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HomeMy WebLinkAbout12-08-2020 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING December 8, 2020 A regular meeting of the Fairfax City Council was held December 8, 2020. In order to help stop the spread of the COVID-19 virus, this regular 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 Mayor Frieden and City Clerk/Treasurer Cynthia Stimson were present at Fairfax City Hall at 300 80th Street Court. 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 holding this regular city council meeting electronically via a conference call. If you would like to participate,just before the meeting start time, you must call 425-436-6370 and enter this access code: 759797. Only staff are allowed in City Hall. Mayor Frieden called the meeting to order at 6:00 PM. Councilmembers present on the telephone conference call were: Mike Daly, Kate Pacha, and Marianne Wainwright. Travis Otto and Nick Volk were absent. Motioned by Daly, seconded by Pacha to approve the consent agenda. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. The Linn County Sheriff's Department submitted a written report. Stephanie, with Signal 88, reminded the City that some of the lights are out in front of city hall. Cathy Bayne thanked the City Council for approving the purchase of the Masonic Temple. Mike Sankot reported the fire department has four new members. They have been busy with 270 calls so far this year. Chris Philipp reviewed his building department report. Lynn Miller reported they have been working on the trees in the parks, ROW stumps, street signs, and building repairs. Kevin Stensland reported the water and sewer systems are working well. Joe Kell reported that the parks are open, but not the restrooms. He is getting organized for next year. Kyle Hall, from Fortress Benefits, briefly discussed the healthcare policy quotes. Motioned by Pacha, seconded by Daly to renew all of the United Healthcare employee policies with the City continuing to pay 100% of the employee's policy premium. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Chris Philipp reviewed a Commercial Building Permit Application for an addition. Motioned by Daly, seconded by Wainwright to approve the Commercial Building Permit Application for an addition at 723 Eagleview from TJ Rentals. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Chris Philipp discussed the problem of getting trees right now. This is causing a problem issuing Occupancy Certificates. Motioned by Daly, seconded by Wainwright to approve waiving the $100.00 for a Temporary Occupancy Certificate when the only item left to complete is the tree planning and giving these TOCs six months to complete. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Extensive discussion was held concerning the fees for the Travero Development Agreement. A $94,000 reduction until later was suggested since part of the ground is not being developed at this time. Concern was voiced about it being one parcel and what will happen if it is never developed. Motioned by Daly to incorporate the suggested fees reduction into the Travero Development Agreement. This motion died for lack of a second. No agreement was made about revision of the proposed fees. Chris Philipp discussed the request from Atkins for him to do their building department duties as he is with Palo. Motioned by Pacha, seconded by Daly to approve RESOLUTION NO. 2020-109,A RESOLUTION ENTERING INTO A 28E AGREEMENT FOR BUILDING OFFICIAL SERVICES WITH THE CITY OF ATKINS. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-109 duly adopted. Mike Sankot discussed the fire department's request to purchase an air compressor for their fill system for $19,788.00. Motioned by Wainwright, seconded by Daly to approve the fire department's purchase of an air compressor from Ed M. Feld Equipment Co., Inc. for $19,788.00. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Discussion was held about the request from Hall and Hall Engineers, Inc. to amend their Professional Services Agreement for the Water Storage and Pump House Projects. Terracon's total of expenses were much higher than anticipated. Jon Larson, with Hall and Hall Engineers, stated that some of the additional costs will be the contractor's responsibility and the City will be reimbursed at the end of the project with this adjustment of approximately $1,500.00. Motioned by Daly, seconded by Wainwright to approve RESOLUTION NO. 2020-110, A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL AND HALL ENGINEERS, INC. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-110 duly adopted. Jon Larson discussed the requested Change Order 42 from Preload for an additional $1,205.43. Kevin Stensland requested these changes. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2020-111, A RESOLUTION TO APPROVE CHANGE ORDER NO. 2 FROM PRELOAD, LLC FOR THE 2020 AT-GRADE WATER STORAGE TANK IMPROVEMENTS PROJECT. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-111 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-112,A RESOLUTION TO APPROVE PAY APPLICATION NO. 8 FROM PRELOAD, LLC FOR THE 2020 AT-GRADE WATER STORAGE TANK IMPROVEMENTS PROJECT. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-112 duly adopted. Jon Larson and Kevin Stensland discussed the requested Change Order 45 from Kleiman Construction for an additional $472.00. Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2020-113, A RESOLUTION TO APPROVE CHANGE ORDER NO. 5 FROM KLEIMAN CONSTRUCTION FOR THE 2020 PUMP HOUSE & SITE IMPROVEMENTS PROJECT. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-113 duly adopted. Motioned by Pacha, seconded by Daly to approve RESOLUTION NO. 2020-114,A RESOLUTION TO APPROVE PAY APPLICATION NO. 8 FROM KLEIMAN CONSTRUCTION, INC. FOR THE 2020 PUMP HOUSE AND SITE IMPROVEMENTS PROJECT. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-114 duly adopted. Discussion was held regarding the Donation Agreement with the Bellon family. Mayor Frieden reviewed the process and stated they hoped to have this in place before December 31. Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2020-115, A RESOLUTION APPROVING BELLON-AFRICA REAL PROPERTY DONATION AGREEMENT. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-115 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2020-116,A RESOLUTION TO APPROVE NAMING DEPOSITORIES. Roll call vote: Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden declared RESOLUTION 2020-116 duly adopted. Discussion was held concerning appointing two people to the Fairfax Planning and Zoning. Steve Huber and Sue Chapman were recommended by Tom Nurre and Chris Philipp. Cindy Anderson stated she is interested in being re-appointed. Motioned by Daly, seconded by Wainwright to re-appoint Steve Huber and appoint Sue Chapman to five-year terms on the Fairfax Planning and Zoning Commission. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Motioned by Wainwright, seconded by Daly to re-appoint Gib Boxa to a five-year term on the Fairfax Board of Adjustment. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden appointed Yoshio Vo to the remainder of the term of the vacant seat on the Fairfax Library Board of Trustees. His term expires July 1, 2021. Motioned by Pacha, seconded by Daly to approve the quote of$8,350.00 from ECCO Midwest, Inc. for the asbestos abatement at 323 Vanderbilt and the quote of$13,800.00 from Ralston Construction for the demolition of the building. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Kevin Stensland discussed the quotes for a vacuum excavation system with trailer. The water and sewer funds will pay for this purchase. Motioned by Pacha, seconded by Daly to approve the quote of$39,430.00 for the vacuum excavation system and trailer,plus the $1,750.00 for the jib boom, from Ditch Witch of Minnesota& Iowa. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Lynn Miller discussed the quotes for an addition to a maintenance building. LOST Fund has this in the budget for this year. Motioned by Pacha, seconded by Daly to approve the quote of$56,500 for the maintenance building addition,plus the $8,460 for the block wall, from Eastern Iowa Building, Inc. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Motioned by Wainwright, seconded by Pacha to approve the fence quote of$22,231.00 from D &N Fence for storm damage repairs. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Discussion was held about the UP Lease. This will be on the January agenda. Mayor Frieden discussed the minutes from the Iowa Public Information Board's meeting regarding the complaint filed by Cindy Anderson. The Board met on November 19. The recommendation from the staff was to dismiss the complaint. City Attorney Brian Fagan presented the City's information. A motion to dismiss the complaint was made and unanimously approved by the Iowa Public Information Board. Discussion was held on renting the community room and the COVID-19 situation. Motioned by Wainwright to close the community room for rentals through April, but with a monthly review by the City Council in case the situation changes. The motion died for lack of a second. Motioned by Daly, seconded by Pacha to close the community room for rentals through January 12, 2021, at which time the City Council will meet and review this topic. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden discussed the Visioning Final Report. Budget presentations for FY22 were made by each department head. Discussion was held concerning employee compensation. It was decided not to make all of the decisions until there is a full council. Motioned by Daly, seconded by Wainwright to approve the fire department pay change as requested by Fire Chief Mike Sankot, to pay the fire department member on the call who is responsible to do all of the paperwork $20.00 instead of the regular $5.00 a call. This is to be effective as of January 1, 2020. Ayes: Daly and Wainwright. Nays: None. Abstain: Pacha. Kate Pacha is abstaining because she is a member of the fire department. Absent: Otto and Volk. Motion carried. Motioned by Pacha, seconded by Daly to approve the claims list dated December 8, 2020. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Shane Wicks asked about more clarification for the Travero Development Agreement. This will be on the next agenda. Mayor Frieden discussed the COVID situation. Cynthia Stimson asked the City Council to check their schedules for a possible special budget meeting on January 26 and informed them our annual audit will be going on at that time. Motioned by Pacha, seconded by Daly to adjourn the meeting. Ayes: Daly, Pacha, and Wainwright. Nays: None. Absent: Otto and Volk. Motion carried. Mayor Frieden adjourned the meeting at approximately 8:20 PM. Mayor Burnell G. Frieden City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. V11- _. November 2020 Receipts General Fund 1,945,866.96 Road Use Fund 26,437.57 LOSST Fund 69,392.01 TIF Fund 72,059.40 Debt Service Fund 5,950,464.99 Water Fund 1,323,008.27 Trust and Agency Fund 750.00 Water Rev Debt Service 11,628.92 Sewer Fund 1,620,852.15 SRF Bond Retire Fund 23,393.01 Garbage Fund 16,819.00 Farm Operations Fund 6,935.29 Total Revenue: 11,067,607.57 November 2020 Expenses General Fund 122,070.26 Road Use Fund 19,346.18 Local Option Sales Tax Fund 0.00 TIF Fund 49,293.08 Debt Service 5,873,650.00 Water Fund 257,477.45 Trust and Agency Fund 600.00 Water Debt Service Fund 9,437.61 Sewer Fund 32,838.24 Sewer Debt Service Fund 19,588.20 Garbage Fund 16,495.05 Farm Operations Fund 0.00 Total Expenses: 6,400,796.07 CLAIMS LIST December 8, 2020 Payee Purpose Amount Absolute Security Security System 1,524.00 Ace Electric CH Generator Work 143.75 Advanced Business Systems Print Agreement 254.03 AFLAC Premiums 165.48 Allegra Parks Brochure 649.93 Alliant Utility Bills 5,243.09 Alliant Energy Utility Bill 19.34 Alliant Energy Utility Bill 18.41 Alliant Energy Utility Bill 18.41 Alliant Energy Utility Bill 497.70 Alliant Energy Utility Bill 320.00 Baker and Taylor Library 798.62 Baker and Taylor Library 43.48 Banacom Signs, Inc. FD 53.75 Bayne, Cathy Library 45.18 Blackstone Publishing Library 26.94 Bohlmann, Inc. Parks 3,805.00 Boland Recreation Parks 719.00 Book Systems, Inc. Library 625.50 Broad Reach Library 399.99 Brown Supply Co. Parks 78.00 Canon Copier Lease 448.00 Cargill, Incorporated Salt 6,146.38 Cedar Valley Flagpole Parks 7,808.00 Center Point Large Print Library 207.63 Certified Pest Control Pest Control 125.00 Cintas Uniforms and Mats 277.89 City of Fairfax Sewer Bill 52.00 City of Fairfax Sewer Bill 45.60 City of Fairfax Sewer Bill 45.60 City of Fairfax Sewer Bill 45.60 City of Fairfax Sewer Bill 65.44 City of Fairfax Sewer Bill 74.56 City of Fairfax Sewer Bill 45.60 Colonial Life Premium 201.95 Consolidated Energy Fuel 4,752.60 Corridor MPO FY21 Dues 1,492.56 Crawford Quarry Rock 505.55 Custom Hose & Supplies Parts 80.71 Danko Emergency Equipment FD 12,515.08 Elan Credit Card Balance 4,525.31 Electrical Engineering & Equipment Water Dept. 53.90 Emergency Medical Products FD 802.69 Feld Fire FD 1,174.00 Fidelitas Lodge No. 364 Property Purchase 59,904.80 Fox Apparatus Repair & Maintenance FD 893.75 FSSB S/C 25.00 FYSA Refunds 528.80 Gazette Publications 295.95 Good Year Tire Tires 2,030.94 Hach Company Water Dept. 399.06 Hall & Hall Engineers Engineering 31,384.34 Halley Todd Refund check re-issued 33.88 Havel, Dana On Time Deposit Refund 75.00 Hawkeye Fire & Safety FD 773.00 Hawkins Chemicals 306.10 Hoffman, Joy On Time Deposit Refund 75.00 Hotsy Cleaning Systems Equipment 129.98 Interstate All Battery Center Batteries 120.20 Iowa Firefighters Association FD dues 988.00 Iowa League of Cities Mayor Assoc. Dues 30.00 Iowa One Call Locates 197.30 Iowa Repair & Machine Repairs 1,117.98 Iowa Rural Water Association Dues 275.00 IPERS Payroll 8,806.84 Jordan's Heating & Cooling Repairs 100.00 Junior Library Guild Library 1,459.00 King's Material Cement 194.55 Kleiman Construction, Inc. Pay App 48 306,599.46 Kopecky, Kathryn On Time Deposit Refund 60.00 Langfitt, Amanda On Time Deposit Refund 75.00 Linn County REC Utility Bills 2,920.09 Linn County Sheriffs Office Police Service 8,658.00 Martin Marietta Sand 2,100.10 Matheson Supplies 32.75 Menards Supplies 1,142.53 Metro Economic Alliance Dues 3,500.00 MidAmerican Energy Utility Bills 384.29 Network Computer Systems IT Work 205.00 Penworthy Library 300.75 Pierce, Heather On Time Deposit Refund 75.00 Preload, LLC Pay App 48 23,036.88 Republic Services Solid Waste Services 16,162.40 Robson, William On Time Deposit Refund 75.00 Rosekrans, Tina Mileage 33.93 Sankot's Vehicle Maintenance 603.97 Schimberg Water Dept. 591.00 School Health Corp. Parks 946.78 Signal 88 Security Patrolling 4,568.79 Simmons Perrine Moyer Bergman Legal Services 10,728.00 South Slope Phone Services 77.67 South Slope Phone Services 36.07 South Slope Phone and Internet Service 702.00 Speer Financial Financial Services 375.00 Standard Bearings Sewer Dept. 447.77 Staples Supplies 1,031.51 Stensland, Kevin Boots 91.47 Stone Concepts Parks 370.00 Storey Kenworthy Notices 231.00 Treasurer, State of Iowa WET 2,606.00 Trey Electric Siren Poles Repair 2,125.00 UMB Bond Fees 300.00 UMB Bond Fees 300.00 UnitedHealthcare Premium 9,461.87 US Cellular Cell Phones 468.64 US Treasury Payroll Taxes 2,738.25 US Treasury Payroll Taxes 2,173.22 US Treasury Payroll Taxes 2,423.62 US Treasury Payroll Taxes 1,374.90 US Treasury Payroll Taxes 2,173.16 USA Blue Book Supplies 1,293.54 USPO Postage 239.11 USPO Postage 362.95 Wendling Quarries Recycled Asphalt 196.70 WEX FD 34.96 Total Net Payroll 35,196.56 TOTAL 616,716.41