ELLIS–After a spot check of the street lights in Ellis by Public Works Director Alan Scheurman and Midwest Energy, city council members have decided removing lights in alleys and behind buildings will not save much money.

Recently, Midwest Energy dramatically increased its bill to Ellis after discovering it has been undercharging the city for years.

During Monday evening’s meeting, city council members directed City Clerk Amy Burton to develop scenarios using various franchise tax percentage increases that would be needed to cover the budget discrepancy. Council members Ron Johnson and Terry Redetzke, and City Attorney Olavee Raub were absent.

The complete Feb. 2 meeting minutes follow.

ELLIS CITY COUNCIL REGULAR MEETING Minutes February 2, 2015

CALL TO ORDER
Mayor Lyle Johnston called the meeting to order at 7:30 p.m. Present were Council members 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 Fire Chief Denis Vine. Council members Ron Johnson and Terry Redetzke, and City Attorney Olavee Raub were absent.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Sean Simmons, Holly Aschenbrenner, Mark Bongartz, Tyler Bongartz, Glen Keller, Curtis Carl, Brian Raub, Robert Redger, and Ryan Augustine.
CONSENT AGENDA
Council member John Walz moved to approve the consent agenda containing the Minutes from the Regular Meeting on January 19, 2015 and Bills Ordinance #1966, with the exception of the KDHE invoice in the amount of $792.00. Council member Dave McDaniel seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
None
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
Mayor Lyle Johnston presented a Citizen’s Award to Tyler Bongartz for highlighting the valuable public services provided by the City by constructing a detailed model of the City water tower. The model is on display at the Municipal Building.
SPECIAL ORDER
Fire: Training
Fire Chief Denis Vine reported on recent training for the City’s volunteer Fire Department. The annual mutual aid drill will be hosted by Victoria this year, with Ellis possibly hosting the drill in 2016. On February 7th and 8th, six firemen will be attending KU Officer Training in Hays.
Fire: Acquisition
Hays Fire Department has graciously donated 300’ of attack line to the Department. Chief Vine also presented bids for bunker gear and boots. He would like to revisit the bids at the next meeting as he is waiting on another bid.
Fire: Repair/Maintenance
Chief Vine requested the concrete in the Fire House be fixed. The Public Works Department will patch the broken out concrete.
UNFINISHED BUSINESS
General Government: Accounting/Billing
Representatives from Midwest Energy met with Public Works Director Alan Scheuerman on January 29th to spot check the City’s street lights. Mr. Scheuerman presented Council with a list of street lights that don’t meet the guidelines for “normal” placement, such as in alleys or behind buildings. It was the consensus of Council to not remove any street lights as the savings to remove the lights was insignificant. Council then discussed the current franchise tax percentages for gas and electric utilities. City Clerk Amy Burton was directed by Council to develop scenarios using various franchise tax percentage increases that would be needed to cover the budget discrepancy caused by the large increase in the Midwest Energy bill for the City’s street lights.
Sewer: Financial – KDHE Loan
Mayor Lyle Johnston read an email from City Attorney Olavee Raub regarding her review of the Kansas Department of Health and Environment draft loan documents. The documents may be discussed at a future meeting.
Sanitation: Policy
City Clerk Amy Burton reported on the current billing procedures for sanitation services for various not-for-profit entities during special events. Ms. Burton requested further discussion be tabled until Ms. Raub returned.
General Government: Special Project
Ms. Burton met with Gayla Wichman to discuss improvements to the City’s webpage. Ms. Wichman provided ideas on how to construct the outline and map of the pages and links desired to assist with the bidding process. In the coming weeks, Ms. Burton will continue to work on the webpage structure with Ms. Wichman’s assistance.
Capital Improvement: Contracts
Public Works Director Alan Scheuerman informed Council that the City will now be obtaining the millings for the parking lot at 9th Street and Jefferson from Hays rather than WaKeeney; therefore, Mr. Scheuerman has rebid the contracts to haul the millings due to the shorter distance. Council member John Walz moved to accept the low bid from Flatlander Dirtworks in the amount of $2,546 to haul 600 tons of millings from Commerce Parkway to Ellis. Council member Jolene Niernberger seconded the motion. Upon a call for discussion, Council member Dave McDaniel reminded Council that the bid accepted at the last meeting to haul millings from WaKeeney must be rescinded before accepting another contract. Upon a call for the vote, the vote failed 1-3, with Council member Jolene Niernberger voting for the motion and Council members John Walz, Gary Luea, and Dave McDaniel voting opposed. Council member John Walz then moved to rescind the motion made at the January 19, 2015 meeting to accept the contract from American Tank Service in the amount of $4,550 to haul 600 tons of millings from WaKeeney to Ellis. Council member Jolene Niernberger seconded the motion. The motion carried 4-0. Council member John Walz moved and Council member Dave McDaniel seconded a motion to accept the low bid from Flatlander Dirtworks in the amount of $2,546 to haul 600 tons of millings from Commerce Parkway to Ellis. The motion carried 4-0.
NEW BUSINESS
Capital Improvement – Streets: Repair/Maintenance
Mr. Scheuerman presented cost estimates for the chips and oil needed to complete the 2015 Street Rehabilitation Project. Approximately 65,786 square yards will be sealed. The 2015 project will include: Spruce from 18th St. south to the dead end; Maple from 18th St. south to the dead end; Walnut from 18th St. south to the dead end; 19th St. from Monroe to Spruce; 20th St. from Monroe to Maple; 21st St. from Monroe to Walnut; Cedar Lane; 15th St. from Washington to Monroe; 14th St. from Madison to Monroe; Washington from 14th St. to 15th St.; Madison from 11th St. to 13th St.; Baughman from 10th St. to 11th St.; Fauteux from 10th St. to 15th St.; Ross from Baughman to Cottonwood; 11th St. from Baughman to Cottonwood; 12th St. from Baughman to Cottonwood; 14th St. from Fauteux to Cottonwood. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve the 2015 Street Rehabilitation Project as presented at a cost of $85,173.00 with funds to come from Capital Improvement – Streets. Upon a call for discussion, Council requested clarification on why some streets need ¼” chips, while others are planned for ½” chips. Mr. Scheuerman explained the difference in the chip size is due to the current condition of the street. Upon a call for the vote, the motion carried 4-0. After the 2015 Project, approximately 80% of the City’s streets will have been crack patched and sealed in the last three years.
Capital Improvement – Streets: Repair/Maintenance
Council member John Walz moved to authorize the Mayor to sign a letter addressed to the County Commissioners requesting assistance with the City’s 2015 Street Rehabilitation Project. Council member Gary Luea seconded the motion. The motion carried 4-0.
Public Works: Acquisition
Public Works Director Alan Scheuerman presented bids for new and used storage lockers to place in the City Shop to store the employee’s gear and personal belongings. Council member Jolene Niernberger moved to approve the purchase of twelve used storage lockers from BuyUsedLockers.com at a cost of $1,525 with funds to be split between the Water Utility, Sewer Utility, Sanitation, Campground, and General-Park/Cemetery Funds. Council member Dave McDaniel seconded the motion. The motion carried 3-1, with Council member Gary Luea opposed.
Personnel: Policy
City Clerk Amy Burton presented modifications to portions of the City’s holiday and leave policies. Wording has been added clarifying Council’s intent on when leave is earned and when leave may be taken. Council member Jolene Niernberger and Council member John Walz seconded a motion to approve the modifications to the City’s Personnel Policy. The motion carried 4-0.
REPORTS FROM CITY OFFICIALS
Public Works
Water: Repair/Maintenance
Public Works Director Alan Scheuerman presented the Comparative Water Report for the period November 10th to December 10th. Layne has completed repairs to Wells #2 and #12 and both appear to be operating well again. Well #13 has a hole in the metal pipe and will be replaced with a plastic pipe.
Personnel: Entry
Mr. Scheuerman requested approval to hire Joe Kreutzer to fill the remaining open position in the Department. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to hire Joe Kreutzer for the General Public Works Employee 1A position at a probationary wage of $11.88 effective February 16, 2015. The motion carried 3-1, with Council member Gary Luea opposed.
Sanitation: Repair/Maintenance
Mr. Scheuerman presented two bids to replace the tires on the sanitation truck. Council member Dave McDaniel moved to approve the low bid from Golden Belt Coop for four tires for the sanitation truck at a cost of $1,286.28. Council member John Walz seconded the motion. The motion carried 4-0.
Police
Police Chief Taft Yates presented the January Activity Report. Officer Moeder continues to do well at the Kansas Law Enforcement Training Center, maintaining an 80% average. Officers will soon partake in Taser re-certification, and firearms, use of force and policy training. Chief Yates reviewed the 2014 Annual Report highlighting the Department’s various training completed and summarizing the activity for the year. The Department completed 362 various reports in 2014, down nine from the previous year.
City Clerk
City Clerk Amy Burton reported five customers attended the recent Rabies Clinic resulting in 16 immunizations administered and the sale of five City dog tags. The attendees and shots administered are down from 2014.
Ms. Burton reported the 2015 filing deadline has passed and the slate of candidates for City office includes the following: Mayor – Dave McDaniel and Martin LaBarge; Treasurer – Faith Scheck; Council – Jolene Niernberger (incumbent), Ryan Augustine, Brian Raub, Sean Simmons, Bret Andries, John LaShell, Robert Redger, Heather Luea, and Holly Aschenbrenner. The election will be held on April 7th.
City Clerk: Training
Council member Jolene Niernberger moved to approve City Clerk Amy Burton and Assistant City Clerk Charlene Weber to attend the Spring Clerk’s Conference from March 11th – 13th in Wichita, KS. Council member John Walz seconded the motion. The motion carried 4-0.
General Government: Special Project
Ms. Burton reported that Ms. Weber was successful in obtaining a Fort Hays State University 310 Leadership Team to help with the Community Development Block Grant Low-to-Moderate Income Surveys. The Team will orchestrate an awareness campaign of the purpose of the surveys, and will also help coordinate the door-to-door portion of obtaining the resident surveys.
Swimming Pool
It was the consensus of Council to operate the City municipal swimming pool this season. Ms. Burton will move forward with the search for a Pool Manager and lifeguards.
General Government: Contract
Ms. Burton has been notified by Imaging Office Systems that due to the size of some of the blueprints included with the building permits to be scanned, the fee to perform the scanning will increase $300 – $500. Council member John Walz moved and Council member Dave McDaniel seconded a motion to approve an additional amount not to exceed $500 for Imaging Office Systems to scan the oversized blueprints, with funds to come from the General – Administrative budget. The motion carried 4-0.
Mayor/Council
Mayor Lyle Johnston thanked the Departments for their part in the Facility Tour Work Session held on January 31st. Council would like for the facility tour to become part of the annual orientation for Council members.
Council member Dave McDaniel reported that he and fellow Council members John Walz and Jolene Niernberger will be attending City Hall Day in Topeka on February 4th.
Council member John Walz reminded Council that the City’s additional 1% sales tax expires in 2016. He would like to see it renewed to help with funding for water exploration.
Council member Gary Luea inquired on the Clerk’s progress with the SEC continuing financial disclosures, the need to explore options for employee health insurance, and also reported that additional contracts for water exploration are in process.
ADJOURNMENT
Council member Dave McDaniel moved and Council member John Walz seconded a motion to adjourn the meeting. The motion carried 4-0. The meeting adjourned at 9:40 p.m.