ELLIS–Off-street parking will soon be easier in Ellis.

During their January 19 meeting, city council members voted 4-1 to move purchase 600 tons of asphalt millings to convert the empty lots at 9th Street and Jefferson into a community parking lot. The total project is estimated to cost less than $20,000.

Council member Ron Johnson opposed the vote.

Midwest Energy will perform an audit of Ellis street lights Thursday, January 29, at 9:00 a.m. The bill for the city’s street lights was increased dramatically recently after Midwest Energy discovered it had been under billing Ellis for several years.

THe complete meeting minutes follow.

ELLIS CITY COUNCIL REGULAR MEETING Minutes January 19, 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, and City Attorney Olavee Raub. Council member Terry Redetzke was absent.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Nickole Byers, Aaron White, Steve Arthur, John LaShell, Gilbert Kinderknecht, Ryan Augustine, Goldie Dinkel, Glen Keller, Cheryl Kinderknecht, Dan Pyle, and Dena Patee.
CONSENT AGENDA
Council member Ron Johnson moved to approve the consent agenda containing the Minutes from the Regular Meeting on January 5, 2015 and Bills Ordinance #1965. Council member John Walz seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
None
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
Mayor Lyle Johnston presented Citizen’s Awards to the Ellis Polar Express Committee members for their hard work in organizing a successful community event. Members receiving recognition included Cheryl Kinderknecht, Gilbert Kinderknecht, Dan Pyle, Dena Patee, and Steve Arthur.
SPECIAL ORDER
Nickole Byers, representing the Ellis High School Alumni Association, informed Council of a public hearing to be held on January 26th at 7:30 p.m. at the Ellis High School auditorium to discuss the Association’s submission of a KAN STEP application for Community Development Block Grant funds to help build a community center. Aaron White, Ellis County Coalition, provided details on how a KAN STEP grant requires volunteer labor as matching funds for the grant dollars. The Association’s eligibility for the CDBG funds hinges on successful completion of the Low-to-Moderate Income Surveys currently being submitted to the City.
UNFINISHED BUSINESS
Sewer: Contract
Council member Ron Johnson moved to authorize Mayor Johnston to sign the Agreement for Administrative Consulting Services with Northwest Kansas Planning and Development Commission. Council member John Walz seconded the motion. The motion carried 5-0. The Commission will provide assistance with the City’s application for Kansas Department of Health and Environment revolving loan funds. The loan funds will be used for the required wastewater treatment plant improvements.
Sewer: Repair/Maintenance
Council took under consideration an agreement with Wilson & Company, Inc. for professional engineering services related to the design, bidding and construction phases of the required wastewater treatment plant improvements. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the Agreement for Professional Engineering Services with Wilson & Company, Inc. in the amount of $96,546, with the corrected typographical error in section 1.3.6. The motion carried 4-1, with Council member Gary Luea opposed.
Sewer: Repair/Maintenance
The Kansas Department of Health and Environment has reviewed and commented on the Preliminary Engineering Report received from Wilson & Company, Inc. on the wastewater treatment plant improvements. KDHE has requested a response to their report by January 23rd. Council member John Walz moved to authorize Mayor Johnston to sign the City’s response to KDHE. Council member Ron Johnson seconded the motion. The motion carried 4-1, with Council member Gary Luea opposed.
Capital Improvement: Repair/Maintenance
Public Works Director Alan Scheuerman reported it will take approximately 600 ton of asphalt millings to convert the empty lots at 9th St. and Jefferson into a community parking lot. The proposed plan has vehicles entering on 9th St. into approximately 20-23 parking spaces. Mr. Scheuerman estimates the total project to cost less than $20,000. Council member Dave McDaniel moved and Council member John Walz seconded a motion to approve the purchase of 600 tons of millings with the funds to come from the Capital Improvement Fund, with a total project cost not to exceed $20,000. The motion carried 4-1, with Council member Ron Johnson opposed. Council member Walz then moved to approve the bid from American Tank Service in the amount of $4,550 to haul the millings to Ellis with funds to come from the Capital Improvement Fund. Council member McDaniel seconded the motion. The motion carried 4-1, with Council member Johnson opposed.
General Government: Accounting/Billing
Mr. Scheuerman and Council member Dave McDaniel recently met with Midwest Energy representatives on ways to reduce the City’s increase in billing charges for the City’s street lights. Midwest Energy will perform an audit of the City’s street lights on January 29th at 9:00 a.m. and report to Council on their findings. The Council also reviewed a summary of franchise tax percentages for cities of similar size. Council will table further discussion until Midwest Energy reports on the findings of the street light audit.
General Government: Special Project
The Council reviewed a list of proposed enhancements for the City’s website, as suggested by the Department Heads. During previous discussions Gayla Wichman had offered to give the City some direction in revamping the website. City Clerk Amy Burton will contact Ms. Wichman and report back.
NEW BUSINESS
Industrial Development: Committee
Council member Ron Johnson moved to appoint Sylvia Kinderknecht as the City’s representative on the Ellis County Coalition Board of Directors. Council member Dave McDaniel seconded the motion. The motion carried 5-0.
Clerk: Accounting/Billing
City Clerk Amy Burton reviewed the quote from Hamlin Creative Consulting for the purchase of the new “press-and-seal” z-fold utility bills. The 15,000 quantity is expected to last 11-12 months, while the 20,000 quantity is expected to last 14-15 months. Council member John Walz moved and Council member Ron Johnson seconded a motion to purchase 20,000 utility billing forms at a cost of $102.19/1,000 forms, or $2,043.80. The cost will be split between the Water, Sewer, and Sanitation Funds. The motion carried 5-0.
Capital Improvement: Policy
The Council discussed vehicles and equipment scheduled for purchase in 2015, per the 2015-2019 Capital Improvement Plan. Council member Jolene Niernberger stressed that the Plan approved during the 2015 budget session should be abided by; while Council member Ron Johnson questioned the scheduled replacement of the 2012 Dodge Charger in 2015 when it only has 60,000 miles on it. It was the consensus of Council to address future equipment purchases with the 2016-2020 Capital Improvement Plan and the upcoming budget work sessions.
Capital Improvement – Streets: Repair/Maintenance
Council member John Walz moved and Council member Ron Johnson seconded a motion to approve the purchase of a full load of crack patch material from PMSI, Inc., in the amount of $22,836 with funds to come from Capital Improvement – Streets. The motion carried 5-0.
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman reported that the pump at the Henderson sewer lift station stopped working and needed replaced immediately to get it operational again. Mayor Johnston was notified of the emergency and verbally approved the repair. Council member Dave McDaniel moved and Council member Jolene Niernberger seconded a motion to ratify the emergency repairs to the pump at the Henderson sewer lift station. Motion carried 5-0. Mr. Scheuerman estimates the cost to replace the pump at $1,200, with funds to come from the Sewer Fund.
Sewer: Financial
The Council reviewed a draft of the Kansas Department of Health and Environment sewer loan documents. KDHE is requesting comments regarding the documents prior to issuance of the final loan instrument. The Council will revisit this item at the next meeting in order to give City Attorney Olavee Raub adequate time to review the document.
REPORTS FROM CITY OFFICIALS
Public Works
Sanitation: Policy
The City’s current policy does not allow rental of City dumpsters to outside entities; however, it has come to the attention of the Public Works Director that the Sanitation Department has taken City dumpsters to certain commercial and not-for-profit entities on special occasions or during long holiday weekends. It is the consensus of Council to maintain the current policy of not renting dumpsters, and to have City employees called in on long weekends, if necessary, to empty the commercial dumpsters at those certain businesses. Mr. Scheuerman questioned if Council wished to maintain the same policy for not-for-profit entities. The Council directed City Clerk Amy Burton to check if the not-for-profits currently pay for the dumpster pickup. City Attorney Olavee Raub noted that Council could amend the current policy to allow limited use by not-for-profit entities, if Council wishes. This item will be tabled until the next meeting to allow Ms. Burton to check on the sanitation charges.
Sanitation: Acquisition
Mr. Scheuerman requested permission to determine bid specifications for a new sanitation truck. Council will look at the 2008 International truck and packer during the facility tour on January 31st.
Water
Mr. Scheuerman reported on several water main breaks recently. Per Council directive, Mr. Scheuerman brought the water lab reports from 2000-2005. Three of the wells high in iron and manganese are no longer in use.
Public Works: Special Meeting
Mr. Scheuerman reviewed the proposed agenda for the Council work session facility tour on January 31st.
Special Highway: Repair/Maintenance
The City has received the inspection report on the Dorrance Street Bridge with satisfactory results.
Police
Police Chief Taft Yates reported that Officer Moeder is in his third week at the Kansas Law Enforcement Training Center and doing well. All officers have completed the virtual training programs. The next training to be held is Taser recertification.
City Clerk
City Clerk Amy Burton presented the 2014 calculations for the Catastrophic Sick Leave Bank. The Bank has a current value of $14,348.61 and is capped at $19,000.
The 2014 Safety Committee Report indicated eight minor accidents and two vehicle accident reports. No work days were lost due to the minor accidents.
Ms. Burton presented the cost savings of utilizing the City car versus paying employee’s mileage costs for using their own vehicle. The 2014 savings totaled $1,547.82 with a cumulative savings of $11,571.25 from when the car was purchased in November 2009.
The annual Rabies Clinic will be held January 24th from 12:00 p.m. – 2:00 p.m. in the City Shop. Ms. Burton will be out of town for the January 31st facility tour. The City has received approximately 46% of the Low-to-Moderate Income Survey’s back. The City needs a much higher percentage in order to be eligible to apply for a Community Development Block Grant.
Attorney
City Attorney Olavee Raub requested an executive session if Council was interested in discussing possible land acquisition from an auction site.
Mayor/Council
Mayor Lyle Johnston reminded those interested in running for public office that the deadline to file with the City Clerk is noon on January 27, 2015.
EXECUTIVE SESSIONS
Mayor Johnston called for an executive session to discuss property acquisition. A 10-minute executive session was proposed starting at 9:20 p.m. Mayor Johnston asked for a motion to recess. Council member Ron Johnson moved and Council member John Walz seconded a motion to recess to executive session to discuss property acquisition with the City Attorney present. The motion carried 5-0. The Council returned to open session at 9:30 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 9:31 p.m.