ELLIS–The Community Development Block Grant (CDBG) street improvement project in Ellis is completed and came in under budget.
Ellis city council members conducted a public hearing about the project during their Dec. 4 meeting. According to Justine Benoit, Northwest Kansas Planning and Development Commission, reconstruction of portions of Cottonwood Street, Dorrance Street, and Spruce Street were included in the project. The total project cost $767,413 which was $46,445 under budget.
In other business, the $29,000 purchase and installation of an upgraded Motorola portable radio system for the police department was approved. The current system will no longer be supported after Dec. 31, 2018.
The council also approved moving forward with the first year of a four-year expansion project at the Ellis Lakeside Campground. Primitive camp sites will be installed during Year 1 at a cost not to exceed $33,656. Campground Committee Member Charlene Weber said the group will apply for a grant from the Kansas Department of Wildlife, Parks, and Tourism to help fund the project.
The complete meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING Minutes December 4, 2017
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, Dena Patee, and Bob Redger. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates, and City Prosecutor Cassy Zeigler.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
Council member Bob Redger moved and Council member Bret Andries seconded a motion to add an executive session at the end of the meeting. The motion carried 6-0.
PUBLIC PRESENT
Pauleen Edmonds, Darin Myers, Scott Braun, Aaron Corcoran, Justine Benoit, Glen Keller, Gary Luea (arrived at 7:32 p.m.), and Charlene Weber (arrived at 7:42 p.m.)
PUBLIC HEARING – CDBG STREET IMPROVEMENT PROJECT CLOSEOUT
Mayor David McDaniel opened the Public Hearing at 7:31 p.m. The purpose of the public hearing was to evaluate the performance of the Community Development Block Grant Street Improvement Project and to inform the public that the project is complete. Justine Benoit, Northwest Kansas Planning & Development Commission reported that reconstruction of portions of Cottonwood Street, Dorrance Street, and Spruce Street were included in the project. The total project cost $767,413.57, which was $46,445.43 under budget. The project has passed the inspection process and the State monitoring visit showed no items of noncompliance. There being no further public comments, Mayor David McDaniel closed the public hearing at 7:33 p.m.
Streets: Special Project
Ms. Benoit continued by presenting the seventh set of pay applications for the Street Improvement Project. Council member Dena Patee moved to approve Request #7 for Payment of CDBG Funds in the amount of $1,989.37 for the Street Improvement Project. Council member Holly Aschenbrenner seconded the motion. The motion carried 6-0.
Council member Dena Patee moved and Council member Holly Aschenbrenner seconded a motion to approve the invoice from Northwest Kansas Planning & Development Commission in the amount of $1,950.00 for grant administrative services for the Street Improvement Project. The motion carried 6-0.
Council member Bob Redger moved and Council member Holly Aschenbrenner seconded a motion to authorize the Mayor to sign the related documents for the Street Improvement Project. The motion carried 6-0.
Streets: Special Project
Ms. Benoit then presented the Community Development Block Grant close-out documents, including the Contractor’s Release Form, Quarterly Progress Report, Certificate of Completion, and Final Wage Compliance Report. Council member Jolene Niernberger moved and Council member Dena Patee seconded a motion to approve the CDBG close-out documents and authorize the Mayor to sign. The motion carried 6-0.
CONSENT AGENDA
Council member Bob Redger moved to approve the consent agenda containing the Minutes from the Regular Meeting on November 20, 2017 and Bills Ordinance #2034. Council member Holly Aschenbrenner seconded the motion. The Council approved the consent agenda 6-0.
PUBLIC COMMENTS
None
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
Pauleen Edmonds, Ellis Community Foundation, presented Mayor David McDaniel with the titanium award for the City’s continued monetary contributions to the Foundation.
SPECIAL ORDER
Police: Acquisition
Darin Myers, Ellis County Emergency Manager, Detective Scott Braun, Ellis County Sheriff’s Department, and Aaron Corcoran, Motorola Solutions, presented the proposed portable radio system upgrade for the Police Department. The radios will offer a GPS feature to aid dispatch with locations of officers throughout the county. Consideration of the purchase is necessary because the current radios will no longer be supported after December 31, 2018. The City has the opportunity to take advantage of buying power discounts since the purchase will be included with other Ellis County agencies. The bid includes the base station, two vehicle radios, and six portable radios. Council member Bob Redger moved to accept the bid from Motorola Solutions to upgrade and install the Police Department portable radio system at a cost of $29,210.86 with funds to come from the Special Machinery Fund. Council member Dena Patee seconded the motion. The motion carried 6-0.
UNFINISHED BUSINESS
Campground: Special Project
Charlene Weber, Campground Committee, presented the most recent revised cost estimates for the Campground Expansion Project. The Plan has been reduced to a four-year plan and installs primitive camp sites in Year 1. The Committee plans to apply for a grant through the Kansas Department of Wildlife, Parks, and Tourism to help fund the project. Council member Holly Aschenbrenner moved to proceed with Year 1 of the Campground Expansion Project at a cost not to exceed $33,656.91, with funds to come from the Campground Fund. Council member Dena Patee seconded the motion. The motion carried 6-0.
Tourism: Contracts
City Clerk Amy Burton requested that consideration of approval for the Eagle Communications advertising packages be tabled until January due to budgetary considerations. Council discussed if other advertising agencies should be considered for bids. The Tourism Committee supplied a packet of information regarding the growth or decline in attendance for specific community events during 2017.
NEW BUSINESS
General Government: License/Permit
Council member Bob Redger moved to approve the Applications for License to Sell Cereal Malt Beverages for Arthur’s Pizza and Mexican Foods (pending successful background check), Casey’s Retail Company, Love’s Travel Stops, Rich’s IGA, and Weber’s Service and Repair. Council member Holly Aschenbrenner seconded the motion. The motion carried 6-0.
General Government: Financial
City Clerk Amy Burton presented the list of utility bad debts to be written off. Writing off the bad debts is an annual accounting procedure and in no way affects the City’s ability to collect these debts. The amount to be written off represents less than 1% of the City’s 2017 total receivables. Most of the debts listed have already been submitted to the State Setoff program and another collection agency. 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 Holly Aschenbrenner moved to approve the write-off of the utility bad debts in the amount of $10,597.04. Council member Bob Redger seconded the motion. The motion carried 6-0.
General Government: Special Project
Ms. Burton inquired if Council was interested in holding a City Christmas Party for staff, elected officials, and their guests. Council member Jolene Niernberger moved to approve the City Christmas Party, at a cost not to exceed $750.00. Council member Bret Andries seconded the motion. The motion carried 5-1, with Council member Susan Eaton opposed.
Personnel: Benefits
Ms. Burton continued by asking if Council wanted to continue the practice of giving City employees a Christmas bonus. Council member Dena Patee moved and Council member Jolene Niernberger seconded a motion to approve a Christmas bonus for each full-time and part-time employee in the net amount of $200.00. The motion carried 4-2, with Council members Holly Aschenbrenner and Susan Eaton opposed.
Personnel: Policy
Ms. Burton presented suggested revisions to the 2018 Personnel Policies and Guidelines manual. Several sections had language added for clarification purposes. The only major revision was adding a workplace lactation policy. Council member Holly Aschenbrenner moved to approve the 2018 Personnel Policies and Guidelines Manual with the suggested revisions. Council member Dena Patee seconded the motion. The motion carried 6-0.
Sewer: Repair/Maintenance
Public Works Director Alan Scheuerman reported that when Mayer Specialty Services performed the annual sewer cleaning they found that water was running into the manhole at 6th Street and Monroe. To completely rehabilitate the manhole would cost approximately $9,800.00. Council member Dena Patee moved to approve the bid from Mayer Specialty Service to repair the manhole at a cost of $2,682.00, with funds to come from the Sewer Depreciation Reserve Fund. Council member Holly Aschenbrenner seconded the motion. The motion carried 6-0.
REPORTS FROM CITY OFFICIALS
Public Works
Mr. Scheuerman reviewed suggested procedures to test the City’s fire hydrants. Water Operator John Leiker has performed flow tests on some of the hydrants and found that rocks and other debris can get caught in the screen, thus reducing the flow of the fire hydrant. Once the items were cleared, the hydrants tested much higher again. The results of the flow tests will also vary depending on the time of day the tests are performed, due to residents possibly being away from home. Mr. Scheuerman believes it is important to keep the Fire Department involved with the flow tests of the hydrants. Council suggested tabling further discussion until Fire Chief Dustin Vine is present.
Mr. Scheuerman praised his staff and suggested Council offer encouragement to employees when they see them do a good job. He stated that the City’s best assets are its employees and they work well together to complete projects.
Council member Bob Redger inquired what the City could do to update the 2010 water maps.
Police
Police Chief Taft Yates presented the November Monthly Activity Report and the December staff calendar. The School District donated some wrestling mats to the Department, and the Department will train with the mats this week.
City Clerk
City Clerk Amy Burton presented the draft minutes from the last two Tourism Committee meetings. The Council was also provided information on the difference between perceived and actual conflicts of interest. Ms. Burton announced that the annual Rabies Clinic will be held February 10th.
Attorney
City Prosecutor Cassy Zeigler reported the Resolution declaring a public hearing for three unfit properties has been published the required number of times and certified letters have been sent out to the affected property owners on record. The Public Hearing will take place January 2nd.
Mayor Update and Announcements
Mayor David McDaniel reminded Council that there will be three regular meetings in January due to the new election laws. The meeting on January 8th will simply be to install the newly elected officials.
Mayor McDaniel also reminded Council that it is not appropriate to ask City employees to perform tasks at the direction of the Council member. The item either needs to be discussed in open session, or have a work order completed in the Clerk’s office.
EXECUTIVE SESSIONS
Mayor David McDaniel asked for a motion to recess into executive session at the request of the City Prosecutor. Council member Holly Aschenbrenner moved for City Council to recess into executive session for 15 minutes to discuss a permit violation pursuant to the attorney-client privilege exception, K.S.A. 75-4319 (b)(2) with Public Works Director Alan Scheuerman and City Prosecutor Cassy Zeigler present. The open meeting will resume at 9:42 p.m. Council member Dena Patee seconded the motion. The motion carried 6-0. No action was taken in executive session.
ADJOURNMENT
Council member Dena Patee moved and Council member Bob Redger seconded a motion to adjourn the meeting. The motion carried 6-0. The meeting adjourned at 9:43 p.m.