ELLIS – The sewer system in Ellis has problems with inflow and infiltration and the city council has agreed to pay for a month-long flow monitor study to determine what’s wrong.
Alan Scheuerman, public works director, told council members Monday twice as much water is entering the sewer system than is produced, causing it to work over capacity and resulting in excess chemical cost.
Wilson & Company will conduct the flow study at a cost of $22,646 to determine the location of the infiltration.
Reporting on a water-related issue, City Attorney Olavee Raub said the real estate contracts for the Water Exploration Project have been closed and the deeds signed. The deeds have been submitted to the Ellis County Appraiser for filing.
In other business, modified site plans for the Lakeside Campground expansion project were presented by Buck Driggs, Driggs Design Group. It was determined some of the historic roundhouse foundation may need to be covered with fill dirt for the project. Driggs said he and the campground committee met with the Railroad Museum board which indicated they support the project. The museum is requesting a monument sign be placed at the roundhouse site to preserve its historic significance.
The complete meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING
Minutes
February 4, 2019
CALL TO ORDER
Mayor David McDaniel called the meeting to order at 7:30 p.m. Present were Council members Bret Andries, Holly Aschenbrenner, Steve Ferland, Martin LaBarge, Jolene Niernberger, and Bob Redger. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, Police Chief Taft Yates, and City Attorney Olavee Raub.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
None
PUBLIC PRESENT
Chad Pritchett, Verda Flinn, Glen Keller, and Buck Driggs.
CONSENT AGENDA
Council member Bob Redger moved to approve the consent agenda containing the Minutes from the Regular Meeting on January 21, 2019, the Special Meeting on January 29, 2019 as revised, and Bills Ordinance #2062. Council member Martin LaBarge seconded the motion. The Council approved the consent agenda 6-0.
PUBLIC COMMENTS
Chad Pritchett, Secretary for the Walter P. Chrysler Boyhood Home, discussed the financial struggles surrounding the museum. Mr. Pritchett requested the City’s assistance with tying the two electric meters together to reduce the administration fees billed by Midwest Energy, and for the City to take over responsibility for mowing the museum property. He believes the museum could realize a cost savings of $1,260 per year between the two items.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
None
UNFINISHED BUSINESS
Campground: Special Project
Buck Driggs, Driggs Design Group, presented the modified site plans for the Campground Expansion Project. Mr. Driggs and the Campground Committee recently met with the Railroad Museum Board to discuss the historic roundhouse foundation, as some of the foundation may need to be covered with fill dirt for the project. The Museum Board plans to submit a letter in support of the project and requests a monument sign placed at the site to preserve the historic significance. The Committee has also met with the adjacent land owner who has voiced support for the project. The Committee plans to submit their grant application to the Dane G. Hansen Foundation later this month.
Water: Acquisition
Public Works Director Alan Scheuerman presented a revised quote from Metron-Farnier, LLC for electronic read water meters. The City has approximately 45 of the meters in use currently and the purchase would increase that number to 150, or roughly 12% of the total active residential meters in the City. Council member Holly Aschenbrenner moved to approve the purchase of electronic read water meters from Metron-Farnier, LLC in the amount of $37,855, with funds to come from the Water Depreciation Reserve fund. Council member Bob Redger seconded the motion. The motion carried 6-0.
Sewer: Repair/Maintenance
Mr. Scheuerman presented cost estimates and discussed the modifications needed to convert the Cedar Lane Lift Station from a single phase pump to a three-phase pump. The City would need to acquire the right-of-ways from the two property owners prior to the project. City Attorney Olavee Raub stated she has not been in contact with the property owners yet. It was the consensus of Council to table consideration until Ms. Raub can investigate the possibility of acquiring the right-of-ways.
NEW BUSINESS
Capital Improvement: Acquisition
Mr. Scheuerman requested ratification of the invoice from C & E Doors, LLC for the south overhead shop door. Council had approved the purchase on October 1, 2018 at a cost of $2,450, however, the door size needed to be increased which resulted in a higher cost. Council member Bob Redger moved to ratify the invoice from C & E Doors, LLC in the amount of $2,860 for the overhead shop door, with funds to come from the Capital Improvement fund. Council member Holly Aschenbrenner seconded the motion. The motion carried 6-0.
Sewer: Special Project
Mr. Scheuerman presented a Letter of Agreement from Wilson & Company for evaluation of the City’s inflow and infiltration (I&I) into the Sewer System. The City has a serious issue with I&I that has resulted in twice as much water entering the sewer system than is produced. The system is working over capacity, straining equipment and resulting in some excess chemical cost. The City contracts annually for sewer cleaning and a small portion of the lines are videoed at that time, but to date the City has been unsuccessful in determining the source of the I&I. The proposed flow monitoring study will evaluate five flow meters placed in designated manholes for a series of four or eight weeks. The study will aid the City in determining the location of the infiltration. After further discussion, Council member Holly Aschenbrenner moved to approve the Letter of Agreement from Wilson & Company for a four-week flow monitoring study at a cost of $22,646, with funds to come from the Sewer Depreciation Reserve fund. Council member Martin LaBarge seconded the motion. The motion carried 6-0.
Sewer: Acquisition
The City is experiencing an algae growth problem at the sewer clarifier. The Kansas Department of Health and Environment prohibits the use of chemicals to reduce the algae. Mr. Scheuerman presented two bids for the purchase of a carport to shade the clarifier to help prevent the growth of the algae. The purchase was not budgeted in 2019 and would need to be funded out of cash reserves. It was the consensus of the Council to table consideration at this time and to budget the purchase in 2020.
Water: Acquisition
Mr. Scheuerman presented a bid for the purchase of a 6” team valve and five – 6” gate valves. The valves will replace current valves that do not work. The valves allow the Department to isolate areas of town during leaks, thus reducing the number of residences affected by the disruption of water service to complete the repair. Council member Bret Andries moved to approve the quote from Municipal Pipe Supply in the amount of $12,445.75 for the purchase of valves, with funds to come from the Water Depreciation Reserve Fund. Council member Steve Ferland seconded the motion. The motion carried 6-0.
REPORTS FROM CITY OFFICIALS
Public Works
Mr. Scheuerman presented the Comparative Water Report for the period November 10th – December 10th and the individual Water Reports for each month in 2018. Council reviewed a letter submitted by Water Operator John Leiker concerning the presence of trihalomethanes (THM) in the water system. Residences will receive a letter explaining the presence of the by-product and how the City is mitigating the situation.
Police
Police Chief Taft Yates presented the Monthly Activity Report for January and the February Staff Calendar. The Department will participate in their annual Taser certification and officers will receive narcotics investigation training.
City Clerk
City Clerk Amy Burton presented the draft minutes from the recent Campground Committee meeting and the 2018 Safety Report. There were significantly more accidents in 2018 than in prior years, resulting in the City paying $6,248 in worker’s compensation claims. Ms. Burton also reviewed the annual Catastrophic Sick Leave Bank summary. The Bank has met its calculated cap due to the retirement of a long-term City employee. The Swimming Pool Committee will meet with the engineer from Larkin Aquatics on February 5th to discuss concept plans for the Community Development Block Grant application.
Attorney
City Attorney Olavee Raub reported the real estate contracts for the Water Exploration Project have been closed and the deeds signed. The deeds have been submitted to the Ellis County Appraiser for filing.
Mayor Update and Announcements
Mayor David McDaniel recently attended the League of Kansas Municipalities Local Government Day in Topeka. Some of the topics discussed affecting cities were the re-amortization of KPERS and how medical marijuana can affect random drug testing.
EXECUTIVE SESSIONS
Mayor David McDaniel asked for a motion to recess into executive session. Council member Holly Aschenbrenner moved for City Council to recess into executive session for 10 minutes to discuss contract negotiations pursuant to the attorney-client privilege exception, K.S.A. 75-4319 (b)(2) with City Attorney Olavee Raub present. The open meeting will resume at 9:17 p.m. Council member Bret Andries seconded the motion. The motion carried 6-0. No action was taken in executive session and the open meeting resumed.
ADJOURNMENT
Council member Holly Aschenbrenner moved and Council member Bob Redger seconded a motion to adjourn the meeting. The motion carried 6-0. The meeting adjourned at 9:18 p.m.