HomeMy WebLinkAbout07-12-2016 Council Minutes CITY OF FAIRFAX
REGULAR CITY COUNCIL MEETING
July 12, 2016
The regular meeting of the Fairfax City Council was held July 12, 2016, at Fairfax city hall.
Mayor Frieden called the meeting to order at 6:00 PM. Council members present: JoAnn Beer,
Mike Daly, and Nick Volk. Absent: Joe Kell and Marianne Wainwright. Other city staff
present: Cynthia Stimson, Lynn Miller, Dave Yanecek, Brian Kindl, Kevin Stensland, and Cathy
Bayne.
Motioned by Beer, seconded by Daly to approve the consent agenda. Ayes: Beer, Daly, and
Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
Cathy Bayne discussed the furniture at the Fairfax Public Library.
Lynn Miller gave the fire department report stating they had a mutual-aid structure fire. Fire
Chief Mike Sankot reported that USA Days went good, that they will do fireworks again next
year, and that the Fairfax Fire and Rescue Department are looking soon for information about a
grant application.
Lynn stated that the maintenance department has been busy with projects.
John Banes asked about dust control on Morgan Bridge Road. Mayor Frieden informed Mr.
Banes that he is still checking into what has to be done with Linn County, since we share the
road. The City does not pay for dust control.
Kevin Stensland reported that the UV system should be shipping soon. Dave Schmitt
Construction has been working on the sewer lines.
JoAnn Beer reported that the June Movie in the Park went well. The August movie will be
Inside Out. She requested more trash cans at The Complex and asked about a drainage problem.
Shane Wicks asked the City Council if they think a splash pad will be placed on the planned
park area in the 1st Addition of Heartland Heights. He wants to know about sizing the water and
sewer lines to the area. They anticipate restrooms, but no splash pad at that location.
Mark Ekstrom discussed a memorial the American Legion PEKOMY Post 4572 would like
to do for Vernon Cerveny. They want to place a tree across from his house location at The
Complex. Lynn Miller recommended a swamp oak. The Legion will pay for all costs, they only
need the spot located. The City Council was fine with this request and asked Lynn to designate
where the tree should be planted.
Motioned by Volk, seconded by Beer to approve the quote from Prairie Road Builders for
road maintenance work for a total of$40,829.00. Ayes: Beer, Daly, and Volk. Nays: None.
Absent: Kell and Wainwright. Motion carried.
Mayor Frieden explained that the committee to recommend an applicant for the building
department position is still working on the process. They may have a recommendation ready for
the special meeting on July 26, 2016.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2016-61,A
RESOLUTION APPROVING A TEMPORARY CONSTRUCTION EASEMENT
AGREEMENT BETWEEN THE CITY OF FAIRFAX AND THOMAS J. ARP AND
PATRICIA A. ARP FOR STOCKPILING SOIL MATERIALS UPON A PORTION OF
LOT 3, ARP'S MEADOWS FIRST ADDITION IN THE CITY OF FAIRFAX, LINN
COUNTY, IOWA. Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell
and Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2016-61 duly
adopted.
Joel Gross gave an update concerning the Phase 4 Water Main and Vanderbilt Pavement
Reconstruction Project. They are finishing up driveways, put in the Front Street drainage today,
and have most of the paving completed. They still need to do water main on Railroad Street,
clean-up, do a culvert on East Cemetery Road, and seven hydrants. They have 32 working days
remaining.
Motioned by Beer, seconded by Daly to approve RESOLUTION NO. 2016-62,A
RESOLUTION TO APPROVE PAY APPLICATION NO. 5 FROM RATHJE
CONSTRUCTION, CO. FOR THE PHASE 4 WATER MAIN AND VANDERBILT
PAVEMENT RECONSTRUCTION PROJECT IN THE CITY OF FAIRFAX, LINN
COUNTY, IOWA. Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell
and Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2016-62 duly
adopted.
Kevin Stensland gave an update of the UV Project. Everything is going smoothly. The
footers, walls, and floor are poured and the equipment is ordered.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2016-63,A
RESOLUTION TO APPROVE PAY APPLICATION NO. 1 FROM RICKLEFS
EXCAVATING, LTD FOR THE 2016 UV DISINFECTION SYSTEM PROJECT IN THE
CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Beer, Daly, and Volk.
Nays: None. Absent: Kell and Wainwright. Motion carried. Mayor Frieden declared
RESOLUTION 2016-63 duly adopted.
Joel Gross discussed the Sanitary Sewer Interceptor Main Project. They are in the process of
going under the road. The City wants to ensure there is proper safety fencing to keep people out
of the dangerous construction area. The preconstruction meeting minutes were reviewed.
Motioned by Volk, seconded by Beer to approve RESOLUTION NO. 2016-64,A
RESOLUTION TO APPROVE CHANGE ORDER NO. 1 FROM CORNERSTONE
EXCAVATING, INC. FOR THE 2016 SANITARY SEWER INTERCEPTOR MAIN
EXTENSION PROJECT IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call
vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion
carried. Mayor Frieden declared RESOLUTION 2016-64 duly adopted.
Motioned by Beer, seconded by Volk to approve RESOLUTION NO. 2016-65,A
RESOLUTION APPROVING AN EASEMENT PURCHASE AGREEMENT BETWEEN
THE CITY OF FAIRFAX AND WILLIAM E. BOLAND, JR. AND VERNA BOLAND
FOR VACANT GROUND LOCATED NORTHERLY OF 100 W. CEMETERY ROAD.
Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright.
Motion carried. Mayor Frieden declared RESOLUTION 2016-65 duly adopted.
Motioned by Volk, seconded by Beer to approve RESOLUTION NO. 2016-66,A
RESOLUTION APPROVING REIMBURSEMENT TO WILLIAM E. BOLAND, JR.
AND VERNA BOLAND FOR THE INSTALLATION OF FIELD TILE IN THE
SANITARY SEWER EASEMENT. Roll call vote: Ayes: Beer, Daly, and Volk. Nays:
None. Absent: Kell and Wainwright. Motion carried. Mayor Frieden declared RESOLUTION
2016-66 duly adopted.
Motioned by Beer, seconded by Daly to approve RESOLUTION NO. 2016-68,A
RESOLUTION TO APPROVE PARCEL A PLAT OF SURVEY NO. 2079 FOR PART OF
LOT 1, JAMES KURTZ'S SECOND ADDITION TO FAIRFAX, LINN COUNTY, IOWA.
Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright.
Motion carried. Mayor Frieden declared RESOLUTION 2016-68 duly adopted.
Motioned by Beer, seconded by Daly to approve RESOLUTION NO. 2016-69,A
RESOLUTION TO APPROVE PARCEL A PLAT OF SURVEY NO. 2080 FOR PART OF
LOT 1, JAMES KURTZ'S SECOND ADDITION TO FAIRFAX, LINN COUNTY, IOWA.
Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright.
Motion carried. Mayor Frieden declared RESOLUTION 2016-69 duly adopted.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2016-70,A
RESOLUTION TO APPROVE PARCEL A PLAT OF SURVEY NO. 2081 FOR PART OF
LOT 2, JAMES KURTZ'S SECOND ADDITION TO FAIRFAX, LINN COUNTY, IOWA.
Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright.
Motion carried. Mayor Frieden declared RESOLUTION 2016-70 duly adopted.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2016-71,A
RESOLUTION TO APPROVE PARCEL A PLAT OF SURVEY NO. 2082 FOR PART OF
LOT 2, JAMES KURTZ'S SECOND ADDITION TO FAIRFAX, LINN COUNTY, IOWA.
Roll call vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright.
Motion carried. Mayor Frieden declared RESOLUTION 2016-71 duly adopted.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2016-67,A
RESOLUTION SETTING DATE FOR HEARING ON SEWER REVENUE LOAN
AGREEMENT IN AN AMOUNT NOT TO EXCEED $1,300,000, RELATED TO
IMPROVEMENTS TO THE MUNICIPAL SANITARY SEWER SYSTEM. Roll call vote:
Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
Mayor Frieden declared RESOLUTION 2016-67 duly adopted.
Linn County Deputy Sheriff Egli entered and presented the list of calls.
Joel Gross gave an update about the 2016 80th Street Water Main Extension Project. The
preconstruction meeting minutes were reviewed.
Motioned by Beer, seconded by Daly to approve RESOLUTION NO. 2016-72,A
RESOLUTION SETTING DATE FOR HEARING ON WATER REVENUE LOAN
AGREEMENT IN AN AMOUNT NOT TO EXCEED $500,000, RELATED TO
IMPROVEMENTS TO THE MUNICIPAL WATERWORKS SYSTEM. Roll call vote:
Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
Mayor Frieden declared RESOLUTION 2016-72 duly adopted.
Discussion was held about the request from Rathje for Change Order#1 for the 2016 80th
Street Water Main Extension Project. They anticipated getting awarded the contract during the
May 10 meeting. Due to still needing information about Heartland Heights, the City of Fairfax
did not award the contract until the May 31 special meeting. This was a delay of 21 days. They
are asking to move the early start date five days.
Motioned by Beer, seconded by Volk to approve RESOLUTION NO. 2016-73,A
RESOLUTION APPROVING CHANGE ORDER#1 FROM RATHJE CONSTRUCTION
FOR THE 2016 80TH STREET WATER MAIN EXTENSION PROJECT. Roll call vote:
Ayes: Beer and Volk. Nays: Daly. Absent: Kell and Wainwright. The resolution did not pass.
Motioned by Daly, seconded by Beer to approve RESOLUTION NO. 2016-74,A
RESOLUTION APPROVING A PRIVATE PLACEMENT ENGAGEMENT LETTER
FOR WATER/SEWER ANTICIPATION NOTE FINANCING BETWEEN THE CITY OF
FAIRFAX AND PIPER JAFFRAY & CO.. Roll call vote: Ayes: Beer, Daly, and Volk.
Nays: None. Absent: Kell and Wainwright. Motion carried. Mayor Frieden declared
RESOLUTION 2016-74 duly adopted.
Discussion was held about a holiday tree for Winterfest. The first year they used a cut tree,
this is hard to keep upright. The second year they used a large transplanted tree, which has since
died. The area where they want the tree is too wet to keep one alive. Information was reviewed
about an artificial panel tree. The companies have their holiday decorations on sale in July and
August. An article is to be placed in the FACTS about raising funds to purchase one.
No action was taken on Ordinance 38. Parking was discussed and this revision is to be
placed on a future agenda.
Motioned by Beer, seconded by Volk to approve RESOLUTION NO. 2016-75,A
RESOLUTION SETTING TIME AND PLACE FOR A PUBLIC HEARING FOR THE
PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON THE CITY'S
PROPOSED AMENDMENT TO THE FISCAL YEAR 2016-2017 BUDGET. Roll call
vote: Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion
carried. Mayor Frieden declared RESOLUTION 2016-75 duly adopted.
Discussion was held about needed security system upgrades at the new city hall building. It
is needed to upgrade to a commercial fire alarm communicator and recommended to use a single
cellular communicator. The cost estimate is $1,885 for the initial purchase and added costs of
$35 per month.
Motioned by Beer, seconded by Daly to approve the upgrade for $1,885 and the additional
monthly costs for the security system at the new city hall building. Ayes: Beer, Daly, and Volk.
Nays: None. Absent: Kell and Wainwright. Motion carried.
Discussion was held about the rate for the community room, the need for a deposit, and
establishing a non-profit rate. A policy is to be drafted for the next regular meeting.
The city clerk/treasurer discussed the proposed changes to the City of Fairfax's Personnel
Policy. Some changes were recommended by the city attorney and some are incorporating
changes the city council has made.
Motioned by Beer, seconded by Daly to approve RESOLUTION NO. 2016-76,A
RESOLUTION TO APPROVE THE PERSONNEL POLICY MANUAL. Roll call vote:
Ayes: Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
Mayor Frieden declared RESOLUTION 2016-76 duly adopted.
Motioned by Beer, seconded by Daly to approve the claims list dated July 12, 2016. Ayes:
Beer, Daly, and Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
Mike Daly discussed the answers he received from the IDNR concerning pumping from the
quarry pond. The City of Fairfax does not want the water pumped on the street. The City will
allow it to be pumped directly into the storm sewer.
Nick Volk asked about the timing of the future water tower.
JoAnn Beer discussed a needed curb cut on the trail near Prairie View Drive.
Mayor Frieden stated that the moving company moved city hall's big items today. The staff
hopes to be operational at the new building on Friday, July 15.
The city clerk/treasurer informed the City Council that Suellina Koenes will be in Ames for
training next week, the clerk will be gone half of a week to Ames the last week in July, and that
computer installations will take place tomorrow and Thursday, allowing staff to be operational
on Friday.
Motioned by Daly, seconded by Volk to go into closed session per Iowa Code Chapter 21,
Section 21.5, Paragraph 1. c. to discuss strategy with counsel in matters that are presently in
litigation or where litigation is imminent where its disclosure would be likely to prejudice or
disadvantage the position of the governmental body in that litigation. Ayes: Beer, Daly, and
Volk. Nays: None. Absent: Kell and Wainwright. Motion carried.
The audience was asked to leave at 8:20 PM.
Motioned by Daly, seconded by Beer resume open session. Ayes: Beer, Daly, and Volk.
Nays: None. Absent: Kell and Wainwright. Motion carried.
Motioned by Beer, seconded by Daly to adjourn the meeting. Ayes: Beer, Daly, and Volk.
Nays: None. Absent: Kell and Wainwright. Motion carried.
Mayor Frieden adjourned the meeting at 8:25 PM.
Mayor Burnell G. Frieden
City Clerk/Treasurer Cynthia Stimson
Disclaimer: The foregoing minutes are not official until approved by the City Council.
CLAIMS LIST July 12, 2016
Payee Purpose Amount
Ace Electric, Inc. Generator Down Payment 3,485.00
AFLAC Premiums 536.25
Airgas Oxygen 56.76
Alliant Energy Utility Bill 300.00
Alliant Energy Utility Bill 412.84
Alliant Energy Utility Bill 20.48
Alliant Energy Utility Bill 18.28
Alliant Energy Utility Bill 37.60
Alliant Energy Utility Bills 5,702.97
Allied Glass Library 197.58
Apparatus Testing Services, LLC FD 580.00
Baker and Taylor Library 563.59
Baker Paper Co, Inc. Paper Towels 138.00
Blue Line Moving & Storage, Inc. Moving Services 641.25
Bound Tree Medical FD 49.02
Carus Chemicals 768.80
Caterpillar Financial Services Crop. Excavator Lease 15,151.10
Cedar Graphics, Inc. FD & City Hall 537.41
Cedar Rapids Photo Copy, Inc. Library 49.40
Cedar Valley Humane Society Cat 130.00
Center Point LP Library 86.28
CMF&S - Cashier's Check Property Purchase 31,253.40
Colonial Life Payroll Premiums 181.08
Corridor MPO Dues 970.88
Costigan, Shannon FD 575.85
Crawford Quarry Rock 448.58
Dave Schmitt Construction Contractor Work 928.50
Eastern Iowa Carpet Care Cleaning 200.00
Elan Credit Card Balance 4,588.48
Electrical Engineering & Equipment Co. Sewer System Supplies 29.04
Ever-Green Landscape Nursery Mulch & Chips 700.00
Fareway Supplies 296.77
Fauser Energy Resources Fuel 1,066.50
Findaway Library 1,347.89
Frieden, Bernie Mileage 37.80
G&K Services Uniforms & Mats 246.42
Gazette Communications Publications 403.90
Green, Adam Deposit Refund 60.00
Guaranty Bank City Hall Lease Payment 42,000.00
Hach Water Supplies 977.30
Hall & Hall Engineers, Inc. Engineering Fees 51,060.10
Harmening, Jamie Deposit Refund 60.00
Heese, Lawrence or Jean Deposit Refund 60.00
Iowa League of Cities Dues 1,292.00
Iowa One Call Locates 186.40
Iowa Pump Works Sewer System Work 2,287.12
Iowa State University FD 50.00
Iowa Title Company Abstract Work 545.00
IPERS Payroll 6,812.79
Jetco, Inc. Utility System Upgrades 30,953.00
Johnson County Refuse, Inc. Solid Waste Service 12,430.00
Jordan's Heating & Cooling Repair AC in City Hall 1,040.00
K& B Ag Supply Chemicals 1,215.36
Kevin's A-1 Vacuum Vacuum 545.00
Keystone Laboratories, Inc. Testing 820.00
Kindl, Brian Mileage 145.26
King's Material, Inc. Concrete at Driftwood Park 759.50
Koenes, Suellina Per Diem 280.50
Linn County Planning & Development Bldg. Services 25.00
Linn County REC Utility Bills 2,401.45
Linn County Recorder Property Purchase 113.60
Linn County Recorder Property Purchase 27.20
LL Pelling Restripe Areas 1,458.23
Mar-Han, Inc. Booms 93.30
Marshall, Steve or Karen Deposit Refund 60.00
Martin Marietta Sand 324.14
Matheson Supplies 21.45
Mayberry Electric Bucket Truck Work 227.50
Menard's Supplies 1,179.13
MidAmerican Energy Utility Bills 167.34
Midland GIS Solutions Annual Hosting 3,600.00
Midwest Computer Brokers Clean-up Day Items 325.60
Miller, Lynn Mileage 177.12
Network Computer Solutions Computer Work&Parts 8,520.62
Northern Safety & Industrial Label 61.29
Oswalt, Violet Deposit Refund 60.00
Pierce, Andy Net Deposit Refund 47.32
Pigott, Inc. Library 1,018.02
Pigott, Inc. Library 3,488.96
Port O Jonny, Inc. Toilets 281.00
Principal Financial Payroll Premiums 748.10
Rathje Construction Co. Pay App 45 82,863.75
Regent Investment, Inc. Sign Lease Payment 1,200.00
Ricklefs Excavating, Ltd. Pay App 41 89,437.14
Sandry Fire Supply, LLC FD 40.00
Sankot's Garage Parts & Labor 36.50
Schimberg Parts 406.02
Schrage Construction, Inc. Property Purchase 9,984.80
Signal 88 Security Patrolling 4,588.87
Simmons Perrine Moyer Bergman PLC Legal Fees 11,675.47
South Slope Telephone Service & Internet 7,867.97
Staples More Account Supplies 627.06
Star Food Service Equipment & Repair Community Room Items 383.48
Steggall, Roger or Caryle Deposit Refund 60.00
Stimson, Cynthia USA FD Till 400.00
Stimson, Cynthia Mileage &Per Diem 347.28
Strategic Print Solutions Copier Agreement 513.85
Swank Motion Pictures, Inc. Movie in the Park 378.00
The Sled Shed Parts 69.16
Trans Iowa Equipment Gutter Broom 709.52
Treasurer, State of Iowa State W/H 5,306.00
Treasurer, State of Iowa Qtrly Sales Tax 4,330.00
US Cellular Cell Phones 497.54
US Treasury Payroll Taxes 1,302.77
US Treasury Payroll Taxes 2,107.91
US Treasury Payroll Taxes 2,233.25
US Treasury Payroll Taxes 2,045.45
US Treasury Payroll Taxes 1,730.41
US Treasury Payroll Taxes 279.69
US Treasury Payroll Taxes 2,015.22
USPO Postage 204.05
USPO Postage 26.40
USPO Postage 342.72
USPO Postage 188.00
USPO PO Box Rental 215.00
Van Meter Inc. Waste Water Supplies 240.28
Voss, Karla Deposit Refund 60.00
Wahlert, Paul Deposit Refund 60.00
Wellmark Blue Cross & Blue Shield Premium 7,017.35
Welter Storage Equip Co. Library 6,500.70
Wendling Quarries, Inc. Rock 1,806.33
WEX Bank F/D 246.18
Wilson, Jackie Net Deposit Refund 17.12
Total Net Payroll 34,709.88
TOTAL 535,814.52