CITY OF OVERBROOK                

 

MINUTES                       REGULAR COUNCIL MEETING                                           JANUARY 9, 2008

 

MEMBERS PRESENT:      Don Schultz, Larry Coursen, Dorthy Chikly, Tadd Goodyear, Mayor Jack Young.  Bob Sisson was absent.

                                   

 

OTHERS PRESENT:         Pat Martin, Vic Robbins (7:32PM), Jon Brady, Sheila Dale, Michael Coffman, Bob Call, Wayne White, Jim Koger, Steve Pegram, Randy Boudeman, Dana Mentzer, Clay Lee, Jenna Blood, Mike Blood, Randy White, Marilyn Anderson, Bruce Anderson, Beverly Hix, Tom Wurdeman, Patty Hylton, Ed Harmison, Cheryl Brown.

 

 

            The meeting was called to order by Mayor Young at 7:00 PM after which roll call determined the presence of a quorum.

 

MINUTES: *** The beginning of the tape was garbled-  first recognizable begins with discussion by Don Schultz of last month’s minutes.  Leave the 12/9/07 minutes as draft and come back with corrections/additions to two items under unfinished business:  we did not discuss requiring a survey for building permits (due to Bob Call’s absence) and would like better detail in regards to the discussion leading to Michael Coffman’s recommendation to enforce the current ordinances related to nuisances rather than writing a new one. The motion on the floor to approve the minutes as written, made by Larry Coursen and seconded by Don Schultz, was defeated 0-4.  Don Schultz made a new motion, seconded by Bob Sisson, to approve the minutes as written with additions to be approved later.  Motion carried 4-0.

 

WARRANTS:  After review, Tadd Goodyear moved to pay the warrants.  Larry Coursen seconded; motion carried 4-0.

 

At this time Mayor Young reiterated his desire to hold public comments to the end of the meeting. 

 

USD 434:  Supt Steve Pegram presented to the Council the School District plan for addressing declining enrollment.  Over the past 3 years they have lost 133 students from the district.  At an approximate $5,200 per child loss in aid, they are looking for ways to resolve this loss in revenue and he is here to discuss the matter with the Council. Details of their plan are available at www.usd434.org. 

 

PLANNING COMMISSION: Tom Wurdeman addressed the Council regarding the final draft of the Zoning Ordinance that the Planning Commission has put together.  Tom indicated the goal was not to make policy for the City Council but to take the existing ordinances and make them in to one; with the only new addition being for subdivisions.   Mr. Wurdeman answered questions from the Council and following discussion Don Schultz moved and Dorthy Chikly seconded, to have Michael Coffman review the Zoning Ordinance draft. Motion passed 4-0.

 

WATER/SEWER REPORT:  Vic Robbins gave a brief update on the video inspection of the sewer at 206 Market.  Vic had met previously with Mr. McAnulty to show him that the 3 perimeter drains were connected to the sewer.  Vic pointed out to Mr. McAnulty that the drain line to the sewer (from those perimeter drains) was plugged with sand.   The foundation drainage was boiling right up through the floor drain and Vic felt this was the cause of the backup.  Vic said the Mr. McAnulty agreed that the perimeter drains should be disconnected from the sewer and routed to the sump pump. Vic indicated that Mr. McAnulty still believes there was wastewater in his basement.  We will pay for the video inspection.  Consensus was that we would put in the backflow preventer once Mr. McAnulty has disconnected the 3 perimeter drains from the sewer and routed them to the sump pump.

 

Current status and future improvements to the wastewater collection and treatment facilities:  KDHE requested status report was completed on December 26th.  Vic drafted a letter summarizing what had transpired during the project and what he thought were the city’s prioritizations of wastewater improvement based on what was talked about at the last council meeting.  Vic presented the letter to Mayor Young, for his review and signature; Mayor Young concurred, and the letter was sent to KDHE prior to the end of the December.  The response from KDHE 

indicated that while they would not require any expansion of the wastewater treatment system, they would want us to complete the upgrading of the current stuff- specifically what was in the administrative order and also part of the original project, which just didn’t get done before because there wasn’t enough money.   A reliability study of the pump stations and a determination of the adequacy of the alarms and recommendations to increase and improve the reliability and thereby minimize future raw sewage bypasses to the environment had been part of the original plan. The letter from KDHE indicated that installing electronic monitoring/alarm units with cell phone responders and battery backup for both sewage lift stations should be the first priority.  This should be done with loans or direct city funds outside of the CDBG project.  The letter also mentioned that CDBG money can not be used for removing foundation drains that are hooked to the sewer (but loan money can be used) because it is on private property.   At this point, a 5 minute break was called by Mayor Young.

 

After discussion, Larry Coursen made a motion to pursue a grant/loan. Don Schultz seconded; motion carried 4-0.  Michael Coffman, Vic, and Donna Crawford from GAS will need to have the application ready to submit by the end of August.   

 

 

NEW BUSINESS:

 

2008 Designations:         

 

            Dorthy Chikly moved to reappoint  Mayor Young, Patty Hylton, Don Schultz, Dorthy Chikly and Cheryl Brown as Check signers.  Tadd Goodyear seconded; motion carried 4-0.

Larry Coursen moved to name Kansas State Bank and First Security Bank as official depositories.  Dorthy Chikly seconded; motion carried 4-0.

            Larry Coursen moved to designate the Osage County Herald-Chronicle as official city newspaper.  Don Schultz seconded; motion carried 4-0.

           

 

We did not take action on the Agenda Item: Tower location possible in Overbrook as Jason Hardin from Telecom Realty was unable to attend.

 

 

UNFINISHED BUSINESS:

 

Franchise fees/ reps from Westar, Embarq, and Ks Gas Service will be here February 13th to discuss their ordinances for renewal.

 

Job evaluations will be held on January 10th:  Cheryl Brown 5:15PM – 5:45, Bob Call 5:45PM – 6:15, Jim Koger 6:15PM – 6:45, and Ed Harmison 6:45PM – 7:15.

 

Mayor Young read a letter from Lindee Calderwood regarding the building at 323 Maple.

 

Being that a 8% rate increase for water/sewer was in the 2008 budget, based on an estimated $3,000 per month shortfall in funding, Don Schultz’s motion to increase water and sewer rates by 8% across the board was approved. 

 

CITY OFFICER REPORTS:

 

Law   Officer Harmison presented his report.  Officer Dannar has moved to part-time.  Figures for retaining the second full-time officer were presented.  Part-timers are taking up most, if not all, of the hours that Everette was working. The Council asked questions and decided to leave as is for right now.  The Council will address at our next meeting.

 

Maintenance  Bob Call has a concern about the entrance to Lakeshore Drive.  It was not made for semi-trucks.   The entrance is not wide enough.  Don Schultz suggested that we have Mike Fawl or Frank Rhodes come to our next meeting.  Bob will talk with Ed Hickman about alarm systems for our lift stations.  Don Schultz asked Bob about plowing snow.  The need for a uniform policy about the amount of snow was discussed.  No further action was taken.   

 

Treasurer  Patty Hylton reviewed the financial documents for December.  A CD needs to be renewed. 

No funds from 2007 went over budget. 

 

Clerk   Cheryl will be on vacation next week.  We’ve had lots of nice comments about the work done on our planter.  The weather has delayed the installation of the message board.    

 

COUNCIL MEMBER COMMENTS:

Tadd Goodyear had received a complaint about our alleys being bad.  He knew that Bob was hauling gravel when the weather allowed.

Don Schultz expressed an apology to Bob Call.  He also discussed the desire to get draft council minutes and the agenda out sooner. Cheryl Brown expressed concern about posting unapproved minutes. Don Cheryl indicated that she will work on getting the information done sooner.

Dorthy asked about the status of our National Flood Insurance application.  Are the changes to the ATV Ordinance completed?  This will remain in unfinished business.  Dorthy also asked if Michael had determined if the Coin game machines required licenses.  Michael will

 

MAYOR’S REPORT:

Job Evaluations will be held tomorrow night.

 

COMMENTS FROM PUBLIC NOT ON THE AGENDA:

Jim Koger mentioned that he’ll have a class on Wednesday nights this semester.

Jon Brady updated the Council on the Park Project.  The pavilion is being worked on.  The playground equipment has been ordered.  They have applied for a grant from Westar.  The weather has delayed work on the road.  Jon asked the Council if the City has applied for a grant to Wildlife and Parks for the Children’s Fishing Pond.  Jon was instructed to contact Leonard Jirak.  The award for the Trail was not for the full amount.  Mr. Brady asked the Council to consider what they might feel would be the priority items on the Trail grant. 

 

ADJOURNMENT:

 

There being no further business to come before the Council, on a motion duly made and seconded by Larry Coursen and Dorthy Chikly, the meeting adjourned at 10:30 PM.

 

 

 

                                                                                    Respectfully submitted,

 

 

 

 

                                                                                    Jim Koger

                                                                                    Asst. City Clerk

 

 

 

APPROVED: March 12, 2008