HomeMy WebLinkAbout08/25/2015 Council Minutes CITY OF FAIRFAX
SPECIAL CITY COUNCIL MEETING
August 25, 2015
The special meeting of the Fairfax City Council was held August 25, 2015, at Fairfax City
Hall. Mayor Rabe called the meeting to order at 6:00 PM. Council members present: JoAnn
Beer, Bernie Frieden, Travis Otto, Marc Magers, and Marianne Wainwright. Other city staff
present: Cynthia Stimson, Cathy Bayne, Mike Sankot, Brian Merta, Kevin Stensland, and Lynn
Miller. Shane Wicks and Joel Gross, from Hall and Hall Engineers, Inc. were also present.
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 dated August
11, 2015. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried.
Motioned by Magers, seconded by Beer to place on file the Planning and Zoning Commission
minutes dated August 18, 2015. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays:
None. Motion carried.
Mayor Rabe announced that Ron Dusil will be retiring on Friday, August 28, 2015, after 40
years of employment with the City of Fairfax. He presented Ron with a plaque and read a
proclamation designating Friday, August 28, 2015, as Ron Dusil Day in Fairfax.
Fire Chief Mike Sankot discussed the need for more space and his suggestion that the City of
Fairfax look into purchasing the property next to the fire station/city hall property. The property
owner was present and discussed asking price and submitted appraisal reports. The City will get
a cost estimate for demolition and discuss this topic again next meeting.
Lynn Miller stated that it is great having Brian Merta and Kevin Stensland working for the
City. The new warning sirens are in place and should be operational later this week.
Kevin Stensland went through a report on the City's water and wastewater systems. The
report highlighted items completed, items yet to do, goals, and equipment needed. Kevin stated
that Dave Yanecek has been invaluable helping him while he works on maintaining the systems.
Quotes were reviewed for Omni XR-50.
Motioned by Beer, seconded by Otto to approve the quote from Jetco for the Omni-Site XR-
50 equipment and installation at three locations for a total quote of$5,336.50 and the three year
contract for standard service at four locations from Omni-Site for $3,024.00. Ayes: Beer,
Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried.
Motioned by Frieden, seconded by Magers to approve the quote for lab equipment that will be
used for both water and wastewater from Hach for $5,537.02. Ayes: Beer, Frieden, Otto,
Magers, and Wainwright. Nays: None. Motion carried.
JoAnn Beer stated that the Movie in the Park and detention basin clean-up went great. She
asked about placing benches and maintaining the detention basin area. The park equipment for
Driftwood Lane Park will be installed on Tuesday, September 15. Volunteers are needed. Marc
Magers will supply one or two generators for the event.
Motioned by Magers, seconded by Otto to approve the financial reports as submitted. Ayes:
Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried.
Mayor Rabe opened the public hearing concerning the Phase 4 Water Main Replacement and
Vanderbilt Street Paving Reconstruction Project at 6:46 PM. No comments had been received at
the city clerk's office and no one present made any comments. Mayor Rabe closed the public
hearing at 6:47 PM.
Motioned by Wainwright, seconded by Otto to approve RESOLUTION NO. 2015-65, A
RESOLUTION ADOPTING PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
ESTIMATED COST FOR THE PHASE 4 WATER MAIN REPLACEMENT AND
VANDERBILT STREET PAVING RECONSTRUCTION PROJECT. Roll call vote:
Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe
declared RESOLUTION 2015-65 duly adopted.
Discussion was held concerning the five bids received for the Phase 4 Water Main
Replacement and Vanderbilt Street Paving Reconstruction Project. Hall and Hall Engineers, Inc.
is recommending awarding the contract to the lowest bidder, Rathje Construction, Inc., with a
bid of$752,644.32 with all alternates.
Motioned by Wainwright, seconded by Beer to approve RESOLUTION NO. 2015-66, A
RESOLUTION APPROVING AND MAKING AWARD OF CONTRACT FOR THE
PHASE 4 WATER MAIN REPLACEMENT AND VANDERBILT STREET PAVING
RECONSTRUCTION PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and
Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2015-66 duly
adopted.
A brief discussion was held about the status of some requests Zach Sobaski had made about
the area near the site of his new house construction, 99 East Cemetery Road. These issues will
be discussed after the trail project is completed.
Discussion was held concerning Sobaski Real Estate's request to grade "At Their Own Risk"
at 104 Williams Boulevard.
Motioned by Frieden, seconded by Otto to approve RESOLUTION NO. 2015-67, A
RESOLUTION APPROVING A REQUEST FROM SOBASKI REAL ESTATE, L.L.C.
TO GRADE "AT THEIR OWN RISK". Roll call vote: Ayes: Beer, Frieden, Otto, Magers,
and Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2015-67
duly adopted.
Discussion was held concerning the new growth area along 80th Street. The utility
improvements are to be competitively bid according to public improvements requirements. The
water and sewer may be bid out as separate projects. The City will develop a financing plan for
the developers to review before the next council meeting.
The Steering Committee which discussed the new growth area has submitted their findings.
These were briefly reviewed and discussed.
Motioned by Otto, seconded by Beer to approve RESOLUTION NO. 2015-68, A
RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS. Roll call vote: Ayes:
Beer, Frieden, Otto, Magers, and Wainwright. Nays: None. Motion carried. Mayor Rabe
declared RESOLUTION 2015-68 duly adopted.
Discussion was held about Linn County's request that we adopt the same building codes as
they have to simplify the inspectors'job. They will be contacted about adding overlays for a few
modifications the City of Fairfax would want to make.
Quotes for maintenance department equipment were reviewed. New equipment is needed for
the City to be able to remove snow from all of the city sidewalks and trails.
Motioned by Magers, seconded by Beer to accept the quote from Bobcat for a v-plow for the
Kubota for $2,250.00 and the quote from TNT Landscaping LLC for a Ventrac Tractor with the
cab, snow blower, drop spreader, mower, and sweeper for $43,212.68, using Local Option Sales
Tax funds for this purchase. Ayes: Beer, Frieden, Otto, Magers, and Wainwright. Nays: None.
Motion carried.
Solutions for the drainage at The Complex were discussed. City staff will make the needed
changes.
The Karal's Drainage Improvements Project was discussed. A proposal is to be gotten to add
steel reinforcement in the concrete. Change Order 41 is to remove Melody's fence portion out of
the City's project agreement. Discussion was held about a wall at the end of the flume,
elevations, and how the flume is intended to work.
Motioned by Frieden, seconded by Beer to approve RESOLUTION NO. 2015-69, A
RESOLUTION TO APPROVE CHANGE ORDER NO. 1 FROM DAVE SCHMITT
CONSTRUCTION COMPANY, INC. FOR THE KARAL'S DRAINAGE
IMPROVEMENTS PROJECT. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and
Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2015-69 duly
adopted.
The condition of East Southview Road and the box culvert on 76th Avenue were discussed.
Shane Wicks will contact Linn County about culvert options and ask if they are able to do the
work.
Motioned by Beer, seconded by Magers to approve RESOLUTION NO. 2015-70, A
RESOLUTION TO DESIGNATE SEPTEMBER 4, 2015, AS THE 10TH ANNUAL FIVE
SEASON STAND DOWN DAY. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and
Wainwright. Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2015-70 duly
adopted.
The city clerk discussed a needed budget amendment. The hearing will be held during the
October city council meeting.
Motioned by Beer, seconded by Magers to approve RESOLUTION NO. 2015-71, A
RESOLUTION SETTING THE TIME AND PLACE FOR A PUBLIC HEARING FOR
THE PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON A
REZONING REQUEST. Roll call vote: Ayes: Beer, Frieden, Otto, Magers, and Wainwright.
Nays: None. Motion carried. Mayor Rabe declared RESOLUTION 2015-71 duly adopted.
A report about two annual conferences in 2016 was discussed.
Motioned by Otto, seconded by Wainwright to approve city clerk's office staff to attend the
Laserfiche conference in January and the IIMC annual conference in May. Ayes: Beer, Frieden,
Otto, Magers, and Wainwright. Nays: None. Motion carried.
JoAnn Beer asked if a notice can be given to residents before the new sirens are tested. If we
have a day's notice something can be placed on the website and Facebook.
Discussion was held about a new construction area.
FYSA is organizing a Bike Ride for September 12. Marc Magers informed the Council about
the event and said the City should set up a bike corral. He also asked if the bridge grate gap had
been corrected.
The city clerk let the Council know that Suzy has been making postings on Facebook for city
topics. She stated that it is great to have Suzy assist to get projects completed and implement
new ones.
Motioned by Magers, seconded by Beer to adjourn the meeting. Ayes: Beer, Frieden, Otto,
Magers, and Wainwright. Nays: None. Motion carried.
Mayor Rabe adjourned the meeting at 8:24 PM.
Mayor Jason Rabe
City Clerk/Treasurer Cynthia Stimson
Disclaimer: The foregoing minutes are not official until approved by the City Council.
i
NATE OF IOWA
Counties of Linn and Johnson ss.
::i3{7TI�:E.O�HEARING
AND LETTING
f=���'hase 41N.aterlVlain Replacement
and Vanderbilt Street_'Nvina
12econstruction
6850
ContracE':Nn Wo
N&4.017 BEARING.
HI 6!0G:PM,local'lime,on 41i(!25th day
of Auou 1,2015 ai 9he Councti Cham_..
bets, 525 Vanderl)Hi Slreet; F.Wfx,
Iowa; a hoaxing 6vi11 he ch0ucled
the Calrtax City bons 6l ori the t)'O "
aosdd plarr8, srre St +tiaop,: hsrm tat; , Jaines Burke, do state that I am the publisher of
cntr6raC9 ialxi91 dS"Opp AMP�4' and
F t:+rar�nsed uatl>Y+3Ymas iHSeycX ihed.
TITTITF, GAZETTE,TE, a daily newspaper of general
circulation in Linn and Johnson Counties, in Iowa.
The notice, a painted copy of which is attached, was
inserted and published in.THE GAZETTE newspaper
MEin
the issue(s) of August 1, 2015.
a otlQllll�
s n4. .... The reasonable fee for publishing said notice is
$86.55
n x1Md An17 X1110'2�Q'is YSZ
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'°�� lytt°�Q�a This instrument was acknowledged b James Burke
g Y
r Jasp �apnpul sa..... ilap before me on August I st, 2015.
)� ]d
m Notary Public ita, and for the. State of Iowa
DIANE GUS`lA
COMMISSION NUMBER 753222Y:
�Mro
MY COMMISS0 EXPIRES:
1 100 JUNE 11,2017
STATE OF IOWA
Counties of Linn and .lnhncnrn ss.
GiT"I& &X and ask if lhev are able to dolhe46c k;
SPECIALC==.iUfEs=TfNG Moifoned by Beer, seconded by
t25 2015 Magers to approve RESOLUTION 110.
The:special Ineetrnsr of'Ihe Fairfax 2015-29,A RESOLUTION TO DESK
City council was hold dauIvst 25„2015, NATE?SEPTEMBER 4,2015.AS THE
at'Fairfax 01y HaQ. rMayor Rabe 10TH ANNUAL FIVE 5EASON.
ulfed The meeliitis fo order at 6:00'PM STAND DOWN.DAY. Roil call vofes:
Council members present`JoAnn Beer, Aves:':Beer, Frieden, 01fo, Magersr:
Bernie Frieden: TravCs ':Oita, Marc and 4Nalnwright. Nays:None. Motion.
Masers, and Marlanne .Watnwright. carried. Mayor Rabe declared RESO-;
Other: ciiw staff preOht: Cyhihta tUTI042D1570dulvadooled.
5fimsor Calhy`Hayne, Mike sankot, The,dY1Y clerk discussed d needed bud
Hrlan Merta, Kewfn Stensland, and let anl�rldffYent, .:The hearths will be 1, James Burke,L do a tate that am the publisher of
LYnnsMlller, Shand Wicks and Joal held tlu'r00 the,October city council ° Y l
Gross, ftorSn Hall and Halt, ngihaars, rfldefing GA' Eally newspaper of general
Ina Were also present. Niafiotted by Hcer, seconded 'by
Maitoned by tylasers, seconded t?Y Magers fo aftprvve RESOLUTION NM r
Feloden€a approve The,agenda. Ayes: 2015-71, A RESOLUTION SETTING G1rc,UlatI 111 f 11101 and Johnson ollnlleS, 1TI.lows.
Beer;: Frleden,. Otte, Magers, and THE.,.:TIMI AND PLACE FOR A. 7 1 1
Wainwright Nays None.:Molion car- PUBLIC HEARING FOR Tki Put& The notice, a printed copy Of Wbich is attached, Was
tied. POSE OF LC
SOCITING iVCR1TTENi
Motioned by Fr,eden seconded b3v AND ORAL COMMENTS ON A< inserted and published In THE GAZETTE newspaper
Magers to approve Che Cily Council REZONING REOU.EST. KollcaitvOte. t'
minutes dated August 11,2015. Ayes Ayes::::Beer Friedcn, Offo, Magers;-: In the ISSUE{S� 01 September 2015.
Beer:..Frieden,.- Cttto,.:;ttsagers,.:arid and Wainwright.; Nays:Noesc. Moon_ ,
Wainwright. Nays:hlone.;Mofion car- carried Mayor.Rabe declared RESO-:
rfedLUTION 2GU41'duly adopted
Motioned by Mag�k, seconded by A report about two annual conferences
Beer to.pace on fIre lite Planning vd In 2016 was discussed The reasonable fee for publishing said notice is
Zoning Commission diiriutes dated.Au_ Motioned by in Otto, seconded by Ma
gU5t.'18, 2Q15. Aves. Beer Frteden, wrtghi. to approve city clerks office: $222.89
Otto,:MagersJ..and WaanwtighL .Mays: staff.To ailend Che LMerfiche conies.:
Norte:Molieh 6arraed. ence;in January:and tha.1IMC annuaf
Meyer Rabe announced tY at Ran Dusif conference in May. Ayes Beer;:;
will:be refiring,on Friday;Aogust.28, Frieden, Otto, Magers, and Wain
2015,.,afker 40 Years dt'empiovmdht wrighL Nays:None.Motioncart fed.
WNh the Cffv of'Fairfax. He n.resenle,d JoAnn.Reer tasked kI a nonce can be si-
Rory ikifkl a plad`Ut and rend a proCia vest tq r sidents'befoee fhe new sirar S
niaN66 desfgnaling Friday;August 28A ora tested Yt we haws a day"s notice
20 5,'45 Ron LtuswY pay Car Fairfax s4mothing tan ba placed on the website
ION NO,,:?415 w66i
kF ai�prdve��GGl�z`,SOLNTat7N Nb 2tlT5�drCr g 5 rks
tC NSCiLtt3tON' AUTH'ORIZIIF7G ::TF1 14epalr bkfxEk
G TRANSFER OF FUNDS Ro call i emada r. its Resarf, Gen-CC�
s. vote: Ayes: Beer,°Frceden Otfo Training 226 c4
tt hissers,and Wainwright]Nays..:[daard Riley, Ka71een Net I doosit Refund
a Molton car..ri"ed. Mayor Rabid declared :45:03
1.
rr :RESOLUTfCtN 2015-68 duly adbf fed, Sandry Ffre;S.uoolY LLc;FD 697':85
rt 0Iseussion was held abbUf Linn Coun- Sankof,Mike':FD 11555
p. m
.tV s reques# that"vsre:adopt khe-sae Sankof's Garage Inc Farts'NQ4:SQ'
L building code as'tr,av have t0 sitnPtify Shoemaker, Shane er Judy Deposit 1 his Instrument Was acknowledged by James Burke
Cr the inspectors j.62 They will be cdn- Refund 60.04.
w 'tacted abbuf addldg_049riays for a few. Signa188 Seturtty Patrditl-ng 4,4QQ"65 :jefore me on September I St 2015.
sl...rriadifreatlons twafy;df Fairmx:would, Simmons Porinsd'y
. Mer..-:Bergrilan '
e 'want to make, PLC Legal Services 2,5;13 7i1
K Quotes for:maRifenance.department Sled Shed.Parts 554.03::
o 'e4uipmanf were .reviewed blew . South Sfope: Telephone Service 9 Yn-
s, equipment is heeddd for the Ctly to be fernet 6"!4.54:
c& abfe to remdve snow Born�it of the city Sf,L11RVs W6rk Well S01411665 3est,ng
ei sidewalks and trails :; 38:00 a'4 f
C Motioned by Masers, seconded by Staples Contract and Cornmarodal Sup- 1 r-`
hi Oeer to accept the quote from Bobcat plies 1,142,30:
f� tdr a v-plow for the Kubota for Stap(6sCred'I Supplies 15DQ1 gotar Public in and for the State of Iowa
52,5Q,Q0 and the ,soots tro rt'T(�T Stnn land Kevin 461mbursernent
;findscaping LLC,for a ventrac 1 Jac 15,249
ni ter' wrttr,ilii Cafar snow blower'�drop SilttCsan� Cltnthla Cdnference Per
sprehdor, ,?ttttwef,,,and wdepor for k3Y'm f1iloage 284.43
543 21 69 Using LocalUflhon i Sates Strategtt Print Solufldns Print Agree-
.Tatt fUivas`,for this ptlrChase. Ayes: menR 513.95
a.Beer, Prtedon, Otfo Magers;'. and 'Toomb, Emifv Net Deposlf Retund':'
ca +Nainwrtght Nays:9Vone. !Aation car- '35:17
In vied, uniteakealihcare Ins.CO—Policy
Salutiom for the drainage at The Com- mium 179.34:.
aplax were discussed_:' Clty staff will UnItvFoinl' C€inic OccupLL Med'rcfne.
r maothe needellchanges, Testing 74.00:
f The Kara1.'s.k3Cainage ImProvemonfs US Celfu&Cefl Phones 11814
r Proiect was sxtii
drssed.A pradosal is to :CJS Cellular:Tablets ani!Smart f'tiones.
e.tie gotten fdadd sfeEK'-eintucement in 412"13
v the concrete Chafuge Orddr 0 15rto re- Us Treasury'Payroll Taxes 1 108:48
moue Metoilv`srfence odelron out'of fhe US Treasury Payroll TaxdsT STTX4 pp "
P. City's proiect aaJreernerl Discussion US Treasury.P".roll Takes f 646;X0 tiAPSA;4 DIANE GUSTA
1 was held abtuf a waif at the end of the its Treasury,PaYro1I Taxes 1 8T9.28 z COMMISSION NUMBER 753222
flume,eleva.hor& and;ow fhe flume is US Treasury'Payroll Taxes 1,94!M::11.
intended to wasrk. USP0 Postage to Return Pno4e 17"40wvlCOMMISSION EXPIRES:
:
Motioned by Frceden, seconded by USPO Postage On Newstetler lhvolces
t. Beer ra aitpraye RESOLUTION. NO. 37.7z JUNE 11,2017
201569, A' RESOLUTION TO AP- USPO stamps 146,90
I:P.RO1fl� CHANGE'OROF>R iVO 1 USPO Posta4e On Newsiefters 205,60
F.rkOM DAVE SCHMITT CONSTRUC 0Sv0 Fasfage oaf Bills 337,75
YrYN COMPANY, 1NC FbR YHL Weiimark Blue Crass 1f Biue shield
fCARAL"5 1110RAINACxE IMPRC5V7„ PalicY lbrerrifium 5,17443
MENTS PRO.I CT. Roll calf:vdte, WFk Bank 1 FAD Fuel Cards Total
Ayes. Beer, Friederl Ofio Magers
and Walnwright. Nays Who. 'Mdtl(tn 11 Tdtal Net P6yrolY 23,7)4.02
carried. Mayor Rabe declared RESO TOTAL 205.275,47
LUTION:20:15-69duty adopted.
The condition a East-Soufhv6w Road See the
and the box culvert oar 76th Avenue 1FIer.�
were discussed- Shane Wicks will con-
lact Linn CdurOfv 6boul culverk Opitons for floor wealherifarecasts: