ELLIS – Visitors to three parks in Ellis will soon be able to enjoy a community book exchange program.
City council members Monday approved the provision of materials and installation of the boxes by the Public Works Dept.
Todd Keller of the Washington Grade School PTO presented the presented the idea to the council during their meeting. The PTO helped finance the cost of the materials for the boxes, and a woodshop class constructed the boxes.
The council also accepted a low bid of $2,000 from Luke Karlin for replacement of the swimming pool house roof.
In other business, a lengthy discussion was held about establishing an emergency snow route. Public Works Director Alan Scheuerman was directed to design such a route while City Clerk Amy Burton will research applicable traffic ordinances in other Kansas towns.
The complete unofficial meeting minutes follow.
ELLIS CITY COUNCIL REGULAR MEETING
Minutes
March 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, and Jolene Niernberger. Also present were Public Works Director Alan Scheuerman, City Clerk Amy Burton, and Police Chief Taft Yates. Council member Bob Redger and City Attorney Olavee Raub were absent.
PLEDGE OF ALLEGIANCE
AMENDMENTS TO AGENDA
Mayor David McDaniel requested the addition of Consideration of Emergency Sewer Repairs under New Business.
PUBLIC PRESENT
Glen Keller, Steve Homburg, Barbara Perkins, Cameron Reed, Todd Keller, Vernie Pritchett, Travis Roland (arrived at 7:50 p.m.), Jake Schartz (arrived at 7:57 p.m.), Jason Armstrong (arrived at 7:58 p.m.), and Brad Leiker (arrived at 8:05 p.m.)
CONSENT AGENDA
Council member Holly Aschenbrenner moved to approve the consent agenda containing the Minutes from the Regular Meeting on February 18, 2019 and Bills Ordinance #2064. Council member Martin LaBarge seconded the motion. The Council approved the consent agenda 5-0.
PUBLIC COMMENTS
Vernie Pritchett expressed her support of the City’s swimming pool project. Ms. Pritchett works as a Foster Grandparent at Washington Grade School and believes the swimming pool is an important activity for our youth.
PRESENTATIONS OF AWARDS, PROCLAMATIONS, REQUESTS & PETITIONS (HEARINGS)
None
SPECIAL ORDER
Parks: Special Project
Todd Keller, Washington Grade School PTO, presented a sample “book box” for use in a community book exchange program. The PTO helped finance the cost of the materials for the boxes, and Mr. Carroll’s woodshop class constructed the boxes. Mr. Keller is requesting the City’s assistance with allowing the boxes to be placed in three City parks and for Public Works’ assistance in mounting the boxes. Council member Holly Aschenbrenner moved to support the placement of the book exchange boxes in Swimming Pool, Play World, and South Walnut parks, and for the Public Works Department to provide the materials and installation of the boxes in the respective parks. Council member Bret Andries seconded the motion. The motion carried 5-0.
UNFINISHED BUSINESS
Swimming Pool: Repair/Maintenance
The City solicited sealed bids for labor to remove the old shingles at the pool house and to replace with metal roofing. Mayor David McDaniel opened the following bids: Eck & Eck Construction – $4,200.00 and Luke Karlin – $2,000.00. Council member Jolene Niernberger moved to accept the bid from Luke Karlin in the amount of $2,000.00 to replace the roof at the swimming pool, with funds to come from the Capital Improvement Fund. Council member Martin LaBarge seconded the motion. The motion carried 5-0.
Parks: Event Request
Council member Holly Aschenbrenner moved to approve the Public Property Permit Application and the Event Request for Traffic Control for the Chrysler Car Show to be held at Chrysler Park on June 1, 2019. Council member Steve Ferland seconded the motion. The motion carried 5-0.
Personnel: Policy
Council member Jolene Niernberger moved to approve the revisions to the Catastrophic Sick Leave Bank Program as presented. Council member Holly Aschenbrenner seconded the motion. The motion carried 5-0. The revision specifies that newly eligible employees have ninety days to enter the program once the required hours are accumulated.
General Government: Policy
Council member Holly Aschenbrenner moved to approve the Small Cell Aesthetic Standards with the minor revision noted on Page 3. Council member Bret Andries seconded the motion. The motion carried 5-0.
Sewer: Repair/Maintenance
The update on the status of obtaining right-of-ways for the Cedar Lane lift station project will be tabled due to the City Attorney’s absence.
Special Machinery: Acquisition
Public Works Director Alan Scheuerman presented two bids for the purchase of a Skid-Steer loader, with the recommendation to accept the low bid from Bobcat. The current machine is 20 years old and has a severe hydraulic leak. After discussion, Council member Martin LaBarge moved to accept the bid from Bobcat for the S595 T4 Skid-Steer loader in the amount of $37,688.79, less trade-in of $7,500 for a total price of $30,188.79, with funds to come from the Special Machinery Fund. Council member Holly Aschenbrenner seconded the motion. The motion carried 5-0.
Special Machinery: Acquisition
Mr. Scheuerman continued by presenting bids for the purchase of a jack hammer attachment for the skid-steer loader. He recommends the low bid from Bobcat. The current attachment is ten years old, and Mr. Scheuerman stated that no repairs have been needed to the equipment thus far. Council member Steve Ferland moved to accept the bid from Bobcat for the NB160 jack hammer attachment in the amount of $5,212.84, less trade-in of $1,500, for a total price of $3,712.84, with funds to come from the Special Machinery Fund. Council member Jolene Niernberger seconded the motion. Upon a call for discussion, Council member Holly Aschenbrenner questioned if the funds would be better utilized on a piece of equipment that needs replaced more urgently. Upon a call for the vote, the motion carried 3-2, with Council members Steve Ferland, Jolene Niernberger, and Bret Andries voting in favor of the motion, and Council members Martin LaBarge and Holly Aschenbrenner voting opposed.
NEW BUSINESS
Parks: Event Request
Council member Holly Aschenbrenner moved to approve the Public Property Permit Application from the Kohl family for the use of Chrysler Park on July 19th and 20th for a family reunion. Council member Bret Andries seconded the motion. The motion carried 5-0.
Economic Development: Policy
Council member Holly Aschenbrenner moved to approve the Application for New Retail Business Incentive Partial Sales Tax Rebate for Auto Standard, LLC. Council member Jolene Niernberger seconded the motion. The motion carried 5-0.
Streets: Policy
Council entered into a lengthy discussion regarding the establishment of an emergency snow route. Currently, the City only has primary snow routes for clearing snow. Council member Martin LaBarge stressed the safety factor of having an established route, and Public Works Director Alan Scheuerman concurred by stating he has witnessed numerous close calls of vehicles not giving staff adequate space to maneuver the big equipment. Establishing a designated route would prohibit vehicles from that roadway until the snow was cleared. Council discussed various factors such as traffic control, ticketing violators, contracting with a towing company, signage, and the possible route itself. Council requested Mr. Scheuerman provide a proposed emergency snow route at the next Council meeting and for City Clerk Amy Burton to request sample ordinances from the Clerk’s List Serve.
Personnel: Policy
City Clerk Amy Burton presented a proposed revision to the Personnel Policy. The Public Works Department has requested Council remove the stipulation that treatment of the streets for adverse conditions is always treated as a one-hour minimum scheduled call-out. By removing the stipulation, call-outs will follow the already established “scheduled” or “emergency” provisions, whichever the case may be. Council member Martin LaBarge moved to remove the stipulation that treatment of adverse street conditions is always calculated as a one-hour minimum call-out. Council member Holly Aschenbrenner seconded the motion. The motion carried 5-0.
Campground: Special Project
The Ellis Alumni Association has requested a donation for their annual golf tournament. Council member Holly Aschenbrenner moved to donate two – two-night stays at the Lakeside Campground. Council member Bret Andries seconded the motion. The motion carried 5-0.
Streets: Repair/Maintenance
Public Works Director Alan Scheuerman requested ratification of the invoice from Flatlander Dirt Works, LLC. The company hauled one extra load of street material than needed due to miscommunication with APAC on the amount of rock previously hauled. Council member Holly Aschenbrenner questioned why the City should pay for the overage when it was the contractor’s error. Mr. Scheuerman explained the City will use the extra rock either this year or next; it just wasn’t needed for the current project. Council member Bret Andries moved to ratify the invoice from Flatlander Dirt Works, LLC in the amount of $11,479.20, an overage of $229.20. Council member Martin LaBarge seconded the motion. The motion carried 4-1, with Council member Holly Aschenbrenner opposed and Council member Steve Ferland abstaining.
Sewer: Repair/Maintenance
Mr. Scheuerman informed Council of a sewer line problem in the area of 10th and 11th Streets from Spruce to Monroe. The sewer line backed up earlier today, with a similar issue in early February. Both times the sewer line was jetted to clear any obstruction. Mr. Scheuerman presented two bids to camera the sewer line to determine what is causing the issue. Council member Holly Aschenbrenner moved to accept the low bid from Utility Maintenance Contractors, LLC to camera the sewer line at an amount not to exceed $3,000, with funds to come from the Sewer Depreciation Reserve fund. Council member Martin LaBarge seconded the motion. The motion carried 5-0.
REPORTS FROM CITY OFFICIALS
Public Works
The Insurance Services Office (ISO) has submitted a letter stating the City has received a Class 6 rating for 1&2 family residential properties and a Class 7 rating for commercial and industrial property. The rating will apply to new buildings receiving a Certificate of Occupancy after January 1, 2019.
Police
Police Chief Taft Yates presented the Monthly Activity Report for February and the March Staff Calendar.
City Clerk
City Clerk Amy Burton presented the draft minutes from the recent Campground Committee meeting.
The Swimming Pool Committee has drafted an informational flyer explaining the grant project for a new swimming pool. Council requested Ms. Burton contact the engineer to gather more details of the proposed new pool to include in the flyer. The Committee hopes to include the flyer with the April 1st utility bills.
Ms. Burton informed Council of the need to develop a policy at the auditor’s request regarding donations. The City receives numerous donation requests each year, and it would be helpful to have criteria to follow.
The annual Community Blood Screening will be March 6th from 7:30 a.m. – 8:30 a.m. in Council chambers.
Darin Myers, Ellis County Emergency Manager, has requested Council attendance at an Incident Command Overview course on March 27th in Hays.
Ms. Burton met with the City’s health insurance administrators and reported that the City’s premium costs for the year are .87% below projections.
Attorney
None
Mayor Update and Announcements
None
Executive Session
Mayor David McDaniel asked for a motion to recess into executive session at the request of Public Works Director Alan Scheuerman. Council member Steve Ferland moved for City Council to recess into executive session for 10 minutes to discuss personnel in the Public Works Department pursuant to the non-elected personnel matter exception, K.S.A. 75-4319 (b)(1) with Public Works Director Alan Scheuerman and City Clerk Amy Burton present. The open meeting will resume at 9:51 p.m. Council member Jolene Niernberger seconded the motion. The motion carried 5-0. No action was taken in executive session and the open meeting resumed.
Executive Session
Council member Holly Aschenbrenner moved for City Council to recess into executive session for 5 minutes to discuss personnel in the Public Works Department pursuant to the non-elected personnel matter exception, K.S.A. 75-4319 (b)(1) with Public Works Director Alan Scheuerman and City Clerk Amy Burton present. The open meeting will resume at 9:57 p.m. Council member Steve Ferland seconded the motion. The motion carried 5-0. No action was taken in executive session and the open meeting resumed.
Executive Session
Council member Holly Aschenbrenner moved for City Council to recess into executive session for 5 minutes to discuss personnel in the Public Works Department pursuant to the non-elected personnel matter exception, K.S.A. 75-4319 (b)(1) with Public Works Director Alan Scheuerman and City Clerk Amy Burton present. The open meeting will resume at 10:02 p.m. Council member Steve Ferland seconded the motion. The motion carried 5-0. No action was taken in executive session and the open meeting resumed.
ADJOURNMENT
Council member Bret Andries moved and Council member Steve Ferland seconded a motion to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 10:03 p.m.