ELLIS–Three test sites recently drilled by Ogallah did not yield enough water to be used as future water sources for the city of Ellis.

Public Works Director Alan Scheuerman gave the report to city council members at their Monday meeting. The city is working with Trego Rural Water District #2 and will continue to review land options north and west of Ellis.

Council members also signed an application with the Kansas Department of Health and Environment for a low-interest loan to pay for mandatory upgrades to the Ellis wastewater treatment plant.

The full minutes of the Dec. 15 meeting follow.

ELLIS CITY COUNCIL REGULAR MEETING Minutes December 15, 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 (arrived at 8:17 p.m.), Fire Chief Denis Vine, and City Attorney Olavee Raub (arrived at 8:20 p.m.). Council member Terry Redetzke was absent.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Ryan Augustine and Glen Keller
CONSENT AGENDA
Council member John Walz moved to approve the consent agenda containing the Minutes from the Regular Meeting on December 1, 2014, Bills Ordinance #1963, and the October and November manual journal entries. Council member Dave McDaniel seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
Joe Yanda addressed Council regarding a leak at his residence. The leak has been repaired and receipts have been submitted to the Clerk’s office. Mr. Yanda is requesting consideration from the Council to waive the water conservation rate for the excess gallons billed due to the leak.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
SPECIAL ORDER
Fire: Repair/Maintenance
Fire Chief Denis Vine requested ratification of the invoice from Vic’s Equipment Service to have the fire trucks serviced and DOT inspected. Council member Ron Johnson moved and Council member Gary Luea seconded a motion to ratify invoice #2021 from Vic’s Equipment Service, LLC in the amount of $1,491.12. The motion passed 5-0.
Sewer: Financial
Steve Hanson with Northwest Kansas Planning & Development reviewed the Kansas Department of Health and Environment loan application. The low-interest loan will help fund required improvements to the City’s wastewater treatment plant. Council member John Walz moved to approve Resolution No. 504 authoring the Mayor to sign the loan application documents. Council member Jolene Niernberger seconded the motion. Upon a call for discussion, Council member Dave McDaniel questioned if the City Attorney should review the resolution and loan documents prior to the Mayor signing them. Council member Gary Luea expressed concerns that the City is being pushed into unnecessary improvements to the treatment plant. The Council again discussed a sewer lagoon system versus a mechanical plant. Upon a call for the vote, the motion passed 3-2 with Council members Ron Johnson, Jolene Niernberger and John Walz voting for the motion, and Council members Gary Luea and Dave McDaniel voting opposed.
UNFINISHED BUSINESS
Water Exploration: Special Project
Public Works Director Alan Scheuerman reported that three test sites were drilled by Ogallah but the sites didn’t produce enough water. The Council again discussed working with Trego Rural Water District #2 and keeping open all available options. The City will continue to review land options north and west of Ellis.
Capital Improvement: Repair/Maintenance
Mr. Scheuerman provided estimates on materials for the potential improvements to the empty lots at 9th St. and Jefferson. The City’s cost to put in an asphalt parking lot with a concrete entrance is estimated at $18,000-$20,000. That estimate includes the City transporting the millings from WaKeeney. Council would like Mr. Scheuerman to obtain a bid to have the millings delivered all the way to Ellis.
General Government: Policy
City Clerk Amy Burton presented the modified Purchasing and Bidding Policy and Procedures. A provision has been added authorizing blanket authority for routine maintenance items at Council’s discretion. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the Purchasing and Bidding Policy and Procedures as presented. The motion carried 5-0.
General Government: Financial
Ms. Burton stated she has attempted to set up the City’s account with the Municipal Securities Rulemaking Board but technical issues have stalled the process. She is waiting for a representative with the MSRB’s technical support team to call her with a solution.
NEW BUSINESS
Library: Financial
The Ellis Public Library has requested a lump sum payment in January for that portion of their 2015 approved budget appropriation designated for capital improvements. The Library would like to replace the carpet in January. Council member John Walz moved to approve the Library’s lump sum payment of $14,000 designated as capital improvements in January 2015. Council member Jolene Niernberger seconded the motion. Upon a call for discussion Council member Gary Luea asked who oversees the money being distributed to ensure it is used for capital improvements. City Clerk Amy Burton explained the Library has its own Board to oversee operations. Once the money leaves the City’s hands, the receiving entity may do with it what it wishes. Council member Dave McDaniel questioned if Council was setting precedent for other entities to request their funds in a lump sum as well. Upon a call for the vote, the motion passed 3-2 with Council members Ron Johnson, Jolene Niernberger and John Walz voting for the motion, and Council members Gary Luea and Dave McDaniel voting opposed.
Library: Committee
Mayor Lyle Johnston reported that Janetta Heroneme has resigned from the Library Board and he would like to appoint Laney Brightbill to fill the open position. Council member John Walz moved and Council member Ron Johnson seconded a motion to approve the Mayor’s appointment of Laney Brightbill to fill the unexpired term on the Library Board. The motion carried 5-0.
General Government: License/Permit
City Clerk Amy Burton presented a list of entities applying for a 2015 cereal malt beverage license. All background checks have been successfully completed. Council member Ron Johnson moved and Council member Dave McDaniel seconded a motion to approve the 2015 CMB licenses for All in a Day’s Grind, Arthur’s Pizza & Mexican Foods, Rich’s IGA, Weber’s Service & Repair, Casey’s General Store #1930, and Love’s Travel Stops. The motion carried 5-0.
Clerk: Acquisition
Ms. Burton presented quotes for a pressure sealer and folding machine. The machine is necessary to process the City’s new pressure sealed utility bills. Council member John Walz moved to accept the low bid from Northwestern Office Suppliers, Inc. for the MBM ES-2000 desktop pressure sealer in the amount of $1,995 with funds to come from the Special Machinery Fund. Council member Dave McDaniel seconded the motion. The motion carried 5-0.
Clerk: Accounting/Billing
Ms. Burton asked approval from Council to pay any vendor invoices due and payable at year-end. The bills to be paid will be included on the January 5, 2015 bills ordinance for review. Council member Dave McDaniel moved and Council member Ron Johnson seconded a motion to approve the City Clerk’s office to pay any end-of-year accounts payable. The motion carried 5-0.
Emergency Preparedness: Policy
Ms. Burton presented the City’s 2015 Emergency Operating Plan for review. The Plan outlines procedures to follow in response to a crisis involving the City’s public water supply. Council member John Walz moved to approve the 2015 Public Water Supply Emergency Operating Plan as presented. Council member Jolene Niernberger seconded the motion. The motion carried 5-0.
General Government: City Code
City Attorney Olavee Raub reviewed a modified ordinance implementing the 2014 Standard Traffic Ordinance for Kansas cities. The League of Kansas Municipalities discovered errors in the original sample ordinance provided. This proposed ordinance corrects the statutory language in error in the first ordinance. Council member Dave McDaniel moved and Council member John Walz seconded a motion to approve Ordinance No. 1381 implementing the modified wording for the Standard Traffic Ordinance. The motion carried 5-0.
Special Machinery: Financial
Council discussed the benefits and drawbacks of the General Fund departments transferring any excess budget authority to the Special Machinery Fund. City Clerk Amy Burton explained that any monies transferred to the Special Machinery Fund will lose their identity upon transfer; however, the Capital Improvement Plan keeps internal track of each Department’s contributions to the Fund. Police Chief Taft Yates and Public Works Director Alan Scheuerman spoke in favor of the transfers in that it rewards the departments for being good stewards of their budget since they would get to internally “earmark” that money for a future purpose. Ms. Burton noted one drawback would be moving unrestricted cash in the General Fund to a restricted cash balance in the Special Machinery Fund. After further discussion, Council member Gary Luea moved to transfer 50% of the General Fund departments’ excess budget authority to the Special Machinery Fund. Council member John Walz seconded the motion. The motion carried 5-0.
REPORTS FROM CITY OFFICIALS
Public Works
General Government: Disposal
Public Works Director Alan Scheuerman reported that the old HVAC units removed from City Hall will work for the Railroad Museum. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to donate the used HVAC units to the Railroad Museum. The motion carried 5-0, with Council member Dave McDaniel abstaining due to a perceived conflict of interest.
Water: Repair/Maintenance
Mr. Scheuerman presented the Comparative Water Report for the period October 10th to November 10th. Layne will be in town next week to repair Well #2 and pull the pump for Well #12 as well. Mr. Scheuerman reported he has completed his annual inspection of the Water Treatment Plant, as required by the Bond Agreement. Minor maintenance items will be addressed as manpower becomes available. Mr. Scheuerman plans to schedule tours of the Water Treatment Plant and Wastewater Treatment Plant for the Council in January. The City has received notification from the Kansas Department of Health and Environment that due to increased levels of Trihalomethanes (TTHM) in the water system, the City must convert to quarterly monitoring status rather than annual monitoring status under the Stage 2 Disinfection Byproduct Rule. Mr. Scheuerman noted that quarterly the Public Works Department will be flushing some of the hydrants in the City to reduce the levels of TTHM accumulating in the water system. The Council requested the Department coordinate the procedure with Fire Department training, if possible.
Personnel: Entry
Mr. Scheuerman requested Council approve the hiring of Bradley Leiker to fill one of the two open positions in the Department. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the hiring of Bradley Leiker for the General Public Works Employee IA position at a probationary pay of $11.24 per hour effective December 29, 2014. The motion carried 4-1, with Council member Ron Johnson opposed.
Special Highway: Repair/Maintenance
Paving Maintenance Supply has determined the wiring on the hose on the crack patch machine needs to be repaired or replaced. The cost to repair the hose or to purchase a new hose is comparable. Council member Dave McDaniel moved to replace the hose on the crack patch machine at a cost not to exceed $2,500 with monies to come from the Special Highway Fund. Council member Gary Luea seconded the motion. The motion carried 5-0.
Police
Police: Training
Police Chief Taft Yates reported that Officer Wechsler will be training with the Fort Hays State University Defensive Tactics Team on Thursday as part of his field training. All officers are in the process of completing a virtual video course with scenario based training. The officers completed their physical training test and all improved on their previous score.
Police: Disposal
The Department has had to replace a battery pack for one of the vehicles. The used pack is six years old and Chief Yates would like to purchase the old unit from the City. City Attorney Olavee Raub recommended Chief Yates put the battery pack out for sealed bids. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to put the used battery pack out for sealed bids using electronic media. The advertisement should note that the buyer is purchasing the unit as is and it may not be operational. Sealed bids are due by 5:00 p.m. on January 5, 2015. The motion carried 5-0.
City Clerk
City Clerk Amy Burton presented the October and November Financial Statements consisting of the Statement of Accounts, Treasurer’s Report, and Security Deposit Worksheet for each month. The City’s Christmas Party will be held January 10, 2015 at Cancun Mexican Restaurant. Ms. Burton reported that approximately 44% of the Low-to-Moderate Income surveys have been received. The surveys are a critical piece to the City being eligible for a Community Development Block Grant.
Water: Accounting/Billing
Council member Ron Johnson moved and Council member Gary Luea seconded a motion to approve the water leak adjustment for Joe Yanda. The motion carried 5-0. Ms. Burton noted that due to the passage of the Utility Services Policy her office will now be able to approve billing adjustments for water leaks.
Attorney
City Attorney Olavee Raub has reviewed the KDHE loan documents presented by Steve Hanson earlier in the meeting and finds them acceptable for the Mayor to sign.
Mayor/Council
Mayor Lyle Johnston reminded everyone of the January filing deadline for the Governing Body positions up for election. The positions open in 2015 include the Mayor, Treasurer, and three Council positions. Mayor Johnston noted that he is not planning to run in the April election.
Council member Dave McDaniel asked for Mayor Johnston to invite Ellis County Coalition representative Sylvia Kinderknecht to a meeting in January to give the Council an update on Coalition activities. He also asked if the Council was interested in reviewing the results of the surveys distributed at the last meeting. Mr. McDaniel asked Mr. Scheuerman to look into a pickup at 7th and Washington leaking oil on the new street.
EXECUTIVE SESSIONS
Mayor Johnston called for an executive session to discuss property acquisition. A 15-minute executive session was proposed starting at 9:54 p.m. Mayor Johnston asked for a motion to recess. Council member Ron Johnson moved to recess to executive session discuss property acquisition with the City Attorney and Public Works Director present. Council member Dave McDaniel seconded the motion. The motion carried 5-0. The Council returned to open session at 10:09 p.m. No action was taken in executive session.
ADJOURNMENT
Council member Ron Johnson moved and Council member Dave McDaniel seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 10:09 p.m.