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Home My WebLink About09-08-2020 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING SEPTEMBER 8, 2020 A regular meeting of the Fairfax City Council was held September 8, 2020. In order to help stop the spread of the COVID-19 virus, this special meeting of the Fairfax City Council was held electronically. Chapter 21.8 of the Iowa Code does permit an electronic meeting where all members participate remotely when an in-person meeting is impossible or impractical, which is certainly true during this crisis. On March 19, 2020, Governor Reynolds issued a Proclamation of Disaster Emergency which included a suspension of Iowa laws that would prevent the use of electronic meetings or the limitation on the number of people present at an in-person meeting site. Therefore, only elected officials, staff, those on the agenda, and very few public were present at Fairfax City Hall at 300 80th Street Court in order to maintain social distancing. The agenda had this message posted more than 24 hours in advance to give instructions on how others could participate in the meeting: Due to the COVID-19 crisis, the City of Fairfax will be limiting the number of people allowed in city hall. The City of Fairfax will have the room set up with social distancing and will allow the general public in only if there is available space after essential personnel are placed. If you are allowed to enter the building, masks will be required and can be removed only while you are at your seat. No one who has a temperature, symptoms, or been exposed to COVID-19 in the last 14 days should attend in person. The City of Fairfax will also be holding this city council meeting electronically via a conference call. If you would like to participate, at least 10 minutes before the meeting start time, you must call 425-436-6370 and enter this access code: 759797. If you are having difficulty connecting to the meeting you can: 1. Send a text message to the conference dial-in number. Text"Help" to receive a text message with a temporary backup number. Tap the number in your text to dial it. 2. Or you can text"Call Me" to receive a call that connects you with the dial-in. 3. Once connected, enter your access code as normal. Mayor Frieden called the meeting to order at 6:00 PM. He thanked staff and volunteers for their work after the August 10 storm. Councilmembers present were: Travis Otto, Mike Daly, Kate Pacha, Nick Volk, and Marianne Wainwright. Motioned by Otto, seconded by Pacha to approve the consent agenda. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Darrell Walters, Signal 88, asked for any questions about their patrols. Mayor Frieden thanked Signal 88 for their extra monitoring of the tree debris pile at the city shop location. Fire Chief Mike Sankot stated there was some damage to the fire station due to the storm. Marianne Wainwright asked about burning in Fairfax. Mike stated Fairfax only allows burning in a barrel with a grate or a small recreational fire (no bigger than three feet). It was recommended to put this information in the next FACTS. Cathy Bayne reviewed her report. Chris Philipp reported that the Alliant Transportation building is started. He reviewed his report and stated that he has been informed new construction is slowing down because of lumber prices. Maintenance Supervisor Lynn Miller reported they have been very busy cleaning up after the storm. He reviewed some of the details of damage and response efforts. He said the IDOT was a great help. He has toured the damage with the City's insurance adjuster. Kevin Stensland thanked the City Council for the intern. The intern's last day will be Thursday, September 10. A wiring problem at the splash pad has been fixed. Preload wants to fill the water tank this week. Joe Kell reported movie in the park will be this Saturday. He has been busy with lots of games and have new ones coming. He thanked the volunteers. Shane Wicks stated their invoices are for two months due to the power outage at his office. Mayor Frieden opened the public hearing at 6:27 pm regarding the 2020 amendment to the Urban Renewal Plan for the Fairfax Urban Renewal Area. The city clerk explained this amendment is adding the annexed area and a list of possible projects. The clerk's office did receive some questions, which were answered. Jo Ann Beer thanked the city clerk for the previous answers. She also asked about the timing of TIF and projects priorities. She was informed that TIF timing should not be a problem and that the City Council will set project priorities. Mayor Frieden closed the public hearing at 6:33 pm. Motioned by Otto, seconded by Pacha to approve RESOLUTION NO. 2020-73,A RESOLUTION TO APPROVE 2020 URBAN RENEWAL PLAN AMENDMENT FOR THE FAIRFAX URBAN RENEWAL AREA. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2020-73 duly adopted. Randy Kramer, Prairie Road Builders, reviewed the proposed street work lists. The total estimate is $82,050.93. Motioned by Otto, seconded by Daly to approve the proposed list of street work from Prairie Road Builders for $82,050.93. Ayes: Otto, Daly,Pacha, Volk, and Wainwright. Nays: None. Motion carried. Zack and Justin Sobaski discussed their purchase agreement with Dollar General, which has 12 months for a feasibility study. The engineering estimate to extend utilities to this area and the business area on the other side of West Cemetery Road is 1.4 million. Motioned by Volk, seconded by Daly to approve RESOLUTION NO. 2020-74, RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL AND HALL ENGINEERS, INC. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2020-74 duly adopted. Motioned by Daly, seconded by Pacha to approve the introduction and first reading of ORDINANCE NO. 47, AN ORDINANCE PROVIDING FOR THE DIVISION OF TAXES LEVIED ON TAXABLE PROPERTY IN THE 2020 AMENDMENT TO THE FAIRFAX URBAN RENEWAL AREA, PURSUANT TO SECTION 403.19 OF THE CODE OF IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Pacha to approve to suspend the rules requiring an ordinance be voted on for passage at two council meetings prior to this meeting with respect to ORDINANCE NO. 47. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Pacha for final passage and adopt ORDINANCE NO. 47, AN ORDINANCE PROVIDING FOR THE DIVISION OF TAXES LEVIED ON TAXABLE PROPERTY IN THE 2020 AMENDMENT TO THE FAIRFAX URBAN RENEWAL AREA, PURSUANT TO SECTION 403.19 OF THE CODE OF IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Volk, seconded by Wainwright to approve RESOLUTION NO. 2020-75, A RESOLUTION TO ACCEPT THE WORK PERFORMED BY PEAK CONSTRUCTION GROUP, INC., APPROVE THE BALANCING CHANGE ORDER, AND APPROVE THE FINAL PAY APPLICATION FOR THE FAIRFAX SPORTS COMPLEX SPLASH PAD PROJECT. Roll call vote: Ayes: Otto, Volk, and Wainwright. Nays: Daly and Pacha. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-75 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-76,A RESOLUTION TO APPROVE PAY APPLICATION NO. 5 FROM PRELOAD, LLC FOR THE 2020 AT-GRADE WATER STORAGE TANK IMPROVEMENTS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-76 duly adopted. Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2020-77, A RESOLUTION TO APPROVE CHANGE ORDER NO. 1 FROM KLEIMAN CONSTRUCTION FOR THE 2020 PUMP HOUSE & SITE IMPROVEMENTS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-77 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-78,A RESOLUTION TO APPROVE PAY APPLICATION NO. 5 FROM KLEIMAN CONSTRUCTION, INC. FOR THE 2020 PUMP HOUSE AND SITE IMPROVEMENTS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-78 duly adopted. Discussion was held about bond planning. The RFP from Bankers Bank is what Speer Financial is recommending to use. They will negotiate a bond sale with them for an annual appropriation bond and a refunding bond. The City Council reviewed the projects list. They want disaster response added to the bond purposes. Motioned by Otto to make the amount of the new bond 5.645 million. The motion died for lack of a second. Motioned by Volk, seconded by Daly to make the amount of the new bond 4.5 million in new money. Ayes: Daly, Pacha, and Volk. Nays: Otto, and Wainwright. Motion carried. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-79,A RESOLUTION TO FIX A DATE FOR PUBLIC HEARING ON A GENERAL OBLIGATION ANNUAL APPROPRIATION URBAN RENEWAL AND REFUNDING LOAN AGREEMENT IN A PRINCIPAL AMOUNT NOT TO EXCEED $8,330,000. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-79 duly adopted. No action was taken on the property purchase. Motioned by Volk, seconded by Pacha to approve RESOLUTION NO. 2020-80,A RESOLUTION APPROVING STREET FINANCE REPORT FOR FISCAL YEAR 2019- 2020. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-80 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-81,A RESOLUTION REQUESTING REIMBURSEMENT FROM THE IOWA COVID-19 GOVERNMENT RELIEF FUND. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-81 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-82,A RESOLUTION REQUESTING REIMBURSEMENT FOR EXPENSES DUE TO THE SEVERE STORM ON AUGUST 10, 2020. Roll call vote: Ayes: Otto, Daly, Pacha, Volk,and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION NO. 2020-82 duly adopted. Motioned by Otto, seconded by Volk to cancel all community room reservations in City Hall through December 31, 2020. Ayes: Otto, Volk, and Wainwright. Nays: Daly and Pacha. Motion carried. Motioned by Otto, seconded by Pacha to approve the claims list dated September 8,2020. Ayes: Otto, Daly, Pacha, Volk,and Wainwright. Nays: None. Motion carried. Jo Ann Beer asked about the Development Agreement with Alliant Transportation. The City Clerk stated she had been informed it is not ready yet, but should be for the next meeting. Marianne Wainwright asked who is monitoring the dust mess in the IDOT's highway project. Discussion was held regarding masks. There will be a joint meeting with some of Linn County's communities and Linn County regarding a mask mandate on,September 9, at noon on Zoom. The city clerk stated she will be taking some time off at the end of September. Motioned by Daly, seconded by Pacha to adjourn the meeting. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden adjourned the meeting at approximately 8:23 PM. Mayor Burnell G. Frieden City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. r August 2020 Receipts General Fund 73,473.34 Road Use Fund 22,464.75 LOSST Fund 24,653.17 TIF Fund 1,905.97 Water Fund 443,700.91 Trust and Agency Fund 1,525.00 Water Rev Debt Service 11,595.16 Sewer Fund 43,759.27 SRF Bond Retire Fund 23,488.47 Garbage Fund 17,147.02 Total Revenue: 663,713.06 August 2020 Expenses General Fund 288,607.52 Road Use Fund 33,236.08 Local Option Sales Tax Fund 0.00 Water Fund 409,597.25 Trust and Agency Fund 1,215.00 Water Rev Debt Service 10.00 Sewer Fund 17,551.06 SRF Bond Retire Fund 42.00 Garbage Fund 17,388.31 Farm Operations Fund 359.75 Total Expenses: 768,006.97 CLAIMS LIST September 8, 2020 Payee Purpose Amount Absolute Security Cedar Valley Security 1,140.00 Advanced Business Systems Print Agreement 380.42 AFLAC Premiums 165.48 Alliant Utility Bills 7,207.01 Alliant Energy Utility Bill 320.00 Alliant Energy Utility Bill 448.82 Alliant Energy Utility Bill 88.98 Alliant Energy Utility Bill 18.53 Alliant Energy Utility Bill 19.42 Altorfer Inc. Parts 847.92 Baker and Taylor Library 645.96 Bayne, Cathy Library 37.12 Beaty Contracting, LLC Tree debris removal 15,847.50 Bell, Thomas Refund 15.00 Breeden Tree Service Tree Work 2,950.00 Canon Copier Lease 448.00 Cedar Rapids Reds 8U Field Rental refund 25.00 Center Point Large Print Library 209.58 Certified Pest Control Pest Control 65.00 Cintas Uniforms and Mats 906.32 City of Fairfax Utility Bill 50.40 City of Fairfax Utility Bill 45.60 City of Fairfax Utility Bill 45.60 City of Fairfax Utility Bill 138.00 City of Fairfax Utility Bill 75.20 City of Fairfax Utility Bill 76.96 City of Fairfax Utility Bill 45.60 Colonial Life Premium 201.95 Consolidated Energy Fuel 4,099.08 Custom Hose & Supplies Parts 23.13 Elan Credit Card Balance 3,078.72 Electrical Engineering & Equipment Generator Work 340.36 Ever-Green Landscape Nursery Mulch 270.00 Fareway Supplies 40.88 Fastenal Equipment 1,604.33 Feld Fire FD 2,158.00 Flex-Pac Library and Parks 1,260.39 FSSB S/C 25.00 FYSA Refunds Deposits & Conc.% 1,427.63 Gazette Publications 314.81 Hach Company Water Dept. 502.63 Impact Embroidery FD 1,452.00 Iowa One Call Locates 131.50 IPERS Payroll 9,933.41 Johnson, Jean On Time Deposit-refund 75.00 Jordan, Peggy Community Room Refund 150.00 King's Material Parks 1,098.44 Kleiman Construction Pump House Pay App 45 281,232.54 Kraft, Tara UB Net Deposit Refund 11.94 Linn County Public Health Testing 12.00 Linn County REC Utility Bills 2,869.31 Matheson Supplies 33.41 Menards Supplies 266.99 Metering & Technology Solutions W/S Supplies 1,888.02 MidAmerican Energy Utility Bills 356.53 Midwest Wheel Parts 34.40 Morse, Cevyn UB Net Deposit Refund 41.68 Mutert, Trista Community Room Refund 300.00 Network Computer Systems IT Work 587.50 O'Connor, Amanda On Time Deposit-refund 75.00 O'Reilly Auto Parts 16.22 Overdrive, Inc. Library 620.14 Peak Construction Splash Pad Final Pay App 16,811.73 Penworthy Library 398.25 Preload, LLC Water Tank Pay App 45 268,400.36 Professional Plumbing Library 115.56 RDJ Specialties FD 489.44 Republic Services Solid Waste Service 16,037.30 Republic Services Dumpsters 5,608.40 Rodgers, Jill /Karasek, Andy UB Net Deposit Refund 0.49 Rosekrans, Tina Mileage 181.13 Sankot's Parts & Service 204.55 Schlesselman, Raymond On Time Deposit-refund 75.00 Signal 88 Security Patrolling 4,568.79 Simmons Perrine Moyer Bergman Legal Services 13,289.17 Site One Parks 559.65 South Slope Phone Service 77.71 South Slope Phone Service 36.02 South Slope Phone and Internet Service 655.16 St. Luke's Work Well Solutions Training 225.00 Staples Supplies 816.23 State Library of Iowa Library 62.00 Tanke, Breanne Community Room Refund 100.00 Treasurer, State of Iowa WET 3,684.00 UnitedHealthcare Premium 9,461.87 US Cellular Cell Phones 422.29 US Treasury Payroll Taxes 2,781.46 US Treasury Payroll Taxes 2,465.79 US Treasury Payroll Taxes 1,216.50 US Treasury Payroll Taxes 2,471.37 USPO Postage 238.13 USPO Postage 364.00 WEX FD 111.12 Whiting, Brittany UB Net Deposit Refund 28.16 Total Net Payroll 29,207.24 TOTAL 729,960.23