Approved 6-27-16 City of Peabody Minutes of the City Council Meeting CALL TO ORDER: The regular meeting was called to order by Travis Wilson at 7:00 p.m. in the council chambers of City Hall located at 300 N. Walnut, Peabody, Kansas. The following council members were present Travis Wilson, Janice Woodruff, Tom Spencer, Steve Rose and Megan Gallucci. A quorum was established. Mayor Larsen was not present. STAFF: Stephanie Lago - City Clerk, Chief Bruce Burke, Mackenzie Young VISITORS: Morgan Marshall, Susan Marshall Peabody Gazette Bulletin, Larry Lago, Jim Rippe THE PLEDGE OF ALLEGIANCE led by Travis Wilson I. MINUTES: The council reviewed minutes of the regular city council meeting held May 31, 2016. Page 4, I. Reports from Committees 5. Fire Committee. The Motion should reflect: Travis Pohlman instead of Adam Benson as one of the three representatives to Fire Fighter Class. And the vote was 3-0-1 (Rose abstaining) MOTION by Rose to approve the minutes as amended from the Regular Meeting of the City Council held May 31, 2016. Motion seconded by Woodruff. Motion carried 4-0-1(Gallucci). The council reviewed minutes of the special meeting held June 8, 2016 to discuss the 2017 budget. MOTION by Rose to approve the minutes from Special Meeting on June 8th. Motion seconded by Gallucci. Motion carried 5-0 II. APPROPRIATIONS: The council reviewed: PAYROLL 2016 6a $ 10,737.16 PAYROLL 2016 6a Tax & Benefits $ 4,815.25 PAYABLES 2016 6a $ 23,336.75 Totaling: $ 38,889.16 MOTION by Woodruff to approve appropriations in the amount of $ 38,8889.16. Motion seconded by Rose. Motion carried 5-0. III. PUBLIC COMMENT: Susan Marshall requested to be on the agenda to present a request regarding the 4 th of July insert. IV. APPROVAL OF AGENDA: Susan Marshall will be added as A1. Mackenzie Young wishes to be added at F6 Committee Reports Park and Swimming Pool. MOTION by Rose to approve the agenda as amended. Motion seconded by Spencer. Motion carried 5-0.
Page 2 V. AGENDA ITEMS: A 1. Susan Marshall inquired if the city was interested in placing an ad in the insert section for the 4 th of July edition of the Peabody Gazette at the cost of $35.00. MOTION by Rose for the city to be included in the insert section of the 4 th of July edition of the Peabody Gazette at the cost of $35.00. Motion seconded by Woodruff. Motion carried 5-0. A-2. Pixius Contract After reviewing the terms and conditions of our managed service agreement with Pixius Communications, LLC, it was the consensus of the council to turn this matter over to our attorney. B. City Water Line north of Hwy 50 on S. Curve Discussion about the beginning of the water project in the late 1990s. Curiosity and concerns were expressed about the original contracts between the city and the state. Is the city required to move the water line at the S Curve at the city s expense before KDOT comes through the area to re-lay Nighthawk Road? Commissioner Dallke has indicated that KDOT wants all utilities moved before their construction. It is believed that the city water line is currently 24-30 below ground level. Morgan Marler was a guest at the council meeting. Ms. Marler indicated that any project to move our water line would need to be engineered first before it went to bid. KDHE would have to approve the engineered plans. The RFQ would need to be published in the paper for 30 days before the city could pick a contractor. This process would take too long to achieve and KDOT will be done by then. There are several places where the road / route from Hillsboro crosses over our water line. Could KDOT potentially expect us to relocate those lines as well? Where the lines are running private property or easements is the issue at hand. The council directed Clerk Lago to attempt to locate the original contract and deeds/easements to the water line properties in question. This may be lengthy if not impossible to locate in old file boxes stored in the mezzanine at the shop. C. City Water Project Discussion At the previous city council meeting of May 31s, Bruce Boettcher of BG Consultants presented two proposals regarding replacement of the city s water lines and/or the city s sewer lines. Each of them had a ticket price of $4,500,000.00. A LMI survey would be required for any CDBG financing. The city doesn t not have a relationship with one engineering firm since the working relationship Al Reiss Engineers who handled our city s water project in 1999 and sewer project in 2008. The city needs to get more than one proposal on such a big project. The council directed Clerk Lago to research and contact other engineering firms. D. Next Special Meeting to discuss budget It was the consensus of the council to set the special meeting time on July 11, 2016 at 5:30 p.m. before the regularly scheduled city council meeting.
Page 3 E. Employee Reports 1. Stephanie Lago, City Clerk Clerk Lago addressed financial, operational, personnel, and legal issues as well as administrative projects. EMC is waiting for a Denial or Subrogation letter from USAA. Until EMC receives either from USAA, they are unable to move forward with the Zappone event. UPRR finally mowed their property adjacent to the railroad tracks. We can thank Mary Thiessen for contacting UPRR and filing a complaint getting results. Westar changed-out their meter at the city hall location Saturday June11 th. Animal Shelter Foster Reporting year has changed to October 1 to September 30 Excessive ATT bill is being researched UPRR interested in closing intersection @ diamond of UPRR & BNSF As of today, EagleComm is finished with their boring and project to install the fiber optic line to the co-op tower. Although only 1 line was called for, 60 lines were installed to provide for growth. Waiting to hear from City Code about codification. Quit Claim Deed in process EMC annual audit completed June 9 th 1% Sales Tax issue has been referred to Rob Lane for comment / clarification MOTION by Rose to enter into executive session at 7:50 p.m. for 5 minutes to discuss non-elected personnel. Clerk Lago, and council were requested to attend. Motion seconded by Gallucci. Motion carried 5-0 The council returned to regular session at 7:55 p.m. To action taken, no motions made. We are facing, what I believe to be, a major dilemma, in assisting to find storage for over 100 years of original newspapers of the Peabody Gazette (and variations of that name). They are currently housed in the library and will have to find a new home due to the construction of an ADA elevator and new bathroom on the basement level. The print museum would be logical location but that location is not temperature controlled. I would like to propose city hall consider providing that space. Please take some time to visit our library to see what we would be helping to save. F. Reports from Standing Committees 1. Water (Spencer) - nothing to report 2. Streets and Alleys (Woodruff & Wilson) - nothing to report 3. Sanitation (Larsen & Wilson ) - Chief Burke reported that 7 trash containers are lined up in front of 207 S. Olive at curb. 4. Lights Committee (Gallucci & Wilson) - nothing to report 5. Fire Committee (Larsen & Woodruff & Rose) - nothing to report 6. Park and Swimming Pool Committee (Woodruff & Spencer)
Page 4 Mackenzie Young, Swimming Pool Manager reported they have improved attendance: 45 kids per day; 1,500 in the first week; first Family Swim had 230 people;18 passes have been sold and the baby pool looks great. It was the consensus that a thank you letter needs to be written to the Volleyball team for their diligence in painting and sanding the baby pool. MOTION by Woodruff to approve the pool fund-raiser to get the license for showing movies at a movie night and to help pay for swim suits. Motion seconded by Rose. Motion carried 5-0. The family swim + movie night is scheduled for July 18 th from 5-9 Mackenzie reported the back board for spinal injuries is 15 years old and needs replacing. The Back board, board straps and neck support would cost about $270. Councilman Wilson asked Mackenzie to see him at EMS. 7. Building Committee (Larsen & Woodruff) Council directed Clerk Lago to check with Mark at Peabody Hardware to purchase a flag pole for the Public Works building. 8. Finance and Ordinance (Gallucci & Rose) - Clerk Lago reported that the city received a check on June 3 rd from Eagle Communications in the amount of $150 to cover the permit and inspection fee as per ordinance 03-2016. Clerk Lago reported the city has received their mid-year Ad Valorem check from the county in the amount of $135,856.32. 9. Economic Development Committee (Larsen & Gallucci) Main Street Association will be having a meeting on the 22 nd. The State Director will be Visiting. The group wants to see what is needed to be in compliance with the State in order to move forward. 10. Personnel (Larsen & Wilson & Rose ) - The U.S. Dept. of Labor has increased the threshold to $47,476 for salaried employees who should be paid overtime as of 12/31/2016. G. Report from the Mayor nothing more to report VI: COMMUNICATIONS: 5//25/16 FCC Notice 5/25/16 Permitted Burn Site Inspection ENCLOSURES: May 31, 2016 Regular Meeting Minutes June 8, 2016 Special Meeting Minutes Check Register Payroll 6/3/2016 6A Consolidated Check Register Payroll Benefits and Taxes 6A 2016 Consolidated Check Listing Payables 6A 2016 B. Water Line History A. page 2 Pixius Contract Tidmore Flag Information Marion County Ad Valorem Taxes Eagle Communications
U.S. Dept of Labor print out April 20, 2015 Regular Meeting Minutes April 20, 2016 Recreation Commission Page 5 VII: ITEMS TO BE ON AGENDA FOR UPCOMING MEETINGS: 1. Bruce Boettcher, BG Consultants 6-27-16 2. Kevin Burke breaking curb 3. C. Bickley Foster -Planning Analysis - & Estimate 4. Process procedures for Lack of Water Service 5. Purchase of new pool cover 6. Personnel Policy & Guideline Review 7. Performance Evaluations VIII. ADJOURNMENT: There being no more business to be brought before the council MOTION by Gallucci to adjourn the meeting at 8:30 p.m. Motion was seconded by Woodruff. Motion carried 5-0. CERTIFICATE I hereby certify that the foregoing minutes are a true and correct recording of the proceedings of the governing body of the City of Peabody, Kansas, held on the date stated therein, and that the official minutes of such proceedings are on file in my office. (SEAL) Stephanie Lago, City Clerk