ELLIS–Ellis city council members voted during their June 15 meeting to proceed with the Waterline Improvement Project with Driggs Design Group.
The project will be done in two phases in an area where most of the waterline breaks have occurred. The waterline breaks will be replaced first, using USDA funding. The streets will then be replaced using funding from a Community Development Block grant. The city will also help fund both projects.
Council members also heard the first reading of a proposed ordinance that would add an additional conservation tier for water customers during a Stage 2 Water Warning.
The complete meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING MINUTES June 15, 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, and City Attorney Olavee Raub.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
Public Works Director Alan Scheuerman requested an addition under his department report to ratify a bill from Victor L. Phillips for repairs to a wheel loader.
PUBLIC PRESENT
Pauleen Edmonds, Brian Spano, Buck Driggs, Aaron White, Gilbert Kinderknecht, Cheryl Kinderknecht, Melvin Kinderknecht, Glen Keller, Nickole Byers, Lyle Johnston, Dena Patee (arrived at 7:37 p.m.), Margie Mickelson (arrived at 7:46 p.m.), and Faith Scheck (arrived at 8:10 p.m.)
CONSENT AGENDA
Council member John Walz moved to approve the consent agenda containing the Minutes from the Regular Meeting on June 1, 2015 and Bills Ordinance #1975. Council member Heather Luea seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
Melvin Kinderknecht spoke to Council about the large downed tree in South Chrysler Park. Since the City was not able to remove the tree prior to the annual Riverfest event, volunteers spent hours cleaning up the debris with donated equipment. Mr. Kinderknecht stated the Council should thank Harold Honas and Greg Gabel for use of their equipment. He hoped there were no hard feelings between the City and the volunteers.
Nickole Byers addressed the Council on the same topic. The volunteer efforts saved the City crews hours of work and got rid of a huge eyesore in time for Riverfest. Ms. Byers stated the cleanup effort was not organized, but came about by chance. She would like for the City to thank the volunteers with Citizenship Awards, and she called for the Council to remove a reprimand from the personnel file of an employee who assisted with the efforts.
Dena Patee asked for the City to sponsor the Days Inn in the Kansas Travel Guide. The Hays Convention and Tourism Bureau pays for the hotel listings in Hays; therefore, the Days Inn would like for the City of Ellis to do the same. The cost of $82 will be discussed later in the meeting.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
General Government: Financial – Budget Request
Glen Keller, Chairman of the Ellis Railroad Museum, presented a budget request of $16,000 for consideration in the City of Ellis 2016 budget. The Council took no action and will consider the request during budget preparation.
General Government: Financial – Budget Request
Pauleen Edmonds and Dena Patee presented the 2016 budget request for the Ellis Community Foundation. The Foundation’s mission is to better the lives of those that live in Ellis. The Foundation is requesting consideration of $10,000 in the City’s 2016 budget. The Council took no action and will consider the request during budget preparation.
General Government: Financial – Budget Request
Aaron White presented a budget request from the Ellis County Coalition for Economic Development in the amount of $4,000 for consideration in the City’s 2016 budget. The Council took no action and will consider the request during budget preparation.
UNFINISHED BUSINESS
Water: Repair/Maintenance
Buck Driggs, Driggs Design Group, discussed the City’s waterline improvement project. The City has been approved for $670,000 in United States Department of Agriculture funding. The project is designed to be a two-phase project with the waterlines in the specified area being replaced first using funds received from USDA, and then the streets in that same area being replaced with funding from a Community Development Block Grant. City funds will be required to supplement the agency funding. Sixty-six percent (66%) of the City’s waterline breaks have occurred in this targeted area. Public Works Director Alan Scheuerman reported in three years the City has spent over $37,000 in waterline and street repairs just in this area. Council member Jolene Niernberger made a motion to move forward with the Waterline Improvement Project with Driggs Design Group. Council member Heather Luea seconded the motion. The motion carried 5-1, with Council member Holly Aschenbrenner opposed.
Sewer: Repair/Maintenance
Brian Spano, Wilson and Company, updated Council on the required improvements to the City’s wastewater treatment facility, as mandated by a compliance order issued by the Kansas Department of Health and Environment. Currently, the bid letting for materials and equipment is scheduled for January 2016; however, Mr. Spano is requesting Council pre-negotiate building materials and process equipment to possibly get a better price with costs steadily increasing. It was the consensus of Council to have Mr. Spano solicit bids on the items and report back to Council at the July 20th meeting.
Water Exploration: Special Project
Public Works Director Alan Scheuerman discussed an email received from Brad Vincent, Ground Water Associates, summarizing the test holes and test well sites. Nitrate levels continue to be of concern; however, Mr. Scheuerman has not received the official lab results back from KDHE. Grant funding may be available to help offset the costs of the water exploration process. However, some applications require a preliminary engineering report from a licensed engineer. It was the consensus of Council to draw up bid specifications for engineering services, but to wait until the lab results are back from KDHE.
General Government: Financial
Council member John Walz moved to approve the 2014 audit report as presented by Adams, Brown, Beran, & Ball at the June 1, 2015 regular meeting. Council member Jolene Niernberger seconded the motion. The motion carried 6-0.
General Government: Insurance
City Clerk Amy Burton discussed suggestions offered by Darrell Romme, Romme Insurance, on policy changes that would possibly reduce the premiums currently paid by the City, including raising the deductibles on the property and vehicles, or adjusting the values of the older equipment and vehicles. Council questioned the high premium on the granite sign at the edge of town and requested Mr. Scheuerman further review the values of the City’s equipment and vehicles. This item will be revisited at the next meeting.
Water: Policy
Council reviewed the latest draft of the City’s Municipal Water Conservation Plan. When discussing the need for three stages, City Attorney Olavee Raub reported the template from the Kansas Rural Water Association recommends three stages, and each of those three stages should have triggers. After further discussion, Council proposed further revisions to the Plan. Ms. Raub will make the modifications and have City Clerk Amy Burton forward the revised plan to the Water Advisory Committee as well.
Water: City Code
Ms. Raub presented the proposed ordinance modifying Code Section 15-502. The proposed ordinance incorporates the definition of a commercial entity, modifies the lawn permit language to include “native” grasses, and includes language to make the lawn permit discretionary. It was the consensus of Council that with the generous allowable watering times, a lawn permit was no longer necessary and to strike the language regarding lawn permits. Ms. Raub will make the revision for the next Council meeting for possible approval.
Water: Accounting/Billing
City Clerk Amy Burton presented the proposed ordinance amending the water utility rates. The ordinance adds an additional conservation tier for Stage 2 Water Warning. Whereas under Stage 3, customers are charged triple the base rate for usage in excess of their calculated base, under Stage 2, customers would only be charged double the base rate for usage in excess of their calculated base. In addition, the calculated base would be expanded under Stage 2 allowing residents an additional 4,000 gallons before the conservation rate takes effect. Council proposed no modifications to the ordinance. This will serve as the first reading and the proposed ordinance will be considered for approval at the next meeting.
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman explained that the vendor approved at the May 4th Council meeting to supply a sewer pump will not sell outside of Nebraska. He contacted Enviroline, the competing vendor, and they agreed to supply the pump at the same cost of the original vendor. Council member Bob Redger moved and Council member Holly Aschenbrenner seconded a motion to ratify the purchase of the sewer pump from Enviroline in the amount of $3,744 plus freight. The motion carried 6-0, with Council member Bob Redger abstaining.
NEW BUSINESS
Cemetery: Committee
Mayor David McDaniel would like to appoint John LaShell to the Cemetery Committee with a term expiring 2018. The position was previously held by Officer Joyce McCollam. Council member John Walz moved and Council member Holly Aschenbrenner seconded a motion to appoint John LaShell to the Cemetery Committee. The motion carried 6-0, with Council member Bob Redger abstaining.
General Government: Special Projects
Mr. Scheuerman read a statement prepared by City Attorney Olavee Raub extending appreciation for recent volunteer efforts in the community, and reminding volunteers to obtain approval from the City prior to those volunteer efforts in order to ensure the safety of all involved. The Council designated the Public Works Director as the point of contact for those wanting to volunteer, and Mr. Scheuerman can also help provide safety equipment if needed. Council discussed the importance of having the volunteers sign liability waivers for those efforts deemed “inherently dangerous”. Ms. Raub will draft a policy regarding volunteer work on City property. Council members sincerely thanked volunteers for their efforts and discussed recognizing volunteers with Citizenship Awards.
Parks: Repair/Maintenance
Mr. Scheuerman noted there is a large tree that needs to be removed in Memorial Park and several trees at the Campground need trimmed. It was the consensus of Council to have Mr. Scheuerman obtain bids for the maintenance work.
Streets: Repair/Maintenance
Mr. Scheuerman asked for approval to purchase asphalt to repair 5-6 City blocks. Council member John Walz moved to approve the purchase of street material in an amount not to exceed $38,000 with funds to come from Capital Improvement-Streets. Council member Jolene Niernberger seconded the motion. The motion carried 6-0.
Water: Repair/Maintenance
Per Council’s request, Mr. Scheuerman presented bids for the purchase and installation of transducer tubes. The tubes would be placed in four of the City’s water wells to increase the accuracy of monitoring water levels. Mr. Scheuerman is proposing placement in Wells #1, #4, #12, and #13 due to their location within the City. The Council will table consideration of the purchase until budget discussions.
Water: Policy
City Clerk Amy Burton presented proposed modifications to the “Base Water Allowance/ Credit” portion in the Utility Policy. The proposed revisions include language expanding the base water cushion customers would receive under Stage 2 Water Warning. Ms. Burton recommended tabling this item until the Ordinance establishing the water rates is approved to ensure the two documents correspond.
REPORTS FROM CITY OFFICIALS
Public Works
Water: Committee
Mr. Scheuerman presented the Comparative Water Report for the period April 10th to May 10th and current well levels. He has been asked by the Kansas Water Office to serve on the Saline Basin Water Advisory Board. Council member Jolene Niernberger moved and Council member John Walz seconded a motion to allow Mr. Scheuerman to serve a 4-year term on the Saline Basin Water Advisory Board. The motion carried 6-0.
Special Highway: Repair/Maintenance
Mr. Scheuerman asked Council to ratify repairs made to the wheel loader. Council members Gary Luea moved and Bob Redger seconded a motion to ratify the repair bill from Victor L. Phillips in the amount of $2026.03. The motion carried 6-0.
Inspections: Building Code
Council inquired why Ellis was using the 2003 edition of the International Building Codes, rather than the 2007 edition. Mr. Scheuerman explained that the City actually needs to go to the 2012 Codes; however, there are tremendous changes in that set of codes. Hays is in the process of implementing the 2012 Codes and Mr. Scheuerman would like to piggyback on Hays’ implementation. Ms. Raub added that many cities are exempting out of certain provisions in the 2012 Code so it would be beneficial to follow Hays in that respect. Council then inquired if Mr. Scheuerman had started his training to become certified in code inspection. Mr. Scheuerman noted the workload has not allowed him to start the on-line courses yet. Council would like for Mr. Scheuerman to begin the courses within the next three months.
Police
Police Chief Taft Yates noted that Officer Kirby Wechsler graduated from the Kansas Law Enforcement Training Center on June 12th. The Dodge Charger was in the repair shop for the last two weeks. The radiator and spark plugs were replaced at a cost of $989.16. Chief Yates explained the large invoice from Mark Augustine regarding a dangerous dog impound that involved three adult dogs and six puppies. The City has to pay the impound costs of the puppies because they were not old enough to be on their own. Chief Yates also reported on a suspect in custody that experienced an emergency medical issue. The City’s medical negotiation service saved the City 80% on the EMS invoice.
City Clerk
City Clerk Amy Burton reminded Council about the Capital Improvement Plan work session scheduled for June 17th. Ms. Burton also noted that Corina Cox from Northwest Kansas Planning & Development will be picking up the CDBG Low-to-Moderate Income surveys to conduct the official tally. The contract with Adams, Brown, Beran & Ball for budget services should be available for consideration at the next meeting.
Tourism: Accounting/Billing
Council took under consideration Dena Patee’s request for the City to pay the cost for advertising in the Kansas Travel Guide for the Lakeside Campground and the Day’s Inn hotel. Council member John Walz moved and Council member Holly Aschenbrenner seconded a motion to approve the tourism listings in the Kansas Travel Guide at a cost not to exceed $200. The motion carried 6-0.
Attorney
Mayor/Council
Mayor David McDaniel reported that two Water Advisory Committee members have resigned due to how their recommendations to Council were received. On June 20th the Ellis County Historical Society will hold “The Walk to Nicodemus” which will begin in Ellis. Ellis County Emergency Management Director Bill Ring has reported there is disaster fund relief available for storm shelters. Mr. Ring will set up a meeting with Ellis representatives.
Council
Council member Gary Luea asked who is responsible for collecting the campground fees. There is a self-pay box at the campground, or the camper may pay at the City office, the City night drop box, or pay the police officer on duty.
Council member Holly Aschenbrenner congratulated Dena Patee on the “We-Can” Award presented by the Kansas Sampler organization. She also would like for the City to hold another facility tour in conjunction with reviewing the City’s Capital Improvement Plan and the budget process.
EXECUTIVE SESSIONS
Mayor McDaniel called for an executive session to discuss property acquisition. A 10-minute executive session was proposed starting at 10:28 p.m. Mayor McDaniel asked for a motion to recess. Council member Jolene Niernberger moved and Council member Bob Redger seconded a motion to recess to executive session to discuss property acquisition with the City Attorney present. The motion carried 6-0. The Council returned to open session at 10:38 p.m. No action was taken in executive session.
Mayor McDaniel called for an executive session for personnel matters of non-elected personnel. A 10-minute executive session was proposed starting at 10:40 p.m. Mayor McDaniel asked for a motion to recess. Council member Jolene Niernberger moved to recess to executive session for personnel matters of non-elected personnel with the City Attorney and Public Works Director present. Council member Bob Redger seconded the motion. The motion carried 6-0. The Council returned to open session at 10:50 p.m. No action was taken in executive session.
ADJOURNMENT
Council member Bob Redger moved and Council member Gary Luea seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 10:51 p.m.
