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HomeMy WebLinkAbout12-10-2019 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING DECEMBER 10, 2019 The regular meeting of the Fairfax City Council was held December 10, 2019, at Fairfax city hall at 300 80' Street Court. Mayor Frieden called the meeting to order at 6:00 PM. Council members present: Travis Otto, Mike Daly, and Nick Volk. Absent: Marianne Wainwright. One seat is vacant. Other city staff present: Kevin Stensland, Lynn Miller, Chris Philipp, Joe Kell, and Cynthia Stimson. Motioned by Daly, seconded by Volk to approve the consent agenda. Ayes: Otto, Daly, and Volk. Nays: None. Absent: Wainwright. One seat is vacant. Motion carried. Marianne Wainwright entered the meeting at 6:01. Darrell Walters, Signal 88, was made aware of a list of areas experiencing break-ins. Council was reminded if they want to see their reports, let city hall staff know. Mike Sankot reported Hazelton will be purchasing the old truck for $60,000 after we receive the new one. They have finalized the new truck design. It may be ready by July 1, 2020. Chris Philipp reviewed the building department report. The Fairfax Planning and Zoning Commission discussed a possible Overlay District at their last meeting. He has 10 people willing to serve on the Trail Committee, they will start to meet in January. He and Mayor Frieden met with the City of Palo. There is a revised 28E for action later this meeting. A dog has been ordered out of Fairfax due to an attack incident. Joe Kell reviewed the Parks and Recreation report. He discussed some new revenue sources. Lynn Miller reported they are ready for winter and are working on equipment maintenance. He and Kevin attended an IDOT project meeting and will go to another one this week. Kevin Stensland stated the sewer system is complete and running great. He thanked staff for their assistance. The proposed health insurance policies were reviewed. Action will be delayed, waiting for the agent. Mayor Frieden opened the public hearing regarding the SRF loan application and environmental information at 6:22 PM. JoAnn Beer asked about growth, water conservation, visual impact, carbon foot print, emergency plan, and the Future Land Use Map. Kevin Stensland explained about our current water storage situation and the immediate need for the project. He also discussed the look of the tank. He pointed out in case of an emergency it is water that is being stored, it will run into the park. Shane Wicks checked the Future Land Use Map and the area is already designated public use. Mayor Frieden closed the public hearing at 6:32 PM. Motioned by Wainwright, seconded by Daly to direct Mayor Frieden to sign the Fairfax EID as prepared by the IDNR. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden opened the public hearing regarding the loan agreement in a principal amount not to exceed $1,300,000 at 6:33 PM. JoAnn Beer asked about the source of the money for repayment. It was explained this is being written as a GO. This will give the City a lower interest rate and more payment source options. Some will come from LOST for part of the fire department's debt obligations. Mayor Frieden closed the public hearing at 6:35 PM. Linn County Deputy Sheriff Speth entered and presented the list of calls. He was given the list of incidents. Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2019-70,A RESOLUTION DETERMINING TO PROCEED WITH THE ISSUANCE OF GENERAL OBLIGATION CORPORATE PURPOSE BONDS, SERIES 2020,APPROVING PRELIMINARY OFFICIAL STATEMENT AND SETTING DATE FOR SALE OF THE BONDS. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-70 duly adopted. Discussion was held regarding the proposed park forms. A typo was pointed out and that correction will be made. Annette McKeever asked about the use guidelines. The no pets will be for the out of town people here for the tournaments. Motioned by Volk, seconded by Daly to approve RESOLUTION NO. 2019-71,A RESOLUTION TO APPROVE CITY OF FAIRFAX PARKS FORMS. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-71 duly adopted. Motioned by Daly, seconded by Otto to approve RESOLUTION NO. 2019-72,A RESOLUTION TO APPROVE THE COMMUNITY ROOM POLICY. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-72 duly adopted. Discussion was held regarding the gWorks Email Utility Bills Module. This will save on staff time, bill cards, and postage. Motioned by Wainwright, seconded by Otto to enter into an agreement with gWorks for the Email Utility Bills Module. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Motioned by Wainwright, seconded by Otto to approve RESOLUTION NO. 2019-73, A RESOLUTION TO APPROVE THE PLAT OF SURVEY REQUEST FOR THE MARDELLE HOLST PROPERTY IN LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Volk, and Wainwright. Nays: Daly. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-73 duly adopted. Shane Wicks discussed the status of the Heartland Heights pond project. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2019-74,A RESOLUTION APPROVING THE AT-RISK GRADING IMPROVEMENTS TO THE HEARTLAND HEIGHTS WET POND, WATER QUALITY BASIN NO. 1,AND THE EMBANKMENTS OF THE NORTH-SOUTH STREAM, ALL IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-74 duly adopted. Discussion was held regarding the past due garbage account. Motioned by Daly, seconded by Otto to approve RESOLUTION NO. 2019-75,A RESOLUTION PROVIDING FOR THE CERTIFICATION OF DELINQUENT CITY OF FAIRFAX UTILITY CHARGES TO THE COUNTY TREASURER FOR COLLECTION IN THE SAME MANNER AS TAXES. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-75 duly adopted. Chris Philipp and Mayor Frieden discussed the current system of building inspections with Ely and Palo. They have met with Palo and are proposing a change in set-up. The City of Fairfax will provide all of their building official services. Ely is still deciding what to do. They will either have Fairfax provide all of their building official services or we will stop doing inspections as of January 1, 2020. Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2019-76,A RESOLUTION ENTERING INTO A 28E AGREEMENT FOR BUILDING OFFICIAL SERVICES WITH THE CITY OF PALO. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-76 duly adopted. Shane Wicks discussed the changes to the City's participation in the IDOT's Highway 151 Project. With the changes, the total is still less than our original estimate. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2019-77,A RESOLUTION TO APPROVE EXTRA WORK ORDER (EWO) NUMBERS 1, 2 AND 5 FOR THE U.S. HIGHWAY 151 BRIDGE REPLACEMENT PROJECT IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-77 duly adopted. Lynn Miller discussed signage in Fairfax. A speed limit sign is needed on 80'h Street and there isn't a Fairfax city limits sign to the north. Lynn Miller and Shane Wicks discussed signage during the highway project. Adding stop signs, businesses open, local access, and detour information was discussed. They are to contact the IDOT and Linn County about signs needed in their rights-of-way. The maintenance department will start to add the base for our signs and work on drafting revisions to the stop sign ordinance. Motioned by Wainwright, seconded by Otto to approve RESOLUTION NO. 2019-78, A RESOLUTION SETTING A PUBLIC HEARING FOR PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR CONSTRUCTION OF THE FAIRFAX SPORTS COMPLEX SPLASH PAD. Roll call vote: Ayes: Otto, Volk, and Wainwright. Nays: Daly. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-78 duly adopted. The City Council was given a draft of the Real property Donation Agreement with Bellon- Africa Family Farms, L. C. Each department head, except the library director,presented information about FY21 budget proposals. Mayor Frieden appointed Marianne Wainwright as Mayor Pro Tempore. Motioned by Volk, seconded by Daly to appoint the following: • Shane Wicks, President of Hall and Hall Engineers, Inc. as the City Engineer • Randy Scholer, of Simmons Perrine Moyer Bergman PLC as the City Attorney • Mike Sankot as Fairfax Fire and Rescue Department's Fire Chief and the City of Fairfax's Linn County Emergency Management Representative • Cynthia Stimson as Fairfax's City Clerk/Treasurer • Jeff Christensen to the Fairfax Planning and Zoning Commission • Angelique Wonders to the Fairfax Planning and Zoning Commission Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Motioned by Volk, seconded by Wainwright to approve RESOLUTION NO. 2019-79, A RESOLUTION TO APPROVE NAMING DEPOSITORIES. Roll call vote: Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 2019-79 duly adopted. Discussion was held regarding employee compensation. It was suggested to form a committee to review and make a recommendation regarding certifications. Longevity pay was reviewed. Motioned by Otto, seconded by Wainwright to approve RESOLUTION NO. 2019-80, A RESOLUTION APPROVING WAGES FOR CITY EMPLOYEES which will give a raise of 2.0%to the employees and plus add one dollar to Mike Rammelsberg's hourly rate for the change in his responsibilities effective January 1, 2020 - this does not include library or fire department payroll. Roll call vote: Ayes: Otto, Volk, and Wainwright. Nays: Daly. One seat is vacant. Motion carried. Mayor Frieden declared RESOLUTION 201.9-80 duly adopted. Discussion was held regarding Tyler Bauer leaving the City of Fairfax as of December 13. The hiring committee will be: Mike Daly, Mayor Frieden, Lynn Miller, Kevin Stensland, and Cynthia Stimson. JoAnn Beer asked if the hiring policy could be amended to include residents on the hiring committee, if wanted. The City Council did not want to make this change. We will take applications until mid-January with a decision planned for the February city council meeting. Tyler thanked the City Council and maintenance department staff. Motioned by Volk, seconded by Otto to approve the four health insurance policies and other policies as presented with the same setup which has the City of Fairfax paying 100% of the employee's premium. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Nick Volk asked about the Ace Electric invoices. Kevin Stensland explained the generator work that was done. Motioned by Daly, seconded by Wainwright to approve the claims list dated December 10, 2019. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. JoAnn Beer stated she thinks it is good to purchase the Email Module for Utility Bills and thanked everyone for their 2019 service. Cindy Anderson asked for code references regarding Mayor's authority regarding the agenda. The city clerk/treasurer discussed the new budget process requirements. January 14 will be the regular meeting, January 21 will be the budget special, February 18 will be the regular meeting, and March's meeting may not need to be moved. Mike Daly recited the oath of office for council member. Katherine Pacha recited the oath of office for council member. Bernie Frieden recited the oath of office for mayor. Motioned by Otto, seconded by Daly to adjourn the meeting. Ayes: Otto, Daly, Volk, and Wainwright. Nays: None. One seat is vacant. Motion carried. Mayor Frieden adjourned the meeting at 8:54 PM. Mayor Burnell G. Frieden City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. n pv November 2019 Receipts General Fund 70,519.41 Road Use Fund 23,288.88 LOSST Fund 35,713.86 TIF Fund 32,787.42 Debt Service 79,242.25 Water Fund 35,865.59 Trust and Agency Fund 1,175.00 Water Debt Service 5,840.25 Sewer Fund 38,184.83 SRF Bond Retire Fund 20,659.98 Garbage Fund 15,718.78 Farm Operations Fund 3,008.00 Total Revenue: 362,004.25 November 2019 Expenses General Fund 110,845.60 Road Use Fund 12,144.78 LOSST Fund 10,850.00 TIF Fund 68,774.46 Debt Service Fund 76,416.25 Water Fund 51,442.41 Trust and Agency Fund 500.00 Water Debt Service 5,781.25 Sewer Fund 48,908.72 SRF Bond Retire Fund 16,700.00 Garbage Fund 14,978.42 Total Expenses: 417,341.89 CLAIMS LIST December 10, 2019 Payee Purpose Amount Absolute Security Service 1,116.00 Ace Electric Generator 1,565.06 Advanced Business Systems Print Agreement 419.03 Advanced Systems IT Work 525.00 AFLAC Premiums 165.48 Alliant Utility Bills 6,059.50 Alliant Energy Utility Bill 33.60 Alliant Energy Utility Bill 18.41 Alliant Energy Utility Bill 18.41 Alliant Energy Utility Bill 540.96 Alliant Energy Utility Bill 302.00 Altorfer, Inc. Safety Coat 43.95 Aspen Equipment Valve 538.93 Baker and Taylor Library 847.09 Baker Paper Supplies 49.49 Bayne, Cathy Library 57.32 Beer, Jo Ann Refund 2.27 Bowers, Joyce Net Deposit Refunds 16.33 Canon Copier Lease 448.00 Cedar Rapids Bank & Trust CH Lease & CAM Payment 42,000.00 Cedar Valley Humane Society Animals 335.00 Center Point LP Library 177.96 Centurion Technologies Library 50.00 Certified Pest Control Pest Control 125.00 Cintas Uniforms and Mats 341.73 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 36.20 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 33.00 City of Fairfax Sewer Bill 52.04 Colibri Library 256.91 Colletta, Catherine Ruth Deposit Refund 75.00 Colonial Life Premium 161.56 Connie's Cleaning City Hall Cleaning 1,039.50 Consolidated Energy Fuel 4,208.28 CR Metro Economic Alliance Dues 3,500.00 Crescent Electric Supplies 213.06 Custom Hose Supplies 158.35 Dunlap, Justina Deposit Refund 150.00 Elan Credit Card Balance 5,000.58 Fastenal Supplies 348.57 Feld Fire FD 1,461.00 Flemming Irrigation Winterize Parks 180.00 FSSB ACH Processing S/C 25.00 G & H Electric, Inc. Bucket Truck Work 225.00 gWorks Software 250.00 Hach Supplies 538.65 Hall & Hall Engineering Engineering 26,681.45 Hurt, Abraham Deposit Refund 60.00 Image Video Productions Library 55.00 Iowa One Call Locates 100.80 Iowa Prison Industries Golf Cart Tags 34.50 Iowa Rural Water Dues 275.00 IPERS Payroll 7,111.61 Jensen, Cathy Deposit Refund 75.00 Kell, Joe Mileage/Reimbursement 203.31 Ken-Way Trucking Contractor Work 1,866.00 Keystone Testing 1,167.81 Kings Material Concrete 709.50 Linn County REC Utility Bills 3,004.34 Lookout Books Library 105.75 MacQueen Equipment Parts 1,206.46 Matheson Supplies 32.00 Menards Supplies 1,430.55 MidAmerica Books Library 75.80 MidAmerican Energy Utility Bills 490.92 Midland GIS Solutions Services 1,500.00 Midwest Janitorial Supplies 85.15 Mitchell, Traci or Sanborn, Kevin Deposit Refund 75.00 Mutual Wheel Company Tool Box 585.00 Network Computer Solutions IT Work and Equipment 1,320.50 Nichols, Cody or Traci Deposit Refund 75.00 Novak Electric City Hall Work 3,100.00 Pacha, Kate Mileage/Reimbursement 33.06 Pool Tech Service 149.70 Quality Cleaning Equipment Services 204.51 Regent Investments Sign Lease Payment 1,200.00 Republic Services Solid Waste Service 15,148.79 Sankot's Parts & Service 854.05 Schimberg Co. Equipment 3,147.72 Security State Bank HSA Contributions -Payroll 305.97 Sellon, Sarah Library 177.04 Signal 88 Security Patrolling 4,504.44 Simmons Perrine Moyer Bergman PLC Legal Services 7,096.05 South Slope Phone Service-Library 77.31 South Slope Phone Service-FD 36.02 South Slope Phone and Internet Service 711.95 Staples Supplies 1,026.46 Stimson, Cynthia Mileage 79.46 Storey Kenworthy Notices & Office Equipment 3,457.51 Tierney, Ryan or Amy Deposit Refund 60.00 Toby Kid Library 100.00 Treasurer, State of Iowa WET 1,672.00 UnitedHealthcare Premium 7,399.43 University of Iowa- EMSLRC FD 24.00 US Cellular Cell Phones 388.09 US Treasury Payroll Taxes 34.42 US Treasury Payroll Taxes 2,864.70 US Treasury Payroll Taxes 2,029.95 US Treasury Payroll Taxes 1,515.58 US Treasury Payroll Taxes 2,142.25 US Treasury Payroll Taxes 2,309.74 USPO Postage 404.25 Van Meter Supplies 282.62 Waterworks Salt 42.00 WEX FD 193.37 Total Net Payroll 35,583.80 TOTAL 220,523.91