ELLIS–Mayor Dave McDaniel had to break a tie vote of Ellis City Council members last week.

The ultimate result was a move to update the city’s Water Conservation Plan, which hasn’t changed since 2008, according to City Clerk Amy Burton. Restriction of allowable watering hours would also be considered.

Some council members prefered to move to less restrictive Stage 2 water conservation measures before revision of the conservation plan.

A special meeting work session to review the Ellis Water Conservation Plan will be held Wednesday, May 13, at 7 p.m. in Ellis City Hall.

City Clerk Amy Burton said representatives from the Kansas Department of Water Resources in Stockton will attend the work session. They will present suggestions of how to update the percentages listed as triggers to determine the stage of water conservation the city should follow.

“They’ve told us the measurement triggers on our city water wells are outdated,” Burton said.

The complete May 4 regular meeting minutes follow.

ELLIS CITY COUNCIL REGULAR MEETING MINUTES MAY 4, 2015

CALL TO ORDER
Mayor David McDaniel called the meeting to order at 7:30 p.m. Present were Council members Holly Aschenbrenner, Gary Luea, Heather Luea, Jolene Niernberger, Bob Redger, and John Walz. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates (arrived at 7:49 p.m.), Fire Chief Denis Vine, and City Attorney Olavee Raub.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Ryan Augustine, Darrell Romme, Steve Homburg, Danny Wickham, Todd Walker, Jacob Schartz, Sharon Disney, Lori Miller, Luke Karlin, Glen Keller, Margie Mickelson, Brad Leiker, Joe Kreutzer, Shelby Stewart, Jesse Schneweis, Qiuya Xing, Graham Swartzell, Perry Henman, John Leiker (arrived at 7:45 p.m.), Sandy Beisner (arrived at 7:57 p.m.), Kelly Beisner (arrived at 7:57 p.m.), and Martin LaBarge (arrived at 8:03 p.m.)
CONSENT AGENDA
It was the consensus of Council to remove the Romme Insurance voucher from Bills Ordinance #1972 since Darrell Romme was present to discuss the City’s insurance policy. Council member Jolene Niernberger moved to approve the consent agenda containing the Minutes from the Regular Meeting on April 20, 2015, the Minutes from the Special Meeting on April 29, 2015, Bills Ordinance #1972, and the January manual journal entries, with the exception of the Romme Insurance voucher. Council member Bob Redger seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
None
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
General Government: Special Project
The Fort Hays State University Leadership 310 Team consisting of Shelby Stewart, Jesse Schneweis, Graham Swartzell, and Qiuya Xing, presented the results from their semester project of assisting the City with bringing awareness to the community of the importance of their participation in the Community Development Block Grant Low-to-Moderate Income Surveys. The Team exceeded their goal of reaching 80% of the households in Ellis through means of telephone calls and personal visits. The Team is hopeful their efforts will help qualify the City for a CDBG grant to fund various City improvements.
General Government: Insurance
Darrell Romme, Romme Insurance, reviewed the City’s renewal of the 2015-2016 property, liability, and workman’s compensation insurance policy. The City is pooled with other municipalities and receives an annual dividend check if insurance losses are low for the period. As a result, Mr. Romme presented the City with a check in the amount of $14,213.40 for the 2014-2015 claim year. The Council would like to review the policy to verify the values and liability limits. At Council’s request, Mr. Romme will provide the premium amount by location and also calculate the savings in increasing the deductibles on the vehicles. Council member John Walz moved and Council member Bob Redger seconded a motion to approve the payment to Romme Insurance in the amount of $93,039.00 and to authorize the Mayor to sign the Terrorism Rejection Form and the Statement of Values. The motion carried 6-0.
Employee Benefits: Insurance – Health
Lori Miller, Solid Financial Strategies, presented an innovative alternative to the current way the City funds the employee health insurance. The City would build a proprietary plan that includes a $5,000 umbrella policy, thus lowering the premiums as the City would self-fund a portion of the claims through deposits into a City-owned claim fund. Under the proposed policy, the employees would have similar benefits, deductibles, and co-pays for health insurance coverage and prescriptions. If the City chose the fully-insured plan, without the self-funding option, the City could save almost $65,000 per year in premium costs when compared to the Blue Cross Blue Shield renewal rates. Going with the self-funding option increases the potential savings to almost $121,000 per year. One drawback to the option is that several of the doctors the employee’s currently use may not be in the provider network. However, Ms. Miller firmly believes the savings realized from the plan would outweigh the costs of paying claims out of network. Council member Jolene Niernberger suggested a work session to gather the employee’s input on insurance options. A work session is scheduled for May 12th at 7:00 p.m.
Fire: Report
Fire Chief Denis Vine provided his monthly report. The air compressor has been repaired and the new bunker gear has arrived. Chief Vine may review options to purchase a commercial grade washing machine for the Fire Station to be able to keep the new gear clean. Currently, the Department has to take their gear to Hays Fire Department to be cleaned. Chief Vine then explained the color coding system in place for the City’s fire hydrants.
Special Parks: Repair/Maintenance
Martin LaBarge, Ellis Recreation Commission, left the meeting prior to this agenda item. Therefore, there was no discussion regarding maintenance issues at the Commission office located at the Old Power Plant.
UNFINISHED BUSINESS
Industrial Development: Petitions
Council considered a resolution concerning the possible annexation of the Henman land. The resolution provides notice of the required public hearing on the annexation, but does not commit the City to approving the annexation. Council inquired of the Henman’s intentions if the City is not able to pay the full cost of the installation of the water and sewer lines to the property. Perry Henman, on behalf of his sister Jackie, stated she is willing to pay up to one-half of the infrastructure costs. Council member John Walz moved to approve Resolution No. 510 providing notice of a public hearing concerning annexation of land. Council member Holly Aschenbrenner seconded the motion. The motion carried 5-1, with Council member Gary Luea opposed.
NEW BUSINESS
Sanitation: Acquisition
Public Works Director Alan Scheuerman presented ten bids obtained from six different vendors for a new sanitation truck. Mr. Scheuerman and Steve Homburg have reviewed all of the bids to ensure they meet or exceed bid specifications. Mr. Scheuerman recommends the bid from Downing Sales & Service, Inc. for a 2016 Freightliner M2-106 with a 2015 Pak-Mor R220C refuse body. He also recommends adding the 14,000 lb. capacity reeving cylinder to dump oversized dumpsters. The 2000 Ford sanitation truck will be traded in with the purchase. Council discussed the pros and cons of exploring the option of a side arm truck which would only require one operator, but would also require the purchase of all new poly carts. After further discussion, Council member Gary Luea moved to accept the bid from Downing Sales & Service, Inc. for the 2016 Freightliner M2-106 with 2015 Pak-Mor R220C refuse body in the amount of $113,043.00, with funds to come from Old Electric funds. The motion died for lack of a second. Council member John Walz moved to accept the bid from Downing Sales & Service, Inc. for the 2016 Freightliner M2-106 with 2015 Pak-Mor R220C refuse body and to add on the 14,000 lb. capacity reeving cylinder at a total cost of $117,373.00 with funds to come from Old Electric funds. Council member Jolene Niernberger seconded the motion. The motion carried 4-2, with Council members Gary Luea and Bob Redger opposed.
Water: Policy
Public Works Director Alan Scheuerman distributed documents received from the Kansas Division of Water Resources. The documents discuss various well data and illustrate graphs of the well field water levels. The City’s Water Conservation Plan is outdated and the Water Advisory Council contacted the Kansas Rural Water Association last year to gather input, as there are certain items required to be in a municipal water conservation plan. City Attorney Olavee Raub has a meeting with a representative from KRWA this week to review the City’s conservation plan. Kelly Stewart and Mark Billinger from KDWR both have made suggestions to Mr. Scheuerman on how to update the percentages listed as triggers to determine the stage of water conservation the City should follow. Council discussed holding a work session to focus on updating the Water Conservation Plan and to invite Mr. Billinger and Mr. Stewart to discuss the water supply conditions in the area. Mr. Scheuerman reported that Margaret Fast from the Bureau of Reclamation has contacted him about possible grant money to help with drought assistance. The Council discussed how little water municipalities’ use compared to farmers and irrigators, but that push for conservation has to come from the State. After further discussion Council member Heather Luea made a motion to move to Stage 2 water conservation. Council member Holly Aschenbrenner seconded the motion. Upon the call for further discussion, certain Council members stressed the need to update the Conservation Plan first and to reduce the allowable watering times before the move to a less restrictive conservation stage occurs. Upon a call for the vote, the motion failed 3-4, with Council members Holly Aschenbrenner, Heather Luea, and Bob Redger voting for the motion, and Council members John Walz, Gary Luea and Jolene Niernberger voting opposed. Mayor McDaniel broke the tie with a vote opposed, stressing the need for the updated Water Conservation Plan to be in place before any move to Stage 2. A work session will be scheduled to update the Conservation Plan.
General Government: Policy
Council member Heather Luea questioned the City’s data distribution policy, specifically the inability to receive requests for information in a specific requested format. City Attorney Olavee Raub explained that the Kansas Open Records Act does not require the records custodian to provide information in a requested format – just to provide the data requested. Both Ms. Raub and Larry Baer, League of Kansas Municipalities attorney, have advised City Clerk Amy Burton on how to provide data requests.
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman asked for Council to ratify the purchase of a sewer pump. Mayor David McDaniel approved the low bid prior to purchase by Mr. Scheuerman. Council member John Walz moved to ratify the purchase of a sewer pump from Hutcheson Engineering Products, Inc. at a cost of $3,744 plus freight. Council member Bob Redger seconded the motion. The motion carried 6-0.
REPORTS FROM CITY OFFICIALS
Public Works
Water: Repair/Maintenance
Mr. Scheuerman has solicited design bids for repairs to Well #2 to try to reduce the amount of sand being pulled in during pumping. The Department has stopped pumping Well #2 for the time being.
Swimming Pool: Repair/Maintenance
The Department has patched the pool liner in four places and it is still leaking approximately six thousand gallons per day. Mr. Scheuerman has contacted the manufacturer to determine the best way to stop the leak in the liner.
Cemetery: Repair/Maintenance
Six trees have been replaced in the cemetery. The trees will be watered from a source outside of the City limits.
Streets: Repair/Maintenance
Mr. Scheuerman thanked the Stockton inmates for their help with patching the streets. He also asked Council to approve the purchase of two truckloads of asphalt to continue with street repairs. Council member Gary Luea moved and Council member Holly Aschenbrenner seconded a motion to approve the purchase of two truckloads of UPM high-performance asphalt at a cost not to exceed $3,500 with money to come from Capital Improvement-Streets. The motion carried 6-0.
Police
Police Chief Taft Yates presented the April Monthly Activity Report and the May officer calendar. Officer Wechsler continues to do well at the Kansas Law Enforcement Training Center. The Washington Elementary 5th grade DARE graduation will be May 15th at 10:30 a.m. Council member Gary Luea asked about the quantity of dog-at-large calls lately. Chief Yates stated that some of the dogs will have a dangerous dog hearing on May 15th. If found to be dangerous, then the owner must meet certain criteria in order to keep the dog.
City Clerk
City Clerk Amy Burton presented the January Financial Statements consisting of the Statement of Accounts, the Treasurer’s Report, and the Security Deposit Worksheet. Ms. Burton also reviewed the Annual Management Report received from the United States Department of Agriculture regarding the water distribution system.
Personnel: Benefits
KPERS will add optional group life insurance for employee’s children in 2016. To be eligible the City would need to affiliate with the program. This benefit would be solely at the cost of the employee. Council member John Walz moved to offer Optional Group Life Insurance for employee’s children, when available, at no cost to the City. Council member Jolene Niernberger seconded the motion. The motion carried 6-0.
Streets: Grant
Ms. Burton reported the FHSU Leadership 310 team obtained nearly 275 low-to-moderate income surveys for the City’s application for a Community Development Block Grant.
Personnel: Entry
Offers have been extended to those selected as lifeguards and pool house attendants for the 2015 season. The first staff meeting will be May 6th.
General Government: Financial
The City has received notice from Golden Belt Telephone that the utility has overcharged a resident outside the City limits for franchise taxes. The next franchise tax distribution will be reduced by the amount overcharged.
Mayor/Council
Mayor McDaniel reported that the Senior Advisory Committee has been awarded a $450 grant from the Ellis Community Foundation to assist homebound residents with errands. This is the second grant that Council member Jolene Niernberger has been successful in obtaining for the City.
Council member Gary Luea asked if the City could schedule a spring clean-up. Mr. Scheuerman stated it would be difficult now with other duties the Department is charged with, but could schedule one for next spring if Council chooses. The Department is planning on holding a clean-up day in October again.
Council member Jolene Niernberger thanked the City staff for all they do to keep the City running.
Council member Bob Redger complimented the Public Works Department on replacing the toilets in City Hall. He also inquired on the forklift at the Recycling Center that is in need of repair.
Council member Holly Aschenbrenner asked who is responsible for cleaning out the trees around the railroad and the limbs stuck on the dam. Mr. Scheuerman replied Union Pacific is responsible for the area around the railroad, but it is the City’s responsibility for the limbs on the dam. However, the City does not have the equipment to safely reach the limbs on the dam.
Council member John Walz asked for a status update on the pond on West 10th Street.
EXECUTIVE SESSIONS
Mayor McDaniel called for an executive session to discuss property acquisition. A 5-minute executive session was proposed starting at 11:10 p.m. Mayor McDaniel asked for a motion to recess. Council member John Walz moved and Council member Gary Luea seconded a motion to recess to executive session to discuss property acquisition. The motion carried 6-0. The Council returned to open session at 11:15 p.m. No action was taken in executive session.
ADJOURNMENT
Council member Gary Luea moved and Council member Bob Redger seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 11:16 p.m.