ELLIS — Residents of Ellis who completed last fall’s City Resident Satisfaction Survey are mostly concerned about street conditions. Those surveyed also expressed concern about water availability and the ongoing drought.

City council members discussed the survey results during their Jan. 5 meeting.

It was noted that funds have been earmarked in recent budgets for repair and maintenance of city streets. Council members also talked about how to improve communication with the public about city projects.

The full meeting minutes follow.

CITY OF ELLIS REGULAR MEETING Minutes January 5, 2015

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 TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Brian Spano, Steve Hanson, John Begler, Ryan Augustine, and Glen Keller.
PUBLIC MEETING – WASTEWATER TREATMENT PLANT IMPROVEMENTS
A public meeting was held at 7:30 p.m. for the purpose of considering an application to be submitted to the Kansas Department of Health and Environment (KDHE) Kansas Public Wastewater Supply Loan Fund for wastewater treatment plant improvements. The public meeting closed at 7:32 p.m.
PUBLIC HEARING – WASTEWATER TREATMENT PLANT IMPROVEMENTS
A public hearing was held at 7:32 p.m. for the same purpose of considering an application to be submitted to the Kansas Department of Health and Environment (KDHE) Kansas Public Wastewater Supply Loan Fund for wastewater treatment plant improvements. Steve Hanson, Northwest Kansas Planning and Development, and Brian Spano, Wilson & Co., provided a synopsis of the required improvements needed at the City’s wastewater treatment plant and how those improvements will be funded. The public hearing closed at 7:37 p.m.
CONSENT AGENDA
Council member Jolene Niernberger moved to approve the consent agenda containing the Minutes from the Regular Meeting on December 15, 2014 and Bills Ordinance #1964. Council member John Walz seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
John Begler addressed Council regarding noticeably higher water usage on his last two utility bills. A leaky valve on his water softener appears to be the cause and will be repaired. City Clerk Amy Burton informed Mr. Begler to submit the repair bill to the Clerk’s office for consideration of an adjustment from the water conservation rate on his utility bill.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Police: Disposal
Mayor Lyle Johnston opened the sealed bids for the used battery pack from the Police Department. Two bids were submitted: Kelly Crnkovich – $10.00, and Ed Linenberger – $45.00. Council member John Walz moved to accept the high bid from Ed Linenberger in the amount of $45.00 for the Police Department battery pack. Council member Ron Johnson seconded the motion. The motion carried 5-0.
Fire
Fire Chief Denis Vine requested permission to obtain bids for new bunker gear for the Fire Department. The Capital Improvement Plan provides for $32,000 to be spent in 2015 for new coats and pants; $3,500 to replace 10 pairs of boots; and $2,550 to replace 10 self-contained breathing apparatus face masks. It was the consensus of Council to allow Chief Vine to solicit bids for the needed gear for further consideration.

UNFINISHED BUSINESS
Sewer: Repair/Maintenance
Brian Spano, Wilson & Co., reviewed in detail the proposed Agreement for Professional Engineering Services for the design phase of the required wastewater treatment plant improvements. The proposed engineering fee of $96,546.00 is already included in the estimated total project cost of $880,000. The Council would like to table the item until the January 19th meeting in order to have more time to review the Agreement.
Capital Improvement: Repair/Maintenance
The Governing Body reviewed a drawing of the proposed parking lot to be constructed at 9th St. and Jefferson St. Public Works Director Alan Scheuerman provided bids from Flatlander Dirtworks, LLC, and American Tank Service to haul 600 tons of millings for the parking lot. This item will be tabled until the January 19th meeting.
General Government: Financial
City Clerk Amy Burton reported she is currently working on the Failure to File notices for the 2006 bond issuances. In order to become compliant with the Municipal Securities Rulemaking Board continuing disclosure requirements, the City needs to submit the Failure to File notices, Annual Financial Information, and Additional Information for each year since issuance.
General Government: Special Project
The Governing Body discussed the tabulations of the City Resident Satisfaction Survey conducted last fall. Street conditions continue to be a primary concern. Mr. Scheuerman praised Council on earmarking funds in recent budgets to help repair and maintain City streets. Another concern was water availability and the ongoing drought. The Governing Body discussed different ways the City currently communicates with the public, and what the City can do to improve communications.

NEW BUSINESS
General Government: Disposal
City Clerk Amy Burton reviewed a list of records scheduled to be destroyed per the City’s retention schedule. Council member John Walz moved and Council member Ron Johnson seconded a motion authorizing the Mayor to sign the Approval for Destruction for Public Records. The motion carried 5-0.
General Government: City Code – GAAP Waiver
The Council considered a resolution exempting the City of Ellis from Generally Accepted Accounting Principles’ requirements for financial statements and financial reports. Council member Ron Johnson moved and Council member Dave McDaniel seconded a motion to approve Resolution #505 waiving the GAAP financial reporting requirements for 2015. The motion carried 5-0.
Police: Acquisition
Police Chief Taft Yates presented bids from Lewis Ford, Marmie Ford, and General Services Administration (GSA) for a 2015 Ford Sedan Police Interceptor. A bid was also presented from Ka-Comm for the installation of the police equipment into the sedan in the amount of $9,761.40. The Capital Improvement Plan provides for $43,000 for a new vehicle in 2015. Chief Yates recommended the Council approve the low bid from Lewis Ford in the amount of $24,397, less $10,000 trade-in for the 2012 Dodge Charger, bringing the bid total to $14,397. With the Ka-Comm bid for installation of equipment, the total price to purchase and outfit the 2015 Sedan would be approximately $24,158.40, well below the $43,000 budgeted. After further discussion, Council member John Walz moved to accept the bid from Lewis Ford in the amount of $24,397, less the $10,000 trade-in allowance for the 2012 Dodge Charger, bringing the purchase price to $14,397. Council member Jolene Niernberger seconded the motion. The motion failed 2-3 with Council members Niernberger and Walz voting for the motion, and Council members Ron Johnson, Gary Luea, and Dave McDaniel voting opposed. After the vote, Council member Walz questioned if the Capital Improvement Plan needed revised if the Council wasn’t going to follow through with planned expenditures.
REPORTS FROM CITY OFFICIALS
Public Works
Water: Repair/Maintenance
Public Works Director Alan Scheuerman presented the report received from the Kansas Rural Water Association on their testing and review of the water wells. The Council questioned how the bacteria levels differ now than from when the treatment plant was constructed. Mr. Scheuerman plans to obtain bids from Don’s Electric to upgrade the electrical box and other minor maintenance items on the wells, as noted in the report.
Layne Christensen has taken the pump from Well #2 back to Nebraska for repairs. They did find holes in the original steel pipe in Well #12 and discovered the cast iron in the bowl has become soft. Layne provided a quote to repair Well #12 and to remove and inspect the pump from Well #13. Council member Gary Luea moved to accept the quote from Layne Christensen in the amount of $6,684.36 with funds to come from the Water Depreciation Reserve. Council member John Walz seconded the motion. The motion carried 5-0.
Sewer: Repair/Maintenance
Mr. Scheuerman reviewed a report submitted by Wastewater Operator Steve Homburg regarding inspection of the City sewer lift stations.
Public Works: Special Meeting
It was decided that the Governing Body will meet on January 31st at 1:00 p.m. in Council Chambers to begin a tour of the City’s off-site facilities.
Public Works
Mr. Scheuerman informed Council of recent vandalism at Chrysler Park. Utility Services has increased their annual contract the full 15% as projected during budget preparation. Their 2015 contract for maintaining the water tower is $11,282.16. Mr. Scheuerman has been asked by the Kansas Water Authority to serve on one of fourteen Regional Goal Setting Teams. Mr. Scheuerman will serve on the team representing the Smoky Hill Saline planning region.
Police
Police Chief Taft Yates reported that Officer Moeder has started at the Kansas Law Enforcement Training Center today. Officer Wechsler has completed his field training and is now able to be on duty by himself. Chief Yates reviewed the December Report of Activity and the January officer calendar. He also presented a bill for a new cabinet in the Police Department. One of the cabinets in the office fell off of the wall and was destroyed.
City Clerk
City Clerk Amy Burton reminded the Governing Body of the City Christmas Party to be held on January 10th. The annual rabies clinic will be held January 24th from 12:00 – 2:00 p.m. in the City shop. The deadline for the CommUNITY Thrift Shop grant is January 31st. Ms. Burton reported the Safety Board plans to conduct a safety inspection at the Water Treatment Plant on January 7th.
Attorney
City Attorney Olavee Raub reported she has contacted Mr. Bob Symns to inform him the City is not interested in acquiring his property for water exploration at this time.
Mayor/Council
Mayor Lyle Johnston reminded everyone of the filing deadline for public office is noon on January 27th. Currently, Dave McDaniel has filed for Mayor, and Jolene Niernberger and Ryan Augustine have filed for City Council. Mayor Johnston also reported Council member Terry Redetzke has accepted a different job and may be unable to attend some of the Council meetings.
Council member Dave McDaniel noted the light at the top of the water tower is not working. He asked if some of the older Christmas decorations in Memorial Park could be refurbished for the next season. Mr. McDaniel inquired of the street light audit with Midwest Energy. Mr. Scheuerman reported he expects to hear from Midwest Energy later in January. Mr. McDaniel then reported he has received complaints from the Ellis Recreation Commission of fumes from the City equipment infiltrating their office at the Old Power Plant.
Council member Gary Luea requested an executive session to discuss property acquisition.
EXECUTIVE SESSIONS
Mayor Johnston called for an executive session to discuss property acquisition. A 10-minute executive session was proposed starting at 9:42 p.m. Mayor Johnston asked for a motion to recess. Council member Ron Johnson moved to recess to executive session to discuss property acquisition with the City Attorney and Public Works Director Alan Scheuerman present. Council member Dave McDaniel seconded the motion. The motion carried 5-0. The Council returned to open session at 9:52 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 9:52 p.m.