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HomeMy WebLinkAbout10-08-2019 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING OCTOBER 8, 2019 The regular meeting of the Fairfax City Council was held October 8, 2019, at Fairfax city hall at 300 80' Street Court. Mayor Frieden called the meeting to order at 6:01 PM. Council members present: Travis Otto, Mike Daly, Joe Kell, and Nick Volk. Marianne Wainwright was absent. Other city staff present: Kevin Stensland, Lynn Miller, Brian Merta, Chris Philipp, Cathy Bayne, and Cynthia Stimson. Also present were City Attorneys Randal Scholer and Crystal Pound. Motioned by Daly, seconded by Kell to go into closed session per Iowa Code Chapter 21, Section 5 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." Roll call vote: Ayes: Otto, Daly, Kell, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden asked the audience and most of staff to leave the room and the City Council went into closed session. Marianne Wainwright entered the meeting during the closed session. The audience was asked to come back into the room. Motioned by Daly, seconded by Kell to reconvene the open session. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: none. Motion carried. Motioned by Otto, seconded by Kell to approve the consent agenda. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Linn County Deputy Sheriff Oates presented the list of calls. Darrell Walters, Signal 88, reported to the City Council about their patrolling. He stated if we have any questions regarding the contract to direct them to Stephanie. Cathy Bayne reported that the "Little Library" is back up. Mike Sankot reported that the fire department has had 180 calls this year. They will be meeting about the truck next week. Chris Philipp reviewed the building department report. He has been busy in Palo and Ely. The Fairfax Planning and Zoning Commission discussed a rezoning request at their last meeting. Due to errors on the application, they will be discussing this topic again at their meeting next week. They will also be reviewing the Future Land Use Map. He is working with Alliant about the status of a property that had a fire. He attended a day during the Iowa League of Cities Annual Conference. He may have more information later about an inspection program. Lynn Miller stated they have been working on storm sewer intakes. Travis Otto mentioned another one at Goldenrod and Sunflower and that the sidewalk area along a detention basin needs to be edged so the grass doesn't cover the sidewalk. Kevin Stensland reported that the hydrant flushing is complete, Roto-Rooter is done with their project, and the basin project is not complete. He listed three employees who need to go to training and receive higher certifications. They are: Brian Merta, Grade III Wastewater; Tyler Bauer, Grade 11 Water Treatment and Grade II Water Distribution; and Mike Rammelsberg, Grade I Wastewater. The Council did not voice any concerns about obtaining these certifications. Annette McKeever reported the Parks and Beautification Committee will be participating in the Haunted Farm, that the swing has arrived, and they have a new person attending their meetings. Shane Wicks informed the City Council that he will be attending the IDOT's pre- construction meeting regarding the Highway 151 Project tomorrow morning. Andrew Haskenhoff had requested to be on the agenda to discuss forgiving some of the charges on his August 31, 2019, Fairfax utility bill. Andrew was not present. Mayor Frieden stated he had offered to send the meter off to have it tested. Kevin Stensland stated he has talked with Andrew and discussed meter technology. Andrew's usage is back to normal. The City Council took no action on this topic. A commercial sign permit application was reviewed. Chris Philipp stated that the proposed signs follow the ordinance. Motioned by Kell, seconded by Volk to approve the commercial sign permit application from Nesper Sign for signs at 137, 139, and 141 80'h Street. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: none. Motion carried. Cynthia Stimson discussed the revised wording for the resolution to set a hearing date regarding the Future Land Use Map. Cindy Anderson discussed issues regarding the Fairfax Planning and Zoning Commission meeting and the process. JoAnn Beer questioned the order of the action. Motioned by Daly, seconded by Wainwright to approve RESOLUTION NO. 2019-50, A RESOLUTION SETTING THE TIME AND PLACE FOR A PUBLIC HEARING CONCERNING ADOPTING AN UPDATED FUTURE LAND USE MAP AS PART OF THE FAIRFAX COMPREHENSIVE PLAN FOR THE CITY OF FAIRFAX. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-50 duly adopted. Motioned by Daly, seconded by Otto to approve RESOLUTION NO. 2019-51,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: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-51 duly adopted. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2019-52,A RESOLUTION ENTERING INTO A SECURITY PATROL AGREEMENT WITH SIGNAL 88 SECURITY. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-52 duly adopted. A map was reviewed and discussion was held concerning Republic Services' plans to switch some addresses from the Thursday collection route to Friday. This will start on November 14. JoAnn Beer voiced concerns about the amount of proposed budget amendment and asked about bonding. The city clerk informed the city council that they need to set another public hearing date for October 22, 2019, for the budget amendment. Motioned by Kell, seconded by Volk to approve RESOLUTION NO. 2019-53,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 2019-2020 BUDGET. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-53 duly adopted. Discussion was held regarding the problem with rental cancellations and giving them the opportunity to reschedule. A revision to the community room policy was reviewed to set date limits for the opportunity to reschedule. Motioned by Wainwright, seconded by Volk to approve RESOLUTION NO. 2019-54, A RESOLUTION TO APPROVE THE COMMUNITY ROOM POLICY. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-54 duly adopted. Lynn Miller reviewed two quotes for the repair needed on the trail around the pond near Meadow Oak Circle. One was from Accurate Concrete for $13,745.00 for 440' of trail and the other was from Century Construction for $16,150.00 for 445' of trail. He requested a quote for 445' of 8.5' wide trail, 5"thick. This should allow maintenance vehicle in for needed work. The lowest quote was from Accurate Concrete. Lynn stated that the city staff will do the removal of the broken concrete. JoAnn Beer stated that she thought the fire department was going to be held responsible since one of their members damaged the trail responding to a call. The Council stated that they don't want to penalize our emergency response volunteers or their budget. It was mentioned both the parks and fire department budgets come out of the general fund. Motioned by Daly, seconded by Otto to accept the quote from Accurate Concrete for 445 feet of trail that is 5"thick, 8.5' wide with rebar for no more than $14,000.00. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Brian Merta discussed the quotes for a rotary mower for the mini-excavator. Blue Diamond is the lowest with all of the items included. Motioned by Kell, seconded by Otto to approve the quote from Blue Diamond for $8,875 for a 42" Severe Duty mini-excavator brush cutter, including an extra set of blades and shipping. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Brian Merta discussed Grant Wood's Job Shadowing Program and their Career Days Program. Motioned by Daly, seconded by Otto to approve the City of Fairfax have Brian Merta participate in these programs when possible. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Otto, seconded by Daly to approve the quote from Metering & Technology Solutions for the remote meter reading system. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Shane Wicks discussed sanitary sewer work to complete during the IDOT's Highway 151 Project and the West Cemetery Bridge Replacement Project. Motioned by Kell, seconded by Otto to approve RESOLUTION NO. 2019-55,A RESOLUTION AUTHORIZING AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL AND HALL ENGINEERS, INC. Roll call vote: Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2019-55 duly adopted. Shane Wicks and Jon Larson discussed the Splash Pad Project. George Bohren asked about bonding for this project. Motioned by Wainwright, seconded by Volk to approve RESOLUTION NO. 2019-56, A RESOLUTION AUTHORIZING AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL AND HALL ENGINEERS, INC. Roll call vote: Ayes: Otto, Kell, Volk, and Wainwright. Nays: Daly. Motion carried. Mayor Frieden declared RESOLUTION 2019-56 duly adopted. Discussion was held about the need for the City of Fairfax to take over the park's recreation programs. A job description, wage estimate, other community comparison, and two letters from residents were reviewed. JoAnn Beer asked the Council to take further time to review and to consider the points in her letter. Timing was discussed. Teams are lining up their tournaments now and families are choosing where to sign up their players. Motioned by Daly, seconded by Otto to establish a Parks and Recreation Director as a new full-time employee with the City of Fairfax. We will be using a hiring committee during the process. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. Abstain: Kell. Joe Kell abstained because of his involvement with FYSA and that he may want to apply for this position. Motion carried. JoAnn Beer asked about the Prairie Road Builders amount due since it was less than the quote. Lynn explained it was due to the amount of materials used. Motioned by Daly, seconded by Kell to approve the claims list dated October 8, 2019. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Council members mentioned that there was to be an ordinance about council and mayor pay on this agenda. This was an oversight and it will be on the October 22 agenda. JoAnn Beer asked the status of two grants. The REAP grant was not awarded, but the Visioning grant was. Mayor Frieden reported that he attended the Iowa League of Cities Annual Conference and received good information and confirmation that we are doing a lot of things correctly. The city clerk reminded the Council about the special meeting scheduled for October 22, at 6:00 PM. Motioned by Daly, seconded by Kell to adjourn the meeting. Ayes: Otto, Daly, Kell, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden adjourned the meeting at 8:47 PM. Mayor Burnell G. Frieden City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. September 2019 Receipts � . General Fund 78,065.58 Road Use Fund 30,503.11 LOSST Fund 22,637.57 't` TIF Fund 54,154.28 Water Fund 50,497.66 Trust and Agency Fund 925.00 Sewer Fund 39,171.25 SRF Bond Retire Fund 20,614.40 Garbage Fund 15,868.77 Farm Operations Fund 4.02 Total Revenue: 312,441.64 September 2019 Expenses General Fund 97,434.31 Road Use Fund 20,620.64 LOSST Fund 32,294.00 Water Fund 30,043.45 Trust and Agency Fund 1,185.00 Sewer Fund 35,463.36 Garbage Fund 14,685.55 Total Expenses: 231,726.31 CLAIMS LIST October 8, 2019 Payee Purpose Amount Ace Electric Lift Station 155.00 AFLAC Premiums 189.48 Alexis Fire FD 25.15 Alliant Utility Bills 6,840.78 Alliant Energy Utility Bill 88.89 Alliant Energy Utility Bill 19.07 Alliant Energy Utility Bill 19.07 Alliant Energy Utility Bill 495.82 Alliant Energy Utility Bill 302.00 Altorfer Repair 3,461.17 Baker and Taylor Library 1,166.99 Bayne, Cathy Library 83.07 Bisaillon, Dan On Time Deposit Refund 75.00 Brewer, Mark On Time Deposit Refund 75.00 Canon Copier Lease 448.00 Center Point LP Library 177.96 Certified Pest Control Pest Control 275.00 Chapman, Shannon Mileage 30.16 Cintas Uniforms and Mats 337.25 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 45.80 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 60.76 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 36.12 City of Fairfax Sewer Bill 33.00 Coast to Coast Solutions Library 260.25 Colonial Life Premium 201.95 Compass Minerals Salt 9,578.56 Connie's Cleaning Service CH Cleaning 462.00 Consolidated Energy Fuel 1,916.25 Costigan Construction FD 915.84 Daville, Phil On Time Deposit Refund 60.00 Diamond Lake Book Library 85.75 Elan Credit Card Balance 4,268.46 Ever-Green Landscape Mulch 450.00 Fareway Supplies 116.41 Fastenal Supplies 62.70 Feld Fire FD 604.50 FSSB ACH Processing S/C 25.00 G & H Electric Service 894.00 Gardner Media Library 291.91 Gazette Publications 327.49 Grainger Lift Station Project 505.00 Gurney Sewer System Equipment 5,554.46 Gworks License Fee 93.38 Hach Supplies 613.83 Hall & Hall Engineering Services 14,078.50 Hartgrave, Philip On Time Deposit Refund 75.00 Hawkins Supplies 945.93 Hoefer, Karen On Time Deposit Refund 75.00 IDNR Annual Water Use Fee 95.00 IIMC Dues 110.00 Iowa One Call Locates 150.30 IA Water Pollution Control Assoc. 3 Conference Registrations 90.00 IPERS Payroll 8,446.60 Jetco, Inc. Sewer System Equipment 2,538.00 Keystone Testing 679.40 Kings Material Concrete 3,360.07 Linn County REC Utility Bills 2,564.79 Martin Marietta. Sand 1,882.81 Martinez, Humberto On Time Deposit Refund 75.00 Matheson Supplies 32.00 McBride, Stephanie Deposit Refunds 54.28 Menards Supplies 700.41 MidAmerican Energy Utility Bills 176.81 Miller, Lynn Safety Reimbursement 150.00 Moore, Jonathan On Time Deposit Refund 75.00 Mostek, Vince On Time Deposit Refund 75.00 Network Computer Solutions IT Work 193.00 Overhulser, Michael Deposit Refunds 38.59 Port O Jonny Toilets 206.00 Porter, Mary or Mitch On Time Deposit Refund 75.00 Prairie Road Builders, Inc. Street Work 57,379.20 Professional Plumbing Plumbing Work at CH 144.95 Republic Services Solid Waste Service 14,982.16 Robson, William Deposit Refunds 13.78 Sankot's Parts & Service 1,423.23 Schimberg Co. Equipment 2,274.82 Schumacher Elevator Elevator Maintenance 304.59 Security State Bank HSA Contributions -Payroll 335.97 Signal 88 Security Patrolling 4,504.44 Simmons Perrine Moyer Bergman PLC Attorney 1,319.62 Smeins, Phyllis On Time Deposit Refund 75.00 Smith, Paul On Time Deposit Refund 75.00 South Slope Phone Service-Library 76.91 South Slope Phone Service-FD 35.88 South Slope Phone and Internet Service 712.57 Standard Bearings Sewer Parts 753.97 Staples Supplies 976.92 Star Equipment Broom Attachment 7,901.00 Stetson Supplies 55.12 Stimson, Cynthia Mileage 102.08 Storey Kenworthy Office Furniture 4,377.48 Svec, Carl FD 450.00 Treasurer, State of Iowa State WH 6,486.00 Treasurer, State of Iowa Qrtly Sales Tax 426.00 Treasurer, State of Iowa WET 2,322.00 UnitedHealthcare Policy Premium 8,157.01 University of Iowa Archeology Study 1,657.00 US Cellular Cell Service 357.94 US Treasury Payroll Taxes 454.16 US Treasury Payroll Taxes 2,957.96 US Treasury Payroll Taxes 2,294.48 US Treasury Payroll Taxes 2,251.63 US Treasury Payroll Taxes 1,508.10 US Treasury Payroll Taxes 1,990.19 USA Blue Book Supplies 1,795.77 USPO Postage on Bills 401.10 Van Meter Supplies 3,602.42 Washmohr Fairfax LLC On Time Deposit Refund 60.00 Wesbrook, Megan On Time Deposit Refund 75.00 WEX FD 243.36 Whannel Hardware Supplies 548.77 Whiting, Brittany Deposit Refunds 53.18 Wilz, Beth Mileage 33.06 Zinser, Christine Deposit Refunds 16.56 Total Net Payroll 38,427.02 TOTAL 253,163.17