City of Fairfax Board of Aldermen held a regular meeting December 13, 2013. The meeting was called to order by Ryan Kingery, Mayor, at 6:30 p.m. Also in attendance were: Debra Wyatt, Shannon Long, and Tabitha Wintz, Aldermen; Carol Clark, City Clerk; John Brown, Water Superintendent; and  Terry Miller, City Treasurer.

Agenda

Mayor Kingery asked to move items 7 and 8 requiring votes to the top of the agenda. Jerri Dearmont asked to move the public hearing on the CDBG close-out to later in the agenda. The aldermen voted unanimously to adopt the revised agenda.

They also approved the minutes of the regular meeting November 15, 2023, and accounts payable.

Mayor Kingery read Bill No. 2023-06 Banking Signatures, Resolution #2023-1566: A Resolution Authorizing Individuals Of Certain Positions As Authorzed Signers For Banking Purposes On Accounts Now Registered Or Hereafter Registered In The Name Of The City Of Fairfax.

The resolution authorizes the following: Mayor, Ryan Kingery; City Clerk, Carol Clark; City Treasurer, Terry Miller; and Alderperson, Debra Wyatt. Any two to authorize checks and other payment orders, any one to authorize transfer of funds between the City of Fairfax acccounts, and any one to access safety deposit box. The full resolution was approved unanimously.

Mayor Kingery also read Bill No. 2023-07: A Resolution Of The City Of Fairfax, Missouri Approving And Adopting The Annual Budget For The Fiscal Year January 1, 2024 – December 31, 2024.

The aldermen spent some time in review of the proposed budget, then voted to approve the budget as presented, with the opportunity of review and amendment of said budget as may be needed.

Visitors/Presentors

Public Forum

Gene Carder and Kathy Hatleback were present to speak about a problem with certain dogs in their neighborhood. Concerns include: loud, invasive barking at all hours, animals chained in yard for extended periods of time, animals loose and running near highway for extended periods, animals without protection from elements of any sort. John Brown reported that another nuisance letter had been sent to the dog owner with a deadline for them to provide a permanent solution before the city takes additional action. Mayor Kingery asked Clerk Clark to research some alternatives for any strengthening of ordinances or actions the city might be able to employ.

Close Out Public Hearing

Community Development Block Grant

Jerri Dearmont, Northwest Missouri Regional Council of Governments, presented information regarding the CDBG that the city has utililized to upgrade streets and drainage. 

2021-GI-03

The closeout public hearing notice was publicized in the Atchison County Mail, Fairfax City Hall, and on the Regional Council Of Governments (RCOG) website and Facebook page.

The City of Fairfax was awarded a grant from the State of Missouri, CDBG program in June 2022 in the amount of $500,000 to make improvements to the city’s streets and drainage. The city agreed to match $43,591 in cash match and $5,000 of in-kind match for a total of $548,591.

The city selected RCOG as their grant administrator in June 2022 in the amount of $27,000. Snyder & Associates was selected as the engineer to perform the preliminary design, final design, construction and inspection phases for $54,448.

RCOG performed the environmental review on the project and received the authority to use grant funds in December 2022.

Advertisement for bids for construction: first round, March 2023; second round, May 2023; and the third round was in June 2023. The city finally received a bid in August from American Paving with a bid of $430,000. 

The city held a pre-construction meeting on August 24,2023, to sign all contracts and applicable forms for the contract bid book.

Prevailing wages were paid on this project. All payrolls are reviewed and submitted to CDBG for their approval.

Start of construction was issued for September 18, 2023. The project is now 100% complete.

CDBG funds of $2,700.00 for administration remains after RFF #9. RFF #8 is being signed tonight to request the remaining construction inspection monies. 

Lyric Stotler, Compliance Specialists with CDBG, will conduct the monitoring on the project next week, December 19, at the RCOG office. Once the city receives the monitoring letter they can address any remaining items to close the project.

• Closeout hearing documentation (sign-in sheet, minutes, affidavit of publication from Atchison County Mail)

• Closeout packet with final RFF: $500,000.00, CDBG funds; $80,223.14, city cash; $5,000.00, in-kind match; $585,223.14 total.

A breakdown of funds was: $489,963.40, contractor; $13,811.74, drainage/miscellaneous; $31,113.00, engineering design; $18,335.00, construction inspection; $27,000.00, grant administration; $5,000.00, environmental review; $585,223.14, total.

New Business

Deb Wyatt raised question as to whether the city’s old Christmas lights were still available and if a possibility existed to sell them. John Brown stated they were still in storage and arrangements could be made to have a look.

Staff Reports

Terry Miller, City Treasurer, reported all accounts are in balance.

John Brown, Water Superintendent, reported that he has requested funding in the budget to replace three water meters per year, hoping this creates enough inventory to replace meters as needed. He also reported that he would like to have a different representative for the city to the Wholesale Water Supply District as the meetings are difficult for him to attend. The council suggested Steve Stevens if he is interested, and are considering other options. Additionally, John took various availability dates for council members to attend a training from the water district to answer various questions, especially regarding expansion of the district.

Carol Clark, new City Clerk, expressed appreciation for Lori Helfers’ assistance in learning some of the numerous tasks of the job and for everyone’s patience as the process continues.

The meeting was then adjourned. 

The next meeting will be January 17, 2024 at 6:30 p.m.