Work crews from the Stockton Correctional Facility will be helping with several public works projects in Ellis the next two months.
Public Works Director Alan Scheuerman reported to city council members Tuesday the schedule availability of the Stockton Correctional Facility inmates. Scheuerman plans to use the work crews for assistance with the road project, the Big Creek cleanup, and the cemetery during September and October.
Below are the complete minutes from Tuesday’s meeting.
ELLIS CITY COUNCIL REGULAR MEETING
Minutes of September 3, 2013
CALL TO ORDER
Mayor Lyle Johnston called the meeting to order at 7:30 p.m. Present were Council members John Walz, John Leiker, Jolene Niernberger, and Terry Redetzke. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates, and City Attorney Olavee Raub. Council member Loran Gottschalk was unable to attend.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Buck Driggs, John Begler, Dustin Mattheyer, Charlene Weber, Dave McDaniel, Glen Keller, Joyce Carthew, Jim Carthew, Dave Honas, and Guy Riedel
CONSENT AGENDA
Councilmember Jolene Niernberger moved to approve the consent agenda containing the Minutes from Regular Meeting on August 19, 2013 and Bills Ordinance #1932. Councilmember Terry Redetzke seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
Dustin Mattheyer asked Council the procedure on how to make a records request. City Clerk Amy Burton explained he can come to the City Clerk’s office and fill out a records request form. Lengthy searches may be subject to a nominal research and copy fee.
John Begler requested permission from Council to use his private well to water down his foundation every 2-3 weeks to facilitate the closing of the doors and windows in his older home. City Attorney Olavee Raub noted that home maintenance is not specifically addressed in the City Code; however, Council has allowed home maintenance watering before. It was the consensus of Council to allow Mr. Begler to water his foundation as long as he informed the Ellis Police Department prior to the watering.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Clerk: Training
Charlene Weber, Assistant City Clerk, provided Council with a summary of a recent WKHRMA seminar she attended regarding recruitment and retention of employees. The process of retaining current employees by offering competitive salaries and benefits is more cost effective than the recruitment process of advertising, interviewing, and training new employees. It is important to effectively recruit employees to match the organization’s goals. The job must be able to fit into the potential employee’s service/life culture. An employer can train a skill set, but not behavioral, ethical or organizational traits.
UNFINISHED BUSINESS
Capital Improvement: Repair/Maintenance
Buck Driggs, Driggs Design Group, discussed with Council the draft of the Preliminary Engineering Report for the waterline improvement project. Public Works Director Alan Scheuerman would like to add to the project approximately 900’ of 8” waterline to the south end of town to facilitate pressure problems during continued development. Mr. Driggs noted the addition will add 30-45 days to the project and approximately $50,000 in cost. Councilmember John Leiker moved to amend the draft of the Preliminary Engineering Report and to expand the current waterline improvement project to include the additional 900’ feet of 8” waterline on Monroe from 17th Street to 19th Street. Councilmember Terry Redetzke seconded the motion. Motion carried 4-0. Mr. Driggs then discussed the need to hold a public hearing on the proposed project to entertain questions from the public. It was the consensus of Council to hold the public meeting on October 7, 2013.
Public Works: Special Projects – Big Creek
Public Works Director Alan Scheuerman reviewed the schedule of availability of the Stockton Correctional Facility work crews. Mr. Scheuerman plans to use the work crews for assistance with the road project, the Big Creek cleanup, and the cemetery throughout the months of September and October.
General Government: City Code
Council revisited the proposed cemetery ordinances outlining modifications to current City Code. Councilmember Terry Redetzke moved to approved Ordinance 1359 amending Section 12-121 Vaults; Ordinance 1360 amending Section 12-127 Decoration of Grave Spaces; and Ordinance 1361 amending Section 12-128 Monument Specification. Councilmember John Walz seconded the motion. Motion carried 4-0.
NEW BUSINESS
Parks: Event Request
Councilmember Walz moved and Councilmember Redetzke seconded a motion to approve the Public Property Permit Application received from the Ellis Baptist Church requesting the use of Memorial Park on September 4, 2013 from 6:00 p.m. to 8:45 p.m. Motion carried unanimously.
General Government: City Code
Council reviewed a draft of a proposed ordinance allowing for small automatic rate increases for water service. This would avoid large “catch-up” increases every few years. City Attorney Olavee Raub noted that the percentage increase needs to be premised by a research study and documented on how the City arrived at the number used. It was the consensus of the Council for Ms. Raub to continue to explore how to implement this type of ordinance.
Clerk: Special Projects
Mayor Lyle Johnston addressed Council on the need to revamp the City’s webpage. Council discussed asking for proposals to design and maintain the City’s website. It was the consensus of Council to not use any funds to advertise the request for proposals but to use word-of-mouth. City Clerk Amy Burton added that the City is due for re-codification of the City codes and ordinances. Many companies now offer immediate on-line availability as ordinances are adopted. Currently, if residents visit the webpage to research a City code, they do not see if any ordinances have subsequently amended that code. The Council directed Ms. Burton to obtain bids for re-codification with the option of on-line availability.
Water: Repair/Maintenance
City Clerk Amy Burton presented a proposal from Layne Christensen for annual water well and pump maintenance inspections. Councilmember Terry Redetzke moved to accept the Water Well and Pump Maintenance Agreement with Layne Christensen for $215.00 per well, plus mileage, with funds to come from the Water Utility Fund. Councilmember John Walz seconded the motion. Motion carried 4-0.
Swimming Pool: Acquisition
Public Works Director Alan Scheuerman presented bids for a DuraMax Duo Commercial Pool Cleaner. Aqua Products, K.C. submitted the low bid of $4,325.00. Mr. Scheuerman noted that companies are offering more competitive prices at the end of the season versus springtime. It was the consensus of Council to table the item until later in the year to determine if funds are available.
REPORTS FROM CITY OFFICIALS
Public Works
Personnel: Salary
Public Works Director Alan Scheuerman requested that Council revisit the additional pay for certifications within the Public Works department. The State requires the City to have certified personnel operating the City’s water supply system and currently the City only has one person certified in each of the wastewater and water systems. Mr. Scheuerman feels by increasing the certification pay from $0.25 per hour to $0.50 per hour may help keep the current certified staff the department has, and help motivate other staff to begin the process of becoming certified. Councilmember Jolene Niernberger moved to increase the certification pay in the Public Works department to $0.50 per hour for current certified staff and those that accept the opportunity to become certified in wastewater and water supply systems. Councilmember John Walz seconded the motion. Upon the Mayor’s call for further discussion, Councilmember Terry Redetzke stated he is not in favor of raising one department over another, when other departments have certified staff but do not receive any type of certification pay. Upon a call for a vote, the motion failed 2-3 with Councilmembers Niernberger and Walz voting in favor and Councilmembers Redetzke and Leiker voting opposed. Mayor Johnston broke the tie by voting opposed to the motion, stating that all departments’ certification pay should be reviewed.
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman noted that Mayer Specialty Services will be performing their annual contract servicing of the sewer system on September 18, 2013.
Water
Director Scheuerman reviewed the water well depth charts with Council. Well 12 measurements have been in question over the last several weeks and Mr. Scheuerman reported that the department has switched over from measuring using the State suggested air system to using tape to determine if more accurate measurements can be obtained. Councilmember Niernberger asked Mr. Scheuerman if he could report to Council what the depths of the wells were when they were first drilled.
Mr. Scheuerman reviewed aerial maps of the ground that was the source of concern brought forth by a lessee of the City at a previous Council meeting. The lessee complained of the corner “rounding” over time and requested that the corner be squared off to slow drivers down. Mr. Scheuerman pointed out by the aerial map that the corner has not changed significantly in over 20 years. The lessee is also requesting that ditches be installed but Mr. Scheuerman feels that will limit access points to the leased ground and be cost prohibitive. Mr. Scheuerman will continue to visit with the lessee to determine the best course of action.
Street: Repair/Maintenance
Director Scheuerman asked for authorization to purchase asphalt for road maintenance. A single load is within the purchasing authorization for department heads, but if he needs two or more loads, per current purchasing policy, Council approval will be necessary. Councilmember John Walz moved and Councilmember Jolene Niernberger seconded a motion that due to the expedient nature of the expenditure to facilitate street repairs that Public Works Director Alan Scheuerman is authorized to purchase patch material in an amount not to exceed $1,300.00. Motion carried 4-0.
Police
Police Chief Taft Yates presented the September officer calendar. Officer Casey recently attended a three day training seminar on investigation skills. The tire house will be started in September and the decals are now on the new vehicle.
City Clerk
City Clerk Amy Burton reported that the City is looking to partner with Fort Hays State University’s Health and Human Performance Department in finding an upper level student to take the role as the City’s swimming pool manager. The City was awarded a FHSU Leadership 310 team to research and help develop a low-flow shower head program. Ms. Burton then touched on an article recently published on Hays Post and the Hays Daily News explaining the dire outlook of the area aquifers. The City needs to continue to do what they can to conserve water for the long-term.
Attorney
Personnel: Policy
City Attorney Olavee Raub reported she has completed a draft of the City’s revised non-regulated drug testing policy and hopes to have it available for review at the next Council meeting.
City Attorney: Training
Ms. Raub would like to attend the League meeting on October 11, 2013 in Topeka. Councilmember John Walz moved and Councilmember Terry Redetzke seconded a motion to approve City Attorney Olavee Raub to attend the League meeting on October 11, 2013 in Topeka and to pay her registration fee and hotel for one night. Motion carried 4-0.
MAYOR/COUNCIL
Councilmember John Walz asked if the Ogallala Aquifer was a viable source of water for the City. He suggested the City also talk to Trego County Rural Water District to see if the City could tap into their system or how much it would cost the City to purchase water from them. Mr. Walz suggested the area Mayors meet to discuss ways each surrounding community can do their part to preserve water sources. He asked if there would be a way to ask residents to reduce the square footage of yards that are grass and encourage residents to move towards xeriscaping.
City Attorney Olavee Raub noted that the Application for Temporary Permit submitted to the Kansas Division of Water Resources by Guy Riedel has raised some questions. Ms. Raub will contact the Division of Water Resources to try to answer Council’s questions.
EXECUTIVE SESSIONS
Public Works Director Alan Scheuerman requested an Executive Session to discuss personnel matters of non-elected personnel. A 10-minute executive session was proposed starting at 9:55 p.m. Mayor Johnston asked for a motion to recess. Councilmember Terry Redetzke moved to recess to executive session for personnel matters of non-elected personnel with Council present. Councilmember Jolene Niernberger seconded the motion. Motion carried 4-0. The meeting recessed at 9:55 p.m. The Council returned to open session at 10:05 p.m. No action was taken in executive session.
ADJOURNMENT
Councilmember Terry Redetzke moved and Councilmember John Leiker seconded a motion to adjourn. The motion carried 4-0. The meeting adjourned at 10:05 p.m.