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HomeMy WebLinkAbout01-12-2021 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING January 12, 2021 A regular meeting of the Fairfax City Council was held January 12, 2021. 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: Travis Otto, Mike Daly, Kate Pacha, and Nick Volk. Marianne Wainwright was absent. Motioned by Daly, seconded by Pacha to approve the consent agenda. Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Mike Daly asked if the resident had been served for a dog problem. Chris Philipp has not received the paperwork back from the Sheriff's Department. Fire Chief Mike Sankot thanked the City for purchasing needed equipment for the fire department. What we have, made a huge difference in the apartment fire response. They have been doing training and some fire department members have received their first COVID-19 vaccination shot. Building Administrator Chris Philipp reviewed his report and said the demo of the old Masonic Lodge building is proceeding, they are filling the hole. Public Works Supervisor Lynn Miller reported they still have some stumps to come out. He has been pushing contractors to begin repairs of storm damage. Water/Waste Water Supervisor Kevin Stensland thanked the City for the water system upgrades, which helped support the fire department's response. He has been trying to motivate the contractors working on the water storage project. Parks and Recreation Director Joe Kell said even though we raised our pricing, field rentals are already full into July. He would like to keep the concession stand open a few hours during the week while the splash pad is active. He is moving forward planning the spring activities. Extensive discussion was held regarding the Development Agreement with Travero. They have submitted a request for cost adjustments regarding sidewalk installation. The City Council came up with the option that Travero pay for the entire cost of sidewalk installation adjacent to their property, but not be required to participate in sidewalk installation that is not. City Engineer Shane Wicks is to modify the Agreement. Travero should take action and sign before the February 9 City Council meeting so the 2021 Sanitary Sewer and Water Main Extension Project is not delayed. Discussion was held regarding Travero's sign permit application. The City Council asked for revisions to the wording to indicate this facility is in Fairfax. This topic will be placed on the January 26 special city council's meeting agenda to review some options. Motioned by Volk, seconded by Pacha to approve RESOLUTION NO. 2021-01,A RESOLUTION APPROVING A PUBLIC UTILITY EASEMENT IN THE SOUTHWEST QUARTER OF THE NORTHWEST QUARTER AND IN THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER, BOTH LOCATED IN SECTION 15, TOWNSHIP 82 NORTH, RANGE 8 WEST OF THE FIFTH P.M. IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-01 duly adopted. Motioned by Volk, seconded by Pacha to approve RESOLUTION NO. 2021-02,A RESOLUTION APPROVING A SANITARY SEWER FACILITIES EASEMENT IN THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 15, TOWNSHIP 82 NORTH, RANGE 8 WEST OF THE FIFTH P.M. IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-02 duly adopted. Motioned by Pacha, seconded by Volk to approve RESOLUTION NO. 2021-03,A RESOLUTION APPROVING WATER MAIN FACILITIES EASEMENTS IN THE SOUTHWEST QUARTER OF THE NORTHWEST QUARTER, THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER, AND THE NORTHEAST QUARTER OF THE SOUTHWEST QUARTER, ALL IN SECTION 15, TOWNSHIP 82 NORTH, RANGE 8 WEST OF THE FIFTH P.M. IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-03 duly adopted. Motioned by Volk, seconded by Daly to approve RESOLUTION NO. 2021-04,A RESOLUTION APPROVING AN ACCESS EASEMENT IN THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 15, TOWNSHIP 82 NORTH, RANGE 8 WEST OF THE FIFTH P.M. IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-04 duly adopted. Discussion was held and a special city council meeting was set for Tuesday, February 16, to take action on the bids for the 2021 Sanitary Sewer and Water Main Extension Project. Motioned by Volk, seconded by Daly to approve RESOLUTION NO. 2021-05,A RESOLUTION TO APPROVE PAY APPLICATION NO. 9 FROM KLEIMAN CONSTRUCTION, INC. FOR THE 2020 PUMP HOUSE AND SITE IMPROVEMENTS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-05 duly adopted. Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2021-06,A RESOLUTION TO APPROVE PAY APPLICATION NO. 9 FROM PRELOAD, LLC FOR THE 2020 AT-GRADE WATER STORAGE TANK IMPROVEMENTS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-06 duly adopted. Shane Wicks briefly discussed the 2021 Sanitary Sewer and Water Main Extension Project. The engineer's estimate is $2,200,000. The contract includes incentives and disincentives. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-07,A RESOLUTION SETTING A PUBLIC HEARING FOR PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND OPINION OF PROBABLE COST FOR CONSTRUCTION OF THE 2021 SANITARY SEWER & WATER MAIN EXTENSIONS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-07 duly adopted. Mike Sankot discussed how the fire department would use a new proposed all-terrain vehicle on grass fires as well as parks and trails incidents. He is recommending the City accept the quote from Polaris Sales, Inc. of$51,662.07. The other quotes would require taking the vehicle to numerous companies to have the fire department options added. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2021-08,A RESOLUTION AUTHORIZING THE PURCHASE OF AN ALL-TERRAIN FIRE VEHICLE. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-08 duly adopted. Joe Kell reviewed food costs, his numbers from FYSA, as well has the revisions made to the FYSA Agreement. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2021-09,A RESOLUTION ENTERING INTO A PARTNERSHIP AGREEMENT WITH THE FAIRFAX YOUTH SPORTS ASSOCIATION. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-09 duly adopted. Joe Kell discussed the changes he is recommending for the job descriptions to the seasonal part-time park employees for 2021. Motioned by Otto, seconded by Daly to approve the revised job descriptions as submitted. Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Joe Kell asked to use the same hiring process in 2021 the City used last year for the seasonal part-time park employees. He anticipates hiring more employees, each working less hours than last year's employees. Motioned by Otto, seconded by Pacha to have Joe Kell advertise, interview, and hire the seasonal part-time park employees in 2021. Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Cynthia Stimson informed the City Council that a public hearing is required before the City enters any type of lease. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-10,A RESOLUTION TO FIX A DATE FOR A PUBLIC HEARING ON A YEAR-TO-YEAR LEASE FOR PROPERTY USE WITH THE UNION PACIFIC RAILROAD COMPANY AND THE CITY OF FAIRFAX. Roll call vote: Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-10 duly adopted. Discussion was held concerning non-library employee compensation. Motioned by Volk, seconded by Otto to give all current non-library employees a 50-cent increase per hour effective January 1, 2021. Ayes: Otto, Pacha, and Volk. Nays: Daly. Absent: Wainwright. Motion carried. Motioned by Volk, seconded by Pacha to give Tina Rosekrans a $2.50 per hour raise, Staci Klinefelter a $2.00 per hour raise, and Jace Merta a $2.00 per hour raise effective January 1, 2021, all as recommended by their supervisors. Ayes: Otto, Pacha, and Volk. Nays: Daly. Absent: Wainwright. Motion carried. Mayor Frieden discussed his recommendation for a bonus for staff for their efforts during the 2020 COVID-19 and Derecho. Motioned by Daly, seconded by Otto to approve a$1,000 bonus for each current non-library full-time employee and a $500.00 bonus for Jace Merta as recommended by Mayor Frieden. Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2021-11,A RESOLUTION APPROVING WAGES FOR CITY EMPLOYEES. Roll call vote: Ayes: Otto, Daly, and Volk. Nays: None. Absent: Wainwright. Abstain: Pacha. Kate Pacha abstained because she is a member of the fire department. Motion carried. Mayor Frieden declared RESOLUTION 2021-11 duly adopted. Discussion was held with Tom Nurre concerning his wish to have the P&Z meet in person for ease of reviewing maps and other documents. They may use the city hall meeting room as long as masks and social distancing are followed. The conference call will still be an option. Motioned by Volk, seconded by Otto to leave the city hall meeting room closed to rentals until the next city council meeting on February 9. Ayes: Otto and Volk. Nays: Daly and Pacha. Absent: Wainwright. Motion defeated. Discussion about the CARES COVID-19 leave which ended December 31, 2020. Motioned by Daly, seconded by Volk for the City of Fairfax to continue to pay up to 2 weeks regular hours for COVID-19 leave as the Cares Act required, following Linn County Public health guidelines about quarantines and returning to work. Ayes: Otto, Daly, Pacha, and Volk. Nays: None. Absent: Wainwright. Motion carried. Discussion was held concerning 267 Vanderbilt Street. This property is for sale. Mayor Frieden has talked with the property owner. He was directed to continue negotiations and to get more details. Proposals about leasing or purchasing the City Hall building were discussed. More information will be requested. Cynthia Stimson reviewed the FY22 budget schedule and the Max Levy notice. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2021-12,A RESOLUTION SETTING TIME AND PLACE FOR A PUBLIC HEARING FOR THE PURPOSE OF CONSIDERING THE MAXIMUM TAX DOLLARS FROM CERTAIN LEVIES FOR THE CITY'S PROPOSED FISCAL YEAR 2021-2022 BUDGET. Roll call vote: Ayes: Otto, Daly, and Volk. Nays: None. Absent: Pacha and Wainwright. Motion carried. Mayor Frieden declared RESOLUTION 2021-12 duly adopted. Motioned by Daly, seconded by Otto to approve the claims list dated January 12, 2021. Ayes: Otto, Daly, and Volk. Nays: None. Absent: Pacha and Wainwright. Motion carried. Kevin stated that our previous intern, Kurt, has been hired by the City of Cedar Rapids. A resident from Southview Road asked about Alliant Energy's utility easement request. Shane Wicks explained that the power poles need to be moved due to the City's project in the area. Mayor Frieden asked for two council volunteers to meet with Patrick Slater about the bank's future plans. Mike Daly and Travis Otto will be these volunteers. The next city council meeting will be on Tuesday, January 26. This is a special budget meeting. City Council and required staff will be in person, with social distancing. The conference call option will be available for others. Motioned by Daly, seconded by Volk to adjourn the meeting. Ayes: Otto, Daly, and Volk. Nays: None. Absent: Pacha and Wainwright. Motion carried. Mayor Frieden adjourned the meeting at approximately 8:00 PM. Mayor Burnell G. Frieden City Clerk/Treasurer Cynthia Stimson Disclaimer: The foregoing minutes are not official until approved by the City Council. December 2020 Receipts , I General Fund 162,305.01 Road Use Fund 26,036.25 LOSST Fund 25,086.24 TIF Fund 31,544.46 Water Fund 364,291.69 Trust and Agency Fund 850.00 Water Revenue Debt Service 11,766.84 Sewer Fund 37,272.50 Sewer Revenue Debt Service 23,789.75 Garbage Fund 17,393.00 Farm Operations Fund 0.05 Total Revenue: 700,335.79 December 2020 Expenses General Fund 188,137.83 Road Use Fund 24,650.65 Local Option Sales Tax Fund 1,000.00 TIF Fund 375.00 Debt Service Fund 2,465.00 Water Fund 357,288.74 Trust and Agency Fund 1,730.00 Water Debt Service Fund 11,977.83 Sewer Fund 23,710.04 Sewer Debt Service Fund 10,325.00 Garbage Fund 15,912.85 Total Expenses: 637,572.94 CLAIMS LIST January 12, 2021. Payee Purpose Amount Ace Electric Fuel Barrel 281.00 Advanced Business Systems Two Printers 1,481.96 AFLAC Payroll Premiums 206.85 Airgas USA Shop 980.82 Alliant Utility Bills 6,220.24 Alliant Energy Utility Bill 39.16 Alliant Energy Utility Bill 21.04 Alliant Energy Utility Bill 21.04 Alliant Energy Utility Bill 563.87 Alliant Energy Utility Bill 320.00 Altorfer Caterpillar Service & Coat 3,768.24 Anderson, Clifford or Elaine Deposit Refund 75.00 Baker and Taylor Library 834.01 Baker Paper Supplies 179.24 Batteries Included FD 54.72 Bayne, Cathy Library 29.51 Bohlmann, Inc. Parks 84.75 Canon Copier Lease 448.00 Cargill, Incorporated Salt 2,079.34 Cedar Rapids Bank & Trust Lease & CAM Payment 42,000.00 Center Point Large Print Library 208.28 Certified Pest Control Pest Control 125.00 Chappy's Repair LLC Parts 35.00 Cheek, Kevin or Wendy Deposit Refund 75.00 Cintas Uniforms and Mats 444.01 City of Fairfax Sewer Bill 46.40 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 75.52 City of Fairfax Sewer Bill 72.80 City of Fairfax Sewer Bill 45.60 Coffland, Susan/Pierce Lut Deposit Refund 100.00 Colonial Life Policy Premium 161.56 Connie's Cleaning Service CH Cleaning 682.00 Consolidated Energy Fuel 3,346.85 Cover One Library 984.50 Crawford Quarry Parks & Shop 342.78 Custom Hose & Supplies Shop Supplies 515.86 Dave Schmitt Const. Shop Work 334.00 Dorsey & Whitney Legal Services 22,500.00 Elan Credit Card Balance 4,719.34 Emergency Medical Products FD 815.64 Estate of Ronald Weston Credit Balance Refund 100.00 Fastenal Shop 68.01 Feld Fire FD 19,728.20 Fry, Jesse Deposit Refund 90.00 FSSB ACH Processing S/C 25.00 Future Line Parts 165.44 FYSA Conc.% 195.63 Gazette Publications 367.70 Good Year Tire Tires 739.53 GovOffice Domain Name Set-up Charge 220.00 Hall & Hall Engineers Engineering 59,521.50 Hawkeye Fire & Safety FD 297.50 Hawkins Chemicals 827.15 Huk Rubber Stamp FD 67.00 Impact Embroidery Work on Coat 18.00 International Code Council Dues 145.00 Iowa One Call Locates 120.60 Iowa Prison Industries Signs 1,936.25 IPERS Payroll 7,310.71 Kerika, Alice Deposit Refund 75.00 Keystone Laboratories, Inc. Testing 1,571.16 Kleiman Construction, Inc. Pay App 49 114,792.87 Klinefelter, Staci Mileage 28.75 Koch Office Group Library 42.52 Kruse Tree Trim & Const. Storm Damage Trees & Stumps 5,647.50 Linn County REC Utility Bills 3,139.57 Linn County Sheriff Serve Notice 60.00 Lnenicka, Bethany Deposit Refund 150.00 Martin. Don Farming 1,723.58 Matheson Supplies 33.41 McDermott, Matt Deposit Refund 150.00 Menards Supplies 309.86 MidAmerican Energy Utility Bills 607.62 Midwest Wheel FD 325.46 Miracle Recreation Playground 12,899.00 Network Computer Systems Computer Service & Equipment 2,660.00 Norem, Kristine Deposit Refund 10.18 Olmstead, Sara or Jason Deposit Refund 75.00 Penworthy Library 209.09 Philipp, Chris Mileage 243.80 Pond, Drew Deposit Refund 11.31 Preload, LLC Pay App 49 902.50 Professional Plumbing Service, Inc. FD 109.50 Regent Investments Sign Lease Payment 1,200.00 Republic Services Trash & Recycle Services 16,207.25 Rosekrans, Tina Mileage & Reimbursement 88.97 Sadewasser, Wanetta Deposit Refund 31.68 Sadler Power Train Streets 371.75 Sankofs Vehicle Maintenance 1,364.05 Schimberg Parts 404.27 Schumacher Elevator Elevator Maintenance 314.58 Signal 88 Security Patrolling 4,568.79 Simmons Perrine Moyer Bergman Legal Services 5,087.92 Simmons, Nicoli Deposit Refund 90.00 Sled Shed Parts 60.28 Snyder, Alice or Cory Deposit Refund 75.00 South Slope Phone Service-Library 75.27 South Slope Phone Service-FD 36.52 South Slope Phone and Internet Service 722.44 Speer Financial Bond Fees 21,100.00 Staples Supplies 389.76 Storm Steel Supplies 91.45 Subbs, Ryan Lee Deposit Refund 100.00 The Locker Shop & Unique Apparel Masks 330.00 Thompson Truck& Trailer Parts 39.33 TNT Landscaping, LLC Shop 575.13 Treasurer, State of Iowa Qtrly State W/H 6,371.00 Treasurer, State of Iowa Qtrly Sales Tax 421.00 Treasurer, State of Iowa WET 2,581.00 UltraLawn Library 428.66 UMB Bond Fees 250.00 UMB Bond Fees 250.00 UMB Bond Fees 250.00 UMB Bond Fees 250.00 UMB Bond Fees 250.00 UMB Bond Fees 300.00 UnitedHealthcare Policy Premium 9,461.87 US Cellular Cell Phones 479.62 US Treasury Payroll Taxes 500.58 US Treasury Payroll Taxes 2,178.69 US Treasury Payroll Taxes 3,574.44 US Treasury Payroll Taxes 2,185.92 US Treasury Payroll Taxes 2,205.15 US Treasury Payroll Taxes 1,331.58 US Treasury Payroll Taxes 2,044.93 US Treasury Payroll Taxes 2,214.97 USA Blue Book Supplies 682.75 USPO Postage 240.10 USPO Postage 359.10 Ware Derrick Deposit Refund 15.83 Waterworks C & I Salt 45.00 Wazac, Tracy Deposit Refund 75.00 Wendling Quarries Recycled Asphalt 1,986.27 WEX FD 130.98 WEX FD 243.97 Total Net Payroll 58,647.81 TOTAL 486,457.29