CITY OF OVERBROOK                              

 

MINUTES                   REGULAR COUNCIL MEETING                                         March 12, 2008

 

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

                                   

OTHERS PRESENT:   Bob Call, Patty Hylton, Michael Coffman, Ed Harmison, Jon Brady, Beverly Hix, Eula Lee Fuller, Wally Harris, Pat Martin, John Irwin.   

 

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

 

Minutes: Larry Coursen moved to approve the minutes of the January 9, 2008 regular meeting as written.  Bob Sisson seconded; motion carried 5-0.  Larry Coursen moved to approve the minutes of the February 13, 2008 regular meeting as written.  Don Schultz seconded; motion carried 5-0.

 

Warrants will be discussed during the Treasurer report.

 

Osage County Herald-Chronicle 2008 PROGRESS EDITION:  We would qualify for a 10% discount if we participate and text changes are minor.  Picture changes could require a new layout. There would not be a discount for a new layout.  We have new businesses in town that were not part of the 2007 edition.  300 additional issues will be distributed throughout the County outside of regular newspaper subscribers.  Bob Sisson moved to participate, taking advantage of the discount if we can.  Don Schultz seconded; motion carried 5-0. 

 

Wally Harris addressed the Council regarding the drainage at 704 W. Santa Fe Trail.  Mr. Harris brought pictures and a diagram to illustrate his concern.  Mr. Harris’s neighbor to the east, John Irwin, spoke about the issue as well. Bob Sisson moved that we get permission from the surrounding landowners before we do anything.  Dorthy Chikly seconded; motion carried 5-0.  Tadd Goodyear will work with Bob Call in regards to talking with the landowners.

 

Jon Brady addressed the Council regarding a grant for the underlayment for the playground equipment PRIDE will be installing as part of the Park Project.  Mr. Brady asked for permission to apply for a waste tire grant for a 6 inch underlayment that lasts an estimated 15-20 years as long as it stays in the pit.  It is a 50% matching grant- they were not asking for money (as they believe it can be matched with labor and materials) but it has to be a government entity that makes the application.  The cost would be from $8,000 to $19,000, depending upon the type that is chosen.  The consensus of the Council was that Mr. Brady could prepare the grant application and that it was okay for Mayor Young to sign.  Mr. Brady was asked to meet with Larry Coursen at some point regarding Parks and Recreation.

 

Lake Road Entrance:  Mayor Young indicated that Mike Fawl and Frank Rhoades had presented a bill for gravel and related skid loader work to the Council for consideration for payment.  Both had been invited to the Council Meeting to discuss the matter but neither was in attendance when the Council, on a Larry Coursen motion, seconded by Bob Sisson, voted not to pay the bill.  Motion passed 4-1.  Mayor Young asked the Clerk to draft a letter to Fawl and Rhoades to let them know of the decision.  Mayor Young asked Tadd Goodyear to contact Rick Garnett at the State Offices about fixing the Lake Road Entrance.  Tadd also reiterated there are drainage concerns there as well.

 

WATER/SEWER REPORT:    Vic Robbins was not present.

 

 

NEW BUSINESS:

The Library would like to host the May 2008 Council Meeting.  If it is possible, the Clerk is to make arrangements.

 

2009 Budget Outlines: 

Law:  Don Schultz discussed the work he had been doing on preparing the 2009 Law Budget.  Highlights included the car fund continuing as a sink for eventual replacement and an increase in misc. training.  Don indicated that he thought the previous budget had been well managed and that an increase on basic cost of living should be considered.

 

General Fund:  Dorthy Chikly said that she and Patty Hylton had been working together on suggestions to clean up and align the General Fund sub-accounts.

 

Maintenance:  Bob Sisson indicated that he had been working with Bob Call on maintenance budget items. 

 

Streets:  Tadd Goodyear will be working on the Streets budget outline.

 

Mayor Young requested that each Council Member have a report next meeting.  Don Schultz asked what the next step was.  It was indicated that information needs to be ready for when Auditor Jim Long comes the third week of May.

 

Zoning Change Request:  The Council was made aware of Nolan McIver’s request to change the zoning at 402 Ash.  The Council told the Clerk that the application needs to be made in writing to the Planning Commission.  The Clerk is to let Mr. McIver know.

 

Ice Cream Truck:  The City had received a request for someone to have an Ice Cream Truck in town a couple of days a week this summer.  Based off of the requirement from last year, Tadd Goodyear moved to have a background check on the applicant, once the results are back the decision will be made next meeting.  Don Schultz seconded; motion passed.  The Clerk will give Officer Harmison the applicant’s name and phone number.

 

At this time, the Mayor requested a ten minute break.

 

UNFINISHED BUSINESS:

Franchise Ordinance for KS Gas Larry Coursen made a motion, seconded by Bob Sisson, to approve Ordinance 307 which renews the franchise contract with KS Gas.  Motion carried 5-0.  The clerk is to submit the documents to KS Gas and they will submit them for publication.

 

Job descriptions-evaluations Mayor Young will go over the evaluations at 2PM Thursday, March 13th.

 

Rate increase for water/ sewer:  An 8% increase on water and sewer was approved at our January Council Meeting, however the change has not yet been implemented.  Jim Koger is to work with Michael Coffman on this.

 

Report regarding building at 323 Maple:  The Council was presented a letter from Lindee Calderwood indicating that they continue to work on the building, weather permitting.  No further action was taken at this time.

 

Cell phone tower update:  Mayor Young needs to call the representative back to set up a meeting.

 

KORA/KOMA LKM Class review  Dorthy indicated it was a great class and gave each Council Member and the Mayor a copy of the booklet they received at the class.  Don indicated that they learned that it was lawful and legal to have a telephone connection to missing council member(s)  in order to complete a quorum.

 

Zoning Ordinance follow-up   Dorthy Chikly and Michael Coffman discussed their recommendations which included flood plain verbiage, comprehensive plan consideration, and updating the zoning map.  They also want to make sure that the existing ordinances are truly consolidated.  Mayor Young will set up a meeting for Dorthy with Tom Wurdeman of the Planning Commission.

 

Pool Manager- executive session will be requested later in the meeting.

 

CITY OFFICER REPORTS:

Law  

Officer Harmison gave his report.  There were questions about whether the quarter slider machines were considered gambling.  Officer Harmison presented a letter from the Kansas Attorney General’s Office that cited cases from other states but failed to either approve or disapprove the devices.  Either way it was questioned whether the machines required a license or a fee.  No action was taken on that but the Clerk was requested to provide the City Attorney with a copy of the gaming ordinance.  Regarding the existing quarter slider machine, it was the consensus of the Council to not issue a ticket at this time.

 

Maintenance

Bob Sisson moved to hire Steve Simmons as a full-time maintenance employee. The motion died for lack of a second.  Michael Coffman recommended posting a job description and the job opening if it were to be a full-time position.  Bob Sisson moved to hire Steve Simmons as a part-time maintenance employee at $9.50 per hour.  Tadd Goodyear seconded; During discussion it was noted that a CDL was not required.  Motion passed 5-0.  The was no action taken as far as a trial period goes.  If he accepts the offer, Steve is to start on Monday, March 17th.

Rain permitting, Bob would like to burn the Lake dam as soon as he can.  Bob will be in Wichita for classes on March 25th and 27th.  The classes have been set-up and paid for.  In case of a water or sewer emergency, Todd Goodyear knows that Bob will be out of town on those days.  Bob is to let Steve Simmons know.  Bob was to check with the register of deeds for 2 copies of the Meadowbrook division.  It was decided to hold off on spreading the remaining pot ash for two weeks.  Bob asked about putting gravel on the road to the south west pier at City Lake.  The Council asked Bob to talk with Vic Robbins about the water that runs in the alley to the south of Kansas State Bank. 

 

Treasurer  

Patty Hylton gave her report.  Bob Sisson moved to pay the bills, Larry Coursen seconded.  Discussion included questions about the Patchen bill- it was for the pump at well #2 plus repairs to the chlorinator pump, Cheryl’s Life insurance premium refund, GO Bond for the pool, debt payment for the wastewater project, and rural water 5 debt service.  Motion carried 5-0.  Patty presented the revised January Bank Reconciliation- transfers are now set up.  It was a light month for transactions.  Fund balances look good.  The Clerk was asked to get an update on the 1% City Sales Tax.

 

Clerk  

It was the consensus of the Council not to contribute to fundraising request made by Stephanie Watson of OCED for the County Fireworks Show at Eisenhower Park in July.  The Mayor asked the Clerk to send Stephanie a letter to let her know.  The Annual Operation and Maintenance Assurance Statement from Kansas Department of Wildlife and Parks was discussed.  Mayor Young asked Jon Brady to discuss the Park Project with Linda Lanterman prior to Jack signing the document.  The Clerk will follow-up with Jon Brady.  The Clerk indicated that City Hall would be closed on Wednesday, March 19th.  New office hours were established and are as follows:

 

Monday thru Thursday    8AM to 12:30PM, 1:30PM to 5PM

Friday  9AM to 12:30PM, 1:30PM to 6PM

 

COUNCIL MEMBER COMMENTS:

Dorthy Chikly had three items that should have been on Unfinished Business:

ATV ordinance follow-up with Michael Coffman: Ordinance 304 has been passed.  Clerk needs to submit ordinance to paper for publishing.

The backflow device has not been installed at McAnulty’s.

Jim Koger has been added as a co-signer.

 

COMMENTS FROM PUBLIC NOT ON THE AGENDA:

Jon Brady addressed the Council in regards to the gaming issue.  He also thought that since the Council asked for applicants for Pool Manager, they should have asked for applicants for the maintenance position. 

 

At 9:40 PM Dorthy asked for a 20 minute executive session to discuss non-elected personnel matters.  Larry Coursen seconded; Motion passed 5-0.  Meeting was opened at 10PM, at which time the Mayor called for a 5 minute break.  Upon return from break, at 10:05PM Chikly moved to recess again for another 20 minutes, this time with Jim Koger and Patty Hylton included, Sisson seconded.  Meeting was opened again at 10:25PM.  Coursen moved to recess for an additional 10 minutes, Schultz seconded; motion carried 5—0.  Meeting was opened again at 10:35PM.    No action was taken during the Executive Sessions.

 

ADDITIONAL COUNCIL MEMBER COMMENTS:  Tadd Goodyear, Bob Sisson and Larry Coursen none.  Don Schultz said that the sign board was being worked on and should be done soon.

 

MAYOR’S REPORT:

The Clerk will get a copy of the new file cabinet keys to Mayor.

 

POOL Manager:  Dorthy motioned, seconded by Tadd Goodyear, to extend the full-time Pool Mgr position to Chelsea Luther, with Tammy Luther helping part-time.  Motion carried 5-0.  Dorthy is to extend the offer to Chelsea.

 

ADJOURNMENT:

There being no further business to come before the Council, on a motion duly made and seconded by Larry Coursen and Tadd Goodyear, the meeting adjourned at 10:39 PM.

 

 

 

                                                                                    Respectfully submitted,

 

 

 

                                                                                    Jim Koger

                                                                                    City Clerk

 

 

Approved April 9, 2008