HomeMy WebLinkAbout03-21-2023 Council Minutes
CITY OF FAIRFAX
REGULAR CITY COUNCIL MEETING
March 21, 2023
A regular meeting of the Fairfax City Council was held March 21, 2023. Mayor Pro
Tempore Wainwright called the meeting to order at 6:00 PM. Councilmembers present were:
Tom Nurre, Mike Daly, Kate Pacha, Nick Volk, and Marianne Wainwright.
Motioned by Daly, seconded by Pacha to approve the consent agenda. Ayes: Nurre, Daly,
Pacha, Volk, and Wainwright. Nays: None. Motion carried.
A Linn County Deputy Sheriff presented the list of calls.
Cathy Bayne reported the Fairfax Public Library had a successful spring break. Some board
members and staff have toured the Marion Library and have a tour planned for the Center Point
Library.
Brian Merta gave the fire department report.
Lynn Miller reported the maintenance department is getting ready for spring and the park
shades are up.
Kevin Stensland stated the water system is running in pressure mode. This is to test the
system, getting ready for the water tank project.
Joe Kell reviewed his Parks Department Report. He gave an update about job fairs.
Staff let Council know that Chris Philipp is sick, but he sent a message that all of the building
department topics on the agenda meet his approval. His monthly Building Department Report
was in the packet.
Tina Rosekrans reviewed information about a Lyme Disease 1K/5K Run/Walk she is
organizing.
Motioned by Nurre, seconded by Daly to approve the route and staging area plans for the
Lyme Disease 1K/5K Run/Walk on June 3. Ayes: Nurre, Daly, Pacha, Volk, and Wainwright.
Nays: None. Motion carried.
Charlie Garwood, with Wilson-Hite Insurance, reviewed the City’s insurance renewal quote,
changes we have made during the year, and plans to quote other companies next year against this
2023 renewal.
Motioned by Pacha, seconded by Wainwright to approve RESOLUTION NO. 2023-18 A
RESOLUTION AUTHORIZING COMMERCIAL INSURANCE COVERAGE FOR THE
CITY OF FAIRFAX. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays:
None. Motion carried. Mayor Pro Tempore Wainwright declared RESOLUTION 2023-18 duly
adopted.
Discussion was held concerning the quotes for equipment for the meeting room. Jonathan,
with Paradigm, was present to answer questions about their bid. The City Council wants to
gather more information, invite Sound Concepts to attend the next meeting, and asked Jonathan
to submit a revised lower bid as an option. This topic will be on the next agenda.
Motioned by Nurre, seconded by Wainwright to approve RESOLUTION NO. 2023-19 A
RESOLUTION ESTABLISHING PARK FEES. Roll call vote: Ayes: Nurre, Daly, Pacha,
Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore Wainwright
declared RESOLUTION 2023-19 duly adopted.
Motioned by Volk, seconded by Pacha to the second reading of ORDINANCE NO. 83, AN
ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF
THE CITY OF FAIRFAX, IOWA, BY AMENDING CHAPTER 106, COLLECTION OF
SOLID WASTE. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays:
None. Motion carried.
Motioned by Daly, seconded by Nurre to suspend the rules requiring an ordinance be voted
on for passage at two council meetings prior to this meeting with respect to ORDINANCE 83.
Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
Motioned by Daly, seconded by Pacha to give final approval of ORDINANCE NO. 83, AN
ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF
THE CITY OF FAIRFAX, IOWA, BY AMENDING CHAPTER 106, COLLECTION OF
SOLID WASTE. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays:
None. Motion carried.
Motioned by Nurre, seconded by Daly to introduce and approve the first reading of
ORDINANCE NO. 84, AN ORDINANCE AMENDING THE FAIRFAX CODE OF
ORDINANCES OF 2017, OF THE CITY OF FAIRFAX, IOWA, BY AMENDING
CHAPTER 23 PARKS AND BEAUTIFICATION BOARD. Roll call vote: Ayes: Nurre,
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 84.
Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
Motioned by Daly, seconded by Pacha to give final approval of ORDINANCE NO. 84, AN
ORDINANCE AMENDING THE FAIRFAX CODE OF ORDINANCES OF 2017, OF
THE CITY OF FAIRFAX, IOWA, BY AMENDING CHAPTER 23 PARKS AND
BEAUTIFICATION BOARD. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and
Wainwright. Nays: None. Motion carried.
Motioned by Wainwright, seconded by Volk to approve RESOLUTION NO. 2023-20 A
RESOLUTION SETTING TIME AND PLACE FOR A PUBLIC HEARING FOR THE
PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON THE CITY’S
PROPOSED FISCAL YEAR 2023-2024 BUDGET. Roll call vote: Ayes: Nurre, Daly, Pacha,
Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore Wainwright
declared RESOLUTION 2023-20 duly adopted.
Motioned by Volk, seconded by Pacha to approve RESOLUTION NO. 2023-21 A
RESOLUTION SETTING TIME AND PLACE FOR A PUBLIC HEARING FOR THE
PURPOSE OF SOLICITING WRITTEN AND ORAL COMMENTS ON THE CITY’S
PROPOSED AMENDMENT #2 TO THE FISCAL YEAR 2022-2023 BUDGET. Roll call
vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor
Pro Tempore Wainwright declared RESOLUTION 2023-21 duly adopted.
Motioned by Nurre, seconded by Pacha to approve RESOLUTION NO. 2023-22 A
RESOLUTION APPROVING THE CONTRACT FOR LAW ENFORCEMENT
SERVICE WITH LINN COUNTY AND THE LINN COUNTY SHERIFF’S
DEPARTMENT FOR FISCAL YEAR 2023-2024 BUDGET. Roll call vote: Ayes: Nurre,
Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore
Wainwright declared RESOLUTION 2023-22 duly adopted.
Motioned by Nurre, seconded by Volk to appoint Valerie Hill to the Fairfax Planning and
Zoning Commission to fill the vacancy for a term ending December 31, 2024. Ayes: Nurre,
Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
Motioned by Volk, seconded by Pacha to approve the Commercial Sign Permit from Royal
Pools at 54 E Cemetery Road. Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None.
Motion carried.
Jon Larson discussed the timing of bidding and work for two projects.
Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2023-23 A
RESOLUTION TO FILE PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
OPINION OF PROBABLE COST; SET A TIME AND DATE FOR A PUBLIC
HEARING; AND SET A TIME AND DATE TO RECEIVE BIDS FOR CONSTRUCTION
OF THE 2023 ELEVATED WATER STORAGE TANK PAINTING, MAINTENANCE, &
REPAIRS PROJECT. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright.
Nays: None. Motion carried. Mayor Pro Tempore Wainwright declared RESOLUTION 2023-
23 duly adopted.
Motioned by Nurre, seconded by Volk to approve RESOLUTION NO. 2023-24 A
RESOLUTION TO FILE PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND
OPINION OF PROBABLE COST; SET A TIME AND DATE FOR A PUBLIC
HEARING; AND SET A TIME AND DATE TO RECEIVE BIDS FOR CONSTRUCTION
OF THE 2023 WATER MAIN EXTENSION UNDER PRAIRIE CREEK PROJECT. Roll
call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
Mayor Pro Tempore Wainwright declared RESOLUTION 2023-24 duly adopted.
Shane Wicks discussed the additional amount needed for engineering services for the well
and water treatment design.
Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2023-25 A
RESOLUTION AUTHORIZING AN AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL & HALL
ENGINEERS, INC. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays:
None. Motion carried. Mayor Pro Tempore Wainwright declared RESOLUTION 2023-25 duly
adopted.
Shane Wicks discussed the Bushman property plans.
Motioned by Daly, seconded by Nurre to approve RESOLUTION NO. 2023-26 A
RESOLUTION APPROVING THE SITE PLAN OF IMPROVEMENTS AND
DRAINAGE REPORT FOR THE PROPOSED SITE IMPROVEMENTS FOR LOT 1
BUSHMAN FIRST ADDITION TO THE CITY OF FAIRFAX, LINN COUNTY, IOWA.
Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
Mayor Pro Tempore Wainwright declared RESOLUTION 2023-26 duly adopted.
Motioned by Volk, seconded by Daly to approve RESOLUTION NO. 2023-27 A
RESOLUTION APPROVING THE SITE PLAN DEVELOPMENT AGREEMENT FOR
THE PROPOSED SITE IMPROVEMENTS FOR LOT 1 BUSHMAN FIRST ADDITION
TO THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Nurre, Daly,
Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore Wainwright
declared RESOLUTION 2023-27 duly adopted.
Motioned by Nurre, seconded by Volk to approve RESOLUTION NO. 2023-28 A
RESOLUTION APPROVING THE PRIVATE WATER MAIN FACILITIES
AGREEMENT FOR THE PROPOSED SITE IMPROVEMENTS FOR LOT 1 BUSHMAN
FIRST ADDITION TO THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote:
Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro
Tempore Wainwright declared RESOLUTION 2023-28 duly adopted.
Motioned by Volk, seconded by Pacha to approve RESOLUTION NO. 2023-29 A
RESOLUTION TO ENTER INTO AN AGREEMENT WITH DAN BUSHMAN FOR
CONNECTION TO THE CITY OF FAIRFAX’S WATER MAIN SYSTEM AT LOT 1,
BUSHMAN FIRST ADDITION (WITHOUT THE TAPPING FEE). Roll call vote: Ayes:
Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore
Wainwright declared RESOLUTION 2023-29 duly adopted.
Motioned by Daly, seconded by Volk to approve RESOLUTION NO. 2023-30 A
RESOLUTION TO ENTER INTO AN AGREEMENT WITH DAN BUSHMAN FOR
CONNECTION TO THE CITY OF FAIRFAX’S SANITARY SEWER SYSTEM AT LOT
1, BUSHMAN FIRST ADDITION. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and
Wainwright. Nays: None. Motion carried. Mayor Pro Tempore Wainwright declared
RESOLUTION 2023-30 duly adopted.
Motioned by Nurre, seconded by Pacha to approve the Building Permit Application for 600
Fairfax Road from Daniel S. Bushman Rev Trust. Ayes: Nurre, Daly, Pacha, Volk, and
Wainwright. Nays: None. Motion carried.
Shane Wicks stated all of the paperwork is in order for the Novak Electric project.
Motioned by Nurre, seconded by Daly to approve RESOLUTION NO. 2023-31 A
RESOLUTION APPROVING THE SITE PLAN OF IMPROVEMENTS AND
DRAINAGE REPORT FOR THE PROPOSED SITE IMPROVEMENTS FOR NOVAK
ELECTRIC IN THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes:
Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore
Wainwright declared RESOLUTION 2023-31 duly adopted.
Motioned by Nurre, seconded by Daly to approve RESOLUTION NO. 2023-32 A
RESOLUTION APPROVING THE SITE PLAN DEVELOPMENT AGREEMENT FOR
THE NOVAK ELECTRIC SITE IMPROVEMENTS BY NOVAK PROPERTIES, LLC IN
THE CITY OF FAIRFAX, LINN COUNTY, IOWA. Roll call vote: Ayes: Nurre, Daly,
Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore Wainwright
declared RESOLUTION 2023-32 duly adopted.
Motioned by Daly, seconded by Nurre to approve the Commercial Building Permit
th
Application from Novak Properties at 4840 80 Street. Ayes: Nurre, Daly, Pacha, Volk, and
Wainwright. Nays: None. Motion carried.
Discussion was held regarding vacation accrual affected by the change in policy in February.
The city clerk/treasurer stated the policy was put in place immediately after passage in February,
but employees do not accrue vacation until their hire anniversary date. No change was made to
this part of the policy. When employees affected reach their 2023 hire anniversary date, the new
policy will be used to determine how much vacation is awarded. She further stated she is not in
favor of making any awards retroactive and if approved how would the council determine how
far back to go. Lynn Miller and Kevin Stensland spoke up asking to have the extra week
immediately, based on their 2022 hire anniversary date information and then also the extra week
on their 2023 hire anniversary date.
Motioned by Pacha, seconded by Daly to immediately award 40 hours of vacation to each of
the three employees affected by the change in policy (Lynn Miller, Kevin Stensland, and Cynthia
Stimson) based on their 2022 hire anniversary date information. Ayes: Daly, Pacha, Volk, and
Wainwright. Nays: Nurre. Motion carried.
Motioned by Nurre, seconded by Pacha to approve RESOLUTION NO. 2023-33 A
RESOLUTION AUTHORIZING ISSUANCE OF WEEKLY ACCOUNTS PAYABLE
CHECKS TO UMPIRES. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright.
Nays: None. Motion carried. Mayor Pro Tempore Wainwright declared RESOLUTION 2023-
33 duly adopted.
Motioned by Wainwright, seconded by Daly to approve RESOLUTION NO. 2023-34 A
RESOLUTION AUTHORIZING ENTERING INTO A PUBLIC SECTOR PAYMENT
PROCESSING AGREEMENT WITH i3 VERTICALS, LLC. Roll call vote: Ayes: Nurre,
Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore
Wainwright declared RESOLUTION 2023-34 duly adopted.
Lynn Miller stated he received two applications for the part-time seasonal maintenance
department employee. He has interviewed Teagan Merta and is recommending hiring him at
$16.00 an hour.
Motioned by Daly, seconded by Pacha to hire Teagan Merta as a part-time seasonal
maintenance department employee at $16.00 an hour. Ayes: Nurre, Daly, Pacha, Volk, and
Wainwright. Nays: None. Motion carried.
Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2023-35 A
RESOLUTION APPROVING WAGES FOR NON-FIRE DEPARTMENT CITY
EMPLOYEES. Roll call vote: Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None.
Motion carried. Mayor Pro Tempore Wainwright declared RESOLUTION 2023-35 duly
adopted.
Brian Merta discussed the city hall deck damage and reviewed quotes.
Motioned by Daly, seconded by Pacha to approve the estimate from Poly Vinyl Roofing for
$34,107 for the deck repair project, plus $2,445.00 for replacing all of the acoustics tiles. Ayes:
Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried.
The city clerk/treasurer gave an update on the problems with the new geo-thermal unit for the
community room.
Lynn Miller let the Council know that Linn County REC and Alliant Energy will not allow
any additional holiday decorations or banners on their poles.
Jon Larson discussed the process about the trail lights for Hawks Ridge Park. The lights the
Council had chosen and were in the project specifications are not the lights the contractor bid.
To go with those lights will be an approximate additional $8,000. This is still within the
estimated cost for the project.
Motioned by Daly, seconded by Pacha to approve the price increase to go with the original
trail lights for Hawks Ridge Park. Ayes: Nurre, Daly, Pacha, Volk, and Wainwright. Nays:
None. Motion carried.
Two hourly quotes for street sweeping were reviewed.
Motioned by Daly, seconded by Pacha to accept the hourly quote of $145.00 from Kluesner
Construction, Inc. Ayes: Nurre, Daly, Pacha, and Volk. Nays: None. Abstain: Wainwright.
Motion carried. Marianne Wainwright abstained because she works for LL Pelling, the other
company considered.
Motioned by Daly, seconded by Pacha to approve RESOLUTION NO. 2023-36 A
RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS. Roll call vote: Ayes:
Nurre, Daly, Pacha, Volk, and Wainwright. Nays: None. Motion carried. Mayor Pro Tempore
Wainwright declared RESOLUTION 2023-36 duly adopted.
Motioned by Daly, seconded by Wainwright to approve RESOLUTION NO. 2023-37 A
RESOLUTION SETTING THE DATE FOR PUBLIC HEARING ON PROPOSAL TO
ENTER INTO A GENERAL OBLIGATION LOAN AGREEMENT AND TO BORROW
Garbage Fund 17,527.30
Total Expenses: 1,288,787.90
CLAIMS LIST March 21, 2023
Payee Purpose Amount
Absolute Security Monitoring 855.00
Ace Electric, Inc. Generator 381.64
Acme Tools Tools 514.82
Advanced Business Systems Print Agreement & Supplies 587.75
AFLAC Premiums 390.48
Airgas Supplies 54.32
Alliant Utility Bills 8,318.73
Alliant Energy Utility Bill 19.07
Alliant Energy Utility Bill 19.07
Alliant Energy Utility Bill 19.07
Alliant Energy Utility Bill 553.23
Alliant Energy Utility Bill 327.00
Baker and Taylor Library 444.68
Baker Paper & Supply Parks 1,361.15
Brink, EJ CPR Training 621.00
Brown, Christopher Registration Refund 30.00
Cap San Parks & CH Bld Equipment 2,868.43
Center Point Large Print Library 360.20
Certified Pest Control Pest Control 185.00
Cintas Mats 14.85
City of Fairfax Sewer Bill 56.51
City of Fairfax Sewer Bill 49.31
City of Fairfax Sewer Bill 49.31
City of Fairfax Sewer Bill 49.31
City of Fairfax Sewer Bill 75.71
City of Fairfax Sewer Bill 84.27
City of Fairfax Sewer Bill 82.91
Colonial Life Premiums 161.56
Condon, Anthony Registration Refund 30.00
Consolidated Energy Fuel 1,309.60
CR Signs & Lighting Inv. Parks 560.00
CRL Lawn Care Parks 25,000.00
Daly, Emily Registration Refund 35.00
Deason, Robert Registration Refund 30.00
Dolder, Tyler Registration Refund 30.00
Elan Credit Card Balance 8,750.62
Elm USA Inc. Library 160.99
Fareway CH & FD Supplies 98.64
Fastenal Supplies 199.53
Feld Fire FD 226.00
FSSB ACH Processing S/C 25.00
Galls FD 98.74
Gazette Publications 608.03
Globe Life Premium 12.00
Grim, Mike Registration Refund 60.00
GS Systems, Inc. Waste Water Subscription 800.00
Hall & Hall Engineers Engineering 51,039.11
Hartgrave, Phil Registration Refund 30.00
Hawkeye Fire & Safety Gas Monitor 1,286.00
Hawkins Chemicals 2,658.50
Hawley, Michael or Thies, Karla On Time Deposit Refund 75.00
Huber, Steve d/b/a PaintMasters Library 595.00
IAMU 2023-24 Dues 870.00
Impact Embroidery Parks 24.00
Iowa Firefighters Memorial Wall FD 100.00
Iowa One Call Locates 19.90
Iowa Prison Industries Street Signs 3,249.85
IPERS Payroll 10,696.92
Jasa, Matthew J. On Time Deposit Refund 75.00
John's Lock & Key Parks 67.95
Jordan, Katherine Shirts 107.00
Jorgenson, Jonna On Time Deposit Refund 75.00
Kell, Joe Reimbursement 24.63
Linn County Public Health Parks 150.00
Linn County REC Utility Bills 3,737.01
Matheson Shop Supplies 31.99
Meier, William Registration Refund 30.00
Menards Supplies 1,783.02
Microbac Laboratories Testing 853.00
MidAmerican Energy Utility Bills 1,334.81
Midwest Wheel Parts 32.66
Network Solutions IT Work 128.00
Oakland Corporation Annual Laserfiche Renewal 3,401.21
Oxendine, Tyler Registration Refund 30.00
Pacha, Kate Registration Refund 30.00
Penworthy Library 1,519.26
Philipp, Chris Mileage 896.04
Playaway Products Library 69.99
Pomp's Tire Service Tire Fix 36.00
Quill Supplies 894.02
Racom Corporation FD 565.00
Reed, Stephen Registration Refund 30.00
Region 1 AWWA Water Training 100.00
Reliance Standard Premiums 254.16
Republic Services Solid Waste Services 17,859.98
Rosekrans, Tina Mileage 54.37
Ruwe, Alex & Hannah On Time Deposit Refund 75.00
Sankot's Garage Vehicle Maintenance 711.22
Schimberg Water, Parks Supplies 2,342.48
Shadle, Collin UB Deposit Refund 108.16
Sign Pro Parks 360.00
Simmons Perrine Moyer Bergman Legal Services 1,593.45
Site One Landscaping Parks 898.42
SourceOne Cleaning CH Cleaning 539.00
South Slope Phone Service 76.25
South Slope Phone Service 36.60
South Slope Phone and Internet Service 722.52
Sports Promotions Parks 517.00
Storm Steel Shop 89.21
Stryker FD 17,727.18
Treasurer, State of Iowa Sales Taxes 503.17
Treasurer, State of Iowa WET 2,814.15
Trenary, Nick Library 140.00
UnitedHealthcare Premium 12,792.60
US Cellular Cell Phones 430.81
US Treasury Payroll Taxes 5,442.42
US Treasury Payroll Taxes 3,258.84
US Treasury Payroll Taxes 1,822.18
US Treasury Payroll Taxes 3,058.76
US Treasury Payroll Taxes 3,106.95
US Treasury Payroll Taxes 4,227.62
USA BlueBook Water Supplies 882.35
USPO Postage 291.08
USPO Postage 465.60
Van Meter FD, RU, & Sewer Supplies 2,785.91
Van Wert Company ERTs 2,606.89
WEX FD 43.64
Wigg, Danielle Registration Refund 30.00
Wilson-Hite Insurance Insurance 118,793.00
Wozniak, Staci & Dan On Time Deposit Refund 75.00
Total Net Payroll 61,738.01
TOTAL 412,488.38