DRAFT COPY NOT OFFICIAL UNTIL APPROVED BY COUNCIL
ELLIS CITY COUNCIL REGULAR MEETING MINUTES October 21, 2013
CALL TO ORDER
Mayor Lyle Johnston called the meeting to order at 7:30 p.m. Present were Council members Jeff Wolf, John Walz, Jolene Niernberger and Loran Gottschalk. Also present were General Public Works Department Employee Dan Wickham, City Clerk Amy Burton, Police Chief Taft Yates, Fire Chief Denis Vine and City Attorney Olavee Raub. Councilmembers Terry Redetzke, John Leiker and Public Works Director Alan Scheuerman were unable to attend.
PLEDGE OF ALLEGIANCE TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Ronald Johnson, Dave McDaniel, Glen Keller and Sarah Staten
CONSENT AGENDA
Councilmember John Walz moved to approve the consent agenda containing the Minutes from Regular Meeting on October 7, 2013, Bills Ordinance #1935, and September manual journal entries. Councilmember Jolene Niernberger seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
None
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Fire
Fire Chief Denis Vine provided Council with an update for the department. One of the Chief’s goals is to lower the City’s ISO rating for insurance premiums paid by residents. The City’s last rating was performed years ago and several improvements to the water lines, hydrants, and fire trucks have been made since then. Chief Vine’s goal is to improve the City’s rating from “6” to “5”. To help with that goal, Chief Vine recommended entering into a mutual aid agreement with Rural Fire. Therefore, Councilmember Jolene Niernberger moved to authorize Chief Vine to set up an automatic first response system with Rural Fire Company No. 6 for mutual aid. Councilmember John Walz seconded the motion. Motion carried 4-0.
UNFINISHED BUSINESS
Personnel: Benefits
City Clerk Amy Burton presented a proposed revision to the current personnel policy regarding holiday pay for the police department. The proposed revision modifies the wording so that officers are paid holiday pay for a “regularly scheduled shift”, meaning twelve hours of holiday pay will be granted regardless if the officer worked or not. John Walz moved to approve the revised holiday pay structure for the police department as presented. Jolene Niernberger seconded the motion. Upon a call for the vote, John Walz and Jolene Niernberger voted in favor of the motion, Loran Gottschalk and Jeff Wolf voted opposed. Mayor Lyle Johnston broke the tie vote by voting in favor of the motion; therefore the motion passed 3-2.
Water: Policy
City Attorney Olavee Raub presented a draft revision to the City’s water leak policy. The revised policy states that customers with water leaks over 50,000 gallons will be limited to an adjustment of one-half the cost of the next 20,000 gallons of metered water. The previous policy stated that the adjustment to the customer would be for one-half the cost of any metered water over 50,000 gallons. Councilmember Jolene Niernberger moved and Councilmember John Walz seconded a motion to approve the revised water leak policy as presented. Motion carried unanimously.
Special Highway: Repair/Maintenance
General Public Works Department Employee Dan Wickham presented a bid from Vic’s Equipment Service for repairs to the Champion 710 grader for $4,750.00. At the September 17, 2013 meeting Council reviewed a bid from Sellers Tractor in the amount of $6,236.37. Councilmember John Walz moved to accept the proposal from Vic’s Equipment Service for repairs to the Champion 710 grader in the amount of $4,750.00 with funds to come from the Special Highway Fund. Councilmember Jeff Wolf seconded the motion. Motion carried 4-0 with Councilmembers Jolene Niernberger, John Walz and Jeff Wolf voting in favor and Councilmember Loran Gottschalk abstaining due to a possible perceived conflict of interest.
NEW BUSINESS
Water: Committee
Water Advisory Committee Chair Ronald Johnson reported that the Committee is in the process of drafting a proposed definition for commercial water use. Several ideas have been discussed on a warm weather grasses program and the regulations surrounding the various stages of water emergency declarations are being considered. The next Water Advisory Committee meeting is scheduled for November 5th at 6:30 p.m.
Personnel: Policy
City Attorney Olavee Raub presented a draft revision of the Substance Abuse and Testing Policy for non-regulated employees. The proposed policy removes the provision for random testing for non-regulated personnel due to being a public entity. Under the policy, drug testing will still be performed for pre-employment, reasonable suspicion, or accidents involving City-owned vehicles or equipment. Ms. Raub would like to wait for Council to approve the revised policy until legal counsel at the League of Municipalities has an opportunity to review the policy.
Water: Special Project
The Fort Hays State University Leadership 310 Team, along with Charlene Weber, Assistant City Clerk, has submitted a Purchase Request Form for the purchase of 500 low-flow showerheads and 500 aerators. The 310 Team plans to have a booth at the Follow the Star event where residents will be able to receive a low-flow shower head in exchange for their old one. The City has already received a grant from Midwest Energy in the amount of $1,000.00 to apply to the project. Councilmember John Walz moved and Councilmember Jolene Niernberger seconded a motion to approve the purchase request for aerators and showerheads from Niagra Conservation in the amount of $1,918.07 with funds to come from the Water Utility Fund. Motion carried unanimously.
Campground: Special Projects
General Public Works Department Employee Dan Wickham presented a map illustrating the proposed traffic flow for the campground once the expansion is approved and completed. Eighth Street would be signed allowing RV and residential traffic only; truck traffic would need to use the trail by the railroad. City Attorney Olavee Raub noted that in order for that to happen, the City would need to gain approval from Union Pacific Railroad to use and maintain that road, since the Railroad owns a portion of that road.
REPORTS FROM CITY OFFICIALS
Public Works
Sewer: Repair/Maintenance
Mr. Wickham continued by reviewing a bid received from Mayer Specialty Services for rehabilitation of the St. Mary’s lift station force main receiving manhole. Public Works Director Alan Scheuerman is waiting to receive the second bid for the repair therefore this item will be tabled until that bid is received.
Emergency Preparedness: Contract
City Clerk Amy Burton gave a brief overview of the Kansas Mutual Aid Program for Utilities (KSMAP). If the Council chooses to participate, a resolution will need to be passed authorizing city officials to enter into the Program Agreement. This item will be tabled in order to give Council more time to review the Agreement.
Water: Repair/Maintenance
General Public Works Department Employee Dan Wickham then provided pictures and an update of various leaks currently under repair. Several service lines have had to be replaced.
Police
Police Chief Taft Yates reported he has narrowed the search down to seven good applicants for the open position. Initial background searches on those candidates have begun. A representative from Purple Wave Auction Company is scheduled to look at the Crown Victoria to determine the value of the car.
General Government: City Code
Police Chief Taft Yates made a request to revisit and possible modify the City Code on house numbering. The City needs to strongly encourage residents to number their house on the front side rather than the curb, in order to aid emergency personnel in finding people in need of assistance.
Industrial Development: Repair/Maintenance
Chief Yates then discussed the Love’s Travel Stops parking lot across the street from the main building. Several years ago Council was presented with blue prints to improve the property by adding twenty-two parking stalls for semi-trailers. Currently, the semi-trailers are tearing up the streets surrounding the parking lot and have run over numerous fence posts and barriers trying to get into the empty lot. Chief Yates and Public Director Scheuerman will contact Love’s corporate office to try to resolve the problem.
Chief Yates then reviewed his monthly report. The department has 284 cases so far this year. Upon a question from Council regarding the new tire house, Chief Yates reported that the agency utilizing the tire house is liable for any injuries or damage and they do not have to pay to use the facility.
City Clerk
City Clerk Amy Burton presented the September financial statements consisting of the Statement of Accounts, the Security Deposit worksheet and the September and 3rd quarter Treasurer’s Reports. Ms. Burton also noted that the Municipal Building will be closed for business on October 24th for annual inventory and file review.
Attorney
City Attorney Olavee Raub reported that she met with Bob Redger, Golden Belt Co-op manager, regarding their remediation wells. The Kansas Department of Health and Environment has directed the Co-op to drill a well that will pump up to 1.7 million gallons of water per month. Attorney Raub hopes to set up a conference call with Mr. Redger, Ross Wichman, Attorney for Golden Belt Co-op, Kansas Department of Health and Environment, and Kansas Division of Water Resources to see if the problem can be resolved without wasting water.
MAYOR/COUNCIL
Mayor Johnston read letters of appreciation from the League of Kansas Municipalities for Jolene Niernberger and John Walz speaking at the League’s annual conference; the Cub Scouts for allowing them to use the campground for a Scout camp out; and the Cub Scouts for allowing them to close the street for their derby and the Council’s support of the Scouts.
Councilmember John Walz spoke briefly on his and Jolene Niernberger’s round table discussion at the League’s annual conference. He also spoke on several of the breakout sessions he attended such as crisis management and tips on promoting your City.
Councilmember Niernberger reminded Council of the importance of connecting with our legislative representatives on issues our town and surrounding areas are faced with. County Commissioner Swede Holmgren is scheduled to meet with the Governor and other representatives this week on the area’s water situation.
ADJOURNMENT
Councilmember Loran Gottschalk moved to adjourn the meeting. Councilmember Jeff Wolf seconded the motion. The motion carried unanimously. The meeting adjourned at 10:04 p.m.