ELLIS — Although the current facility is “performing well,” the city of Ellis, along with many other Kansas cities, is facing required improvements of its wastewater treatment plant to comply with new Kansas Department of Health and Environment regulations.
During the Monday, Ellis City Council meeting, Brian Spano and Doug Goetz, Wilson & Co., reviewed the Preliminary Engineering Report for the required improvements to the city’s wastewater treatment plant.
The total cost as presented is estimated at $880,000 which includes a new building to house the Supervisory Control Data Acquisition system.
Spano told council members the city would need to raise its sewer rates four to five dollars to fund the project.
Discussion will continue at the Oct. 20 meeting.
In other business, the council expressed a desire to review each city policy, many of which have not been updated for years. They directed City Clerk Amy Burton to being including one or two policies in the council information packet for review and discussion at the next city council meeting.
Burton and Police Chief Taft Yates are currently reviewing the police department policies.
The complete meeting minutes follow.
REGULAR MEETING Minutes October 6, 2014
CALL TO ORDER
Mayor Lyle Johnston called the meeting to order at 7:30 p.m. Present were Council members Ron Johnson, Gary Luea, Dave McDaniel, Jolene Niernberger, and John Walz. 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. Council member Terry Redetzke was absent.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Brian Spano, Doug Goetz, Bernice Karlin, Steve Homburg, and Glen Keller
CONSENT AGENDA
Council member Jolene Niernberger moved to approve the consent agenda containing the Minutes from the Regular Meeting on September 15, 2014 and Bills Ordinance #1958. Council member John Walz seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
Bernice Karlin addressed Council on behalf of her son, Luke Karlin, who was unable to attend. The roof at 1008 Washington is in need of repair before winter, and Ms. Karlin inquired of any developments with the owner of the lower floor’s willingness to clean out the property. City Attorney Olavee Raub reported that Frank Mercer informed her that he will be hiring someone to clean out the lower floor, and gave Ms. Karlin the contact information for Mr. Mercer so she may contact him directly.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
SPECIAL ORDER
Fire: Special Project
Fire Chief Denis Vine reported this week is Fire Prevention Week and volunteer firemen will be visiting the elementary schools to talk to students about fire safety.
Personnel: Entry
Council member John Walz moved to approve Joel Millerman, Shaun Bird, and Monte Boydston as volunteer firemen. Council member Dave McDaniel seconded the motion. The motion carried 5-0.
Fire
Chief Vine reported the Department has received the fire hose approved for purchase at the last meeting and therefore, was able to return the 500’ of supply line borrowed from the City of Hays. The fire trucks were pump tested today and the annual DOT inspections will be performed in the near future.
Sewer: Repair/Maintenance
Brian Spano and Doug Goetz, Wilson & Co., reviewed the Preliminary Engineering Report for the required improvements to the Wastewater Treatment Plant. Certain alternatives were discussed to ensure the new improvements will comply with the new Kansas Department of Health and Environment permit regulations for automated sewer treatment plants. The total cost as presented is estimated at $880,000 which includes a new building to house the Supervisory Control Data Acquisition (SCADA) system. If the Council chooses not to install the SCADA system at this time, the cost would decrease to approximately $535,000. Mr. Spano explained the current plant is performing well and the only foreseeable major expenditure would be the rehabilitation of the St. Mary’s lift station in 5-7 years. Council discussed how to pay for the required improvements. Mr. Spano said the City’s current sewer rates, even with the October 1 rate increase, are right at the State average. The City would need to raise the sewer rates $4-$5 per connection to fund the project, or look at a low interest KDHE loan. A Community Development Block Grant was discussed; however, the City is already exploring a CDBG grant for the street improvement project, and municipalities aren’t allowed to pursue multiple CDBG grants in the same year. When further discussing the SCADA system, Mr. Spano explained the City needs to determine if it wants to fund the project for the minimum short term needs only, or also plan for the long-term needs of the facility. It was the Council’s decision to table the item until the October 20, 2014 meeting in order to have more time to review the Preliminary Engineering Report. Public Works Director Alan Scheuerman then explained how the SCADA system would benefit the daily operation of the Wastewater Treatment Facility and if the SCADA system was not installed, the City would need to hire two more wastewater operators to continuously monitor the chemical levels.
UNFINISHED BUSINESS
General Government: Financial
City Attorney Olavee Raub has spoken to Rick Ensz and in order for him to disclose possible bond refunding savings; the City must disengage from the contract with Dave Malone, and enter into a contract with him. Mr. Ensz’s underwriting fees would be 3%, compared to 2.75% with Mr. Malone. City Clerk Amy Burton received a call from Mr. Malone stating the latest projections estimate the City’s potential savings from refunding the bonds at $365,000. Council member Ron Johnson would like to know all of the costs involved with the refunding before a decision is made whether or not to refund the bonds. The refunding will be further discussed at the next meeting.
NEW BUSINESS
Parks: Event Request
Council member Ron Johnson moved to approve the Public Property Permit Application, Noise Permit Application, and Event Request for Traffic Control from the Ellis STUCO for homecoming activities on October 10, 2014. Council member Gary Luea seconded the motion. The motion carried unanimously.
General Government: City Code – Board of Health
Council member Ron Johnson moved to approve Ordinance No. 1379 modifying the date of the Mayor’s appointment to the Board of Health. Council member Dave McDaniel seconded the motion. The motion carried unanimously.
Water: Committee
Currently, the City does not have a voting representative on the Ellis County Wellhead Protection Committee. Council discussed if there was interest or necessity in appointing someone to that vacant position. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to appoint Water Advisory Committee Chairman and Council member Ron Johnson to the Ellis County Wellhead Protection Committee. Motion carried 5-0, with Mr. Johnson abstaining.
Water: License/Permit
The City’s authorization to regulate private domestic wells expires on December 31, 2014. Council discussed requesting an extension of that authority. Council member Gary Luea asked why only domestic wells were included in the request. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to authorize the Mayor to sign the letter to the Chief Engineer of the Kansas Division of Water Resources requesting an extension of the City’s authority to restrict domestic water wells. The motion carried 4-1, with Council member Gary Luea opposed.
Capital Improvement: Policy
City Clerk Amy Burton presented the proposed Capital Improvement Plan for 2014-2019. The Plan has been updated for 2015 budget decisions. Council member Jolene Niernberger moved to approve the 2014-2019 Capital Improvement Plan and Reserve Fund Balances as presented. Council member John Walz seconded the motion. The motion carried 4-1, with Council member Ron Johnson opposed.
General Government: Policy
Council expressed a desire to review each policy of the City, as many have not been updated for years. The City Attorney and Police Chief are currently reviewing the Police Department policies. It was the consensus of Council to have the City Clerk start including one or two policies in each Council packet for review and discussion at the next Council meeting.
Water: Repair/Maintenance
Public Works Director Alan Scheuerman reported that the electric motor at Well #2 is locked up and has not been functional for two weeks. Dan Freese, Layne Christensen, suggested the motor from Well #1, which is not being used due to being replaced by a submersible pump, be transferred to Well #2 and place a new pump, pipe and screen 2’ higher in the well at an estimated cost of $8,000 – $12,000. The other two options would be to replace Well #2 with an offset well with pitless adapters. This would remove the fine sand and possibly increase gallons per minute. A 12” well is estimated at $49,900 and a 16” well is estimated at $64,500. Council member Ron Johnson would like for Mr. Scheuerman to obtain a bid from Clarke Well & Equipment as well. This item will be revisited at the next meeting.
Capital Improvement: Repair/Maintenance
Mr. Scheuerman presented four bids for a 10’ x 12’ commercial grade steel insulated garage door. The bids are as follows: Kansas Doors – $1,900.00; C & E Doors – $1,695.00; Heartland Building Center – $1,384.00; and Trio Home Center – $1,924.94. The door will be installed at the Old Power Plant and will allow the Department to house cold-sensitive equipment during the winter months. City staff will install the door. Council member John Walz moved to accept the low bid of $1,384.00 from Heartland Building Center with funds to come from the Capital Improvement Fund. Council member Jolene Niernberger seconded the motion. The motion carried 5-0, with Council member Dave McDaniel abstaining due to perceived conflict of interest.
REPORTS FROM CITY OFFICIALS
Public Works
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman presented a map of the sewer lines that have been cleaned over the last four years. Next year is the final year of the contract with Mayer Specialty Service. The Sewer Utility Fund is budgeted for 11,000’ of cleanout for 2015; however, approximately 15,000’ remains. Mr. Scheuerman noted that when the contract is put out for bids next year, the footages will need to be increased to include all of the City’s lines within a 5-year period.
Water
Mr. Scheuerman explained to the Governing Body why the percentage of well depth calculation may no longer be a reliable trigger in determining what water conservation stage the City should declare. Although the well levels are increasing, the gallons per minute those wells are pumping cannot keep up with the demand of the average gallons used in Stage 2. This summer four of the eight wells stopped pumping due to demand. John Steel with KRWA is planning to come to Ellis to perform draw down tests on the wells and hopefully offer suggestions on how to increase the gallons per minute pumped.
Public Works: Disposal
Mr. Scheuerman reported the City no longer needs a large steel tank and two old storage sheds behind the Old Power Plant. It was the consensus of Council to put the tank up for sealed bids but to demolish the storage sheds.
Public Works
Mr. Scheuerman reported that no one took advantage of the water give-away event at the City pool.
The Stockton prison inmates have been working with the City crews on clearing out the trees on East 15th St. and cleaning out trash and debris from behind the Old Power Plant.
The Department rented a 60’ man lift to paint the cemetery bell tower, move the carillon speaker, and to cut out two large dying trees.
Department staff replaced the water pump in the Champion grader.
A water main break occurred October 1st in the 400 block of Taylor St.
Street: Repair/Maintenance
Mr. Scheuerman informed Council that the Federal Highway Association now requires conformity with new size and color regulations for street signs for purposes of the 911 system. Current standards dictate the City only has to conform to these new standards when the current signs become faded and need replaced. Twelve new signs have been purchased at a cost of $653.80.
City crews have sprayed all of the weeds growing in the streets and the street sweeper picked up excess chips from the newly sealed streets.
Personnel: Exit
Mr. Scheuerman reported that Anton Harmon has resigned due to health issues. He plans to review past applicants before advertising the position.
Sewer
At the previous Council meeting a question came up of residents with private wells cross-connecting to the City supply system. The City has 138 registered private well owners. Mr. Scheuerman will prepare a letter to residents explaining what a cross-connection is and what the federal law states regarding the connections. The letters will be distributed with the December 1, 2014 utility bills and Town Crier newsletter.
Police
Police Chief Taft Yates presented the monthly activity report for September. The Department recently participated in National Seatbelt Safety Week. Officer Moeder has completed two hours of firearms training with Officer Krom. Several citations have been issued for driving against restrictions. The Department has contacted the high school to remind students of their driving restrictions. Recently, the Department partnered with several other agencies, including KBI, Hays Police Department, and Ellis County Sheriff’s officer, to successfully execute a search warrant in which a large amount of marijuana, paraphernalia and firearms were recovered, along with two vehicles.
Chief Yates also presented the October officer calendar.
Chief Yates hopes to set up a board to conduct interviews on October 25th for applicants for the open position.
City Clerk
City Clerk: Training
City Clerk Amy Burton requested approval to attend the IIMC Certification Institute. Council member Jolene Niernberger moved and Council member John Walz seconded a motion to allow Ms. Burton to attend the IIMC Certification Institute from November 3-7, 2014 in Wichita, KS and also to take her personal vehicle. The motion carried 5-0.
General Government: Training
Ms. Burton reminded the Governing Body of the LKM Regional Supper in Hill City on October 21st and the KRWA Management Training for Water and Wastewater Utilities on October 23rd.
City Clerk
Ms. Burton received a call from a representative from Communities of Distinction about their television program and possibly highlighting Ellis. It was the consensus of Council that the project would be cost prohibitive.
All of the LMI surveys have been distributed to residents. The City has distributed 924 surveys and received back 142. Return of the surveys is critical to becoming eligible for a Community Development Block Grant.
Dena Patee, Ellis Chamber of Commerce, has asked if the City could purchase the LED community sign in order to save paying sales tax on the purchase. Ms. Burton has contacted Galen Pfeifer, City Auditor, and there would be no budget effect on the purchase, as the reimbursement of the purchase would act as a budget credit. Council requested Ms. Patee contact the Ellis Community Foundation and if the Foundation is unable to purchase the sign for the Chamber, then the City will reconsider the purchase.
Ms. Burton reported the City office will be closed on October 22nd for inventory.
The City has received a check for $5,252.35 from EMC Insurance for payment of the sewer pump struck by lightning this summer.
Ms. Burton informed Council she will be presenting bids for a folding machine in the near future. The City will be transitioning to a Z-fold type utility bill and discontinue use of the postcards. The change is due to privacy issues and frequent reports of postcards being damaged or lost in the mail.
Attorney
Mayor/Council
Council members signed a letter to Ellis County thanking them for their recent assistance on the street rehabilitation project. Mayor Lyle Johnston plans to present the letter to County Administrator Greg Sund and attend the next County Commission meeting.
Council member Dave McDaniel inquired about the City surveys sent out to residents in September. He also thanked Mr. Scheuerman for painting the bell tower at the cemetery and noted the Senior Advisory Committee will be presenting their survey results at the next meeting.
Council member Ron Johnson suggested the City post a sign at the campground informing campers of the water restrictions in the City. He has had reports of campers washing their vehicles during their stay.
Council member Jolene Niernberger would like to discuss the letter Council member John Walz distributed at the last meeting. The anonymous letter discusses the City’s current water situation. Ms. Niernberger also suggested a work session to review the Preliminary Engineering Report presented by Wilson & Co. earlier.
Sewer: Special Meeting
The Council will meet on October 14, 2014 at 7:00 p.m. in Council chambers to review and discuss the Preliminary Engineering Report regarding improvements needed at the Wastewater Treatment Plant.
Council member Gary Luea asked Mr. Scheurman to contact Brad Vincent and the drillers to let them know the City is close to drilling test holes.
Mr. Scheuerman informed the Council that the Ellis County Landfill will disallow charges for construction debris during the City-Wide Cleanup.
EXECUTIVE SESSIONS
Mayor Lyle Johnston called for an executive session for personnel matters of non-elected personnel. A 15-minute executive session was proposed starting at 10:29 p.m. Mayor Johnston asked for a motion to recess. Council member Ron Johnson moved and Council member Dave McDaniel seconded a motion to recess to executive session for personnel matters of non-elected personnel with the City Attorney present. The motion carried 5-0. The council returned to open session at 10:44 p.m. No action was taken in executive session.
ADJOURNMENT
Council member Dave McDaniel moved and Council member Ron Johnson seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 10:45 p.m.
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