CITY OF OVERBROOK 

 

 

MINUTES                       REGULAR COUNCIL MEETING                                        MARCH 14, 2007

 

 

MEMBERS PRESENT:     Larry Coursen, Bob Sisson, Rich Hamit, Ira Allen, Mayor Jack Young.  Bruce

                                    Smith absent.

 

OTHERS PRESENT:        Sharon Gunter, Barb Prost, Vic Robbins, David & Kathy Alcorn, Kris Stangis,

                                    Patty Hylton, Ed Harmison, Bob Call, Jim Koger, Everette Dannar, Cheryl Brown.

 

 

            The meeting was called to order by Mayor Young at 7:00 PM and roll was taken.

 

MINUTES / WARRANTS:            Larry Coursen moved to approve the minutes of the February 14, 2007 meeting as written.  Bob Sisson seconded; motion carried 4-0.  Bob Sisson moved to approve the minutes of the March 1, 2007 special meeting as written.  Ira Allen seconded; motion carried 4-0.

 

            Larry Coursen made a motion, seconded by Ira Allen, to pay all warrants presented.  Motion carried 4-0.

 

SPECIAL EDITION OF PAPER:        Barb Prost, Osage County Herald-Chronicle, was present to talk about the second Annual Progress Edition touting the county and its attractions, services and community life.  Overbrook participated in last year’s edition.  The paper will be published on April 12th.  Bob Sisson moved to participate again this year, using the same pictures, with a full-page color ad for a cost of $775.  Rich Hamit seconded; motion carried 4-0.   Prost then told the council that she will be taking notes of the meeting tonight.

 

MISCELLANEOUS:         Bruce Smith was not present to present anyone to be appointed to the Overbrook Housing Authority.   It was also decided that Jim Koger would not attend the KRWA meetings in Wichita this year.

 

RURAL WATER EASEMENT:         Mayor Young told the council that Jaci Boeka, George Maichel’s daughter, has talked to him about some concerns she has about the water usage from the city’s wells located on their property.  Michael Coffman, City Attorney, thinks that installing meters on each well might be advisable, not only for the benefit of the property owners, but also for the city.  After discussion, the council agreed by concensus to have Bob Call install the meters if it can be done for $3,000 or less for the three wells that don’t have pump houses.

 

SEWER PROJECT REPORT:         Vic Robbins told the council that Michael Coffman has reviewed the contract with Joshua Excavating.  Robbins has not had a chance to review the letter drafted by Coffman to Joshua Excavating regarding several issues regarding the contract and the progress of the project.  Robbins said that a few of the items he listed on a Completion Needs list sent to the contractor have been addressed.  Robbins said that rainy weather has slowed quite abit of the finishing work.  Robbins said that one of his priority items is to repair the sidewalk by the school.   Mayor Young said that he’s received a request from Jaci Boeka to have the dirt removed from the trenching on their property and be redone with better compacting.  The mayor asked if the garage is in danger of falling down or settling.  Robbins said that he didn’t see any advantage to re-doing the trenching as the contract calls for upkeep for at least a year, and it should compact itself as more dirt is added.  There was discussion about this being a problem in several areas, and not just on the Maichel property.  Robbins said that Boeka still wants the electric service replaced.  There was discussion about the best way and time to do this.  Russell Smith is supposed to be doing the job.

            Robbins said he’s gotten two bids for doing the work in the alley behind the library and other businesses.  One bid was from Associated Environmental out of Manhattan for $2200, and the other bid was from Keating Mudjacking out of Topeka for $1800.   Bob Sisson moved to hire Keating Mudjacking at a cost of $1800.  Larry Coursen seconded; motion carried 4-0.  Robbins will notify Keating.

            Ira Allen asked if it was ever decided who would be responsible for inspecting the sewer installation on the FAR property.  Robbins said it was his understanding that the owners would be contacting Kramer Engineering. 

            Mayor Young said that he wants approval from Donna Crawford, Governmental Assistance Services, before he approves releasing any payment to Joshua Excavating.  Crawford has informed the contractor that payment is being withheld until the necessary paperwork has been submitted to her.

Robbins has been told by Scott Tucker and Dane Wells that most of the yardwork should be done by the end of April, weather permitting.

 

BROOKSIDE EASEMENTS:          Bob Sisson said he thinks they have a better drainage system than they had before the new construction.  Robbins said his concern is the increased storm water from the additional parking lot.  Mayor Young will talk to Michael Coffman about obtaining an easement from the owner of the adjacent rural property in order to help build a waterway.  Robbins recommends a 40’ easement.

Bob Sisson said he would talk to Mike Musick about his opinion is regarding this matter.  The council agreed by concensus to possibly pay for the easement, or assist with the construction.

 

ASH STREET DRAINAGE:           Robbins was told that the property owners affected by the drainage problem on Ash Street want to see something that shows exactly what will be done to fix the problem.  Kris Stangis was concerned that she would lose all of her garden spot.  She was told that the Birtell’s have not signed the agreement letter as yet.  Robbins said that he thinks the only way to take care of the problem will take away some of her garden area.  Stangis said she is willing to sign the agreement but would like to see it staked out before any work is actually done.  The mayor asked Stangis to please put something in writing IF she decides that she doesn’t want to go ahead with the project once she sees what will be done. 

            Robbins asked about the status of the drainage project on West Seventh Street.  Bob Call said that this should get started in about 2 weeks.

            The mayor then asked how involved Robbins can be with the plans for the park renovation, in order to review what’s being planned.  Robbins said that he would have to see actual plans, and not just a consept-type drawing before he could review it.  The mayor said he had given permission for one of the drain tubes to be replaced, but to leave the old one if necessary.  Robbins said that if more than an acre of dirt is disturbed a StormWater Pollution Plan has to be submitted.  Robbins said that having a landscape architect involved was discussed at one of the meetings.  Bob Sisson said that several people have asked how the Hylton House will be accessed.  Ira Allen said that the plans include a path.  

 

COURT SOFTWARE:        Shayne Coursen had submitted a bid for new software that he needs to get to meet state requirements.  Judge Jones wants our court to have the same software as Lyndon.  Bob Sisson made a motion, seconded by Rich Hamit, to purchase the software requested by Coursen, as well as get the necessary equipment to set up a wireless connection here in City Hall.  Motion carried 4-0.

 

HEALTH INSURANCE CONTRACT:          Cheryl Brown presented the council with the 2007-2008 contract with Blue Cross Blue Shield to provide health insurance for city employees as stated in the Personnel Policy.  Larry Coursen moved to approve the proposed contract with Blue Cross Blue Shield.  Ira Allen seconded; motion carried 4-0.

 

WEBSITE RENEWAL:         Jim Koger wanted the council to see that the city’s website has been seeing approximately 2,000 hits over the past few months, and to inform them that we have renewed the host for another year.

 

FISH FOOD:        Mayor Young said that he had questions about when Bob Call orders fish food.  Call said that we never order fish food, but Leonard Jirek usually does that.  There are 21 bags of food in the shed at this time.

 

EXECUTIVE SESSION:       Bob Sisson moved to go into executive session from 8:30 until 8:40 pm to discuss non-elected personnel matters.  Larry Coursen seconded; meeting was recessed.  It was called to order at 8:40 at which time Sisson moved for another 10 minutes, with Hamit seconding. Motion carried 4-0.   Mayor Young opened the meeting at 8:50 PM.  No action was taken at this time.

 

TREASURER’S REPORT:                        Patty Hylton reviewed the financial statements from the previous month.  She noted that the Water/Sewer fund has had increased cash outflow due to repairs so that one needs to be watched.  She’s also been transferring out of that fund to make repaying the sewer loan easier to track.  She needs to submit another request for payment soon. 

 

LAW REPORT:       Chief Harmison reviewed his written report for the council.  There were basically only four cases during February.

 

MAINTENANCE REPORT:            Bob Call reported that he has started the aerator at the lake and the water has been turned on at the ballpark.  Call has everything ordered for the new water service at Brookside.  He said that both Brookside and the FAR property will get done next week. 

            Call has been doing some street patching, but hasn’t done anything to the spots left by the sewer project.     Well 5 is back running again.  They’ve been cleaning out the area behind the maintenance shop.  Call asked if he could get a bid for fencing around the north side of the shop.  He would like to build a lean-to eventually.  The mayor said to get some bids.  

            Larry Coursen asked if we can do something with the streets.  Sisson said that maybe we could get a bid and see how far our money will go.  Call said that we need to decide which streets should be done.  Sisson said it’s probably been 3 years since any of the streets have been resealed.  Ira Allen asked how much was budgeted for streets this year.  The clerk said that $59,000 has been budgeted, but there’s no way to know exactly how much revenue will come in by the end of the year.

            Rich Hamit asked if the yard work in Carol Baughman’s yard should wait until the waterline has been replaced. 

            Hamit said that Joni Hudson would like to get together with Bob Call and Bob Sisson to draft a procedure for operating the pool pumps, etc.  Sisson suggested that we contact McKee and have him help with this.  The mayor said that he’s talked to Call about numbering the valves so that they’re easy to identify. 

 

CLERK’S REPORT:         Cheryl Brown said that the city received a thank you from Mary Lang for the donated family pool pass. 

            Brown said that Greg Nilges and Marcus Day came into City Hall asking for donations to go towards their program.  Rich Hamit moved to pay for a $40 ad; Bob Sisson seconded.  Motion carried 4-0. 

            The clerk reminded the council that they need to read the Planning Commission’s recommended zoning ordinance soon so that it can be discussed and sent to the city attorney for final review.

           

EXECUTIVE SESSION:       Bob Sisson made a motion to go into executive session for 10 minutes with Chief Harmison.  Rich Hamit seconded; motion carried.  Meeting was opened at 9:25.  Sisson moved to recess again for another 10 minutes; Allen seconded.  Meeting was opened again at 9:35.  Sisson moved to recess for another 5 minutes; Allen seconded; motion carried.   Mayor Young called the meeting back to order at 9:40 PM.  The mayor stated that better communication between the police department and the council had been discussed.

 

COUNCIL MEMBER COMMENTS:            Rich Hamit said that someone needs to contact Schmidt Vending about this season.  The council agreed by concensus to have Joni Hudson contact them. 

 

MAYOR’S REPORT:       Mayor Young wants the council to decide whether or not they want a “part-time” mayor who just comes to the meetings, or a mayor that works some part-time hours overseeing various projects at an increased salary.  Young said that there are weeks where he doesn’t do much, but other times he is doing city business up to 8 hours a week.  He is mentioning this not just for himself, but future mayors.  The clerk said that doing this legally needs to be researched to avoid any conflicts.  Coursen asked if this shouldn’t be brought up after the new council is seated.  The mayor agreed that it would be discussed again.  The clerk said that future mayors who might work outside the city need to understand that he doesn’t have to put in 8-12 hours on weekends.  The mayor then said that anyone running they should know what’s required of them, and they may choose not to run.  Coursen said that he agrees, but would need more definite figures before the next meeting.

 

VESTS:             Chief Harmison said that they will be getting new vests through a 50/50 grant.  The vests they’re now using are about 7 years old.

 

            There being no further business before the council, Larry Coursen moved to adjourn.  Rich Hamit seconded; meeting adjourned at 9:55 PM.

 

 

 

 

 

 

                                                                                    Respectfully submitted,

 

 

 

 

                                                                                    Cheryl L. Brown

                                                                                    City Clerk

 

 

 

APPROVED;April 11, 2007