WASHINGTON CITY COUNCIL MINUTES Regular Meeting May 7, 2018 1. Call to order by Mayor. Council Mayor Ryan Kern called the meeting to order at 6:31 p.m. 2. Roll Call. Present: Absent: Staff Present: Others: Ryan Kern, Mayor Kevin Elder Melanie Bryant Don Imhoff Carl Chalfant, City Administrator Denise Powell, City Clerk Chris Pannbacker, Washington County News Rita Clary, Technical Assistant KRWA Craig Dassow, Senior Assistant SS&C Solutions, Inc. Don Alldredge, Washington 3. Citizens Comments. None. 4. Minutes. Motion to approve the minutes of the regular meeting held on April 2, 2018 and special meeting minutes held on May 1, 2018, as amended to reflect $4,500 for Preliminary Engineering Report and $8,000 for Hydraulic Study for the City s water supply improvements project by Herrs and seconded by Schottel. Vote: Ayes: Kevin Elder 5. Appropriations Ordinance 2018-05. Motion to approve appropriations ordinance 2018-05 by Schottel and seconded by Herrs. 6. Public Meeting. Mayor Ryan Kern opened the public meeting to discuss an application for a SEARCH Grant with USDA Rural development. The purpose of this application is preparing the Preliminary Engineering and Environmental Reports for improvements to the City s water system. Rita Clary, KRWA, was present to explain the process of the SEARCH Grant funding. No public comment. The public meeting was closed. Motion to approve City Clerk Denise Powell to sign the online RD Apply SEARCH Grant application by Herrs and seconded by Schottel. Page 1 of 6
Motion to adopt Resolution 2018-04, A RESOLUTION OF THE CITY OF WASHINGTON, KANSAS, ADOPTING AND PROVIDING FOR STANDARDS FOR PROCUREMENT, BIDDING, AND CONTRACT AWARDS, by Schottel and seconded by Herrs. Motion to approve the Legal Services Agreement between the City of Washington and The Law Office of Elizabeth Baskerville-Hiltgen, P.A., by Schottel and seconded Herrs. Motion to approve and authorize the Mayor to sign Attachment to SF 424 for City Applicants (Except I.D. Grants) by Herrs and seconded by Schottel. 7. Don & Alex Alldredge Request. Motion to donate $500 to Don and Alex Alldredge for the 2018 Fireworks display to be July 4 th in Washington by Schottel and seconded by Herrs. 8. Audit: Motion to accept the 2017 Audit of the City of Washington s finances as prepared by SS&C Solutions, Inc., by Herrs and seconded by Schottel. 9. Mayor Appointments. Motion to approve the 2018 Mayoral Appointments as presented by Mayor Ryan Kern by Herrs and seconded by Schottel. Vote: Ayes: Kevin Elder 10. Summer Help. Motion to hire 2018 summer help employees Grant Cook and Connor Linenberger, both at a rate of $9.00 per hour by Schottel and seconded by Herrs. Page 2 of 6
11. Health Insurance. Discussed a request from Bonnie Miller, Miller & Associates, to explore 2019 Health Insurance for city employees. Council would like more information. 12. SPCC Bids. Motion to accept the bid of CES Group, P.A., in the amount of $500.00 to revise and update the City s Spill Prevention Countermeasure Control Plan by Schottel and seconded by Herrs. 13. Fire Department Officers. Motion to approve 2018 Officers of the City of Washington Fire Department and RFD #9 as presented: Jerry Alldredge, Chief; Assistant Chief Alex Alldredge; Captain Justin Svanda; Secretary Chris Milam and Treasurer Andrea Alldredge by vote of members by Herrs and seconded by Schottel. 14. Mulch. Motion to purchase 200 cubic yards of mulch from Custom Play Systems at a cost of $5,400 by Schottel and seconded by Herrs. Staff was asked to prepare a list of maintenance needed at Munchkinland Playground and to provide a copy to Washington Rotary. Mayor Ryan Kern asked staff to visit with Pat Linenberger about the Wizard of Oz Characters at the playground. 15. Washington County Hospital Request. Motion to adjust the ambulance bill for account 31517 to $661.30 and write off the remaining balance of $162.10 by Herrs and seconded by Elder. Abstain: 16. Equipment Purchase. Motion to approve the purchase of a Rotating Turbine Scraper from Red Equipment in an amount of $3,785 plus $50 freight by Schottel and seconded by Herrs. 17. EMS Protocols & SOPS. Motion to adopt the updated EMS protocol & SOP book as presented by Herrs and seconded by Schottel. Vote: Ayes: Kevin Elder Page 3 of 6
18. Curb & Gutter & Sidewalk Programs. Motion to amend the Curb and Gutter policy to state the city s responsibility under this program: pay up to 50% of the costs of the installation of the curb and gutter by a contractor selected by the City and property owner s responsibility pay for a minimum of 50% of the estimated cost of the installation of the curb and gutter by a contractor selected by the City prior to being placed on the project list; and pay up to 50% of the actual costs incurred for installation of the curb and gutter based on the bidder s unit price for construction and the actual linear footage installed adjacent to the property by Schottel and seconded by Herrs. Council Member stated the policy is specific and shall be followed. Staff will advertise the programs and present at the June Council meeting. 19. Non-Elected Personnel. Motion to give Chris Milam a 25 cent per hour wage increase effective May 5, 2018 for passing the Kansas Department of Health & Environment Class 2 water operator certification exam by Elder and seconded by Schottel. 20. City Administrators Report. a) Public Meeting. City Administrator Carl Chalfant asked the Council to consider a public meeting to discuss the water project. Consensus of the Council was to wait for the Preliminary Engineering Report to be completed and discuss at June Council meeting. b) Tire Amnesty. At the recommendation of City Administrator Carl Chalfant the Council opted to budget $1,000 in the Housing Cleanup Fund for a one-time Tire Cleanup Day in 2019. Staff would set guidelines to include accepting tires from City residents only, establishing a limited number per residential address, only tires with no rims would be accepted and tires from businesses would not be accepted. c) Industrial Park Farm Ground. The farm ground lease of 9.85 acres at the City s Industrial Park was recently reviewed. City Administrator Chalfant stated leased ground is bringing around $90- $100 per acre and the ground is leased for around $60 per acre. The term of the current lease allows automatic renewal unless 30 days notice is given by either party. Consensus of the Council is to notify the lessee that the lease will be terminated at the end of the 2019 crop year and new bids will be sought. Council asked that all other farm lease agreements be reviewed. d) Fischer Request. Dave Fischer was in April 9 to request removal of the north south stop signs at 3 rd and C Streets and installation of stop signs at all intersections entering Pierce Street. No action was taken. e) Thank You. Staff prepared a thank you for the Council to sign to Lee Pifer for work he donated at the City s cemetery. f) Conversion Project. Great Plains Power, Inc., had been working on Feeder Line #6 when they were called to assist an electric cooperative in Northern Nebraska for emergency replacement of over a mile of electric line which was taken down by a storm. They stated that it would take Page 4 of 6
approximately two weeks to complete. They inquired if that would be satisfactory with the City of Washington. City Administrator Carl Chalfant informed them that it would work great, as it would also give the City a little time to catch up with budget figures. Great Plains Power, Inc., dropped what they were doing this spring to come help the City of Washington with a broken transmission pole after a storm which was taken into consideration also. g) Storm Sewer Replacement. Weather and time has not permitted staff to prepare other areas for concrete to pour with the concrete ends of the storm sewer in the alley in the 100 block between 5 th and 6 th Streets. Staff wants to utilize a full load of concrete rather than paying for a short load. h) B St. Project. Construction started on the B St. Project on April 4, 2018. Currently, all sewer manholes and water mains have been replaced per construction design, passed testing, and are in service. All pavement has been removed and the contractor is laying the rock base in preparation to start pouring curb and gutter. i) K-15 Bridge Replacement Project #15-101 KA-3086-01. Easements have all been signed for the K- 15 Bridge Replacement Project and RMA Engineering has sent preliminary design plans to KDOT for approval. Once approved, RMA will be sending out invitations to bid for the water line relocation. RMA is also discussing with KDOT extending Great Plains Power, Inc., current contract pricing for the relocation of the electric transmission line since their current work in town was already approved by a competitive bid process. j) Dague Sewer. Murray Dague, Dague Computers & Engraving, recently had an issue with the sewer at 110 East 2 nd Street. Two contractors, AT&T and Great Plains Power, Inc., worked near the sewer and neither stated they hit the sewer. The sewer line was old ductile iron pipe and was like paper according to Chalfant. Chalfant stated to get Dague s operational he authorized the work to be done. Dague s paid for Pure Energy to vacuum out under their building to find good pipe and the City paid the rest of the bill. k) Building Codes. Staff has not had time for the research needed. 21. City Clerks Report. a) Voltage Conversion Project. Mike Schmaderer, put together a spreadsheet on circuit six of the Voltage Conversion Project. He stated the updated project estimate is about $13,000 more than the original estimate. b) Insurance Dividend. Justin Dragastin, The Dragastin Agency, recently delivered a Kansas Municipal Utilities Safety Group dividend check in the amount of $17,994.87 from EMC Insurance. Dragastin thanked the City for their business. c) Badges. Council member ID badges have been delivered to City Hall. Council members were asked to bring in old badges and get their new ones. d) Washington County Senior Citizens Meal Site. The March minutes and the March financials for the Meal Sites are enclosed for review. e) Fire Minutes. Enclosed for review are the April Fire meeting minutes. f) Cemetery Lots. Waiting on city staff to physically verify the spaces are available. Page 5 of 6
22. Council Member Reports.. a) Property Cleanup. Schottel stated she has received complaints on property at 213 West 1 st Street, C Street and Hwy 36 and College and D Street. City Clerk Denise Powell stated staff will inspect properties and issue code violations this week. b) Economic Development. Schottel asked what the City council does on businesses closing in town and what city could offer. City Attorney Elizabeth Hiltgen stated the County is updating the Economic Development Revitalization Plan. Once completed the City could discuss participating in an interlocal agreement with the County. Council also discussed developing a utility assistance plan for new or growing businesses. c) Employee Picnic. Discussed a summer employee picnic. Council and staff will set a date at the June Council meeting. Ryan Kern. a) Thank You. Staff received thank yous from Pawnee Mental Health and After Prom. b) Shelter House Sidewalk. Mayor Ryan Kern asked that the sidewalk at the shelter house east of Munchkinland Playground installed prior to Memorial weekend. c) Drones. Discussed drones flying over the ballfields and distraction of players. Consensus of the Council was to post something on the City s Facebook page. Motion to adjourn by Schottel and seconded by Herrs. Meeting adjourned at 8:32 p.m. Denise M. Powell, City Clerk Page 6 of 6