssigned by the County Auditor) lnd'iiviidual TIF Indebtedness Type/Description/Details: Date Approved*: Total Amount: 11. ❑X'this box if a rebate agreement. List administrative details on lines above. 12. ❑W thus box if a rebate agreement. List administrative details on lines above. 13. ❑'Xl this box if a rebate agreement. List administrative details on lines above. 14. ❑X1 this box if a rebate agreement. List administrative details on lines above. 15. ❑'K this box if a rebate agreement. List administrative details on lines above. If more lindebtedness entry lines are neededcontinue to Form 1.1 Page 4. Total For Cliity TIF Form 1.1 Page 3: 0 *"Date Approved" is the date that the local governing body initially approved the TIF indebtedness. CITY TCF'FORM 1.1-To be attached to CITY TIF FORM 1 -INDEBTEDNESS CERTIFICATION page 4 TIF INDEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name:Fairfax Urban. Renewal Urban Renewal Area Number:57050 (Use five-digit Area Number Assigned by the County Auditor) Individual TIF Indebtedness Type/Description/Details: <Oate Approved*: Total Amount: 16. ❑'`'this box if a rebate agreement. List administrative details on lines above, 17. ❑W this box if a rebate agreement. List administrative details on lines above. 18. ❑,'R this box if a rebate agreement. List administrative details on lines above. 19. ❑'X'this box if a rebate agreement. List administrative details on lines above. 20. RWthis box if a rebate agreement. List administrative details on lines above. Total For C'ky TIF Form 1.1 Page 4: 0 *"Date Approved"is the date that the local governing body initially approved the TIF indebtedness. CITY T11F FORM 1.1 -To be attached to CITY TIF FORM 1 -INDEBTEDNESS CERTIFICATION Rage 5 TIFF INDEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name;Fairfax Urban (Renewal Urban Renewal Area Number;57050 (Use five-digit Area Number Assigned by(hie County Auditor) ind'lvidual TIF Indebtedness Type/Description/Details: Date Approved*: I Total Amount: 21 n")C this box if a rebate agreement. List administrative details on lines above. 22 W this box if a rebate agreement. List administrative details on lines above. 23 Xi'this box if a rebate agreement. List administrative details on lines above. 24 ❑")°this box if a rebate agreement. List administrative details on lines above, 25 ni`X this box if a rebate agreement. List administrative details on lines above. Total For City TIF Form 1.1 Page 5: 0 *"Date Approved"is the date that the local governing body initially approved the TIF indebtedness. CITY TIIF FORK!1.1-To be attached to CITY TIF FORM 1-INDEBTEDNESS CERTIFICATION IPage 6 TIF(I'N'DEBTEDNESS NOT PREVIOUSLY CERTIFIED ELIGIBLE FOR TAX COLLECTIONS NEXT FISCAL YEAR City: Fairfax County: Linn Urban Renewal Area Name.Fairfax Urbain Renewal Urban Renewal Area Number,57050 (Use five-digit Area Number Assigned by the County Auditor) Indiividual TIF Indebtedness Type/Description/Details: Date Approved*: Total Amount: 26 []X this box if a rebate agreement, List administrative details on lines above. 27 ®"K this box if a rebate agreement. List administrative details on lines above. 2s FJ"X"this box if a rebate agreement. List administrative details on lines above. 25 []'X'this box if a rebate agreement. List admiinistrative details on lines above. 30 ®"'X"this box if a rebate agreement. List administrative details on lines above. Total For City,TIF Form 1.1 Page 6: 0 ""Date Approved"is the date that the local governing body initially approved the TIF indebtedness. CITY TIF FIRM 2 SPECIFIC DOLLAR REQUEST FOR AVAILABLE TIF INCREMENT TAX FOR NEXT FISCAL YEAR CERTIFICATION TO COUNTY AUDITOR Due To County Auditor By December 1 Prior To The(Fiscal Year Where Less Than The Legally Available TIF Increment Tax Is Requested Use One Certification Per Urban Renewal Area City: Fairfax County: Linn Urban Renewal Area Name: Fairfax Urban (Renewal Urban Renewal Area Number: 57050 (Use five-digit Area Number Assigned by the County Auditor) I herebycertify to the County Auditor that for the next fiscal year and for the Uirban Renewal Area within the City and County named above, the City requests less than the maximum legally available TIF increment tax as detailed below.. Provide sufficlent detail so that the County Auditor will know how to specifically administer your request. For example you may have multiple indebtedness certifications in an Urban Renewal Area, and want the maximum tax for rebate agreement property that the County has segregated into separate taxing districts, but only want a portion of the available increment tax from the remainder of the taxing districts in the Area. Specific Instructions To County Auditor For Administering The Request That This Amount Urban Renewal Area Generate Less 'Than The Maximum Available TIF (increment Tax: Requested: Fairfax Urban Renewal 754,000 Dated this 13 day of November 2012 A'L��/ �t �� 319-848-2204 Siture of Authorized Official Telephone CITY TIF'(FORM 3 TIF INDEBTEDNESS HAS BEEN REDUCED BY REASON OTHER THAN APPLICATION OF TIF INCREMENT TALC RECEIVED FROM THE COUNTY TREASURER CERTIFICATION TO COUNTY AUDITOR Use One Certification Per Urban Renewal Area City: Fairfax County: Linn Urban Renewal Area Name: Fairfax Urban Renewal Urban Renewal Area, Number: 57050 (Use five-digit Area]Number Assigned by the County Auditor) I hereby certify to the County Auditor that for the Urban Renewal Area within the City and County named above, the City has reduced previously certified indebtedness, by reason other than application of TIF increment tax received from the County Treasurer, by the total amount as shown below. Provide sufficient detail so that the County Auditor will know how to specially administer your request. For examplle, you could l have multiple indebtedness certiifications in the Urban Renewal Area:,and the County Auditor would need to know which particular indebtedness certifcation(s) to reduce. If rebate agreements are involved with a reduction„ and the County has segregated the rebate (property into separate TIF Increment taxing districts, provide the five-digit county increment taxing district numbers for reference. Individual TIF Indebtedness Type/Description/Details: Amount Reduced: Fairfax has refunded out the balance of the General Obligation Series 2004 515,555 The City of Fairfax is informing Linn County that they may remove the 2004 bond from their records, b re amount, Y g � y� 9 g y replacing it with the 2012 bond. The Cit 3s not decreasing our FY 2012 asking b this amo just reducing your overall potential asking. Total Reduction In Indebtedness For This Urban Renewal Area: 5115,555 Dated thus 13 day of November 2012 7 319-846-2204 81'g#ture of Authorized Official Telephone Levy Authority Summary cal Government Name: FAIRFr ,cal Government Number: 57G54 U.R. #of Tif Active Urban Renewal Areas # Taxing Districts FAIRFAX URBAN RENEWAL 57050 6 TIF Deist Outstanding: 6,820,444 TIF Sp, Rev.Fund Cash Balance:............................................... a[ante:... .........m.,,...............,.................................,.... ................................................... as of 07-01-2011 111,816 TIF Revenue: 450,269 TIF Sp.Revenue Fund Interest: 0 Asset Sales&Loan Repayments: 0 Total Revenue: 450,269 Rebate Expenditures: 0 Non-Rebate Expenditures: 504,572 Returned to County Treasurer: 0 Total Expenditures: 504,572 TvS :�evr Year-End Outstanding TIF Obligations„ Net of TIF Special Revenue Fund Balance: 6,258,359 Page 1 of 14 Urban renewal Area Data Collection. ;al Government Name: FAIRFAX (57G544) 4rban Renewal Area: FAIRFAX URBAN RENEWAL UR Area Number: 5705 UR Area Creation Date: 11/1998 This UR Plan was developed to help local officials promote economic development in Fairfax. Primary goal is to stimulate, through public involvement&committment, private investment in new& expanding commercial, industrial, & residential UR Area Purpose: development. BasTax Districts within this Urban Renewal Area No. Increment No. No, FAIRFAX CITY/COLLEGE SCHIFAIRFAX CITY/INCREMENT 57379 57380 FAIRFAX CITY AG/COLLEGE SCH/FAIRFAX CITY/TNCREMENT 57381 57382 FAIRFAX CITY/COLLEGE SCH/FAIRFAX AMEND TIF INCREM 57440 57441 FAIRFAX CITY AG/COLLEGE SCH/FAIRFAX AMEND TIF INCREM 57442 57443 FAIRFAX CITY/COLLEGE SCHOOL/AMEND # I UR TIF INCREMENT 57624 57625 FAIRFAX CITY AG/COLLEGE SCHOOL/AMEND# I UR TIF INCREMENT 57626 57627 Urban renewal Area Value by Class - 1/1/2010 for FY 2012 Agricultural Residential Commercial Industrial Other Military Total Gas[Electric Utility ��Tntal Assessed 135,088 112,996,677 1.0,479,235 107,075 0 -159,272 123,558,803 012 ,$$8 8p Taxable 93,231 54,837,136 10,479,235 107,075 0 -159,272 65,357,405 0 m65 4 Homestead.Credits 8 Page 2 of 14 `� ua1��i ,Renewal;R Qi=��F � �- .,. � ,� �W✓, �-tm-ojeets For FAIRFAX URBAN RENEWAL WWTF Project 2008B Description: waste water treatment facilty project Water treatment plants, waste Classification: treatment plants & lagoons Physically Complete: Yes Payments Complete: No Sanitary Sewer Improvements 2008A Description: sanitary sewer system improvements Classification: Roads,Bridges& Utilities Physically Complete: Yes Payments Complete: No Water Main Replacement 2009 Description: water main replacment Classification: Roads,Bridges&Utilities Physically Complete: Yes Payments Complete: No __emote Meter Read Program Description: remote meter read program Classification: Roads,Bridges&Utilities Physically Complete: Yes Payments Complete: No Library Improvements Description: library building improvements Municipal and other publicly-owned Classification: or leased buildings Physically Complete: Yes Payments Complete: No Park & ,Athletic Fields new park with athletic fields, trail, Description: playground, and building Recreational facilities (lake development, parks,ball fields, Classification: trails) Physically Complete: No ,meats Complete: No Drainage Improvements 2009 page 3 of 1 Description: drainage improvements Classification: Roads,BE ridges&Utilities Physically Complete: Yes finents Complete: No WWTF Project 2008A Description: waste water treatment facily project Water treatment plants, waste Classification: treatment plants& lagoons Physically Complete: Yes Payments Complete: No Sewer System Improvements 2004 Description: sanitary sewer system improvements Classification: Roads,Fridges&Utilities Physically Complete: Yes Payments Complete: No WWTF Project 2005 waste water treatment facility Description: project Water treatment plants, waste Classification: treatment plants & lagoons ysically Complete: Yes .yments Complete: No Water Main Replacement 2011 Description: water main replacement Classification: Roads,Bridges&Utilities Physically Complete: No Payments Complete: No Water Main Replacement 2012 Description: water main replacement Classification: Roads,bridges &Utilities Physically Complete: Yes Payments Complete: No Sanitary Sewer & Water Extensions Description: sewer and water lines extensions Classification: Roads,Bridges&Utilities Physically Complete: Yes Payments Complete: No rking Lot Improvements Description: parking,lot improver ges4 of 14 Recreational facilities (lake development, parrs, ball fields, Classification: trails) ysically Complete: Yes ayments Complete; No Page 5 of 14 �bts For FAIRFAX URBAN RENEWAL $780,000 G4, Series 2008B Debt Type:. Gen. Obligation Bonds/Notes Principal: 512,500 Interest: 54,735 Total: 567,235 Annual Appropriation Debt: No Date Debt Incurred: 04/23/2008 FY of Last Debt Payment: 2016 $560,000 ®, Series 2008A Debt Type: Gen. Obligation Bonds/Notes Principal: 413,775 Interest: 48,730 Total: 462,505 Annual Appropriation Debt: No Date Debt Incurred: 03/11/2008 FY of Last Debt Payment: 2018 $700,000 O, Series 2004 ,jebt Type: Gen. Obligation Bonds/Notes Principal: 479,500 Interest: 104,645 Total: 584,145 Annual Appropriation Debt: No Date Debt Incurred: 12/01/2004 FY of Last Debt Payment: 2020 $650,000 GO, Series 2005 Debt Type: Gen. Obligation Bonds/Notes Principal: 352,000 Interest 31,880 Total: 383,880 Annual Appropriation Debt: No Date Debt Incurred: 10/13/2005 FY of Last.Debt Payment: 2015 $790,000 GO, Series 2009 Debt Type: Gen. Obligation Bonds/Notes Principal: 724,953 Interest: 159,191 )tal: 884,144 Annual Appropriation Debt: No Date Debt Incurred: 03/24/2009 FY of Last Debt Payment: 2021 Page 6 of 14 $139,000 GO, SRF Series 2010 '.)t Type: Gen. Obligation Bonds/Notes rrincipal: 90,833 Interest: 27,281 Total: 118,114 Annual Appropriation Debt: No Date Debt Incurred: 02/10/2010 FY of Last Debt Payment: 2029 $335,000 GO, Series 2010 Debt Type: Gen. Obligation Bonds/Notes Principal: 20,148 Interest: 400 Total: 20,548 Annual Appropriation Debt: No Date Debt Incurred: 09/09/2010 FY of Last Debt Payment: 2013 $540,000 GO, Series 2011 Debt Type: Gen. Obligation Bonds/Notes Principal: 545,875 Interest: 108,361 Total: 654,236 nual Appropriation Debt: No Date Debt Incurred: 05/12/2011 FY of Last Debt Payment: 2022 $590,000 GO, Series 2012 Debt Type: Gen. Obligation Bonds/Notes Principal: 453,455 Interest: 26,300 Total: 479,755 Annual Appropriation Debt: No Date Debt Incurred: 06/26/20,12 FY of Last Debt Payment: 2020 $2,260,0100 GO, Series 2001B Debt Type:: Gen. Obligation Bonds/Notes Principal: 2,266,4510 Interest: 399,432 Total: 2,665,882 Annual Appropriation Debt: No Date Debt Incurred: 11/10/2011 FY of Last Debt Payment: 2024 Page 7 of 14 rojeet/Debt Link For FAIRFAX URBAN RENEWAL Projects For $780,000 GO, Series 2008E WWTF Project 2008B Projects For $2,260,000 GO, Series 2001B Park&Athletic Fields Water Main Replacement 2012 Sanitary Sewer& Water Extensions Parking Lot Improvements Projects For $560,000 GO, Series 2008A Sanitary'Sewer Improvements 2008A WWTF'Project 2008A Projects For $700,000 GO, Series 2004 Sewer System Improvements 2004 11'rojects For $650,000 GO, Series 2005 WWTF Project 2005 Projects For $790,000 GO, Series 2009 Water Main Replacement 2009 Drainage Improvements 2009 Projects For $139,000 GO, SRF Series 2010 Remote Meter Read Program Projects For $335,000 GO, Series 20,10 Library Improvements Projects For $540,000 GO, Series 2011 Water Main Replacement 2011 Projects For $590,000 GO, Series 2012 Sewer System Improvements 2004 Page 8 of 14 ual rl Renewaln--,>..epart, Fls�a Y 011 012 ms ., s77 s ., ..«.- . ...�i TIF Taxing District Data Collection ,at Government Name: FAIRFAX(57G544) L�,ban Renewal Area: FAIRFAX URBAN RENEWAL (57050) TIF Area Name: FAIRFAX CITY/COLLEGE SCHIFAIRFAX CITYANCREMENT TIF Area Number: 00000 TIF Taxing District Base Year:1997 FY TIFRevenue First Received:2000 Is this TIF"Taxing District Subject to a yes Statutory end date? Fiscal year this TIF Taxing District 2020 statutorily ends: UR Designation Designation Date Slum No Blighted No Economic Development Yes 1111998 TIF Taxing District Value by Class - 1/1/2010 for FY 2012 Agricultural Residential Commercial Industrial Other Military Total Gas/Electric Utility -Tota a Assessed 0 50,512,688 9,788,383 107,075 0 -88„896 60,319,250 0 60,E 2,SD Taxable 0 24,513,708 9,788,383 107,075 0 -88,896 34,320,270 0 202 Homestead.Credits v Z6Z Frozen Base Value Max Increment Value Increment Used Increment Not Used Increment revenue Not Used Fiscal Year 2012 7,010,753 34,320,270 8,093,036 26,227,234 762,373 FY 2012 TIF Revenue Received: 237,587 Page 9 of 14 � � r � � �m05 ual U Uan ene aV'R-6b' seal gar 201"I "= - � � TIF Taxing District Data Collection ;al Gcvemment Name: FAIRFAX (570544) .ban Renewal Area: FAIRFAX URBAN RENEWAL (57050) TIF Area Name: FAIRFAX CITY AG/COLLEGE SCHIF'AIRFAX CITY/INCREMENT TIF Area Number: OQ000 TIF Taxing]district Base Year:1997 FY TIF Revenue First Received:2000 Is this TIF Taxing District Subject to a yes Statutory end date? Fiscal year this TIF Taxing District 2020 statutorily ends: UR Designation Designation Date. Slum No Blighted No Economic Development Yes 1111998 TIF Taxing District Value by Class - 1/1/2010 for FY 2012 Agricultural Residential) Commercial Industrial Other Military Total Gas/Electric Utility To�ta1 Assessed 135,088 0 0 0 0 0 135,088 0 ° D8,8 Taxable 93,231 yip 0 0 0 0 93,231 0 32 ' Homestead C'rcdits =Q Frozen Base Value Max Increment Value Increment Used Increment Not Used Increment Revenue Not Used Fiscal Year 2012 155,759 0 0 0 0 FY 2012 TIF Revenue Received: 0 Page 10 of 14 H 4xln L� asen�a1RepartFisc112 =� gg . a W . . � TIF Taxing District Data Collection ;al Government Name: FAIRFAX(57G544) .Dan Renewal Area: FAIRFAX URBAN RENEWAL (57050) TIF Area Name: FAIRFAX CITY/COLLEGE SCH/FAIRFAX AMEND TIF INCREM TIF Area Number: 00000 TIF Taxing District Base Year-2000 FY TIF Revenue First Received:2003 Is this TIF Taxing District Subject to a yes Statutory end date? Fiscal year this TIF Taxing District 2023 statutorily ends: UR Designation Designation Date Slum No Blighted No Economic Development Yes 1112001 TIF Taxing District Value by Class - 1'1/2010 for FY 2012 Agricultural Residential Commercial Industrial Other Military Total Gas/Electric Utility ��o as Assessed 0 40,183,613 0 0 0 -50,004 40,133,609 0 R — 609 Taxable 0 19,501,076 0 0 0 -50,'004 19,451,072 0 X19.- 507 Homestead Credits 4 Frozen Base Value Max Increment Value Increment Used Increment Nut Used Increment Revenue Not Used Fiscal Year,2012 520,369 19,451,072 4,586,653 14,864,419 432,079 FY 2012 TIF Revenue Received: 134,201 Page 11 of 14 WMSF No :a TIF Taxing District Data Collection ,a1 Government Name: FAIRF X(57G544) urban Renewal Area: FAIRFAX URBAN RENEWAL (57050) TIF Area Name: FAIRFAX CITY ACKOLLEGE SCH/FFAIRFAX AMEND TIF INCREM TIF Area Number: 00000 TIF Taxing District Base Year:2000 FY TIF Revenue First Received:2003 Is this TIF Taxing District Subject to a Yes Statutory end date? Fiscal year this TIF Taxing District 2023 statutorily ends: UR Designation Designation Date Slum No Blighted No Economic Development Yes 1112001 TIF Taxing District Value by Class - 1/1/2010 for FY 2012 Agricultural Residential Commercial Industrial other Military Total GaslElectric Utility FTi' Vah Assessed 0 0 0 0 10 0 0 0 0 Taxable 0 0 0 0 0 0 0 0 Homestead Credits 0 Frozen Base Value Max Increment Value Increment Used Increment Not Used Increment Revenue Not Used Fiscal Year 2012 64,274 0 0 0 0 FY 2012 TIF Revenue Received: 0 Page 12 of 14 TIF Taxing District Data Collection ;al Government Name: FAIRF'A.X (57G544) urban Renewal Area: FAIRF"AX URBAN RENEWAL (57050) TIF Area Name: FAIRFAX CITY/COLLEGE SCHOOL/AMEND # I UR TIF INCREMENT TIF Area Number: 00000 TIF Taxing District Base Year:2005 FY TIF Revenue First Received:2008 Is this TIF Taxing District Subject to a Yes Statutory end date? Fiscal year this TIF Taxing District 2028 statutorily ends: UR Designation Designation Date Slum No Blighted No Economic Development Yes 0712006 TIF Taxing District Value by Class - 1/1/2010 for FY 2012 Agricultural Residential Commercial Industrial Other Military Total Gas/Electric Utility t IL Assessed 0 22 300,376 690,852 0 0 -20„372 22,970,856 0ll1,856 Taxable 0 10,822,352 690,852 0 0 26,372 11,492,832 0 1 492 83 Homestead Credits 82 Frozen Base Value Max Increment Value Increment Used Incasement Not Used Increment Revenue Not Used Fiscal Year 2012 4,657,616 11,492,832 2,707,906 8,784,926 255,360 FY 2012 TIF"Revenue Received: 78,481 Page 13 of 14 - TIF Taxing District Data Collection �al Governrnent Name: FAIRFA (57G544) urban Renewal Area: FAIRFAX URBAN RENEWAL (57050) TIF Area Nacre: FAIRFAX CITY AG/COLLEGE SCHOOL/AMEND # 1 UR TIF INCREMENT TIF Area Number: 00000 TIF Taxing District Base Year:2005 FY TIF Revenue First Received:2008 Is this TIF Taxing District Subject to a Yes Statutory end.date? Fiscal year this TIF Taxing District 202$ statutorily ends: UR Designation Designation Date Slum No Blighted No Economic Development Yes 0712006 TIF Taxing District Value by Class - 1/112010 for FY 2012 Agricultural Residential Commercial industrial Other' Military Total Gas/Electric Utility Tnta1 Assessed 0 0 0 0 10 0 0 0 0 Taxable 0 0 0 0 10 0 0 0 � Homestead Credits � . Frozen Base Value Max Increment Value Increment Used Inerement Not Used Increment Revenue Not Used Fiscal Year 2012 74,543 0 0 0 0 FY 2012 TIF Revenue Received: 0 Page 14 of 14 RESOLUTION NO. 2012-73 RESOLUTION ACCEPTING THE FAIRFAX PLAYGROUND PAD IN THE FAIRFAX CITY PARK AND ATHLETIC FIELD COMPLEX WHEREAS, the City Council of Fairfax, Iowa has contracted with Dave Schmitt Construction Co. Inc. for the playground pad in the Fairfax City Park and Athletic Field Complex, within the corporate limits; and WHEREAS, Hall and. Hall Engineers, Inc. has certified that said playground pad has now been completed in substantial compliance with the plans and specifications. NOW, THEREFORE,BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, that the playground pad in the Fairfax City Park and Athletic Field Complex, constructed by Dave Schmitt Construction Co. 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 13th day of November, 2012. AYES: Beer, Frieden, Otto, Magers, and Wainwright NAYS: None Jason g4e, Mayor V` ATTEST: Cypithia Stimson, City Clerk/Treasurer MALL & HALL ENGINEERS, INC. --- T City of Fairfax Memo Date: November 13,2012 To: Honorable Mayor and City Council From: Shane R.Wicks,P,IE:.-City Engineer RE: Fairfax City Park and Athletic Field Complex—Playground Pad&Pay Application#7 I hereby certify that the Playground Pad (Bid Item No. 62)and the 5"PCC in the Playground Pad (Bid Item No. 55)have been completed within substantial conformance to the project plans and specifications. The final contract amount for these two items is$13,151.00. We have submitted Pay Application#7 for the above referenced project and found this request is acceptable in the amount of$31,132.60. Please note the retainage for Bid Items No. 55 and 62 are being released with this pay application. CIVIL ENGINEERING*LAND SURVEYING"LAND DEVELOPMENT PLANNING*LANDSCAPE ARCHITECTURE 1860 Boyson Road„H'rcawwatha,IA 52233*Ph:319,362,9548*FK:319.'362.7595*www.hallengmm RESOLUTION NO. 2012-74 RESOLUTION TO APPROVE PAY APPLICATION NO. 7 FROM DAVE SCHMITT CONSTRUCTION COMPANY,INC. FOR THE FAIRFAX CITY PARK AND ATHLETIC FIELDS COMPLEX WHEREAS,the City Council of Fairfax, Iowa has contracted with Dave Schmitt. Construction Company, Inc. for the Fairfax City Park and Athletic Fields Complex Project, within the corporate limits; and WHEREAS, Hall and Hall Engineers, Inc., has recortunended approval of pay Application No. 7 from Dave Schmitt Construction Company, Inc. for a current payment. due of$31,132.60. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to approve Pay Application No. 7 Dave Schmitt Construction Company, Inc. for the Fairfax City Parr and Athletic Fields Complex Project and issue a check for $31,132.60. BE IT FURTHER RESOLVED, by the Fairfax City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk/Treasurer, are hereby authorized and. directed to execute said resolution. Passed and approved this 13th"day of November, 2012. AYES: Beer, Frieden, Otto,,Magers, and Wainwright NAYS: None Jason Labe,Mayor ATTEST: Cy thia Stimson, City Clerk/Treasurer a APPLICATION FOR PAYMENT APPLICATION NO�. 7 (Acceptance of the Playground Pad) Project: FAIRFAX CITY PARK AND ATHLETIC FIELDS COMPLEX FAIRFAX, LINN COUNTY,IOWA Cibintractor: Dave Schmitt Construction Company, Inc. 250 50th Avenue SW Cedar Rapids, IA 52.404 Owner: City of Fairfax,Iowa Original Contract Amount: $1,329,859,87 Revised Contract Amount: $1,338,875,17 [date: November 13,2412 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 $ 1,287,334.81 lMaterials Stored On Site $ Change Orders: d w 6. - •R s w •a: w 1.A May 8,2012 $ X9,270.00) 1.13 May 8,2012 $ 9,270.00 1.0 Ma '8, 2012 $ 2 June 12,2012 $ 4,367.00 3 -July 10, 2012 $ `I 303.30 4 August 14,2012 $ - 5 October 9, 2012 $ 3,345.00 Total Change In Contract.Amb ntfrom Change Orders $ 9,015.30 Total Change Order Work Completed $ 9,015.30 Total Complete and Stored to Date $ 1,296,350.11 Retainage * 5%, $64,159.96 Total Complete and Stored to Date Less Retainage $ 1,232,190.15 Less Previous Payments $ 1,201,057,55 Current Payment Due $ 31,132.60 Distribution: Owner Engineer, Contractor Other * The retainage has been released from the Playground Pad (Item No.62)and the 5" PCC in the Playground Pad!(Item No, 55),therefore it is not precisely 5%. Page 1of1 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 Contract Documents,that all amounts have been paid by the Contractor for work for which previous Applications for Payment have been made and payments received from the Owner, and that the current payment billing requested is now due. Contractor's Authorized Representative: By: Date:e./-e�E0/W ENGINEER'S/ARCHITECT'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 including the accompanying supporting data, and to the best of the Engineer's knowledge, information and belief, the work included in this Application. for Payment is completed substantially in conformance with.the Contract Documents and payment by the Owner is hereby recommended. Engineer's/Architect's Au onzed Representati By: Date: ' 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 REQUIREb: 1. Line Item Schedule of Contract Values Summary, Amounts Completed This Period, and Amounts Completed.To Date. Recommend use of AIA Document G703. . Line Item Schedule of Contract Materials Stored and Values (if applicable). ACCOUNTING USE ONLY: . 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FOR THE FAIRFAX BUILDING IMPROVEMENT PROJECT WHEREAS, the City Council of Fairfax, Iowa has contracted with Seydel Construction Company, Inc.. for the Fairfax Building Improvement Project, within the corporate limits; and WHEREAS, Design Dynamics, Inc., has recommended approval of Pay Application No. 6 from Seydel Construction Company, Inc. for a current payment due of $3,623.20. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to approve Pay Application No. 6 Seydel Construction Company, Inc. for the Fairfax Building Improvement Project and issue a check for $3,623.20. BE IT FURTHER RESOLVED, by the Fairfax. City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk/Treasurer are hereby authorized and directed to execute said resolution. Passed and approved this 13th day of November, 2012. 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C) O (T O 4=7 CA 0 s Cl RESOLUTION NO. 2012-76 RESOLUTION ACCEPTING-THE FAIRFAX BUILDING IMPROVEMENT PROJECT WHEREAS, the City Council of Fairfax, Iowa has contracted with Seydel Construction Inc. for the Fairfax Building Improvement Project, within the corporate limits; and WHEREAS, Design Dynamics, Inc. has certified that said project has now been completed in substantial compliance with the plans and specifications. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, that the Fairfax Building Improvement Project, constructed by Seydel Construction, 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. Massed and approved this 13th day of November, 2012. I .AYES: Beer, Frieden, Otto,Magers, and Wainwright NAYS: None � r Jason Rabe, Mayor s ATTEST: cy-ria Stimson, City Clerk/Treasurer RESOLUTION NO. 2012-77 RESOLUTION TO APPROVE PARTIAL PAYMENT #7-FINAL FROM SEYDEL CONSTRUCTION INC. FOR THE FAIRFAX BUILDING IMPROVEMENT PROJECT WHEREAS, the City Council of Fairfax, Iowa has contracted with Seydel Construction Inc. for the Fairfax Building Improvement Project, within the corporate limits; and WHEREAS, Design Dynamics, Inc. has recommendedgiving and the City Council of the City of Fairfax has given final acceptance of the Fairfax building Improvement Project; and WHEREAS, Design Dynamics, Inc., has recommended approval of Application for Payment No. 7 - Final from Seydel Construction, Inc., for a current payment due of $16,336.32. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to approve the Application for Payment No. 7 - Final from Seydel Construction Inc. for the Fairfax Building Improvement Project and issue a check for $16,336.32, after 30 (thirty) days have elapsed from the date of acceptance if no claims against the project are filed. 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 13'h day of November, 2012. 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'aql, •laaligojV oql of'COLD,Llllm aaglafol`it ltmgns pue`portielou It a,Nug'ZOLD u2is pinogs iolauTiuoj aqj °Iuam Ced Tol aleoi;tlaaj pue uotleollddV`ZOLrE)luownooQ VIV of p;wojsuezl oq pit-Logs uotluuuojur utaiums`laagS uoilunuiluoD`£OLD luamnao(l VIV palaiduioo seq.ioloeTluoD aqi:nand ZOL9 JNIAIIdWOO •��o•eie{n Iq�tar�doo`lasunoo legal sjoaitgojV jo olnIpsul unuouiV oq j Ituui-o`sluouinooQ lauuiuoD VjV to suorletoin Ig'StTAdoo vodw ol, �(V-Ifjg)luauiaai�y 3suaoT7 TasII pud aqi llnsuoo pinogs s.iasn onmijos d'I'v' pasuaat-I-ammWos dlV3o siosn Toj XmA,Guru luaurnoop aql oonpoidai of slilSp .VIV aqi Luoij uotssmiaad a3pl-imp ldnaaa.n pue lsanbaz uollpm uodn ldoixa`anoge palueFB uotlonpoadaa ioj.asuaall paltm.1 agllo optsino uollonpoidoi iluuad lou Ilam VIV agl, •loafo.nd.aelnarl.ced u gltm uorloamuoo uF asn aoj Xluo inq `ZOLo palatduroo ulo satdoa undo uinuutxuui u aanpo.ida.i of asuaarl paliurvi v xasegoand sill sluvx�fq;).uaq VIV 041 luauinaop srgl aanpozd i of sl42?tz iaglTnj roue Tajuoa slaaltga.Vjo olniitlsul ueopouTV aqd,ut dtgs.nagivaui scop iou`lummnoop sigl aanpo.idai of uotsssuind partduir ou si a3ogj •VTV agl jo uoissluriad uolipm ssaudxa oql lnogllm uzorl po4cLmoxo m paanpaidai oq lou Sem puu )[Tom poliffuAdoo e si luomnoop stgj °suot;anpoidaN •uorlipa luaow Isom agl�Jt.ian of lu2uoduioa VIV juiol u To Rio•eie•Av&a linsuoa pinoils s.nasn `luauulooa IowwoD vId lcuu S'uisn of Tot.id•sauamna0ll luaain3 Flo aslg •uo43n4suoD Tol lauTiuoD 9111 JO suotltpuoD leaauaf)`,,IOZV luarunooll VIV ui po.ianoa am asn Tiagl:rod.sompaooTd'Taump agI glinl�JU;)UT0Qjj3V Ioaatp e seq TolouTluoD e a.iag n laaCo.id u uo posn oq of pauOrsap a.iu sluaunnaop asaq L 'IaagS uotlenuiluoD`iu.ti£OLD Iuauulooa VIV gltm uotiaunCuoa ui pasn aq of si`luamked ToJ pue uonleaiiddV`Z66I—w.iZOLD Iuamnoo(j VT -sduam nao(i poinia-d pue asod-ind NOIIVWNOJNI 1'"M39 juetuA.,,,,,joy ale3y!pe pue uo!;e:)!IddV =oil U ^U , Z'L'. ;uewn00%(] IVA O CR W 4 N — 0 0v —1 � a ri (D (D N 0 p Cra 0 (D r- N > j (D � 0 � � @3 ; 0ofD 'rt Q Q N o jCD FD' c , pf O o O ami' Oo m CD CL m CD in ,moi DI _: Ort 0) @ co 7C' w CD C y O 0 N3 a 0 'D (D wN N Z .A � 0 cn w J J OL G) 00 O :,4pO 4 coy O N CJI O N � '.. 0 CD CJ) V OD 4 CJIu (D 0) O A W J V CD 0 Sh V W CJS CD CJu co W O cn N CT O LL Q O Ut CJI (A ('I? 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GI P. 0 Cl 0 M N O - 10 O O -I O 41- 0 p0 0 O O Cil Oi CD 0 0 O N O .-• CO UI 0 0 0 O Oi CJl O O O -I 0 0 0 O O O O O O O O CD O 0 0 0 0 a o00o Oap0000000 Q 0 0 0 0 0 0 0 0 0 0 0 0 0 0 70 0 0000 o (D0C, 0C) 00CD0 0 rt w Q Ln v a CD (3 N CID CID CL RESOLUTION NO. 2012-78 RESOLUTION APPROVING CHANGE ORDER NO. 3 —BALANCING FOR THE PHASE III WATER MAIN REPLACEMENT, WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS, AND GRANULAR. PARKING LOT IMPROVEMENTS WHEREAS, The City Council of Fairfax, Iowa has contracted with Dave Schmitt Construction Company, Inc. for the Phase III Water Main Replacement, Water Main .and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements, within the corporate limits; and WHEREAS, Hall and Hall Engineers, Inc., has recommended approval of Change Order No. 3-Balancing. BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to approve Change Order No. 3-Balancing for the Phase III Water Main Replacement, Water Main and 'Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements for a construction contract cost amount of$266,096.06. NOW, THEREFORE,BE IT FURTHER RESOLVED,by the Fairfax City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk/Treasurer are hereby authorized and directed to execute said resolution. Passed and approved this 13th'day of November, 2012. AYES: Beer, Frieden, Otto, Magers, and Wainwright NAYS: None Jason-Rabe,Mayor ATTEST: Cynt is Stimson, City Clerk/Treasurer PROJECT: Water Main Replacement Program,Phase Iii Improvements to Fairfax,Linn County,lowu DATE: November 13,2012 OWNER: The City of Fairfax,Linn County,Itovwa CONTRACTOR: Dave Schmitt Construction Company,Inc. ENGINEER: Hall and Hall Engineers,Inc.. CHANGE ORDER NO.3-BALANCING SCHEDULE OF VALUES BID UNIT ADJUSTED ITEM NO. UNIT QTY PRICE AMOUNT 4 Silt Fence ILF -899-5 $ 2.00 $ (1,399.00} 11 Subgrade Stabilization wilh Macadam Stone ICY 18 $ 2690 $ 466.00 14 Spacial Back011 for Parking Lot Surface(Asphalt Millings Rolled Into place 8"thick BY 18 $ 590 $ 90.00 16 Trench Stabllizalion ICY -50 $ 2890 $ (1,400.00)'. 22 6"Subdmin in Granular Pnvalcpe ILF -75 $ 12.00 $ (906.00) 23 8"PVC Drain the(Contingency Ileum-Replace Existing Fleld Tile Under the Parking Lot) ILF -220 $ 18.00 $ (3,960.00)'. 24 8"Perforated HDPE Dual Wall Drain file(Contingency Item-Replace Fxlstirng Field Hie) ILP 144 $ 13.00 $ (1,872.00)'',. 25 6"Perforated Drain Zile(Contingency(Item-Replace Existing Field Tile) ILF -190 $ 10.00 $ (1,900.00)''.... 27 HDPE Dual WaF Culvart Pipa 24'"IDIa-)I Supply Only. Contingency Bld Item ILF -32 $ 17.50 $ (560,00)''',, 28 HDPE Dual Wall Calvert Ptpa(10"IDia.)Supply Only, Contingency BId Item LF 6 $ 8.00 $ 48.00 29 HDPE Dual Wall Culvert Plpe(10'Din.)Supply and Install ILP -2 $ 19.00 $ (38,00)',.. 8"PVC C-900 Water main Including Necessary Pavement Removal,Dlsposal and Replacement,Polyethylene Wrap„Tracer Wire,and Fittings In Place(See Special 30 Pravlslorri ILF •30 Water Services,1"Plastic,Incluftig 11ne Removal,Disposal,and Replacement of Existing... $ 75090 $ 750-00 '.. 35 Curb Stop and Dox(water service on the same side of the street as the water main} IEA, 1 Water Services(Directional Drill)„1""Plastic,Including the Removal,Disposal,and Replacement of Existing Curb Strap.anid Box(water services on the opposite side of the $ 1,300.00 $ (650.00)'.... 36 street from the water main IEA. -0.5 38 Remove Existing Fire Hydrant EA- 1.0 $ 330-00 $ 33090 42 6"Portland Cement Concrete for Panxinig Lot Sy -18 $ 44.00 $ (792.00) 43 6"Asphalt over 6"Com acted Granula.rSubbase Contingency Item) SY -30 $ 80-00 $ (2,400.00)''.... Finish Grading and Hydrosaed ng whin Liquid Mulch 31nder(Type 1A Lawn Mixture,Sunny $ 4,658,00 $ 5,720.34 45 Condition) AC 1,23 Finish Cradling and Hydroseeding w+wlfh LIquzd Mulch Binder(Type 2 Erosion Control $ 6,242,00 $ (1,498.08)', 46 Mixture) AC -0.24 47 Temporary Wood Excelslor Matting BY -800 $ 3.00 s (1,800.00)'. 48 Car Stops(Installation In PCC and Granular Surface) µ EA. 7 $ 71,00 S 497.00 $ (12,305.74).. ORIGINAL CONTRACT AMOUNT $ 272,452,80 NET ADJUSTMENT TO THE ORIGINAL CONTRACT $ (12,306,74) ., ORIGINAL CONTRACT WORK COMPLETED $ 260,146.06 SCHEDULE OF VALUES C.O.BID UNIT ADJUSTED ITEM NO. UNIT QTY PRICE AMOUNT C.O.1-1 lAdjustmenis to Parking Lot Improvements LS -1 $ 50.00 $ (50,00) $ (50,00) TOTAL NET ADJUSTMENT TO CONTRACT: NET ADJUSTMENT TO ORIGINAL CONTRACT $ (12,306.74} TOTAL CHANGE ORDER WORK $ 150.00) TOTAL CONTRACT AMENDMENT $ (12,3556,74) CONTRACT SUMMARY: ORIGINAL CONTRACT AMOUNT $ 272,452.80 PLUS CONTRACT AMENDMENT - $ 112,356.74) REVISED CONTRACT AMOUNT $ 260,096.06 INCENTIVES $ .6,000.00 FINAL REVISED CONTRACT AMOUNT $ 266,096.06 OWNER TITLE: ; DATE: CONTRACTOR BY: u4"1 �-`., TITLE: DATE: ENGINEER TITLE: T; "Y'.6'r'"I <.v �'�. '^'^;_,., "�-�'-�•�'"'. :"� .-es -.:y° ' DATE: fz _U�,f � :- .,..-.,.., Page 1 of RESOLUTION NO. 2012-79 RESOLUTION ACCEPTING THE PHASE III WATER MAIN REPLACEMENT, WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS,AND GRANULAR PARKING LOT IMPROVEMENTS WHEREAS, the City Council of Fairfax, Iowa has contracted with Dave Schmitt Construction Co. Inc, for the Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements, within the corporate lirnits; and WHEREAS, Hall and. Hall Engineers, Inc. has certified that said project has now been completed in substantial compliance with the plans and specifications. NOW, THEREFORE,BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, that the Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements, constructed by Dave Schmitt Construction Co. 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 13'h day of November, 2012. .YES: Beer, Frieden, Otto,Magers, and Wainwright NAYS: None Jasbn Rabe, Mayor ATTEST: Cy#,thia Stimson, City Clerk/Treasurer HALL & HALL ENGINEERS, INC. City ®f Fairfax Mem® Date: November 13,2012 To: Honorable Mayor and City Council From: Shane R.Wicks, P.E.. City Engineer RE: Water Main Replacement Program, Phase III Improvements-Pay Application#4, Final and Change Order No. 3, Balancing hereby certify that the above referenced Project has been completed within substantial conformance to the project plans and specifications. The final)contract amount for the project. is $266,096.06, which includes $6,000.00 in incentive payments. We have submitted Pay Application#4(Final)for the above referenced project and found this request is acceptable in the amount of$2,500.00. Please note the retainage is being released with this final pay application. CIVIL ENGINEERING'LAND SURVEYING'LAND DEVELOPMENT PLANNING LANDSCAPEARCHITECTURE 1860 Boyson Road„Hiawatha,IA 52233'Ph:319.362.9548"Fx:319,.:362.7595"www,halleng,com SITE MKOPMENT WAVATINO+GRADING •{ DE'MOUTION•UNDEROTIOUND WIL IE$+TRU'C1+8NG � t51RkC ' MD90PIPE INSPECTION*SrMiRJETnN%do+CLEMING UNDERGROMI)UTILITY LOCATIN13 ' HYDRO MAVATING•NO DIG SLW48 REPM9 E 950 ISOTH AVB. B.W.,CEDAR RAPIDS,IOWA 32404 (319) 805.8689 FAX(3 10) 365.2077 tQUAL OPPOHTUNfTY EMPLOVER WAMR OF LMI N To All Whom It May C oncerm Ii>consideration oftho surae of$1.00,or Dollars,und other valuable f consideration in hand paid,the receipt whereof is hereby acknowledged,the undersigned does hereby waive,release and relinquish any and all liens or olohns,or tights to lien or olaim,for labor or materials,or both,:furnished to data hereof,for promises known and dworlbrd as: LAMM F TUI R M IN IM City of rail-fax County Of�,111R ,state of Iowa Witness the hand and saa'l giventlte 64w` r day Of Din 201;L City of State .L.P e'LLING CO.tFIC. MM Js:Nattier) Txade (SJGN jWA&i--,1— J. (Authorized Agent) .rM'OlCES: SEC,AMCNED SITE DEVELOPMENT•EXCAVATING•GRADING r DEMOLITION•UNDERGROUND UTILITIES•TRUCKING r . � ±iYFA';tt VIDEO PIPE INSPECTION•SEWER JEI'TING 6 CLEANING _..`. UNDERGROUND UTIIlJTY LOCATING 1"9 69 ;'' HYDRO EXCAVATING• NO DIG SEWER REPAIRS 250 50TH AVE, S.W., CEDAR RAPIDS, ID'wi1dA 52404 (919) 365.8669 FAx (919) 365-2677 EQUAL DPPORTUNIITT EimoYLR WAIVER OF LIEN To All Whom It May Concern: In consideration of the sum of$1 M, or 1 $45.106.31 dollars, and other valuable consideration in hand paid, the receipt whereof is hereby acknowledged, the undersigned does hereby waive,releases and relinquish any and all liens or claims,or rights to lien or claim, for labor or materials,or bath, Furnished to date hereof,for premises known and described as; [F A 1ltlia A? *X E R MAIN IMP IRO VE11P TENTS. City of[�mmFsi�fax.L county or l,l:�,State of Iowa. Witness the hand and seal given the '�---(Tay City of State of�� p* [HD SUPPLY WATERWORKS, LTD (Firm's Name) Trade _ (SIG F .5 4u Agen1) INVOICES; SEE If 77Ae HED SITE DEVELOPMENT• EXCAVATING•GRADING DEMOLITION, UNDERGROUND UTILITIES TRUCKING � GNtRPt�� VIDEO PIPE INSPECTION• SEWER JETTING CLEANING UNDERGROUND UTILITY LOCATING HYDRO EXCAVATING • NO DIG SEWER REPAIRS 250 BOTH AVE, S.W., CEDAR RAPIDS, IOWA 52444 (319) 365.8669 FAx (','319) 865-2677 EQUAL OPPORTUI iTy EMPLOYER i WAIVER OF LIEN To All Whom It May Concern, In consideration of the sum.of$1.00, or $3 615.C►0 ollars,and other valuable consideration in hand paid,the receipt whereof is hereby acknowledged,the undersigned does hereby waive,release and relinquish any and all liens or claims, or rights to lien or claim,for labor or materials,or both, furnished to date hereof,for premises known and described as; IFAIRFAX WATER MAIN IMPROVEME City of Fairfax County of �it�n , 'State of Iowa Witness the hand and seal given the - 9 day OfA�s� 20 j/ City of State of �l KING'S MATERIAL INC.. (Firm's Name) Trade (SIGN) (Authorized Agent) INVOICES., SEE ATTACHED SITE DEVELOPMENT• EXCAVATING• GRADING DEMOLITION •UNDERGROUND UTILITIES•TRUCKING VIDEO PIPE INSPECTION• SEWER JETTING&CLEANING UNDERGROUND UTILITY LOCATING ki • HYDRO EXCAVATING• NO DIGS SEWER REPAIRS 250 SOTH AVE. SM., CEDAR RAPIDS, IOWA 52404 (31 9) 365-8669 FAX (319) 365-2677 EQUAL OPPORTUNiTy EMPLOYER WAIVER OF LIEN To All Whom It May Concern: In consideration of the sum of$1,00,or -33_h715_Q.S Dollars,and other valuable consideration in hand paid,the receipt whereof is hereby acknowledged,the undersigned does hereby waive,release and relinquish any and all liens or claims, or rights to lien or claim, for labor or materials, or both,furnished to date hereof,for premises known and described as: IFAIRFAX WATER MAIN IlMPROVI<,�I�'IIs�N S. City ofFairs_ -` ax County of Linn , 'State of Iowa Witness the hand and seal given the day Of 20 City of ( �� State of WENDLINC QUARRIES, INC. (Firm's Name) Trade. req ale-, (SIGN �mli/4 , -A) (Ai horized Agent) INVOICES'., SEE ATTACHED RESOLUTION NO. 2012-80 RESOLUTION TO APPROVE PARTIAL PAYMENT #4 - FINAL TO DAVE SCHMITT CONSTRUCTION CO. INC. FOR THE PHASE III WATER MAIN REPLACEMENT,WATER MAIN AND SANITARY SEWER SERVICE EXTENSIONS,AND GRANULAR PARKING LOT IMPROVEMENTS WHEREAS,the City Council of Fairfax, Iowa has contracted with Dave Schmitt Construction Co. Inc. for the Phase III Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements, within the corporate limits; and WHEREAS, Hall and Hall Engineers, Inc. has recommended giving and the City Council of the City of Fairfax has given final acceptance of the Phase III Water Main. Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements; and WHEREAS, Hall and Hall Engineers, Inc., has recommended approval of Application for Payment No. 4 - Final from Dave Schmitt Construction Co. Inc., for a. current payment due of$2,500.00. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to approve the Application for Payment No. 4 - Final from Dave Schmitt Construction Co. Inc., for the Phase 111 Water Main Replacement, Water Main and Sanitary Sewer Service Extensions, and Granular Parking Lot Improvements and issue a check for $2,500.00, after 30 (thirty) days have elapsed from the date of acceptance if no claims against the project are filed. 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 13''°day of November, 2012. AYES: Beer,Frieden, Otto,Magers, and Wainwright NAYS: None 1 ,w Jason Rabe, Mayor ATTEST: A, Cy i hia Stimson, City Clerk/Treasurer APPLICATION FOR PAYMENT APPLICATION NO. 4 o FINAL Project: PHASE 111 WATER MAIN REPLACEMENT IMPROVEMENTS FAIRFAX, LINN COUNTY, IOWA Contractor: Dave Schmitt Construction Company, Inc, 250 50th Avenue SW Cedar Rapids, IA 52404 Owiner: City of Fairfax, Iowa Original Contract Amount: $266,714.80 Revised Contract Amount: $272,452.80 Date: November 13,2012 The Contractor noted above, in accordance with the provisions of the contract documents,hereby requests approval of this application for a rnent can the following estimates of contract work completed: Original Contract Work Completed $ 254,408,06 Materials Stored On Site $ Chainge Orders: 1 September 13, 2011 $ 50.00 2 October 12, 2011 $ 5,688.00 Total Change In Contract Amount from Change Orders[..$. 5,738.00 Total l Change Order Work Completed) $ 5,688,,100 Total Complete and Stored to Date $ 260,006,06 Retainage NA% $ Tectal Complete and Stored to Date Less Retainage $ 260,006.06 Milestone Incentive(10 Days @$304 it Day) $ 3,0010,00 Working Day Incentive(14 Days @$344/Day) $ 3,000.00 Less Previous Payments $ 263,506.06 Current Payment Due $ 2,5001.00 Distribution: Owner Engineer, Contractor Other Page 1 of 1 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 Contract Documents„that all amounts have been paid by the Contractor for work for which previous Applications for Payment have been made and payments received from the Owner, and that the current payment billing requested Is now due, Contractor's Authorized Representative: By r, Date ENGIINEER'SIARCHITECT'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 including the accompanying supporting data, and to the best of the Engineer's knowledge, information and belief, the work included in this Application for Payment is completed substantially in conformance with the Contract Documents and payment by the Owner is hereby recommended. Engineer's/Architect's Authorized Representative: By — at CITY OF FAIRFAX PAYMENT RECOMMENDATION: Payment to the Contractor is hereby recommended based on the Appllibation for Payment submitted by the Contractor and the Engineer's/Architect's recommendation. City of Fairfax Authorized Representative: By: �s a_`. Date: + ATTACHMENTS REQUIRED: 1'. Lune Item Schedule of Contract Values Summary, Amounts Completed This Period, and Amounts Completed To Date. Recommend use of AIA Document G703. . Lime Item Schedule of Contract Materials Stored and Values (if applicable). ACCOUNTING USE ONLY: W � Page 1 of 1 APPLICATION FOR PAYMENT APPLICATION NO.4-FINAL Pretest: PHASE 111 WATER MAIN REPLACEMENT IMPROVEMENTS FAIRFAX,LININ COUNTY,IOWA Contractor: Oava Schmill iC�onoMmalkln Company,inc, Englnsur: Hall&Heil FnOjllnnem,Inc. Revised Conlraat Amount: $272,462.80 r Date: N.yambar 1!3„201.2 kl€rN Laid Price. This Period! To Date Ilan, Ilam Oa.oription Linda ,.., Ons_ Qu ntNl 9aa Unit Price Total QuantityAmount QuantityAmount acepi'ete X ffi-ct:4t o « t5 w1 SPµ.4sn.oai 5(2.{kSfr GY3- @t4! L+ €. 3€2 OOO,lyd 190106*„,. TralffSC I « LS 9 Si70506 $1ylBb-Oil... cony En 3.6f1 1785,Ot} let)DO Y r,ytr<8''n aK36s.f h'an610 Sr45 Vd4fs O€1 €1;�7 500Y3 1.00 4 SIlE F� LF 050 32 00 S7 1.tAS 04 0 00 0(XF M 150 5G 5301 to U u-tTxa rr3 Ci lb�....r f4 ,«.w._ N 51140 CO 51940(10 9Cy3 �Ud1"" � ...10(1� 8f 14.Ufb µ 9C,tD C�y LF 9.70 5100 513000 coo Sfi t18 . 34.00.- $;SO.r,)v'mm fuA.l 0086�� .. ix.1c a h-1CmtrirrnQ+n CY I wct3 "� S2-d€E 5211W fjEd YI f:K7 00 14x10 60 cyIGOO 2.0 6V x_ 31 ®.. Y.......w...,s10. M-87,U:PW ..:.,.. 001!} �70.��:,,...._ �201E1.Q0�_ 10N'u.�."�-". 1IN firsF+;r zd Sramrsv.St n,.<N b4 fi,l,H Tn_nU_ SY _ 94+Y bEG.02 6151i,2G� �t Yt�,„,� ,.[k0 �?.P70µ00 $2011AC1 I2 DD _ �,Ofi--�.;. i[}7.81 _ $20,72000 -1511.a~&§t ill {lin.a 1.u rtb3 naa 51sb9rtlfraa tires�OANn yS.i3OQ SP,tl7A.r30 G 17i 6 O�..Opyry,.""""" r '.1€1(1 100 00 5720 06' 18lOtl'NO"da Spacial Backfill lorParkfnw Lol Surface{Aepholl '� " x'14 Mtflkgs Roile.li lace0'Ihick SY DBAU 55,Olt 5P.459.04 000 ----tug? 1.908.00 9640.00 ti0tl,'q,PN,fi';,'o- spac€al gen%fill lar Pm,Vnq Lot Sudeca(Asphalt 115 M15liivd RlI�rl torp .-. _ .,,., ,w..,,.«.,w, 2np _ S4.;w0.v0 9fr0 $49.at7 2170. 4340,110 Place Ave 2`Ihick SY 95 2a..w,","....,.w..:".:- 9t1 Trench Slabilizalion CY W3 E20.00 $2.000 U0 000 X7,09 � 48.fIU- 51,2G0.g0 W7:37� " a"iAa N'°VC t99g{UR 18J Sannary Sewer 917Cirevii,y Main LF Stlim 00 E32.0 516,320.W OIHI EC1,6p ..-, SID $18,320,011 -,111 _ 0 �.-. Raiillary Sewer Service Connection,4"dlu � , 96 51u6,PI EndEA 1 5500 00 8600.Do 0,00 . 6y0.P ._. .PO 1.8€1P 1Ar,'C 04'W /0 5lydttl S4.nt:i'$.Inn la Ch ... _,w.�.._. SY.Oflg,9p 5`a.G#10..0-4 -«..,,..-._..IS phi yYD.iXd...., x,06 �G04.G'0 ry19r nnr3 C3®o-d n11he spry EA a 51.390 09 51,399.0v 0,00 f10 1.00 51 app,pp 1 0M9 Ok1 .� 655 Gclnnagtich t0 aXI8IInq sanitary..yRr - - 21 manhole, 17 T 1i"Se hlrznnn(13 1wuily ildeaprop EA E!Cs1 W u....�M .,.,�...,....,.3'S.fA WPVG brain ale(Can.ngancyllem-Ropiac. - - - «,...23, Ev7 MFiaEd Tiin l�IMEr1he7 rNi+ Lai 3.f..,. 2ND_ .."e.O---- AP Y,C4.9Fv,vv .�,«...., f!P(1, „' PM?„ Q.CK€... .. 0.fli1. .._i0,0fO; _ ..,.. ®'Partorated HnPF Mal V611 Drein Ne 24 tlCont€nq Y11 m,Re€dace nlcyllem A,µfllnl:.......w�F, 9'60 51300 $4,L5U.0n 000 _ ,,,50,00 - 208.. 52,07800 _. „ tie 86% a'NdamtedDrain Ola Cans _�.�� """""•"'" Pl1 MYwt!ia,�i Cul,°x81 pf�' 1 i tE �...�. ...,....LF illi t�._._� - Sf49 t+A 5?•4 .. u 000 0.00.�• w $6f.00�,.«.....WF:3G Qd.,,, «.......3?i84k7 I'8. ' aM;1Duol�Jell Culvert Plpa(24-Ola}Supply 27 _u1,rr17 Cpnilpgpn.Y bid llrm lY 110 E17.60 E203, U,L10„ 000 $D.L10 84.IXI S,74-U0 L2411% &NfIPt3 D=W.11 Culy nl p (IG"Die:)supply "-' .w 26 j122 Cctnlu x'Y Did 1nro m....W ... lr tla 6e.00 $112.00 001) so 00 2Q 00 5ffi00L1 tlI+N�T.G90°b ..__.._..._.. ,......._._...-,....................,.-........�._........._............._..-..e.� _.".,...,.,.,.».«.." 9401't 11u.1 Voall C[,Ivan Plpa(1U'111a.j Supply 29 aril Install LF 48 $1900 .5952.00 __. U 00 LL... ..„..:"..........46.00............_. $874.00 VPVC C-9c0Waleymain Includln9 N--y Pavement fiemovel.Cleposel and Roplacereenl. T"alygnopl�lfi Y'Gam,11QN4t:'A4,Rrad ni:fin7lS i3r ;6G7 Plage See Spenlal Pr.vieiunal iF _27A0 :_ as 00 70,709.OP .. vau 0.99 236011 - 5J 05P 411 98,Fp39dr .'PVC 0-900 Water lnolud{ng Nanaasary Pavement RSm 1,Clapcaal and Radaeement, _ Petyclhylan5 Wrap,Tracer Wire,and FI19ngs h - - v Nf dcr if3 'a oval l ""M i 0-0 O,G09 e.0 •BSV 1 f9p. .. ......,` OJ s ghat r Manl Blow-oil Assembly €.'A 5 SUiy709 SOGO.tq 3 tS€S 4.04 1,00 Mix)n0 I gNy" ^A'sler S-I-,l-PEasfi..Including the Ra-val,Oiaposal,and Rel[lacemanl of Extat€ng Cub Stop and box{.raIersaM6e on the aame 3. olde of the street ea Etre water main} _ EA. «, ,3 ,,S7ssn On 51.76t1.0f1 0.04 $V 00 4.09 Wafer Services(Oreofmral€hill),i"PlaaUc -- 11111h. di the Removal.D€eposal,and R.rtrnams111'If ExlA.9 Cwb Slap and Box awaler services an the app.a!te side of lha sUael 916 from li nit ma nl _ EA M §i 101.00 no- 0 00 R9 L70 1,?FU. $1 F,25f1-O(1 9815 1 9'.,ni%bu ins 0PrF1 - 1 eA Y T '-_.0511.704.fa 400 &000 " '3fin „ti1p 1'G.,aa{.zsit Pz sF rw F y€lY,f"«!�.„_.. _ 1;A:. 3n GO 39-G'1 �-tietonneel Erdaung F're I-It la New Water "• "'""""'""" ""' - 6 rYmMwsg.s; .. .,.:....., �:...q._m.... ,"$7 w7ff.ou w-S1,57sv9 _ _ v[x11.a1. .. ....100 157F.vv �1co0 FaY`7G 3q mai. FA _ 40 IAasir, i�dn rnaf_yrsay luc f-tlr L4 1 _ 7N8 tl6 'l�b tk7 t)!NI 5t-d3x7 9 tki 530S.W ,-�t;d1` �6l '8'AesphglvereaComPdedloranalar9 L4f SY iJ4 $q4 W.1 {,95U.{ki•••,� f1 Pio... $6 - AOi1Zl Zfl0 f9Y19d .- f1U 6 15bt1Q .5 'o ----LOU 0 �,,,. 4t71 8utrtag5a{Conlin er�cy llbe°nS ", SY }ArP 580.00 52,406 M7 104 $01.09 O.OP. 969 G 44 ,PCC Slrlpm(I LS 9wrv590900 $98900« ....._OOU 1 - .W», ...-......_....__......_-._.W.. „,,...,»r.-...."...».,..-. $000 p 1.471 $99900 100,00% g and HylmaaedrnA with Liquid i"« ch 6indar{type 1A fawn MINI.,..Sunny - - - dt0 �uandilloni AC IN 05 <115"03,959.30 P 60 50.00......�`. _2 08 $9 808 01 24iq.7% �Fri 4rading and Hyd....ed ng wish Liquid Eirollon Ni S p.{!ble4a,,M,vhirlan alrr l.:....BY..�._�...`_!b:ID Sn7$3,OD.,.51,800 00_..... 600 ' {,and f ,.....x..........,,_., _O.it3- .,gin ...««».. E ._...O.:fbCY46..,."...., 40 v f 1 _ ._....."«....„.... ..,...,. EA 2G....". >«-,,,_..,.... ... .:.,....,,._,._ A ,». .�,--.,,.,"......_ 00°N $11 P9 .51,908.00 0 W $9 00 35,08 52 405 W 125 .0 4M0 d'iratcr e Co[Ir�iitiwl?Ni;'le.,:._"". «.".F,A p v.. ti783.GS1 S1 7!100 i➢G93 SD Ut'7. COMPUTED TOTAL BID (ITEMS 1 THROUGH 4A) $200,714.00 $0.60 $251 0115,38% Favi 1 0€2 MATERIALS$TOOK()EiN$ItC klMB� _ ..µ 'S"Ci"tlfYYi �V -�{l1XITS QUANTETY Ialc�a�R VX11x Y'�TAL NO. DeeonTTotalptltln Unit +7�Tk1i�ti Unit Price Totel qu nilly Amount quantity Amount A gtl�late C'_43 B 1 awt��.§z11 ,r�(1�kn�15ltm�crv4nte€h �S a -�EC00 fta10 �17450 SC3SX3 tl.4Sf 17t)�,..... 1 A. cX nr Ih s}1tA4€A!un N-p��nlwi! LS 7 S!2C;M $1`?Oli 7 » 006 '50.00 9.OQ t. SSfi;s ik7 S30u fW _17 QE! 511:60 1.06 5513v''.W YO!6.1➢t70'o G.C7i 2 5 t2rx�a•x,Z f 5 1 t€i'rt iit,a,l.-.. S{S1'1"i 0:h S{0 3�l 66 fl 00 S6mm0D I.00 $1.02_3 W 7 la..CT S'1o6 ,.,.._ C{iAN(a)r QRpER N.... n,oi.•C iC72' $ �.��.. � 38.0 � � ...............u.«..... �4�.i��_.,...�....,n_.. 6�5�$.84 .._.. „�.,»,�w6 H7RACT INA INA MqT-.�.__._..... .....,.. C� V4t5ftf�GplApLLYI:[}..�,µ •�.•�.... .��., » ,�d 00 �1iAMEiRIALS ST�ED OTB.. �� 5x06640- TgTAL CI?AN9E ARuflN WflHi(COMI�LRT �� Tk3TAL .5264 fl35.pe MAL L9S 526'3r04�.48�,L885 PT{LVItYU9 PAYIe1El�T& ��- - 59 44x1,44 VlbRISI G DAY[h!p r}T f!B 10 FkAY8 3940 P 0,Y) ,r Foga 2 of 2 owa Department ®f Transporta=tion 800 Lincoln Way, Arises, IA 50010 5115-230-1788 Fax: 5115-233-7857 November 1, 2.012 1 3 1 The Honorable Jason Rabe Mayor of Fairfax P.O. Box 337 j Fairfax, [A 52228-0337 Re: Fairfax Trail along east side of unnamed tributary to Prairie Greek, Fairfax Project Number STP-E-2462(601)-8V-57; Agreement Number 09-STPE-139 Dear Mayor Rabe: An analysis of past invoices and federal eligibility requirements was conducted by the Office of Systems Planning and Office of External Audits at the.Iowa Department of Transportation. Based on this analysis, the original federally authorized amount for engineering work on the above project has been redlurced; This reduction was based on two factors: 1) Some of the work incurred before the federally authorized date, and 2) the city paid more than the authorized consultant agreement:amount. In summary, the city 1paid the consultant$59,653.76 where the authorized amount per the consultant agreement was $47,500. Of the approved amount, $17,025 of the work occurred before the federally authorized date.. After review of the invoices and. spreadsheet provided by Hall & Hall detailing their hours,the final participating amount will be $23,089.54 where 80% of those costs will be Participating and are subject to the funding limits established.for this project as shown in the Statewide Transportation Improvement Program (STIP). The remaining $36,564.22 will be categorized as None-Participating costs. The attached spreadsheet helps identify how the Iowa DOT came to these conclusions. Additional information on the federal funding process is available in the Project. Development Packet„ which can be accessed at www.lowadot.gov/local_systems/ publications/imllpa�llms.htm. If you have questions, I can be reached by telephone at 515 239-1788 or by e-mail at Jennifer.Kolacia@dot.lowa.gov. Sincerely, iX P ,{ Qq- Jenn ter '61acia i Office of Systems Manning JDK:plr Enclosure: Federal.Par°ticipating/Nor#-Participating Spreadsheet cc: Shane Wicks, Hail & Hall Engineering (with copy of enclosure) Tom Devine„ Office of External Audits (with copy of enclosure) i Consultant Agreement Participating vs Non-Participating Breakdown City of Fairfax, STP-E-2462(6[11)--8V--57 Hall Estimated Phase I PF only $32,395 Plus Braun subconsultant contract 7,720 Total Phase 1 only $40,115 Original Fed Authorization of PE$47,500 at 80% $3.8,000 Original Scope Paid Total to Non- Eligible for Invoices by City Date Participating Participation 30579 thru 10/31/09(prior to Fed author) 3,800.00 3,800.00 3,800.00 30669 thru 11/30/09 (prior to Fed author) 10,450.00 14,250.00 10,450.00 30 02 thru 12/31/09 (79.65%of hrs prior) 4,750.00 19,000.00 2,775.00 1,975.00 30810 thru 1/31/10 9,500.00 28,500.00 9500.00 308'92 thru 2/28/10 Hall&Hall 4,397.62 32,897.62 502.62 3,895.00 Hall&Hall to PH I Max .Braun 3,202.38 36x100.00 3,2012,38 31443 thru 4/30/10(beyond Max) 7,434,94 43,530.94 7,430.94 Braun 4,517.16 4,5.17,16 18'56 thru 7/31/10(beyond Max) _ 11,605.66 55,136.60 11,605.66 59,653.76 Total Non-Participating 36,564.22 Total Participating- Reimburse at 80% 23'089.54 Supplemental Work -Phase I-Preliminary 42„700.00 Phase 11-Final Design 211,605.00 Subconsultant Services 18,681.00 81,986.00 Reduction of Braun Contingency (478,00) Reduce to Actual Labor Cost($52,,594.41) (8,710.59) Portion Eligible for Fed Participating 72,797.41 Summary of Project Contract and Eligible for Participation Contract city FHWA Non- Eligible for City/H&H Portion Portion Participating Participation Original (revised)Scope, 59,65176 Non-Participating 36,564.22 36,564.22 Participating 80/20 4,617,91 18,471.63 23,089.54 Supplemental Scope 80/20 81,986.00 14,559.48 58,237.93 72,797.41 Supplemental Excess Cost 9,188.59 9,188.59 AportioTt beyond cost Contract Total 141,639,76 Obligations/Responsibility 64,930.20 76,709.56 All PE y� owa Department of Transportation PRE-AUDIT REPORT OF EVALUATION AND ASSURANCE Report No. PA-13-10-091-9-2-1 Desk Audit Date October 30, 2012 Page 1 of 4 PROJECT NU WNTRAMO. ESTMATE STP-E-2462(601)-8V-57, SA#1 Linn $82,00O.OQ Hall and Hall Enaineers A prey-audit evaluation was completed to establish the assurance of the company's accounting system as being adequate to segregate and accumulate reasonable, allocable and allowable costs,as indicated in 23 CFR 172 and other applicable State and Federal Regulations. The company's cost records support the cost proposal as submitted and in our opinion reasonably represent the costs which they will incur. The pre-audit was performed according to the provisions of applicable memorandum, governing reimbursement requirements in conformity with generally accepted government auditing standards and procedures, and accordingly included) such tests of accounting records as were deemed necessary for the circumstances_. Includes Subcontracts of: Braun Intertec $ 5,881.00 1,1.00.00 Douglas Rus 5,950.00 JCG Land Services 5350.00 $18^,681.00 Assurance Established as to Adequacy No Contract Officer: Jennifer Kolacia., Systems Planning Total Questioned Costs: $9.590.47 PRE-AUDIT ACCEPTANCE This pre-audit evaluation,is certified and approved by the Iowa Department of Transportation � OFFICE OF FINANCE PRE-AUDIT REPORT Certificate Number PA-13-10-091-09-2-1 I. Purpose of Evaluation: A. Request by Jennifer Kolacia, Systems Planning, to review estimate and supplement draft agreement#I to provide preliminary engineering services for a trail project in Fairfax, Iowa. Effort is associated with a revised alignment. Estimated Cost: Hall and Hall $ 82,000.00 Total Estimated Costs $ 82,000.00 B. Provide audit assurance that the established accounting systems are adequate for the purpose of properly identifying, segregating, and accumulating reasonable, allocable, and allowable direct and indirect costs to the applicable cost objectives. C. Provide audit assurance that proposed costs are supported by actual cost experience and are representative of the costs which will be incurred in the performance of agreement work. D. Report findings based upon evaluation of proposed costs. 1u. The evaluation, findings, and conclusions are based on compliance with applicable generally accepted government auditing standards; Project Development Information Packet for Local Public Agency Federal Aid Projects; Federal Acquisition Regulations,48 CFR Parts 31.105 and 31.2; Iowa DOT'Cost Determination Policy; all related State and Federal memoranda and directives; and guidance of Iowa DOT PPM Policy No. 300.12. II. Scope and Means Employed: A. Review of cost proposal and dlraft agreements as submitted. E. Request, receipt and review of cost information supplied by the consultant. C. Various conversations with Systems Planning and consultant personnel. III. Audit Findings: A. Hall and Hall I. Accounting System: We do not have any prior experience with this consultant. Based on conversations and information provided, we (provide no assurances that direct and indirect costs are segregated .and accumulated within an accounting system. However,documentation provided indicated that the consultant maintains some type of system that accumulates1tiracks hours incurred at loaded hourly rates. - 2 - PRE-AUDIT.REPORT Certificate Number PA-13-10-091-09_2-1 2. Contract Type: The Consultant estimated the project using hourly fee schedule structure to base the lump sum amount to be reimbursed, A lump sum agreement is appropriate when the contracting officer can establish the extent, scope, complexity, character and duration of the work to be required to a degree that just compensation can be determined and evaluated by all parties at the time of negotiation. Determination as to type of agreement used is deemed the contract officer's 3. Estimated Costs: a. Evaluation of the estimated labor hours as proposed by the consultant is considered to be the responsibility of the contract authority. b. The proposed labor billing rates used for estimating purposes are deemed to be inclusive of labor, overhead and fixed fee, Evaluation of rates indicate that the loaded rate are in excess of approximate fully loaded cost and profit factors. Cost evaluation is shown in the attached schedule. c. The consultant supplied an income and expense statement. Based on information supplied we were able to approximate an indirect cost rate of 127_'92/0. Such rate has been utilized in our evaluation of billing rates. d. The estimate contained non-salary project expenses amounting to $2,000 without detail,The amount is deemed reasonable and acceptable for contract negotiation. e. The auditor has include an allowance for Fixed Fee of 12%of labor and approximate overhead in comparison to the proposed loaded labor rates. f. No contingency has been proposed as part of the estimate,which is when using a lump sum agreement, B. Braun Intertec I. Accounting System: There is reasonable assurance that direct and indirect costs are (properly segregated and accumulated within the accounting system employed and that all such costs are and will be adequately supported. 2. Contract: The Consultant estimated the project using cost plus fixed fee structure to base the lump sum amount to be reimbursed. A lump sum agreement is appropriate when the contracting officer can establish the extent, scope,complexity, character and duration of the work to be required to a degree that just compensation can be determined and evaluated by all parties at the time of negotiation. Determination as to type of agreement used is deemed the contract officer's responsibility. 3. Estimated Costs: a. Evaluation of the estimated labor hours as proposed by the consultant is considered to be the responsibility of the contract authority. b. Proposed salary rates are representative of actual costs and are acceptable for negotiation purposes. c. The estimate proposed a payroll burden and overhead cost rates for consulting and drilling on direct labor is acceptable for contract negotiations. d. The consultant has proposed minor direct non-salary expenses. - 3 - PRE-AUDIT REPORT Certificate Number PA-13-10-091-09_2-1 e. Fixed Fee has been proposed at 13% of direct labor,overhead and direct expenses which is acceptable for negotiation purposes. f. Contingency has been (proposed at 10%of direct labor, overhead and direct expenses. Since effort will be reimbursed on a lump sum basis, contingency should not be included in the estimate. Removal is recommend, see attached schedule. C. B-rimTV1o0,, Douglas Riisp and JCG Land Services 1, Accounting System and Estimates: Based on size of the estimates and past history(or lack of history), we are providing no assurances that direct and indirect costs are segregated and accumulated within an accounting system. Further, we give no assurances that the estimates proposed are reflective of costs. IV. Conclusions and Recommendations: A, Hall and Hall 1, We do not have any prior,experience with this consultant. Based on conversations and information provided,we provide no assurances that direct and indirect costs are segregated and accumulated within an accounting system. However, documentation provided indicated that the consultant maintains some type of system that accumulates/tracks hours incurred at loaded hourly rates. 2. On the basis of estimating procedures utilized, cost evaluation has been performed (see attachment) that reduces the estimated costs. B. Braun Intertec 1. The accounting system used by the consultant is considered adequate to afford compliance with Federal/State cost reimbursement guidelines. 2. On the basis of estimating procedures utilized and the type of reimbursement proposed, cost evaluation has been performed (see attachment) that reduces the estimated costs. C. Brian Vo eg I; Douglas Riis,and JCG_Land Services 1. Based on size of the estimates and past history(or lack of history), we are providing no assurances that direct and indirect costs are segregated and accumulated within an accounting system. Further, we give no assurances that the estimates proposed are reflective of costs. - 4 - Purpose: Compare rates proposed to approximate average actual class wage rates with CAH and FF loaded. Also show affected on the proposed estimate using approximated actual cost rates as provided in 23 CPR 172. Note: updated schedule based on revised estimate dated 10/16/12. alev used an Lslimole. Category# 10 22 30 22 24 38 48 Class Name Proj Man Proj Sury Dsgn Eng Field Sury LS Arch Prj Coord Admin Proposed Loaded Elate 115.00 100.00 85.00 100.00 100,00 85.00 70.00 Aduaal role v based on informaiora supplied: Labor irate 44.38 28,49 22.99 28.49 38.00 24.75 23.80 OH at 127.92% 56.7'7 36.44 29,41 36.44 48.61 31.66 30,44 Labor and OH 101.15 64.93 52.40 64,93 86.61 56.41 5414 Fixed Fee r@ 12% 12,14 7.79 6.29 7.79 10.39 6.77 6.51 Total Loaded Actual Rates 113.29 72.73 58.69 72.73 97.00 63,18 60,75 :w:traarrated by!lull Ilrrll. Estimated Hours 273.0 22.0 262.0 32.0 10.0 8.0 8.0 Estimated Dollars 31,395.00 2,200.00 22,270.00 3,200.00 1,000.00 680.00 560.00 DL„(1 H FF 61,305.00 DE 2,000.0( Subconsult 18,681.00 Total Proposed 81,986,0( E-wiraraforl 11ours limes Aclu al nicer: Estimated Hours 273.0 22.0 262.0 32.0 10.0 8.0 8.0 Loaded Rates at Actual 30,927..190 1,599.98 15,375,91 2,327.25 970.03 505.44 486.03 DL,01Ei FF 52,192.53 DE 2,000.00 Subconsult 18,203.00 Recommended Budget 72,395.53 Cortclnusiom Based on the approximation of cost crates,our Pre-audit report would likely recommend reduction of the estimate as shown above, in order to use Federal Funds. INSTRUCTIONAL MEMORANDUMS 10 a Deputment To Local Public Agencies ion To: Counties and Cities Date: September 19, 2011 From: Office of Local Systems I.M. No, 3.005 ,Subject: Project Development Suburnittal Dates and Information Contents: This Instructional Memorandum (I,M,) lists the submittal dates for some of the major milestone events for development for Local Public Agency(LPA) projects that will be let by the Iowa Department of Transportation (Iowa DOT). It also summarizes the information that should be included with each submittal. Submittal Dates for Local Public Agency Projects Let by the Iowa (DOT Following are submittal dates for the (November 15, 2011, through April '15, 2014, Iowa DOT lettings. All submittals should be received by the Iowa DOT Administering Office on 'the dates shown below. However, early submittals are always encouraged. Concept Statement Preliminary Plans Check Plans Final Plans 21 Major I Min®r major Mirror Major Minor and PDC Contracts Letting (42 weeks) (16 weeks) (16 weeks) (11 weeks) (6 weeks) (5 weeks) (2 weeks) Turn-in Dane 11116/10 05/17/11 05/17/11 06121/11 07/26/11 08/02111 08/23/11 09/06/11 11/15111 12114/10 06/14/11 06/14/11 !, 07119/11 08/23/11 08/30/11 09/20/11 10/04/11 12/20/11 101111/11 07/12/11 07/12/11 08/16/11 09/20/11 09/27/11 10118/11 11/01/11 01/18/12 02/15/11 08/16/11 08/16/11 09/20/11 10/25/11 11/01/11 11/22/11 12/06/11 02/21112 03/15111 09/13/11 09/13/11 10/18/11 11/22/11 11/29111 12/20/11 01/03/12 03/201'12 04/19/11 10/18/11 10/18/11 11122/11 12/27/11 01/03112 01/24/12 02/07/12 04/17/12 05/17/11 11/15/11 11/15/11 12/20/11 01/24/12 01/31112 02/21/12 03/06/12 05/15112 06/14/11 12/13/11 12/13/11 01/17/12 02/21/12 02/28112 03/20/12 04/03/12 06/19112 07/12/11 01/10/12 01/10/1202114/12 03/20/12 03/27112 04/17/12 05/01/12 07/17112 08116/11 02/14/12 02/14/12 J 03/20/12 04/24/12 05/01/12 05/22/12 06/05/12 08/21/12 09/13/11 03/13/12 03/13/12 04117/12 05/22/12 05129/12 06/19/12 07/03/12 09/18,112 10/18/11 04/17/12 04/17/12 05122/12 06/26/12 07/03112 07/24/12 08/07/12 10/16112 111/15/11 05/15/12 05/15/12 06119/12 07/24/12 07/31/12 08121/12 09/04/12 11/20/12 12/13/11 06/12/12 06/12/12 07117/12 08/21/12 08/28/12 09118/12 10/02/12 12/181/2 01/17/12 07/17/12 07/17/12 08121/12 09/25/12 10/02/12 10/23/12 11/06/12 01116113 X17"1' „ 08/14/12 19 09118/12 10/30/12 03/13/12 09111/12 09/11112 1 10/16/12 11120112 11/21'112. 12118112 1 01102/13 0311911'3 04/17/12 10/16/12 10/16/12 11/20/12 12124112 12131112 01/22/13 02/05/13 04/16/113 05/15112 11/13/12 11/13/12 12/18112 01/22/13 01/29113 02/19/13 03/05/13 05/21/13 07/17112 01/15/13 01/15/13 02119/13 03/26/13 04/02/13 04/23/13 05/07/13 07/16113 08/14112 02/12/13 02/12/13 03/19/13 04/23/13 04/30/13 05/21/13 06/04/13 08/20113 09/11112 03/12/13 03/12/13 04/16/13 05/21/13 05/28/13 06/18/13 07/02/13 09/17113 10116112 04/16/13 04/16/13 05/21/13 06/25/13 07/02/13 07/23/13 08/06/13 10/15113 11/13112 05/14/13 05/14/13 06118113 07/23/13 07/30/13 08120/13 09/03/13 11/19/13 12111/12 06/11/13 06/11/13 07/16/13 08/20/13 08/27/13 09117/13 10/01/13 12/17113 01/15/13 07/16/13 07/16/13 08/20/13 09/24/13 10/01/13 10/22/13 11/05/13 01122114 CD 02112/13 08/13/13 08/13/13 09/17113 10/22/13 10/29/13 11/19/13 12/03/13 02118/14 03/19/13 09/17/13 09/17/1310/22/13 11/26/13 12/03/13 12124/13 01/07/14 03/18/14 04/16/13 10/15/13 10/15/13 11119/13 12/24/13 12/31/13 01/21/14 02/04/14 04115114 Page 1 of 4 W � � C rD m nr N p z Q � z p x � p i n ® � -V X ® x v ® m O -� p z z O � -� p z n p -� Q Po -Qp a' c rt O . 0 [D O C r0 O N m C: r4 rn rD O @ fn rD Ort C 'N ® r0 ® O rD m O rD m N fD m • O d Ort �' C rt r+ + C r3 LA C)r — rr w rr + w rr E' 1 rr o C_ -r _ m Q Oa 1, CT !n a i O—h a �^ a a a 7 w O a v a Q C- v a Ocr LA M O Cr �^ CU-0 rri CL Q Ca Q O O O O O O Q O O O O O —i O 0) D0 r x X" � n n n n n �, 3 iS o rD rD rD rD rD = rD 01 0 rp rD rDrDrD rD rD Q o FA N tri tri to to vo n to — n O w N W %4 tCs Ul cn oo Ul M w w 4O Ln 0-100 ? w vii v O Q a w Ln M UD 00 -I Iv oo O trr u-6 rc `D lal 9\l N c 4 CT rn O ud Q in O rD ' - rn O O Clt w O ai ®+ o m O T. O [n O 00 Ln to O N O 7 .i Ln rD �• O w 0 O to L" V)- O O Ca � � c�It mO w H O co Ud O O CT O I W rt: O W W Q G1 iad O O 0 Q rt G� W art C n �. p O V CD O O VO CO d� O rn v O O V Ln O i' V O O O O A v cu O O Cn OO O N O W > = O ®+ N O co m O O 0 0 00 0) O O tfT ih •S9? rD -V� -V>- i/? �* 7 O N V'� tri e✓ IVI. i/)- to V)- tr> iAti �-+ to 1^ �-& if)- iro- tr> tr} s !Z w NJ 3•-s N nd LO Ln N V N V rD w -Nw w N {n co N A. C � .. Ul w to co 4�- iv w � � `Ul `p A W m Iv Ln ov rt v O W `vl N 4 O O w F, 0 1 � O rn w LO mO � O cn ai — U1 O 00 F a M 00 O 1^ 00 CD 00 co > ul O t0 V �n PV O V? O O LM N � a! bad O 00 Pl [df U1 O O W Cn N to a w O �D V O O O O O --1 O a V Q O to e6 O O O In cn N In �- V O A 4P N Cis O O O O N rn > rD cn O W O V O O 00 W W A rh im O 00 O 00 O O O O Q 00 O � cm Cr a a � � 2 a a & a � 90. m rD m CD rD m m m rD (D m rD- Z7 N m N fla v m N m v w cu v r�-r � r�-r r�-r r�-r ,�-r rte•+ ,�-r e�—F r�-r f�-r rt m v m m v m o, m m v al ar rr r-r ,-r r-r r-r r-r .-+ r-r rt .-+• .-r rt• V1. O O O O O O D O O O q D O 7 O 7 O 7 O O 3 O PV ull O O O O O 00 O 0 O O O O O O O RESOLUTION NO. 2012-81 RESOLUTION AUTHORIZING A SUPPLEMENTAL AGREEMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR THE FAIRFAX TRAIL PROJECT ALONG HIGHWAY 151 FROM PRAIRIE AVENUE TO EAST CEMETERY ROAD WHEREAS, the Fairfax City Council has previously entered into a Professional Services Agreement with Hall and Hall Engineers, Inc. (Resolution No. 2009-51) to provide design and construction engineering services for the Fairfax Trail Project along the Highway 151 from Prairie Avenue to East Cemetery Road; and WHEREAS, the trail alignment along Highway 151 became unavailable after completing the preliminary design of this trail; and WHEREAS, the Fairfax City Council has decided to construct this 10 foot wade pedestrian trail along a new alignment, which is east of the unnamed tributary to Prairie Creek, instead of the original proposed trail alignment along Highway 151; and WHEREAS, Hall and Hall Engineers, Inc. has submitted a Supplemental Agreement to the Professional Services Agreement to provide design engineering services in connection with the preparation of the plan of improvements, specifications, and estimates for the 10 foot wide trail along the new alignment; .and WHEREAS, this Supplemental Agreement to the Professional Services Agreement does not include construction engineering services. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa,to enter into this Supplemental Agreement with Hall and Hall Engineers, Inc. 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 both this Resolution and Supplemental Agreement, Passed and approved this 13th day of November, 2012. AYES: Beer, Otto, Magers, and Wainwright NAYS: None Abstain: Frieden a' Jason Rabe, Mayor .ATTEST: �t Cynt is Stimson, City Clerk/Treasurer PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15"SAN) ITEM T'Y UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 MISC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20% $6,214.00 $37,284.00 ROUND $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTY UNIT COST TOTAL COST SAN MH 11 EA $4,000.00 $44,000.00 12" SAN 212.5 LF $40.00 $85,000.00 24" CASING 12.0 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 10 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS (2.1 AC @ $7 /AQ $15,000.00 $381,050.00 ROUND $400,000.00 'tj0- 5A ►ice ° a PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15" SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 MISC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20% $6,214.00 $37,284.00 ROUND $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTY" UNIT COST TOTAL COST SAN MH 1.71 EA $4,000.00 $44,000.00 12" SAN 212.5 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 1.0 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS (2.1 AC @ $7K/AC) $15,000.00 $381,050.00 ROU'NID $400,000.00 A do �ti P'RE'LIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15" SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 MISC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20°! $6,214.00 $37,284.00 ROUND $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTY UNIT COST TOTAL COST SAN MH 1.1 EA $4,000.00 $44,000.00 12" SAN 2125 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 10 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS(2.1 AC @ $7 /AC) $15,000.00 $381,050.00 ROUND $400,000.00 &L,a.o fir° 9 (10 3AB A'".6 V, eWMC � T° PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15"SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 MISC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20% $6,214.00 $37,284-00 i ROUND $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTY UNIT COST TOTAL COST SAN MH 11 EA $4,000.00 $44,000.00 12" SAN 2125 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 10 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS (2.1 AC @ $7K/AC) $15,000.00 $381,050.00 ROUND $400,000.00 �A vi ® a PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15"SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 M(SC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20% $6,214.00 $37,284.00 ROU NI D $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM CITY UNIT COST TOTAL COST SAN MH 1.1 EA $4,000.00 $44,000.00 12" SAN 21.25 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 1.0 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000,00 OTHER 20°I $61.,000.00 EASEMNTS (2.1 AC @ $7K AC) $15,000.00 $381,050.00 ROUND $400,000.00 } �y�1-0 , � 1 k�`� b 3A V �� f� PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12"SAN WITH 15" 'SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 346 LF $45.00 $15,570.00 M15C. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000.00 OTHER 20% $6,214.00 $37,284.00 ROUND $40,000.00 (EXTEND SANITARY SEWER TO,SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTYU N IT COST TOTAL COST SAN MH 1.1 EA $4,000.00 $44,000.00 12" SAN 2125 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $35,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 1.0 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS (2.1 AC @ $7K/AC') $15,000.00 $381,050.00 ROUNID $400,000.00 L-wo IWO{ � �v TO 7*0 PRELIMINARY PLANNING ESTIMATES 11/13/12 (REPLACE 12" SAN WITH 15"SAN) ITEM QTY UNIT COST TOTAL COST SAN MH 2 EA $4,000.00 $8,000.00 15" SAN 345 LF $4S.00 $15,570.00 MISC. 1 LS $3,500.00 $3,500.00 CONT. 1 LS $4,000.00 $4,000,00 OTHER 20% $6,214.00 $37,284.00 ROUND $40,000.00 (EXTEND SANITARY SEWER TO SOUTH SIDE OF SCHRADER DEVELOPMENT) ITEM QTY UNIT COST TOTAL COST SAN MH 11 EA $4,000.00 $44,000.00 12" SAN 212.5 LF $40.00 $85,000.00 24" CASING 120 LF $300.00 $36,000.00 10"SAN 1430 LF $35.00 $50,050.00 SAN SERV 10 EA $1,500.00 $15,000.00 MISC. 1 LS $35,000.00 $35,000.00 CONT. 1 LS $40,000.00 $40,000.00 OTHER 20% $61,000.00 EASEMNTS (2.1 AC @ $7K/AC) $15,000.00 $381,050.00 ROUND $400,000.00 R ell A 4 � � Preliminary Design -Original Alignment Scope - Preliminary Design on the Original Trail Alignment Along Highway 151- $59,653.76 - Amount Submitted for Reimbursement to Date- $42,620.60 $34,096.48 (Reimbursed to ®ate) Paid Total to Non- Eligible for Invoices by City Date Participating Participation 30579 thru 10/31/09 (prior to Fed z 3,800.00 3,800.00 3,800.00 30669 thru 11/30/09 (prior to Fed z 10,450.00 14,250.00 10,450.00 30702 thru 12/31/09 (89.7%of hrs 4,750.00 19,000.00 2,775,00 1,975.00 30810 thru 1/31/10 9,500.00 28,500.00 9,500.00 30892 t Hall & Hall 4,397.62 32,897.62 502.62 3,895.00 Hall & Hall to PH I Max Braun 3,202.38 36,100.00 3,202.38 31443 thru 4/30/10 (beyond Max) 7,430.94 43,530.94 7,430.94 Braun 4,517.16 4,517.16 1856 thru 7/31/10 (beyond Max) 11,605.66 55,136.60 11,605.66 59,653.76 Total Non-Participating 36,564.22 Total Participating-Reimburse at 80% 23,089.54 80% 18,471.63 Pay Back: $15,624.85 Supplemental Work(Revised Trail Alignment): PE Estimated by Hall and Hall Engineers,Inc. DL,OH FF 61,305.00 DE 2,000.00 Subconsult _18,681.00 81,986.00 Estimated Hours times Actual(IDOT)Rates: DL,OH FF 52,192.53 DE 2,000.00 Subconsult 18,203.00 Remove Braun Contingency # Eligible for Participation: 72,395.53 i Sewer Service to the Area North of Highway 151 (Possible Schrader Development) September, 2012 Sanitary Sewer Critical items: Lift Station and Pumps (will need to be replaced or another added to address the drainage for the entire noth basin) 6" Dia. Force Main (will need to be replaced or another added to address the drainage for the entire noth basin) 12" Dia. Gravity Main at 0.22% slope to the Lift Station (Likely will not be able to handle the 253 acres north of Highway 151) Existing Condition (Originally Designed for 430 Acres/Area added with the Prairie View Estates Development& PV Estates Lift Station) Lift Station: NOTES 7.0' Dia. For significant growth to the north, a second Lift Station will need to be added, or this one replaced. 2.0' Depth Can replace the pumps if necessary to make sure we have the correct pumps based on flows. Storage = 288 gal/ft or 576 gal total Two 600 pal pumps can pump approx. 430,000 gpd @ 6 hrs each (peak @ 600 gpm -0.86 MGD) 2-15hp pumps (500 or 600 gpm? each) Two 700 pal pumps can pump approx. 500,000 gpd @ 6 hrs each (peak @ 700 gpm - 1.00 MGD) Each Pump is currently working about 15 hours per day, or 3 hours total Two 800 pal pumps can pump approx. 570,000 gpd @ 6 hrs each (peak @ 800 gpm - 1.15 MGD) Force Main: 6" dia. (area =0.1963 feet) Another force main will need to be added, or this one replaced, to address significant growth to north @ 6 ft/sec. - 1.178 ft/sec 529 gpm Restriction of exist pipe b/n 530 and 620 gpm @ 7ft/sec. - 1.374 ft/sec 617 gpm @ 617 gpm, we can double our current peak flows of about 300 gpm @ 8ft/sec. - 1.571 ft/sec 705 gpm 12"dia. Gravity Main: 345 LF at 0.22%Slope Per design can carry a maximum flow of 1.31 cfs or 588 gpm Restriction of exist pipe @ 0.85 MGD,or 590 to 600 gpm Existing Flows measured in September- Normal Peak flows around 250 to 290 gpm with occasional flows reaching 330 gpm Ave.flows about 90 to 95 gpm Existing Developed Area that Drains to the Arps Lift Station -216 Acres Design Flows for this developed area - 327343 gpd or 227 gpm (Ave. Flows) We're seeing approx. 90 to 95 gpm (or 40 to 45%of the design floows) 874,203 gpd or 607 gpm (Peak Flows) we're seeing approx. 290 to 300 gpm (or 45 to 50%of the design floows) We can anticipate an additional 151 acres (approximately) draining to the Arps Lift Station with the build out of the existing serviced area (53 acres) and the south portion of Schraders development (98 acres) 151 acres/216 acres--approx. 70% pt- a m LA m Ln m Aa� co n to n �� V -0rg v� N to D NLA m rn Q m r, CD m rD v O o m O 0 rD rn �—" �rq "' rD ' rt r*. n to n c to ° w o r ¢41 u�i CL �' 0 rD 7 fiD .* a�u n 2 m r[t7r C v's o r rL o ° o rt rD �rt rD Q �, N ° rt r �' CL � Q Ln _ �' n n LACL L ID rA C Baa m A m p I r^� l - 03 :, 'CS 7 �D �, '" m 0 m rq -s 00 w G2 ISA -VSSS X n ' � C "O w �' CD X rn "O x © v f0 _ Lq Q. rrD te+ r+ rDrD r r C wru � to ars CrD O Ej rC Q ID rA O k .Srt rD X r* rt ° p Ln m CD FU - O IDrD ' y W twu n , p CL rDLn 0 N r rt 5C' Cx v Ln 0 rD 7 M r* Q O p 'V ID :-rw ° 7 rr 0 rD o 0 p H Q ] } EL rt U'1 1p iLni ;V)- W 93 O N Cr) „ W O t0 0) O D O O w O to tri O O 0 O O tN A y+ NPl -4 U-1 In O .. `' l0 N' W W O -1 " I3 4n WC) tU O Vi to Ol �C3y 00 O 0 O � O ua' O �"W �. O Ln to ', lrl a V 0 CO3 0 O Q O �0 O O O O O O I Ln la� O Q vi m .xrD 0 �„ 0 a c 3 cr'I -p v; p — z cu +D r* 3 �+ [p ? 0m 0 m 0 CD CL cr nin OLn �+ 0 7 m 0 m (.ncn :; rr rD n C Uq ,+ rD (D crrD 'Cy 7 0 Q t 0 P1 rD c (A F m rt cr lu m , r C m Q 0 c 3 0 CTo 00 :, C c c CL M _ 3�r CL UQ n rorD m N m Q Ln M Z m (Dv o L, s c m -0 A m o - rZ m m mm o 0 n �* y 0 0 `C 0) –0i, 0 C Z7 3 0 m ' m 0 0 o 0 CL CL 00 LDLnl a 0 kjo 0 0 - 0 iLrt 0 0 to qj*� 4A. Ql� io � p tD [D lv N 40 0o 00 G1 m rn 0 CG iD 0 0 lO 4 iso 0 0 0 0 0 0 C 10 u, o c cn 0 0 0 0 0 0 0 0 0 0 r PHASE II EXPENSE REPORT Shane and I have been going over the financials for special projects. While we were reviewing the total expenses and amount left for the Phase II Water Main Project, we ran across an issue that I need council direction. The first three engineering bills for the Phase II Water Main Project Nancy paid from other funds, not the bond proceeds. I assume this was because the bond hadn't been sold yet. (Instead of starting a Phase 11 Water Main Project checking and running it negative until the bond sale.) Here is a breakdown of the amounts: $5,443.00 was paid from regular water funds $6,112.01 was paid from sewer funds $5,767.49 was paid from 09 LOST funds $17,322.50 Shane and I need to know exactly how much is left in the project funds. Your decision will affect this. Do you want me to transfer the funds from the Phase II Water Main Project bonds back into these other funds or leave the expenses as booked? Currently, the Phase II Water Main Project fund has a balance of$117,674.38. There is still some work to complete for the project. Shane is estimating that about. $47,000 will be needed to complete the work. That currently leaves about $71,000 that can be used towards the Phase III Water Main Project. As the $3,447.77 from Phase I and these funds from Phase II are transferred to Phase III, that frees up the other bond dollars for the park project. The decision on how to handle those Phase II expenses will affect the ending amount available for the park project. WATER MAIN I PHASE III AND PARK PROTECT REPORT Date Payee Description Expenses Income 11/10/2011 Bond Proceeds Phase III W 204,402.35 11/10/2011 Bond Proceeds Park P 2,054,243,60 Balance on Hand LOST 04 Funds Sewer Improvements LOST-S 31,852.37 Ballance on Hand Phase I & 11 Water Improvements W 74,138.27 8/9/2012 Grant Trees P 6,700.00 7/14/2011 Hall & Hall Engineering 287.50 W 7/14/2011 Hall & Hall Engineering 948.75 P 8/12/2011 Hall & Hall Engineering 4,,398.75 P 8/12/2011 Hall & Hall Engineering 1,„205.26 LOST 8/12/2011 Hall& Hall Engineering 16,786.01 W 8/12/2011 Hall& Hall Engineering 3,752 48 P 9/15/2011 Hall& Hall Engineering 1„324.74 LOST 9/15/2011 Hall & Hall Engineering 7,458.70 W 9/15/2011 Hall & Hall Engineering 4,124.45 P 9/15/2011 Hall & Hall Engineering 3,350.00 P 10/12/2011 Dave Schmitt Const. Pay#1 6 ,662.08 W 10/12/2011 Hall& Hall Engineering 6,149.25 P 10/12/2011 Hall& Hall Engineering 1,.246.20 LOST 10/12/2011 Hall& Hall Engineering 7,016.50 W 10/12/2011 Hall & Hall Engineering 3,879.93 P 10/13/2001 Proforma Official Statement 121.56 W 10/13/2001 Proforma Official Statement 1,229.14 P 11/9/2011 Dave Schmitt Const. Pay#2 28,076.17 LOST 11/9/2011 Dave Schmitt Const. Pay#2 78,,331.18 W 11/9/2011 Dave Schmitt Const. Pay#2 85,026.63 P 11/11/2011 Hall& Hall Engineering 5,085.08 W 11/11/2011 Hall & Hall Engineering 13,„598.75 P 11/11/2011 Hall & Hall Engineering 2„387.82 P 12/16/2011 Hall & Hall Engineering 908.85 W 12/16/2011 Hall & Hall Engineering 17,469.10 P 12/16/2011 Dorsey&Whitney Legal 1,672.35 W 12/16/2011 Dorsey&Whitney Legal 1.1.,527.29 P 12/16/2011 Speer Financial Bond Fees 1,234.59 W 12/16/2011 Speer Financial Bond Fees 8,509.86 P 1/16/2012 Hall & Hall Engineering 111.25 W 1/16/2012 Hall & Hall Engineering 6,322.75 P 2/17/2012 Hall & Hall Engineering 25.00 W 2/17/2012 Hall& Hall Engineering 44,781.87 P 3/19/2012 Hall& Hall Engineering 48,350.04 P 4/16/2012 Hall& Hall Engineering 15,,805.87 P 5/9/2012 Dave Schmitt Const. Pay#3 21500.00 W 5/9/2012 Dave Schmitt Const. Pay#1 147,163.55 P 5/10/2012 Hall & Hall Engineering 16„626.75 P 6/13/2012 Dave Schmitt Coinst. Pay#2 2.81,407.62 P 6/13/2012 Seydel Construction Pay#1 6,819.10 P 6/15/2012 Hall & Hall Engineering 517.50 W 6/15/2012 Hall& Hall Engineering 22,750.60 P 7/11/2012 Dave Schmitt Const. Pay#3 362,579.39 P 7/11/2012 Seydel Construction Pay#2 66,135.21 P 7/1.2/2012 Hall & Hall Engineering 4,997.80 P 7/12/2012 Bluegrass Play Spring Riders 1,195.00 P 8/15/2012 Dave Schmitt Const. Pay#4 279,916.64 P 8/15/2012 Seydel Construction Pay#3 71,430.50 P 8/16/2012 Boland Recreation Equipment 11,887.00 P 8/16/2012 Boland Recreation Equipment 5,095.65 P 8/17/2012 Elster AMCO Water Meter 2,243.27 P 8/17/2012 Hall & Hall Engineering 4,795.45 P 8/17/2012 Wilson Hite Ins. Builder's Risk 790.00 P 9/12/2012 Dave Schmitt Const. Pay#5 90,893.14 P 9/12/2012 Seydel Construction Pay#4 98,936.06 P 9/13/2012 Hall & Hall Engineering 4,577.20 P 9/13/2012 Hall & Hall Engineering 100.00 W 9/13/201.2 Menards Supplies 224.82 P 9/13/2012 Pace Water Wheel 10,151.90 P 9/13/2012 Boland Recreation Equipment 15,810.00 P 10/10/2012 Dave Schmitt Const. Pay#6 39,097.21 P 10/10/2012 Seydel Construction Pay#5 63,445.79 P 10/11/2012 Alliant Energy Electrial Work 137.43 P 10/11/2012 Baker Paper Dispensers 189.36 P 10/1.1/2012 Hall & Hall Engineering 717.60 P 10/11/2012 Hawkeye Fire Extin. & 1st Aid 511.50 P 10/11/2012 Menards Supplies 64.86 P 10/11/2012 Outdoor Rec. Playground Equip. 44,900.00 P 2,150,773.65 2,371,336.59 Expense Totals as of 10-17-2012: Phase Ili 181,818.15 Park 1,968,955.50 2,150,773.65 Available Funds: Remainder from Phases I & II Estimate 74,138.27 previous estimate LOST 04 Money Used 31,852.37 Bond Proceeds Water 204,402.35 Bond Proceeds Park 2,054,243.60 Grant Funds Trees 6,700.00 Subtotal 2,371,336.59 Spent 2,150,773.65 Subtotal 220,562.94 Retainage Dave Schmitt-Phase ill 0.00 Retainage Dave Schmitt-Park 63,213.56 As of 10-09-12 Retainage Seydel-Building 16,078.25 As of 10-09-12 Subtotal 141,271.13 Yet to Bill Dave Schmitt-Phase Ill 2,500.00 per Shane 10-23-12 Yet to Bill Dave Schmitt-Park 75,754.32 Basedon Contract Amount Yet to Bill Seydel-Building 3,881.27 Based on Contract Amount Yet to Bill Hall and Hall-Eng. 4,642.20 Based on Contract Amount Yet to Pay For 2 Batting Cages 6,000.00 previous estimate Yet to Pay For Electrical to Site 5,862.57 net previous estimate Yet to Pay For Incentives [?} 10,000.00 per Shame 10-23-12 Yet!to Pay For Bike Racks 825.76 Actual Bill lin Hand Balance 31,805.01 Yet to Pay For Flag Pole ?? Hall and Hall Engineering: Water Phase III 28,296.319 Park Project 229,785.21 LOST Sewer 3,776.20 Subtotal 261,857.80 Not to Exceed-Phase III 46,500.00 Not to Exceed-Park 220,000.00 Yet to Pay 4,642.210, Dave Schmitt Construction: Water Phase III 150,493.26 Park Project 1,286,084..18 LOST Sewer 28,076.17 Subtotal 1,464,653.61 Contract-Phase III 272,452.80 Contract-Park 1,338,875.17 Yet to Pay 146,674.36 5eydel: Building-Park 306,766.66 Subtotal 306,766.66 Contract-Building 326,726.18 Yet to Pay 19,959.52 CLAIMS DIST November 13, 2012 Checks Already Written: Cheek# Date Payee Purpose Amount Debit 10/29/2012 USPO Newsletter Postage 175.02 Debit 10/31/2012 USPO Water-Postage 95.25 Debit 10/31/2012 USPO Sewer-Postage 95.25 Debit 10/31/2012 USPO Garbage-Postage 95.26 ACH 10/15/2012 US Treasury Payroll Taxes 1,379.53 ACH 10/20/2012 Elan Credit Card Balance 1,083.911 ACH 10/22/2012 US Treasury Payroll Taxes 1,388,74 ACH 10/29/2012 US Treasury Payroll Taxes 1,506.012 ACH 10/30/2012IPERS Payroll 4,486.20 ACH 11/1/2012 AFLAC Payroll Premiums 216.36 ACH 11/1/2012 UnitedHealtheare has. Co. Policy Premium 182.70 ACH 11/1/2012 UnitedHealtheare Plan Policy Premium 4,086.60 ACH 11/1/2012 US Treasury Payroll Taxes 984,17 ACH 11/5/2012 US Treasury Payroll Taxes 1,379.53 ACH 11/10/2012 FSSB SIC for ACH File 25.00 ACH 11/12/2012 US Treasury Payroll Taxes 1,379.53 3611.6 10/15/2012 Jeff Ammeter Water-Payroll 666.94 36117 10/15/2012 Ronald Dusil Gen-Parks-Payroll 717.90 3611.18 10/15/2012 Kathy Everett Gen-DCC-Payroll 434.72 36119 10/15/2012 Lynn Miller Gen-Parks-Payroll 595..2:2 36120 10/15/2012 Cynthia Stimson Gen-CC-Payroll 684.23 36121 10/15/2012 David Yanecek Gen.Bldg.-Payroll 616.06 36122 10/15/2012 Kenneth Selzer Refund 40.00 36123 10/22/2012 Jeff Ammeter Sewer-Payroll 666.93 36124 10/22/2012 Ronald Dusil Gen-Parks-Payroll 717.90 36125 10/22/2012 Kathy Everett Gen-DCC-Payroll 434.72 36126 101/2212012 Lynn Miller Gen-Parks-Payroll 595.22 36127 10/22/2012 Cynthia Stimson Gen-CC-Payroll 684.23 36128 10/22/2012 David Yanecek Gen-Parks&EMA-Payroll 631.31 36129 10/29/2012 Jeff Ammeter Sewer-Payroll 666.93 36130 10/29/2012 Ronald Dusil Sewer-Payroll 717.90 36131 10/29/2012 Kathy Everett Gen-DCC-Payroll 434.72 36132 10/29/2012 Lynn Miller Water-Payroll 595'.22 36133 10/29/2012 Cynthia Stimson Gen-CC-Payroll 998.44 36134 10/29/2012 David Yaneeek Water-Payroll 616,07 36135 10/30/2012 Debra Warner Net Deposit Refund 58.68 36136 10/30/2012 Lisa Wise Net Deposit Refund 47.43 36137 11/1/2012 Joel Barnhart Gen-Lib.-Payroll 538.99 36138 11/1/2012 Catherine Bayne Gen-Lib.-Payroll 2,538.92 36139 11/1/2012 Lynette Upchurch Gen-Lib.-Payroll 141.71 361.40 11/1/2012 Beth Wilz Gen-Lib.-Payrolll 492.76 36141 .11/5/2012 Jeff Ammeter Water-Payroll 666.93 36142 11/5/2012 Ronald Dusil Gen-Parks-Payroll 717.90 361.43 11/5/2012 Kathy Everett Gen-DCC-Payroll 434,72 36144 11/5/2012 Lynn Miller Gen-Parks-Payroll 595.22 36145 11/5/2012 Cynthia Stimson Gen-CC-Payroll 684.23 361.46 11/5/2012 David Yanecek Gen-Bldg.-Payroll 616.06 36147 11/12/2012 Jeff Ammeter Water Payroll 666.94 36148 11/12/2012 Ronald Dusil RU Payroll 71'7.91 36149 11/12/2012 Kathy Everett Gen DCC-Payroll 434.72 361.50 11/12/2012 Lynn Miller RU-Payroll 595.22 36151 11/12/2012 Cynthia Stimson Gen CC-Payroll 684.23 36152 11/12/2012 David Yanecek Water-Payroll 616.06 Subtotal 41,32,2.36 Checks To Be Written This Fiscal Year: Alliant Energy Utility Bills 3,725.49 Altorfer,Inc. Supplies 2,530..74 Aramark Mats&Uniforms 758.44 Baker Paper Co.„Inc. Supplies 120.50 Banker's Trust Debt Payments&Fees 69,745.24 Bayne, Catherine Library Reimbursement 3191.14 John J.Billings Estate Check Re-issue-Net Deposit Refund 33.36 Boxa,Dustin or Taanara Deposit Refund 60.00 B&W Lock Co. F/D 674.00 BWI Library 895.39 Cargill Road Salt 878.08 Carus Corporation Water Supplies 98'7.00 Cedar Rapids Photo Copy,Inc. Library 34.26 Center Point LP Library 85.08 Certified Pest Control Library 65.00 Corridor MPO Annual Membership Fee 78'5.81 Crown Trophy F/D 31.80 Data Technologies„Inc. Annual License& Support 2,585.94 Dave Schmitt Construction Park Project Materials 962.09 Dave Schmitt Construction Park Project 31,132.60 Dave Schmitt Construction Phase III,Extenstions,&Lot Project 2,500.00 Des Moines Stamp Library Supplies 88.30 Dusil,Ron Keys 5.95 Eastern Iowa Building, Inc. New Building 26,331.00 Edgewood Hardware&Rental Kerosene 5'0.31 Elan Credit Card Balance 1,025.22 Environmental Fabrics,Inc. Sewer Work 2,000.00 Fareway Stores Supplies 282.48 Fauser Energy Resources Fuel 1,919.63 Feld Fire FID 450.00 Foremost Promotions F/D 26532 Gardner Publishing, Library Books 112.50 Gazette Communications Publications 221.82 GCR Tire Center's Tires 2.80.49 Hall&Hall Engineers,Inc. Engineering Fees 5,9511..55 Hawkeye Fire and Safety Company F/D 426.15 Hawkeye International Trucks Service 2015.58 Heiman F/D 834.68 Iowa Finance Authority Debt Payments 35,475.00 Iowa Game and Fish Library 10.00 Iowa Gardener Library 17.9,5 Iowa One Call Locates 98.20 Iowa Rural Water Assoc. Dues 250.00 Jacobs,Adam Deposit Refund 601.010 Johnson County Refuse,Inc. Solid Waste Service 8,712.00 Junior Library Guild Library Books 70.00 Kalem, Chris Tools 329.197 Keystone Labs,Inc,. Testing 252.58 Kirkwood F/D 90.00 LL Pelling Seal Coat 90.30 Life Time Fence Company Posts 21.511 Linn County REC Utility Bills 1,714.68 Linn County Sheriffs Office Police Services 6,786.010 Lisbon Electric Accident Repairs 1,250.00 Matheson Tri-Gas,,,Inc. Welding Supplies 16.06 Menard's Supplies 521..21 MidAmerican Books Library Books 163.63 MidAmerican Energy Utility Bills 231.47 Midland GIS Solutions GIS Project 2,007.00 NCS Computer Services&Parts 32031 Northtowne Cycling&Fitness Bike Racks 825,76 Pace Supply Park Project 119.40 Penworthy Library 359.32 Port O Jonny,Inc,. Toilets 98.00 Professional Plumbing Services,Inc. Winterizing Park Restrooms 952.50 Quality Cleaning,Equipment FID 58220 RDJ Specialties,Inc. F/D 1,746.00 Sandry Fire Supply,LLC F/D 1,391..00 Sankot's Garage,Inc. Vehicle Parts&Labor 102...67 Schimberg Co. Supplies 233.72 Schrader Excavating&Grading Co. Hauling 2,770..29 Seydel Construction Building Project 3,623.20 Seydel Construction. Building Project 16,336.32 Sled Shed,Inc. Parts 317.78 South Slope Telephone Service 537.31 Staples Supplies 441.96 Staples Supplies 44.26 Strategic Print Solutions Print Agreement 583,35 Strategic Print Solutions Qtrly Reconcillliation 504.41 Toner,William Jr.or Becky Deposit Refdnd 60.00 US Cellular Cell Service 233.97 Van Meter Library Supplies 93.20 Vinyl Graphics CR F/D 896.00 Wagner, Vonnie or Staab,Brent Deposit Refund 60.00 Whannel, Jay or Elizabeth Deposit Refund 60.00 Wilson-Hite Insurance Inc. Insurance 109.00 Wilz,Beth Library 1.0.69 Wisnousky,Brad. FID 63.33 TOTAL 292,046.80 UNITED STATES P OSTAL.SERVJCEn LEINANE-FAIRFAX lA 12/05/12 PO BOX 9998 CEDAR RAPIDS IA 52406-9998 Illli�lelllil��'��IIII�EII�rIllllnlrlol�I111"�I�I�IIIIIII'In�ll POSTAL CUSTOMER PO BOX 337 FAIRFAX IA 52228-9337 10/25/2'012 Dear Customer.- The ustomer:The Postal Service has established a review/process for certain Post Offices known as the POST Plan.The Fairfax Post Office was among the offices evaluated under the POST Plan criteria.The Postal Service is now soliciting community input through the enclosed survey to help determine the best course of action for providing postal services to your community. After receiving the results of this survey,the Postal Service will examine the responses and, unless the community has a strong Preference(more than 60 percent)for conducting a discontinuance study for the Fairfax Post Office and establishing one of the additional sources of services described below,the Postal Service intends to maintain the Fairfax!Post Office with 6 hours of window service each weekday.Current Saturday window service hours and access to delivery receptacles will not change as a result of the POST Plan realignment of weekday window service hours. In addition to this survey,the Postal Service will gold a meeting at the Fairfax Past Office at 418 Vanderbilt St, Fairfax IA,52228 on 12/5/2012 at 5:30 PMto answer questions and provide additional information about POST Plan.At the meeting,local management will share the results of the survey,answer questions„and solicit input regarding the time of day the Post Office will be open.Although survey results will be known and shared,the Postal Service will not make a final decision regarding this office until after the public meeting.This will enable the Postal Service to obtain all community input and opinions,from both the surveys and the meeting,before making a final decision. The Postal Service is also seeking locally established businesses or organizations to serve as contractor-operated postal retail units in communities like yours. If you are interested in operating a postal retail unit,please visit the website at http.//about.usps.com/news/el'ecfron€c-press-kits/expandedaccesslwietcome.htm for additional information. Cenerallly,these contractor-operated postal retail units will operate in combination with a community's Post Office. However,selection of the third option in the attached survey indicates a preference of your Post Office to be studied for discontinuance with the establishment of a contractor-operated unit as a replacmeint for the Post Office. Please return the enclosed survey in the postage-paid envelope provided by 11/21/'2012.We kindly request the inclusion of your mailing address so that we can ensure that one survey response is submitted'per address.Please note that your response may be entered into a publicly accessible record. Thank you for your cooperation. Sincerely, Karen,S ILenane Csdc Coordinator Page 1 ! i STATE OF IOWA Counties of Lina and Johnson ss. 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Mayor SVfi3tl1 GA CUH Pn€au(;ua4ae a4(:;o s}sod aq}'hep aad:e nowledgred by Tim RabecaE€odtlre n¢eiln to orderat.? 3SFl4H Y3dO03 tl3YiONdliS#d!U[i bE'OLS::du!lanoa lunawe 4dns `Wrw t a f3tyt Cauridif crrllrars Present JoAi SIPtr3 fid aad°k9L 5{a a}ea ayd le Ua}}eaaa4d Pue` l]1l November 23rd, 2012 Beer,Bernie.Prt¢don,Travrs Otto;:. OgOFi3Sf10Fd. '?13hbO 'tt3d AS!M '85"€EL`6L5 to dunowe a4! U! 1.099/t Marc,Megers and Ma anne Warn- 3A015 H11WS 3Ab'O. 94. dd!UCl o} }saga}u!sr fa( SE BZZ`94l$#a dunowe wridW Otheccr6l sYaiEPreaent CY- 56w311070H pcipur1d a4d u{ pue waa us 1005pr! s m e„u� m m.r a,�” ,v a� U - -35fddH y tn7R! NOOMD 68 woun aol s ierd 4a}4m uoldde pa!j(}ua-anogr A;R�SOLUTION ACCEPTING TF 53X08 IOOt"3lll a41 ul uorl!dad e }ant13 anoga a41 AIRFAXX PLAYGROUND. PALS -OWOI[IV NJCiNI'�h0,:NAOAXO }o slaa!�aql}o ans�O 64}u}?Id rlo Mau CWS FAIRFAX Cd1'Y PARK 'Ah 31SVttM t�1Aal} ES LZ 'EZ olid- !4 aaaAt fft trb!;160U 0aaay aae na,X � 61 v. S andVvadnwrtghl Nays, Nol SW tIO10H3SGYOM a1NyO FrEf 0 RaMPLE>t ',''R ' okrour}darrAjd lckaYar Rab¢d¢ r y0f71 HSN3LtS Nbf OOV35r�tOn �t a0 35nOd5 hFiikrlua;app; 47� tlltat,t C7� C�J1 fl N3d3 N' fhOs�4 At 5h0 IJ31so r RFSOLU'fPCtN201273€BUEYadopled. H O3eid1 �'FId3150 Mtadiorted bY.Mas_ters seconded bY'O NNyMAMae 31OOd lC WR!yCI f Ct32d IV dAl 13 toapgraT¢R. SOILUTIONNO.20T2 Sldyd3'SJI {ftatlrZ Sldb'd f3 dO 35f16d5: `38dAi1VlOW CO A':RESOLUTIOPd TCP APPROVE'Pr Oinv `3NINNVW .AGNl3.'u _1 tun 5A APPLICATION NO-T PROM DA, 'PUn pa:lefsa41;o'S}Ua}Aloa0d}} {4!du!e sizkMITT CONSTRUCTION COMP UIRIZU pUe }U2wiked 1lnL ail Uw o} ZIOZ "d'T`JNI71152t3S5N,t+E1 C 3WOH NY, INC. FO€�Tk FAIRFAX Cl' 'H16..�agwaaaO.AVCINr vs W.,le Cp€d.'•B PARK AND GTHLETIC FIEL 14un ane4 II?m ObZS enrol::"d}aUan 301MA2i-1 �IIt{ NfI03 ens 'd'L `JN€ lAN35 SNNO1 COMPLEX d old cad! vote: Ar 66Z WS Od '1.aallS PXE WlE "a15�a 3WOH Dye 01 153b3.LN1 NI 80S 9.eer, F.Medibn, Otto, Masers,'.< 015 U,JuungVV de pademl s}µurt a6ga41s-.-53J3fi5 ;S803yf 'H'3 3NI SI�H7 W84nwrrghk;R€aYs Nflne. Motlori:c a4d la sdUeual a4t day Uar-d Aµrtµaetl AIN6o0NumNo;j Am N& rted M00r_Rabe¢deedarea RESOL 0150,1615-d143 lMdt a46 do d'sL9 aaµde4}a imno31?I�lsia vmok 3111 Nt :TION 2012-74 duly addPted. of luensand.uo!d!Soa5!0ao ales}o aatd®N_ --::.L96ZLOADOa'oN:.ase,3 -..- lVMot€oned t V mash'seconded by.L 33liOM 17131 3OI LGTdVr l mNl'el yO to:aoorove RESOLUTION NO,2012- A RESOLUTIOIW 710 FAPPROVE:f0 3J13Z'# ,APPLfCAT.ION NO.b FROM 5EYG. CONSTRUCTION COMPANY, I �tA FOR THE FAiRPAX BUILDING. Diane G k f,ROVEMENT PROtECT Rau; aiN11 1YVi S kid 1� s �' vt9te. AYeS� Pieer, :Fr4¢tlen C Masters and Wainwrrightt Nates W"! ��S 9YLYi�� i��R6M ;' 4r' ' lYlvtton crrrlad Mayde flab¢de¢le �r��OLU�'tC1N2tlk2751td14UdoPIt}d � ��. �� `9+ Motioned bY'Maa¢rS,secandad bV.Okka 7G;p0 t0,600roveI SOLU710NNO x012 16, Kalem Cios:e'foois329.97 63222 A RESOLU.TION-ACCEPTING'TFI> K VskoneLab's Inc,7¢sting252.58 _ PA€RFAX BUILDfNG IMPROVE- Kirkwood F/D 90.00 AAE NT:PRO.JECT.-' Roll call vote: Lite Tim¢Fenm Fence coaanY Posts 21;50 a4es: Beer Fradlesn__01to, Magers Linn County REC UHIRY BM51 714.6& ata(Wainwetght Nays: None. M060 Linn County Sheriff's Office Police Ser-. carried. Mayor Rabe declared RE5O- vices 6,786.06 Lisbon Electr€c Accident. Repa€rs