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Home My WebLink About05-11-2021 Council Minutes CITY OF FAIRFAX REGULAR CITY COUNCIL MEETING May 11, 2021 A regular meeting of the Fairfax City Council was held May 11, 2021. Due to COVID-19, this meeting was held with social distancing. Elected officials, staff, and those on the agenda were admitted first with assigned tables. Masks were required. This message was posted on the agenda: If you would like to participate via a conference call, 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. Council members present were: Travis Otto, Mike Daly, Kate Pacha, and Marianne Wainwright. Nick Volk was on the phone. Motioned by Otto, seconded by Daly to approve the consent agenda. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. This motion was later rescinded by Travis Otto because of a conflict. The new motion was as follows. Motioned by Daly, seconded by Pacha to approve the consent agenda. Ayes: Daly, Pacha, and Wainwright. Travis Otto abstained because of a conflict of interest. His Star Bar renewal is part of the consent agenda. Nick Volk was absent at this time. Motion carried. Darrell Walters, with Signal 88, asked if anyone had questions and discussed lights that are out. Cathy Bayne said the Fairfax Public Library is back to normal hours and all is going well. Lynn Miller mentioned that they have been working on the library’s new parking lot. Mike Sankot stated the fire department has had lots of calls, they will be doing fireworks on June 26, they have to replace some of the bunker gear, and someone wants to donate the money for a Lucas device. Chris Philipp reviewed his building department report. Lynn Miller stated he and Cynthia Stimson have been working with FEMA, the buildings have been repaired, the fencing is not done, and about 2/3 of the trees are here. Before the final trees are planted, we will have a press event. Lynn reported the water and sewer systems intern Taylor Shelfo started on Monday. They still need to do the flushing. Joe Kell reported that the fields are booked each day, there is water for the dogs to the dog park, and he is working on a Pickleball League. Mayor Frieden opened the public hearing regarding the GO Urban Renewal Municipal Building Bond at 6:13 PM. The city clerk/treasurer stated we had received an email and a letter about the bonding. JoAnn Beer asked about the final amount of the bond and questioned some of the wording. She was informed that the City will only borrow what we need for city hall, those funds can only be used for the stated purposes, and the wording was completed by our bonding attorney. Mayor Frieden closed the public hearing at 6:17 PM. Motioned by Otto, seconded by Daly to approve RESOLUTION NO. 2021-60 A RESOLUTION EXPRESSING INTENT TO ENTER INTO GENERAL OBLIGATION MUNICIPAL BUILDING LOAN AGREEMENT AND ISSUE GENERAL OBLIGATION MUNICIPAL BUILDING BONDS AND SETTING DATE FOR SALE OF BONDS. Roll call vote: Ayes: Otto, Daly, Pacha, and Wainwright. Nays: None. Absent: Volk. Motion carried. Mayor Frieden declared RESOLUTION 2021-60 duly adopted. Mayor Frieden opened the public hearing regarding the FY21 budget amendment at 6:18 PM. No comments had been received. The city clerk/treasurer reviewed the reasons for the need for a budget amendment, it needs to be completed in May, and department heads were contacted about needed adjustments. Mayor Frieden closed the public hearing at 6:20 PM. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-61 A RESOLUTION APPROVING THE CITY’S PROPOSED AMENDMENT #2 TO THE FISCAL YEAR 2020-2021 BUDGET. Roll call vote: Ayes: Otto, Daly, Pacha, and Wainwright. Nays: None. Absent: Volk. Motion carried. Mayor Frieden declared RESOLUTION 2021-61 duly adopted. Mayor Frieden opened the public hearing regarding entering into a Lease Agreement for a skid loader at 6:20 PM. No comments had been received. Lynn Miller stated the current lease is expiring and they are getting a new lease for a new skid loader. Mayor Frieden closed the public hearing at 6:21 PM. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-62 A RESOLUTION APPROVING AND AUTHORIZING A LEASE PURCHASE AGREEMENT FOR A SKID LOADER. Roll call vote: Ayes: Otto, Daly, Pacha, and Wainwright. Nays: None. Absent: Volk. Motion carried. Mayor Frieden declared RESOLUTION 2021-62 duly adopted. Mayor Frieden opened the public hearing regarding entering into a Lease Agreement for a mini-excavator at 6:22 PM. No comments had been received. Lynn Miller stated the current lease is expiring and they are getting a new lease for a new min-excavator. Mayor Frieden closed the public hearing at 6:23 PM. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-63 A RESOLUTION APPROVING AND AUTHORIZING A LEASE PURCHASE AGREEMENT FOR AN EXCAVATOR. Roll call vote: Ayes: Otto, Daly, Pacha, and Wainwright. Nays: None. Absent: Volk. Motion carried. Mayor Frieden declared RESOLUTION 2021-63 duly adopted. Paul Mallie asked that the Fairfax Lions Club be allowed to have their 5K Run/Walk on Saturday, June 26. The run will start and end at city hall. They plan to use the parking lot but, depending on weather, they may need to do some of their activities inside. They will be done well before noon. The route will be marked with chalk. The City Council suggested they modify their route to avoid Prairie Avenue due to construction. Nick Volk joined the meeting again via conference call. Motioned by Daly, seconded by Pacha to allow the Fairfax Lions Club to put on a 5K Run/Walk on Saturday, June 26, as discussed. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. The proposed list of street work was discussed. Motioned by Daly, seconded by Pacha to approve the street work list from Prairie Road Builders for an estimate of $79,417.05. Ayes: Daly, Pacha, Volk, and Wainwright. Nays: None. Travis abstained because sometimes the work is near the Star Bar. Motion carried. Fairfax’s requirements for subdivisions and timing of water and sewer extensions were discussed. Linn County and IDNR will have to give approval for a well and septic system on a commercial lot. Staff was directed to revise the ordinance and policy to allow some more flexibility. Mayor Frieden opened the appeal hearing for Jay Hopkins regarding his Violation Notice dated March 16, 2021, at 7:07 PM. Jay discussed our process, the Iowa Code, ownership of the tires, and wording of the notice. The City Council discussed the health and fire hazard of the pile of discarded tires at 506 Williams Blvd. and property owner responsibilities. Motioned by Daly, seconded by Wainwright to deny Jay Hopkins’ appeal request and to proceed with the violation process. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Chris Philipp stated the proposed change in the flood plain regulations came directly from FEMA and IDNR. Motioned by Wainwright, seconded by Daly to introduce and approve the first reading of ORDINANCE 54, AN ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF THE CITY OF FAIRFAX, IOWA, BY REPLACING CHAPTER 160-FLOOD PLAIN REGULATIONS. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Pacha to suspend the rules requiring an ordinance be voted on for passage at two council meetings prior to this meeting with respect to ORDINANCE 54. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Pacha to give final adoption to ORDINANCE 54, AN ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF THE CITY OF FAIRFAX, IOWA, BY REPLACING CHAPTER 160-FLOOD PLAIN REGULATIONS. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Wainwright, seconded by Daly to approve the second reading of ORDINANCE 55, AN ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF THE CITY OF FAIRFAX, IOWA, BY AMENDING CHAPTER 69-PARKING REGULATIONS. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Wainwright to suspend the rules requiring an ordinance be voted on for passage at two council meetings prior to this meeting with respect to ORDINANCE 55. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Daly, seconded by Wainwright to give final adoption to ORDINANCE 55, AN ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF THE CITY OF FAIRFAX, IOWA, BY AMENDING CHAPTER 69-PARKING REGULATIONS. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Wainwright, seconded by Daly to introduce and approve the first reading of ORDINANCE 56, AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF FAIRFAX, IOWA, 2017, BY AMENDING PROVISIONS PERTAINING TO WATER RATES. Roll call vote: Ayes: Daly, Pacha, Volk, and Wainwright. Nays: Otto. Motion carried. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-64 A RESOLUTION TO ACCEPT THE WORK PERFORMED BY PRELOAD, LLC, APPROVE THE BALANCING CHANGE ORDER, AND APPROVE THE FINAL PAY APPLICATION 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 2021-64 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-65 A RESOLUTION TO APPROVE CHANGE ORDER NO. 9 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 2021-65 duly adopted. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-66 A RESOLUTION TO APPROVE PAY APPLICATION NO. 13 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 2021-66 duly adopted. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-67 A RESOLUTION TO APPROVE PAY APPLICATION NO. 1 FROM SCHRADER EXCAVATING & GRADING CO. FOR THE 2021 SANITARY SEWER & WATER MAIN EXTENSIONS PROJECT. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021-67 duly adopted. Chris Philipp discussed the City’s proposed shared parking agreement for the city hall area. He will have the P&Z discuss this topic and draft a change to the zoning ordinance to allow this in commercial areas. Motioned by Pacha, seconded by Daly to approve RESOLUTION NO. 2021-68 A RESOLUTION SETTING THE TIME AND PLACE FOR A PUBLIC HEARING FOR THE PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON REVISING THE CITY OF FAIRFAX ZONING CODE. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021- 68 duly adopted. Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2021-69 A RESOLUTION SETTING THE TIME AND PLACE FOR A PUBLIC HEARING FOR THE PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON REVISING THE CITY OF FAIRFAX ZONING CODE. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021- 69 duly adopted. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-70 A RESOLUTION APPROVING FIREWORKS PERMIT FOR THE FAIRFAX FIRE AND RESCUE DEPARTMENT. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021-70 duly adopted. th Mayor Frieden explained the proposed 28E was to add rock along 80 Street from the Highway to the old Beverly Road entrance. Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2021-71 A RESOLUTION ENTERING INTO A MAINTENANCE PROJECT 28E AGREEMENT WITH LINN COUNTY. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021-71 duly adopted. Lynn Miller informed the council the window replacement project at the library is due to hail damage. He reviewed the quotes received. Motioned by Daly, seconded by Pacha to accept the quote from Ideal Windows Doors & Siding of $17,225.00 to replace both the upper and lower windows at the library. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Otto, seconded by Wainwright to accept the quote from Network Computer Solutions of Eastern Iowa, Inc. of $13,610.00 for a new computer server at city hall. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. New iPads for the City Council were discussed. None will be ordered at this time. The building inspection report for city hall was reviewed. Some items were noted to ask the owner to fix before closing. Kate Pacha discussed wage information she had gathered. At some point she feels the city council must review the starting wage levels. The hiring committee is recommending hiring Russell Clapp for the full-time Public Works I position. Motioned by Wainwright, seconded by Daly to hire Russell Clapp for the full-time Public Works I position at $18.00 per hour. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Wainwright, seconded by Pacha to approve RESOLUTION NO. 2021-72 A RESOLUTION APPROVING WAGES FOR CITY EMPLOYEES as corrected to remove Mike Rammelsberg. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021-72 duly adopted. Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2021-73 A RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS FOR THE PAYMENT OF DEBT PRINCIPAL, INTEREST, AND FEES DUE JUNE 1, 2021. Roll call vote: Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden declared RESOLUTION 2021-73 duly adopted. Discussion was held regarding the Small City Workshop, Iowa Municipal Professional’s Institute, Iowa Municipal Academy, and the Iowa League of Cities’ Annual Conference. Motioned by Otto, seconded by Daly to send staff and available elected officials to these trainings. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Motioned by Pacha, seconded by Daly to approve the claims list dated May 11, 2021. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. JoAnn Beer asked some additional questions about the bonding amount. Jay Hopkins stated it is hard to hear on the conference call. JoAnn agreed. Mayor Frieden attended a press conference hosted by the Cedar Rapids Metro Economic Alliance. It is planned to have the Local Option Sales and Services Tax on the November ballot. Motioned by Pacha, seconded by Daly to adjourn the meeting. Ayes: Otto, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Frieden adjourned the meeting at 8:50 PM. Mayor Burnell G. Frieden Alliant Energy Utility Bill 660.05 Alliant Energy Utility Bill 320.00 Anderson, Paige On Time Deposit Refund 75.00 Baker and Taylor Library 804.87 Barnes, Collette Refund 125.00 Batteries Included FD 293.64 Canon Copier Lease 448.00 Cassill, Machelle L On Time Deposit Refund 75.00 Center Point Large Print Library 342.55 Certified Pest Control Pest Control 125.00 Cindy McDowell Easement 100.00 Cintas Uniforms and Mats 300.18 City of Fairfax Sewer Bill 49.60 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 71.28 City of Fairfax Sewer Bill 81.68 City of Fairfax Sewer Bill 45.60 City of Fairfax Egg Dash 87.06 City of Keystone 2021 Softball league fees 300.00 Colonial Life Premium 161.56 Connie's Cleaning Service CH Cleaning 990.00 Consolidated Energy Fuel 2,541.15 Crawford Quarries Rock 1,393.05 Custom Hose & Supplies Supplies 91.74 Diamond Lake Book Co. Library 122.98 Diligent Corporation Software 2,981.13 Elan Credit Card Balance 4,704.27 Ever-Green Landscaping Grounds Maintenance 4,911.00 Everts, Sara Refund 50.00 Fareway FD 137.75 Feld Fire FD 2,196.00 FSSB ACH Processing S/C 25.00 FYSA Reimbursement for food costs 1,692.80 Gazette Publications 573.29 Gordon Flesch IT Work 3,558.00 Griffith, Jay Refund 25.00 Guy Schuetzle Easement 100.00 Hach Chemicals 298.98 Hall & Hall Engineers Engineering 30,509.76 Hansen, Diana Refund 50.00 Hawkins Chemicals 1,773.74 Heartsmart Defibulators 2,309.00 Impact Embroidery FD 938.00 Iowa Finance Authority Bond Payment 189,055.39 Iowa Finance Authority Bond Payment 167,275.00 Iowa Finance Authority Bond Payment 7,067.50 Iowa One Call Locates 126.00 Iowa Title Company Abstract Work 230.00 IPERS Payroll 7,861.74 ITC Holdings LCC Easement 700.00 John's Lock & Key Keys 35.88 Keystone Laboratories, Inc. Testing 829.80 Kissel, Nick Refund 50.00 Kleiman Construction, Inc. Pay App #13 80,547.65 Kruse Tree Trim & Construction Stump Grinding 5,827.50 Linn County REC Utility Bills 3,032.55 Maes, William UB Deposit Refund 12.71 Matheson FD 33.35 Menards Supplies 1,298.22 Meskimen, Craig Refund 100.00 MidAmerica Books Library 159.60 MidAmerican Energy Utility Bills 443.13 Nesper Sign Advertising Banner 215.00 Network Computer Systems IT Work & Equipment 1,267.50 Norway Rec Board 2021 Baseball league fees 225.00 Oldenkamp, Charles or Sara UB Deposit Refund 6.92 Pacha, Katherine FD 652.25 Penworthy Library 227.60 Philipp. Chris Mileage 577.92 Preload, LLC Final Pay App 55,257.67 PST Parks Refund 600.00 Republic Services Solid Waste Services 16,256.40 Rosekrans, Tina Mileage 64.22 Rusaraza, Patrick On Time Deposit Refund 75.00 Sankot's Garage Vehicle Repair 291.90 Schimberg Parts 801.36 Schrader Excavating & Grading Co. Pay App #1 271,560.09 Signal 88 Security Patrolling 4,568.79 Simmons Perrine Moyer Bergman Legal Services 9,060.80 Site One Landscape Supply Seed 3,035.68 Sled Shed FD 104.99 Snyder, Angie or Jerry On Time Deposit Refund 60.00 South Slope Phone Service 76.93 South Slope Phone Service 36.78 South Slope Phone and Internet Service 673.73 Sports Promotions Shirts 4,259.00 Staples Supplies 907.75 Stephens, Casandra Sue UB Deposit Refund 13.82 Storm Steel Supplies 281.89 TNT Landscaping Supplies 127.40 Treasurer, State of Iowa WET 2,973.00 UMB Bank Bond Payment 62,190.00 UMB Bank Bond Payment 206,105.00 UMB Bank Bond Payment 114,763.75 UMB Bank Bond Payment 185,047.50 UMB Bank Bond Payment 146,122.50 UMB Bank Bond Payment 168,641.25 UMB Bank Bond Payment 97,725.00 UMB Bank Bond Payment 39,442.06 UMB Bank Bond Payment 262,980.10 UnitedHealthcare Premium 9,804.38 US Cellular Cell Phones 477.14 US Treasury Payroll Taxes 4,067.65 US Treasury Payroll Taxes 2,442.59 US Treasury Payroll Taxes 1,720.82 US Treasury Payroll Taxes 2,243.83 US Treasury Payroll Taxes 2,306.57 USA BlueBook Supplies 590.92 USPO Postage 258.22 USPO Postage 366.12 Waln Repair & Collision Center FD 4,524.80 Welter Storage Equipment Equipment 1,260.00 Wendling Quarries Asphalt 397.74 WEX FD 209.28 Wilson-Hite Insurance Insurance 1,942.00 Total Net Payroll 42,029.46 TOTAL 2,273,794.33