ELLIS–Ellis is hoping to gear up a new tourism campaign soon. City council members voted during their March 21 meeting to fund half of the costs for an $18,000 advertising campaign. The Tourism Task Force has already raised more than $9,000.
Also during the meeting, City Clerk Amy Burton administered the oath of office to newly appointed Council Member Bret Andries, who will fill the unexpired term left vacant by Heather Luea.
Participation in the National Flood Insurance Program was reviewed with Federal Emergency Management Agency representative Steve Samuelson and additional street projects for consideration in 2016 were also discussed.
The complete meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING Minutes March 21, 2016
CALL TO ORDER
Mayor David McDaniel called the meeting to order at 7:30 p.m. Present were Council members Holly Aschenbrenner, Gary Luea, Jolene Niernberger, Bob Redger, 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.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
Public Works Director Alan Scheuerman requested the addition of consideration of repairs to the high speed pump at the Water Treatment Plant. The request will be added under New Business.
PUBLIC PRESENT
Dale Giebler, Dale Henderson, Vicki Henderson, Chad Pritchett, Glen Keller, Bernice Karlin, Marcy McClelland, Bret Andries, Steve Erbert, Steve Samuelson, Mark Bongartz, Guy Windholz, Kevin Fox, Swede Swenson, Cheryl Kinderknecht, Virginia Schoenthaler, Travis Kohlrus, Nickole Byers, Dena Patee, Greg Wiesner, and Martin Weimer.
CONSENT AGENDA
Council member John Walz moved to approve the consent agenda containing the Minutes from the Regular Meeting on March 7, 2016, and Bills Ordinance #1993. Council member Holly Aschenbrenner seconded the motion. The Council approved the consent agenda 5-0.
PUBLIC COMMENTS
Ellis County Commissioner Marcy McClelland gave an update on Commission business. There will be an open house for the new Ellis County Administrator on March 29th, and Ms. McClelland assured the Governing Body that the 10th Street Bridge is on the County priority list for repairs.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
General Government: Building Code
Steve Samuelson, Federal Emergency Management Agency representative, discussed the National Flood Insurance Program the City participates in with FEMA. As a member of the NFIP Community Rating System, the City’s residents qualify for a 10% discount on their flood insurance premiums. However, in order to maintain compliance with the CRS program, the City must ensure that residents follow FEMA’s “50% rule” for substantial damage or substantial improvements to a structure. When a structure located in the flood plain sustains over 50% damage of the property’s value, or the owner makes improvements in excess of 50% of the property’s value, the owner must follow FEMA’s regulations for building requirements. If the resident’s don’t follow FEMA’s regulations, the City will be put on probation, which means not only will the 10% discount on flood insurance premiums be lost, residents will also see a $50 surcharge on their flood insurance premiums. If the City is suspended from the CRS program, the City will no longer be eligible for any federal grants or disaster assistance, no matter if it is related to a flood disaster or not. Public Works Director Alan Scheuerman is the City’s designated floodplain manager in charge of ensuring FEMA’s regulations are followed.
Fire: Policy
Fire Chief Denis Vine and City Attorney Olavee Raub discussed a proposed policy of procedures to follow when the Department is called out to a residence in which no one appears to be home. Chief Vine and Ms. Raub will try to have a draft for Council to review during Chief Vine’s next monthly report.
Chief Vine also reported that the Department was called to assist with recovery efforts for the victims in the tragic trench collapse in Hays.
Tourism: Special Project
The Tourism Task Force presented a plan to the Governing Body on how to increase tourism for the City of Ellis. The Task Force has developed commercials for television and radio highlighting the City of Ellis and upcoming events. The group also plans a “punch ticket” promotion whereby patrons can enjoy reduced admission to all three museums with the purchase of a ticket. Completed “punched” tickets may then be turned in for drawing. The Task Force has raised almost half of the $18,274 needed for the advertising campaign and is asking the City to contribute the remaining portion in the amount of $9,231. Council member Bob Redger moved and Council member John Walz seconded a motion to participate as a partner in the Tourism Task Force advertising campaign in the amount of $9,231, with funds to come from Tourism and Promotion funds. The motion carried 5-0. The Tourism Task Force consists of Chad Pritchett, Cheryl Kinderknecht, Travis Kohlrus, Dena Patee, Glen Keller, Guy Windholz, Swede Swenson, Holly Aschenbrenner, and David McDaniel.
Police
Police Chief Taft Yates reported that the Police Department hiring board will meet next Saturday to interview applicants. The Sheriff’s office has been able to assist the City when needed while the Department is short staffed due to the Chief’s medical leave and the vacancy in the Department.
UNFINISHED BUSINESS
General Government: Financial
The Council discussed entering into an engagement letter with Piper Jaffray to review financial feasibility of refinancing the City’s 2006 General Obligation and Revenue bonds. City Attorney Olavee Raub noted the City is already under an engagement letter with Rick Ensz with Cooper Malone McClain, Inc., and the City cannot be under more than one engagement letter at a time for bond underwriting. Council member Jolene Niernberger moved and Council member John Walz seconded a motion to terminate the engagement letter for bond underwriting with Rick Ensz. The motion carried 5-0. Council member John Walz then moved to approve the engagement letter with Piper Jaffray for bond underwriting. Council member John Walz seconded the motion. The motion carried 5-0.
General Government: Financial
City Clerk Amy Burton explained the potential savings on refinancing the 2006 General Obligation and Revenue Bond issues. Ms. Burton then reviewed the proposed engagement letters with Gilmore & Bell, P.C. for bond counsel and continuing disclosure reporting and the various resolutions related to the refinancing. City Attorney Olavee Raub noted that the City needs to verify if an engagement letter was signed with previous bond counsel, Don Jensen, before an engagement letter with Gilmore & Bell, P.C. is approved. Ms. Raub noted that Gilmore & Bell’s fees for bond counsel were slightly lower than Mr. Jensen’s. Ms. Raub also noted that she would have legal fees incurred for the transaction and would need to present a separate document to the City for consideration. Ms. Burton and Ms. Raub will research if a present engagement letter is held with Mr. Jensen before further action is considered.
General Government: Petition
Council discussed the Ellis Golf Club’s request for financial help from the City. City Clerk Amy Burton presented figures on the Club’s annual water usage and the makeup of their utility billings. Council members expressed concerns on implementing a “level pay” option in the spring when seasonal usage would be at its highest. Council directed Ms. Burton to check with the City’s auditors regarding the Club’s request to have the City purchase equipment for them to avoid taxes. This item will be revisited at the next Council meeting.
Streets: Repair/Maintenance
Council discussed additional street projects for consideration in 2016. Council member Holly Aschenbrenner stated she would be in favor of repairs to Lakeview Street, but not in favor to install curb and guttering. Public Works Director Alan Scheuerman explained that without curb and guttering the street’s service life will be shortened. Council member Gary Luea questioned assessing residences special assessments for repairs made to City streets. Mr. Scheuerman asked for Council to offer direction on projects because he needs to request assistance from the County and order materials. Council member Holly Aschenbrenner moved and Council member Gary Luea seconded a motion to authorize Public Works Director Alan Scheuerman to request assistance from Ellis County Public Works for miscellaneous road repairs, including Lakeview Street. The motion carried 5-0.
Personnel: Policy
City Attorney Olavee Raub did not have revisions to the Personnel Policy Manual available for review, therefore this item will be considered at the next Council meeting.
NEW BUSINESS
Personnel: Entry
City Clerk Amy Burton administered the oath of office to newly appointed Council Member Bret Andries. Mr. Andries will fill the unexpired term left vacant by Heather Luea.
Personnel: Policy
Council member Bob Redger questioned why Council needed to approve the hiring of individual employees if Council had already given the Department Head approval to fill a vacant position. There is no written policy stating Council must approve all employees prior to employment. After discussion, Council member Bob Redger moved and Council member John Walz seconded a motion that approval of department employees by Council is no longer necessary and that the Department Head will have exclusive authority to hire employees within their department once Council gives permission for a vacancy to be filled. The motion carried 5-1, with Council member Gary Luea opposed.
Water: Repair/Maintenance
Public Works Director Alan Scheuerman presented a quote for repairs to the high service pump at the Water Treatment Plant. The cost for Layne Christensen to repair the pump is $10,866.73. The pump is one of two that operate at the Water Treatment Plant so the repairs need to be completed soon. Council inquired on the cost difference of installing a new pump versus repairing the old pump. Mr. Scheuerman will obtain a price quote for a new pump for consideration at the Special Meeting on March 24th.
REPORTS FROM CITY OFFICIALS
Public Works
Mr. Scheuerman reported that construction work has begun at the Wastewater Treatment Plant and that the water well transducers have been installed and appear to be working properly.
Public Works: Training
Mr. Scheuerman would like to attend code enforcement training in April. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to approve Public Works Director Alan Scheuerman to attend the Kansas Association Code Enforcement Spring Conference from April 6th – 8th in Mulvane, KS. The motion carried 6-0.
City Clerk
City Clerk Amy Burton presented the February Health Insurance Summary. Ms. Burton then provided an overview of the Clerk’s Spring Conference she attended last week.
Attorney
City Attorney Olavee Raub noted she will draft a letter to Rick Ensz notifying him of the City’s decision to terminate the engagement letter for bond underwriting.
Mayor Update and Announcements
General Government: Training
Mayor David McDaniel requested approval to attend the Leadership Summit and Mayor’s Conference in April and invited Council to attend as well. Council member Gary Luea moved and Council member Bob Redger seconded a motion to approve attendance at the Leadership Summit and Mayor’s Conference. The motion carried 6-0.
Sewer: Special Meeting
Mayor McDaniel reminded everyone of the Special Meeting on March 22nd to hear Dan Wells from the Kansas Department of Health and Environment discuss sewer sludge containment sites.
General Government: Special Meeting
Mayor McDaniel reminded everyone of the Special Meeting with the Trades Board on March 24th. The agenda will be amended to include consideration of replacement or repair of the high service pump at the Water Treatment Plant and also to add discussion on timeframes for building permits for FEMA regulations.
Cemetery: Special Meeting
Mayor McDaniel reminded everyone of the Work Session with the Cemetery Committee on March 29th.
Council
Council member Gary Luea inquired of the procedure necessary to involve the City’s health officer with a building nuisance. City Attorney Olavee Raub noted the complainant would contact Mr. Scheuerman for an inspection and Mr. Scheuerman would cite the property owner, if needed. If the owner fails to remediate the nuisance the citation is turned over to the legal department for prosecution. Costs of remediation are then added to the owner’s property tax statement.
Mr. Luea also shared that Sargent Drilling will begin drilling test holes the first part of April.
ADJOURNMENT
Council member Gary Luea moved and Council member John Walz seconded a motion to adjourn the meeting. The motion carried 6-0. The meeting adjourned at 10:17 p.m.