CITY OF ELLIS

ELLIS – The Ellis Railroad Museum will get a sprucing up thanks to Ellis resident Sam Pyle. As part of his Eagle Scout project, Pyle will clean out the museum, patch the floor, and paint the floor and walls. Glen Keller of the Ellis Railroad Museum recently introduced Pyle to Ellis city council members and said the museum will purchase needed supplies.

In other business at the Aug. 21 council meeting, Water Advisory Committee member Gary Luea reviewed the Water Exploration Project. Luea said Ellis is ahead of most cities looking for water and has already secured additional water rights.

Following Luea’s presentation, an executive session was held to further discuss the water exploration project and the acquisition of real estate. No action was take during the executive session.

No public comments were made during a public hearing for the proposed 2018 waterline project. An engineering agreement with Driggs Design Group of $79,865.36 was approved for the plan. The work is contingent upon Ellis receiving Community Development Block Grant funding for the project.

The complete meeting minutes follow.

DRAFT COPY NOT OFFICIAL UNTIL APPROVED BY COUNCIL
ELLIS CITY COUNCIL
REGULAR MEETING
Minutes
August 21, 2017

PUBLIC HEARING – 2018 WATERLINE IMPROVEMENT PROJECT
Water: Special Project
Mayor David McDaniel opened the public hearing at 7:00 p.m. Buck Driggs, Driggs Design Group, provided an explanation of the proposed 2018 Waterline Improvement Project, as illustrated on the project boards. The City will submit a grant application in September to partially fund the project with Community Development Block Grant funds. No objections from the public were noted; therefore Mayor David McDaniel closed the public hearing at 7:08 p.m.
CALL TO ORDER
Mayor David McDaniel called the meeting to order at 7:30 p.m. Present were Council members Bret Andries, Holly Aschenbrenner, Susan Eaton, Jolene Niernberger, and Dena Patee. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates, Fire Chief Dustin Vine, and City Attorney Olavee Raub. Council member Bob Redger was absent.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Glen Keller, Justine Benoit, Buck Driggs, Nickole Byers, Dan Pyle, Sam Pyle, Brian Raub, Gary Luea, and Cheryl Kinderknecht.
CONSENT AGENDA
Council member Jolene Niernberger moved to approve the consent agenda containing the Minutes from the Regular Meeting on August 7, 2017, Bills Ordinance #2027, with the exception of the bill from Larned State Hospital, and the July manual journal entries. Council member Bret Andries seconded the motion. The Council approved the consent agenda 5-0.
PUBLIC COMMENTS
Glen Keller, Ellis Railroad Museum, introduced Sam Pyle to the Council. Mr. Pyle plans to renovate a room in the Museum by cleaning it out, repatching the floor, and painting the floor and walls as part of his Eagle Scout project. The project has already been approved by both the Museum Board and the Eagle Scout committee. The Museum will purchase any supplies needed. Council members thanked Mr. Pyle for his work on the project.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Fire: Report
Fire Chief Dustin Vine provided an update for his department. Brianna Witchey, Volunteer Firefighter, is taking a grant writing class and will be able to help the Department with their grant application for the air packs.
Personnel: Entry
Chief Vine announced that Brad Deines has been voted onto the Department to fill one of the three vacancies.
UNFINISHED BUSINESS
Street: Special Project
Buck Driggs, Driggs Design Group, presented the Change Order Justification Report for the Street Improvement Project. All punch list items have been completed and the project ended up approximately $30,000 under the grant award. Council member Dena Patee moved and Council member Jolene Niernberger seconded a motion to approve the Change Order Justification Report as presented. The change orders totaled $11,919.50. The motion carried 5-0.
Street: Repair/Maintenance
Mr. Driggs informed Council that he is unable to determine the cause of the settling of the Dorrance Street bridge until the sidewalk panels are removed. Once the panels are removed, Mr. Driggs can inspect underneath and propose a plan to stabilize the bridge and sidewalk. Council member Dena Patee moved and Council member Susan Eaton seconded a motion to have the Public Works Department remove the sidewalk panels on the Dorrance Street bridge to determine the underlying settling issues. The motion carried 5-0.
Water Exploration: Special Project
Gary Luea, Water Advisory Committee, reviewed the timeline of events leading up to the current status of the Water Exploration Project. The Project is important in that future droughts are certain to occur and may extend for longer periods of time, putting even more strain on our current water source. Mr. Luea stated that Ellis is ahead of most cities looking for water in that the City has already secured additional water rights.
EXECUTIVE SESSIONS
Mayor David McDaniel requested an executive session to further discuss the water exploration project. Council member Holly Aschenbrenner moved for City Council to recess into executive session for 10-minutes to hold a discussion prior to the acquisition of real estate pursuant to the acquisition of real property exception, K.S.A. 75-4319 (b)(6) with City Attorney Olavee Raub, Gary Luea and Public Works Director Alan Scheuerman present. The open meeting will resume at 8:01 p.m. Council member Dena Patee seconded the motion. The motion carried 5-0. No action was taken in executive session.
POST EXECUTIVE SESSION
Council member Holly Aschenbrenner moved and Council member Bret Andries seconded a motion to have Public Works Director Alan Scheuerman obtain bids to survey the land around the water well property. The motion carried 5-0.
NEW BUSINESS
Water: Contract
Buck Driggs, Driggs Design Group, presented his contract for services for the proposed waterline project. The contract is contingent on the City receiving Community Development Block Grant funds. Council member Jolene Niernberger moved and Council member Dena Patee seconded a motion to accept the Agreement for Professional Engineering Services for the 2018 Waterline Improvement Project from Driggs Design Group in the amount of $79,865.36. The motion carried 5-0.
Water: Special Project
Justine Benoit, Northwest Kansas Planning & Development Commission presented two resolutions for the proposed 2018 Waterline Improvement Project. Council member Holly Aschenbrenner moved to approve Resolution No. 538 certifying the City’s legal authority to apply for Community Development Block Grant funds and authorizing the Mayor to sign the related documents. Council member Jolene Niernberger seconded the motion. The motion carried 5-0.
Council member Jolene Niernberger then moved to approve Resolution No. 539 assuring the Kansas Department of Commerce that the City will provide for continual maintenance and operation of the waterline system to be financed with CDBG grant funds. Council member Dena Patee seconded the motion. The motion carried 5-0.
Water: Contract
Ms. Benoit continued by discussing Northwest Kansas Planning & Development Commission’s contract for administrative grant services for the proposed waterline project. This item will be tabled to give Council time to review the contract.
General Government: Contract
City Attorney Olavee Raub presented two bids to survey the Ellis Golf Club to determine the City’s property lines. Council member Holly Aschenbrenner moved and Council member Dena Patee seconded a motion to accept the bid from Driggs Design Group in the amount of $1,500 to survey the Golf Club. The motion carried 5-0.
Streets: Event Request
Ellis Scouts Pack 115 has requested permission to close Washington Street between 14th and 15th Streets on August 27, 2017 from 3:00 p.m. – 7:00 p.m. for their annual soapbox derby. Council member Holly Aschenbrenner moved and Council member Susan Eaton seconded a motion to approve the Public Property Permit Application for Ellis Scouts Pack 115 as presented. The motion carried 5-0.
Streets: Event Request
The Ellis Chamber of Commerce has requested permission to close Washington Street between 10th and 11th Streets on September 9, 2017 from 7:30 a.m. – 2:00 p.m. for their annual Vintage on the Bricks event. Council member Holly Aschenbrenner moved and Council member Jolene Niernberger seconded the motion to approve the Public Property Permit Application for the Ellis Chamber of Commerce as presented. The motion carried 5-0.
Sewer: Acquisition
Public Works Director Alan Scheuerman presented two bids for the purchase of chemicals for the sewer plant. Council member Bret Andries moved to accept the low bid from Brenntag for a 3,000 lb. tote of aluminum chlorohydrate in the amount of $1,140 plus $150 shipping/handling with funds to come from the Sewer Utility Fund. Council member Jolene Niernberger seconded the motion. The motion carried 5-0.
Capital Improvement: Repair/Maintenance
Mr. Scheuerman presented two bids from local contractors for the repair and replacement of the south access door of City Hall. The existing wood frame door will be torn out and replaced with a steel frame and door. Council member Dena Patee moved to accept the low bid from Stan Honas to perform the repair work in the amount of $5,400, with funds to come from the Capital Improvement Fund. Council member Holly Aschenbrenner seconded the motion. The motion carried 5-0.
General Government: Contract
Connie Waldschmidt has agreed to continue with the City’s janitorial contract at the same price. City Clerk Amy Burton presented the proposed contract with minor revisions. Council member Holly Aschenbrenner moved and Council member Bret Andries seconded a motion to approve the contract as presented. The motion carried 5-0.
General Government: Policy
The City has received increasing complaints on residents parking vehicles on their property. Current city codes prohibit non-operable vehicles from being parked for periods of time; however, the City doesn’t have regulations regarding operable vehicles. After discussion, it was the consensus of Council to not propose any additional regulations prohibiting operable vehicles on the owner’s property.
General Government: Special Project
Council member Bret Andries asked about the Tree City USA Program and the requirements to rejoin the program. The City has lost many trees over the last several years due to age and storm damage. City Clerk Amy Burton will provide information regarding the program at the next Council meeting.
REPORTS FROM CITY OFFICIALS
Public Works
Public Works Director Alan Scheuerman presented the Comparative Water Report for the period June 10th – July 10th. The Kansas Rural Water Association is working with the City to determine why the percentage of water accounted for is decreasing.
The Department sent 4-5 employees to WaKeeney for several days to help with cleanup from the recent hail storm. Mr. Scheuerman thanked Dean Gottschalk for his assistance in hauling the City’s backhoe back and forth from WaKeeney.
The repairs on 6th Street have been delayed due to sending part of the Department to WaKeeney to help with storm cleanup.
Police
Police Chief Taft Yates reminded residents to pay attention to the school zones with school starting this week. Several members of the Department will help with the muscular dystrophy fundraiser at Casey’s General Stores.
City Clerk
City Clerk Amy Burton presented the July Financial Statements consisting of the Statement of Accounts, Treasurer’s Report, and Security Deposit worksheet. The draft minutes for the July and August Tourism Committee meetings were included, and Ms. Burton reviewed the Health Insurance Savings Report for July. Eight applications have been received to date for the vacant Clerk II position, and Ms. Burton has started interviewing candidates.
Attorney
City Attorney Olavee Raub reported three pending code violation cases. Negotiations are underway between the property owner and the potential buyer for the property on 12th Street that suffered fire damage.
Vogts-Parga has agreed to pay Mark Flax $197.34 for damages to his rental property during the Street Improvement Project. Vogts-Parga is requesting a release from further liability prior to payment to Mr. Flax.
Ms. Raub will meet with the Museum Board presidents on September 7th to finalize proposed revisions to the lease agreements.
Attorney: Training
Council member Jolene Niernberger moved and Council member Dena Patee seconded a motion to approve Ms. Raub and City Prosecutor Cassy Zeigler to attend the City Attorney’s Association of Kansas Fall CLE meeting on September 15th in Wichita. The motion carried 5-0.
Mayor Update and Announcements
On September 23rd, a gubernatorial candidate will hold a town hall meeting at the Ellis High School auditorium.
The Senior Advisory Committee is co-hosting an event on August 28th at the Good Samaritan Center on quality of life and living wills. Randy Clinkscales will be presenting the program.
The League of Kansas Municipalities Annual Conference is September 16th – 18th.
Personnel: Policy
Mayor David McDaniel asked for Council to consider granting an extension for City Clerk Amy Burton to use 47.5 hours of her vacation leave after her September 10th anniversary date. Council member Holly Aschenbrenner moved and Council member Dena Patee seconded a motion to approve extending the deadline for Ms. Burton to use her remaining vacation leave to December 31st. The motion carried 5-0.
ADJOURNMENT
Council member Dena Patee moved and Council member Holly Aschenbrenner seconded a motion to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:48 p.m.