DRAFT COPY NOT OFFICIAL UNTIL APPROVED BY COUNCIL
ELLIS CITY COUNCIL REGULAR MEETING Minutes December 2, 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, John Leiker, Jolene Niernberger, Loran Gottschalk and Terry Redetzke. 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 TO THE FLAG
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Ron Johnson, David McDaniel, Glen Keller, John Kroeger, Cathleen Kroeger, and Jim Carthew
CONSENT AGENDA
Councilmember Jolene Niernberger moved to approve the consent agenda containing the Minutes from Regular Meeting on November 18, 2013, Bills Ordinance #1938, and the October manual journal entries. Councilmember Terry Redetzke seconded the motion. The Council approved the consent agenda unanimously.
PUBLIC COMMENTS
John Kroeger addressed Council about a water leak he had outside of his house. The leak was fixed the same day it was discovered. Mr. Kroeger asked Council for an adjustment on his utility bill to have the additional 11,000 gallons attributed to the leak charged at the regular water rate, rather than the water conservation rate. Council member Jolene Niernberger moved and Council member John Walz seconded a motion to adjust Mr. Kroeger’s October 1, 2013 utility bill to reflect all water usage at the regular water rate of $3.58 per thousand gallons. Motion carried unanimously.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Water: Committee
Ron Johnson provided an update from the recent Water Advisory Committee meetings. The Committee recommends amending Ellis City Code Section 15-507 to shorten the allowed outdoor watering times under Stage 1 and Stage 2. The Committee proposes only allowing watering from 6:00 a.m. – 10:00 a.m. and from 8:00 p.m. – 11:00 p.m. (Ellis is currently in Stage 3 Water Emergency and NO outside watering is allowed at this time.) The Committee also proposes to leave the current fine schedule as is. Mr. Johnson then relayed a conversation Committee member John Douglas had with Kelly Stewart from the Kansas Division of Water Resource office. The City of Ellis has 567 acre feet included in its current water right. However, the Water Resource office recognizes that the City does not have 567 acre feet of water available. Therefore, the State will allow the City to explore water sources outside of our water right without penalty. Mr. Johnson would like to have Mr. Stewart talk to the Council and the Water Advisory Committee in a work session to discuss the steps needed to begin the water exploration process and to see if the process is something the City is interested in.
UNFINISHED BUSINESS
Water: Repair/Maintenance
Public Works Director Alan Scheuerman presented two bids for inspection and cleaning of the water tower. Mr. Scheuerman recommends the low bid from LiquiVision. This item was budgeted for in 2014; therefore this item will be tabled until January.
Swimming Pool: Capital Outlay
Public Works Director Alan Scheuerman asked for reconsideration of the purchase of a DuraMAX Duo Commercial Pool Cleaner. Council considered the purchase in September and tabled the item until closer to year end to ensure funding was available. Mr. Scheuerman recommends the low bid from Aqua Products K.C. in the amount of $4,325.00. Council member John Walz moved to approve the purchase of the DuraMAX DUO Commercial Pool Cleaner from Aqua Products K.C. in the amount of $4,325.00 with funds to come from General Fund – Swimming Pool. Council member Jolene Niernberger seconded the motion. Motion carried unanimously.
NEW BUSINESS
Personnel: Entry – Fire
Fire Chief Denis Vine asked for approval to add Chris Lee to the volunteer fire department. Council member John Leiker moved and Council member John Walz seconded a motion to approve Chris Lee as a volunteer fireman. Motion carried 6-0.
Fire: Capital Outlay
Chief Vine continued by presenting bids from Hays Fire and Rescue Sales and Service, LLC and Municipal Emergency Services, Inc. for 750 feet of 4” supply line fire hose. Both bids state that shipping will be added to the bid but do not state a firm price. Council would like to table this item until the next meeting in order for Chief Vine to obtain a firm total price for the supply line.
Personnel: Salary
City Clerk Amy Burton presented the 2014 pay rates for City employees. The proposed rates reflect the 2% wage increase as approved during the budget process, and the certification pay as discussed at the September 3, 2013 Council meeting. Ms. Burton also presented an addition to the Personnel Policy outlining the certifications/specializations that will be recognized for the enhanced pay. One revision that needs to be made is clarifying that the $50.00 per month salary listed for volunteer firemen is for the Fire Department Treasurer only, not all of the firemen. Council member John Walz moved to approve the 2014 Wage Structure as presented with the revision clarifying the Fire Department Treasurer’s salary, and the attached certification list. Council member Jolene Niernberger seconded the motion. Motion carried 6-0.
Personnel: Salary
In previous years, Council has approved a Christmas bonus for all full-time and part-time employees. Council member John Walz moved and Council member Jeff Wolf seconded a motion to approve giving all full-time and part-time City employees a Christmas bonus of $125.00.
General Government: Event Request
Council discussed the annual Christmas party for City employees and officials. Council member John Walz moved to approve the Christmas party for City employees, officials, and their spouse and/or guest at a cost not to exceed $500.00. Motion carried unanimously. City Clerk Amy Burton will coordinate arrangements in the City Clerk’s office.
General Government: Financial
City Clerk Amy Burton presented Council with a list of bad debts to be written off in the amount of $9,060.79, which represents less than 1% of the City’s 2013 receivables. This is an annual accounting procedure and in no way affects the City’s ability to collect these debts. All of the debts listed have already been submitted for collection. Prior to the Council meeting Council member Jolene Niernberger reviewed the individual names of the accounts to be written off, per auditor recommendation. Council member Jolene Niernberger moved and Council member John Leiker seconded a motion to approve the write off of the utility bad debts in the amount of $9,060.79. Motion carried unanimously.
General Government: License/Permit
Council member John Walz moved and Council member Terry Redetzke seconded a motion to approve 2014 cereal malt beverage licenses for All in a Day’s Grind, Arthur’s Pizza & Mexican Foods, Casey’s General Stores, Love’s Travel Stops and Weber’s Service & Repair. The motion carried unanimously.
General Government: Committee – Planning/Zoning
Mayor Johnston would like to appoint Vic Winter to fill the vacant position on the Planning Commission/Board of Zoning Appeals with a term expiring 2016. Council member John Walz moved and Council member Jeff Wolf seconded a motion to approve the appointment of Vic Winter to the Planning Commission/Board of Zoning Appeals. Motion carried 6-0.
REPORTS FROM CITY OFFICIALS
Public Works
Personnel: Position Change
Public Works Director Alan Scheuerman asked for approval to move Danny Wickham into the recently created Crew Foreman position. Council member John Walz moved to change the probationary time period to 90 days. Motion failed due to lack of a second. Council member Jolene Niernberger moved to hire Danny Wickham in the position of Crew Foreman at a probationary wage per policy of $14.44 effective December 7, 2013. Council member John Walz seconded the motion. Motion carried unanimously.
Public Works: Special Project
Public Works Director Alan Scheuerman is requesting the County’s assistance in excavating several large dead trees in the creek bed of Big Creek. Council member John Walz moved and Council member Terry Redetzke seconded a motion to authorize Mayor Johnston to sign the letter to be sent to the County requesting equipment assistance with the cleanup of Big Creek. Motion carried unanimously.
Public Works: Training
Mr. Scheuerman requested approval to attend the Kansas Organization of Recyclers Annual Meeting on December 11, 2013 in Salina, KS. Council member John Walz moved and Council member Jolene Niernberger seconded a motion to allow Public Works Director to attend the KOR Annual Meeting on December 11, 2013 in Salina, KS. Motion carried 6-0.
Sewer: Repair/Replacement
Director Scheuerman discussed with Council the need to repair or replace one of the sewer pumps in the treatment facility. This is the only pump with a grinder on it, therefore, it is imperative that it be fixed or replaced soon. Mr. Scheuerman is still waiting to receive bids for the pump, but with a lead time of 3-4 weeks, he doesn’t feel the repair or replacement can wait until the next Council meeting for consideration. Due to the timeliness of the needed repair, Council member John Walz moved to approve the purchase of a sewer pump with grinder at a cost not to exceed $10,000.00, and to proceed with the repair of the broken pump. Funds for the purchase of the sewer pump to come from the Sewer Depreciation Reserve Fund. Council member Jolene Niernberger seconded the motion. Motion carried unanimously.
Water
Mr. Scheuerman continued by recommending that in future expansion of the City, the water lines be placed in the front of the houses rather than the back alley. The utility lines are difficult to backhoe around and it is time consuming to hand dig around the other lines and cables. Mr. Scheuerman also noted that Midwest Energy will be in town Tuesday to help with the Christmas lights.
Police
Police Chief Taft Yates presented the December officer calendar noting that Officer Smull is no longer on the calendar. The field of candidates to replace Officer Smull has been narrowed down to four, and those interviews will take place on December 7, 2013. Of the four candidates, two are already certified officers. The Crown Victoria will be up for auction on Tuesday on the Purple Wave website. Chief Yates also reported that he has spoken to Josh Dreher, Love’s manager, and the parking lot to the east of the store has been cleaned up and graveled.
City Clerk
City Clerk Amy Burton presented the October Financial Statements consisting of the Statement of Accounts, Treasurer’s Report, and Security Deposit worksheet. Ms. Burton also noted that she has received notification from Lamar Signs that the trees around the City’s billboard at mile marker 211 have been trimmed.
MAYOR/COUNCIL
Council member Jolene Niernberger would like for Council to consider asking entities that receive appropriations from the City to reduce their 2015 request by a certain percentage. She would also like to inform the entities that they should only make one request of the City, at budget time, rather than off and on throughout the year. The City must budget for an entire year; therefore it can be difficult to be able to help other entities outside of their annual budget request. Ms. Niernberger also noted that she will be attending the LKM Mini Governing Body Institute this Saturday in Great Bend.
EXECUTIVE SESSIONS
City Attorney Olavee Raub requested an executive session under attorney-client privilege. A 10-minute executive session was proposed starting at 9:16 p.m. Mayor Johnston asked for a motion to recess. Council member John Walz moved to recess to executive session under attorney-client privilege with Council present. Council member Jeff Wolf seconded the motion. Motion carried 6-0. The meeting recessed at 9:16 p.m. The Council returned to open session at 9:26 p.m. No action was taken in executive session.
ADJOURNMENT
Council member Terry Redetzke moved and Council member Jeff Wolf seconded a motion to adjourn the meeting. The motion carried unanimously. The meeting adjourned at 9:28 p.m.