ELLIS–Ron Johnson was appointed to fill a vacancy on the Ellis City Council by Mayor Lyle Johnston during Monday’s regular Ellis City Council meeting. Johnston previously said the fourth place finisher in the April 1 election would be appointed to fill the remaining one-year term left vacant by John Leiker.
A report about the availability of new water supplies near Ellis showed the best chances are north and west of town.
The full meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING Minutes April 7, 2014
CALL TO ORDER
Mayor Lyle Johnston called the meeting to order at 7:30 p.m. Present were Council members Jeff Wolf, John Walz, Jolene Niernberger, Loran Gottschalk and Terry Redetzke. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates, Fire Chief Denis Vine, and City Attorney Olavee Raub.
MOMENT OF SILENCE
Mayor Lyle Johnston called for a moment of silence for former Ellis Police Sergeant Glenn Lacy, who recently passed away.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
City Clerk Amy Burton requested the addition of the Fire Department monthly report under Special Order, and an Event Request for Traffic Control to be included with the property permit applications for the Chamber of Commerce under New Business. It was the consensus of Council to approve the additions to the agenda.
PUBLIC PRESENT
Ronald Johnson, Buck Driggs, Brian Spano, Dustin Mattheyer, Daniel Pyle, Brad Vincent, Jim Carthew, Jeannie Ferland, Steve Ferland, Gary Luea, Dave McDaniel, Glen Keller, Ryan Augustine, Dena Patee (arriving at 7:50 p.m.)
CONSENT AGENDA
Council member Terry Redetzke moved to approve the consent agenda containing the Minutes from Regular Meeting on March 17, 2014 and Bills Ordinance #1946. Council member Jolene Niernberger seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
Jeannie Ferland addressed Council regarding dilapidated buildings in the downtown area. Recently, Ms. Ferland’s vehicle was damaged by a window that blew out of a building that several years ago had been cited by the City for environmental code violations, but the violations were never addressed by the owner. Ms. Ferland stated that building owners need to be held accountable for their property. Mayor Johnston noted that Aaron White, Ellis County Coalition, contacted him about holding a work session regarding possible solutions to repair and revitalize downtown buildings.
Ryan Augustine asked the Council to consider some type of watering permit to allow residents to garden. The residents could pay the conservation rate for the excess water, but would still be able to provide food for their family. Mr. Augustine also commented on the ordinance requiring residents to shovel their sidewalks in inclement weather. He noted that many residents and business owners don’t shovel at all and asked that the code either be enforced or find another way to ensure the sidewalks are cleared for pedestrians.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Capital Improvement: Water Exploration
Brad Vincent, geologist with Groundwater Resources, spoke to the Governing Body about the availability of water in proximity to the City. Mr. Vincent believes it is unlikely the City will find an adequate water supply north or south of Ellis; he believes the best chance of finding adequate quality water is north and west of Ellis. The most expensive part of the process will be the distribution of the water from the wells to the City. Mr. Vincent believes money best spent is on test holes to determine the depth and the width of the potential water source. The quality of the water surrounding the City was also discussed. Brian Spano, Wilson & Co., reported the City’s current water treatment plant will handle iron and manganese but adjustments to the system may be warranted if other chemicals are present. It was the consent of the Council to have Mr. Vincent present a proposal for services for consideration. The Governing Body chose not to seek other bids due to Mr. Vincent’s extensive knowledge of the area and recent work with Trego County Rural Water #2.
Special Parks & Recreation: Repair/Maintenance
Dan Pyle, Ellis Recreation Commission, presented Council with three bids for a new heating and air conditioning unit for the Recreation office, ranging from $6,074.00 to $9,208.00. Mr. Pyle stated the office is currently regulated by an inefficient window unit that results in high heating and cooling bills. He is requesting the City pay for the new system. Council requested Mr. Pyle research whether a PTAC system would be a more economical option, as those units would be a fraction of the cost. Council also noted that a new heating and air conditioning system was not budgeted for in 2014, and recommended the Recreation Commission apply for the Community Thrift Shop Grant or Midwest Energy Grant to help defray the cost. Mr. Pyle will research the PTAC system alternative and return to Council next meeting with additional bids for consideration.
Water: Policy
A representative of the Ellis Golf Club was scheduled to discuss the current water restrictions with Council; however, since a representative was not present, this item will be tabled until a future meeting.
Tourism: Financial
Ellis Alliance representative Dena Patee presented a bid from Stewart Signs for a digital community sign in the amount of $13,222.00. The sign will replace the current marquee at the Railroad Museum. The Chamber of Commerce and the Ellis Alliance have each already committed $2,000.00 towards the sign, and Ms. Patee has applied for a grant to help pay for a portion of the sign as well. She is asking the City for $5,000.00 out of the guest tax monies to put towards the purchase of the sign. A concern was raised if the current electrical setup at the Railroad Museum could properly handle the sign. Council asked Ms. Patee to confirm the Museum could adequately supply electricity to the sign and to return to the April 21st meeting.
Fire
Fire Chief Denis Vine gave his monthly report of the department’s activities. The current Ellis County burn ban prohibiting all outside burning does not include inside the city limits of Ellis. The City currently bans the burning of trash or debris but does allow decorative fire pits and chimeneas. The City would need to pass a resolution to ban all outside burning. When asked by Council, Chief Vine noted he does not feel a ban of all outside burning within the City of Ellis is necessary at this time. Chief Vine also noted that Hays Fire Department has helped cover the City of Ellis while the City’s volunteer firemen were aiding Ellis County Rural Fire on the recent county fires.
UNFINISHED BUSINESS
Capital Improvement: Repair/Maintenance
Buck Driggs, Driggs Design Group, reported he has spoken with Dave Barber regarding the USDA grant for the waterline improvement project and the City will hopefully hear something by the end of the week. Corina Cox, Northwest Planning and Development, has informed Mr. Driggs that the City’s street improvement project did not rank very high for Community Development Block Grant funding due to the project only targeting one area of town. She recommended expanding the improvement area to benefit more people.
Sewer: Repair/Maintenance
Brian Spano, Wilson & Co., reviewed with the Governing Body the new regulatory requirements for the City’s wastewater permit. The permit states an engineer must be hired to conduct a study of the improvements needed to the wastewater treatment plant to bring the nutrient level into compliance with the new regulations. This study must be completed by September 2014 with construction of the improvements to be completed by March 2016. Council member John Walz moved to approve the Agreement for Professional Engineering Services from Wilson & Co. in the amount of $23,985.00 to complete the engineering study to remain in compliance with KDHE wastewater permit regulations. Funds for the study will come from the Sewer Depreciation Reserve Fund. Council member Jolene Niernberger seconded the motion. Motion carried 5-0. The Council chose not to seek additional bids for the engineering services due to the City’s long-term relationship with Wilson & Co. and their special knowledge of the City’s wastewater treatment plant.
General Government: Insurance
Council reviewed the invoice from Romme Agency, Inc. for the 2014-15 commercial insurance policy. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the invoice from Romme Agency, Inc. for the City’s commercial insurance policy and to authorize the Mayor to sign the Statement of Values. Motion carried 5-0.
Water: Special Project – City of Hays
Council discussed that agreeing to sign the letter of support for the City of Hays R9 Ranch Development project did not obligate the City to commit funds for the project. Council member Loran Gottschalk moved to authorize Mayor Johnston to sign the Letter of Support for the City of Hays R9 Ranch Development Project. Council member John Walz seconded the motion. Motion carried 5-0.
NEW BUSINESS
Personnel: Entry
Mayor Lyle Johnston recommended the appointment of Ron Johnson to the Council. Mayor Johnston previously reported that the fourth place finisher in the recent election would be appointed to fill the remaining one-year term left vacant by John Leiker. Council member Jolene Niernberger moved and Council member John Walz seconded a motion to appoint Ron Johnson to the remaining one-year term of the vacant Council seat. Motion carried 5-0.
Street: Event Request
Council member John Walz moved and Council member Ron Johnson seconded a motion to approve the Event Request for Use of City Property for the Cub Scout Soapbox Derby on April 12, 2014 from 12:00 – 2:00 p.m. Motion carried unanimously.
Parks: Event Requests
Dena Patee requested the use of Chrysler Park for the annual Riverfest activities on June 14, 2014. Council member Ron Johnson moved to approve the Public Property Permit Application, the Noise Permit Application and the Event Request for Traffic Control for the Ellis Chamber of Commerce Riverfest event to be held on June 14, 2014. Council member Terry Redetzke seconded the motion. Motion carried unanimously.
General Government: License/Permit
Council member Ron Johnson moved to approve the special event CMB License Application from the Ellis Chamber of Commerce for the Riverfest event on June 14, 2014, pending successful background investigations. Council member John Walz seconded the motion. Motion carried 6-0.
Parks: Event Request
Council member Ron Johnson moved to approve the Public Property Permit Application and Noise Permit Application for the annual Chrysler Home & Museum Car Show to be held on June 7, 2014. Council member John Walz seconded the motion. Motion carried 6-0.
Parks: Event Requests
Ava North has submitted applications for a Public Property Permit, Noise Permit and Event Request for Traffic Control for an Obstacle Course/Glow Run and Dance fundraiser for the Kelly Biesner family. The event will be held on April 26th from 7:00 p.m. – 10:00 p.m. in Chrysler Park. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the Public Property Permit, Noise Permit and Event Request for Traffic Control for the Kelly Biesner fundraising events on April 26, 2014. Motion carried unanimously.
Parks: Land Disposal
City Attorney Olavee Raub presented a map of the legal description of the strip of land the City owns that is part of the USD 388 practice field. The property consists of 1.22 acres. Ms. Raub has prepared a Quit Claim Deed to transfer the land to USD 388. Council member Terry Redetzke moved to authorize the Mayor to sign the Quit Claim Deed to USD 388 for 1.22 acres of land. Council member Jeff Wolf seconded the motion. Motion carried 6-0 with Council member John Walz abstaining due to a perceived conflict of interest.
General Government: City Code – Credit Card Authorization
City Clerk Amy Burton presented a resolution authorizing City employees to utilize the City credit card for necessary expenditures. The resolution has been updated for changes in staffing. Council member John Walz moved and Council member Loran Gottschalk seconded a motion to approve Resolution No. 500 authorizing current employees to use the City credit card. Motion carried 5-1, with Council member Ron Johnson opposed.
Capital Improvement – Streets: Repair/Maintenance
Public Works Director Alan Scheuerman presented a letter to Ellis County requesting assistance in completing the annual street rehabilitation project. Council member Ron Johnson moved to authorize the Mayor to sign the letter of request to Ellis County for assistance with the 2014 street rehabilitation project. Council member Jolene Niernberger seconded the motion. Motion carried unanimously.
Emergency Preparedness: Policy – Burn Ban
It was the consensus of Council after consulting with Fire Chief Denis Vine that disallowing the burning of ornamental fire pits and chimeneas at this time is unnecessary.
REPORTS FROM CITY OFFICIALS
Public Works
Personnel: Position Change
Public Works Director Alan Scheuerman informed Council that Caleb Lewis has transferred from the Recycling Center to Sanitation. This is a parallel classification transfer with no changes in compensation.
Capital Improvement – Streets: Repair/Maintenance
Council member John Walz moved to accept the Crafco bid for crack patch material in an amount not to exceed $19,000.00 with funds to come from Capital Improvement – Streets. Council member Loran Gottschalk seconded the motion. Motion carried 6-0. The vendor is under the State bidding process therefore no other bids were obtained.
Sanitation: Meeting
Mr. Scheuerman reported that Todd Walker recently attended the County-wide Solid Waste Management Planning meeting. There are no projected cost increases in the near future for the types of materials we haul.
Public Works: Training
Council member Jolene Niernberger moved and Council member John Walz seconded a motion to allow Jacob Schartz and Danny Wickham to attend PMSI training on street maintenance in Wichita, KS on April 24, 2014. Motion carried unanimously.
Cemetery: Maintenance
Mr. Scheuerman reported his department will be removing three trees at the cemetery due to their obstruction of a gravesite and the roadway.
General Government: Building Code
City Attorney Olavee Raub reported the estimate from Penco Engineering to secure the legal boundaries of the 1000 block of Washington Street is $1,500 – $2,000. Ms. Raub will contact the property owners to see if they would be willing to share in the cost of the survey and then execute quitclaim deeds to correct the legal descriptions. The Council expressed interest in working with the property owners to get the environmental code violations addressed. If a building is cited for violations, the owners need to come to Council and discuss a plan to address the area of noncompliance. Ms. Raub explained that if the buildings are cited for violations and the owners refuse to address those violations, the owners can be prosecuted and the building would have to be fixed or torn down at the City’s expense. That expense would then be assessed to the tax roll on the property. Ms. Raub will prepare a draft letter for review at the next meeting to be sent to any property owners affected.
Police
Police Chief Taft Yates presented the April officer schedule and the monthly report of activity for March. The department saw twenty-two new cases for the month and completed 110 hours of training by the various officers.
City Clerk
City Clerk Amy Burton presented the annual summary for the Catastrophic Sick Leave Bank and minutes from the February Safety Committee meeting. Ms. Burton also reminded Council to update their Statement of Substantial Interests as required by Kansas Statutes.
Parks: Event Requests
Ms. Burton then informed Council of event requests that she has received that do not require Council approval. The Ellis Baptist Church will be using Memorial Park in the evenings from July 13-18, and the Girl Scouts will be using the Campground August 9th and September 27-28 for their S’Mores Day and Campout.
General Government: City Code
Ms. Burton reported that she has received a draft of the new City Codification from CityCode Financial. She has forwarded the accompanying list of questions and comments to City Attorney Olavee Raub for consideration.
MAYOR/COUNCIL
Council member Jolene Niernberger thanked Council members Loran Gottschalk and Jeff Wolf for serving the remaining terms of vacant council seats. Mr. Gottschalk and Mr. Wolf did not seek election.
ADJOURNMENT
Council member Terry Redetzke moved and Council member Ron Johnson seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 10:38 p.m.