CITY OF OVERBROOK
MINUTES REGULAR COUNCIL MEETING APRIL 12, 2006
MEMBERS PRESENT: Larry Coursen, Bob Sisson, Rich Hamit, Ira Allen, Bruce Smith, Mayor
Jack Young.
OTHERS PRESENT: Joe & Kenny Greene, Donna Crawford, Ken Krause, Jason Hielscher, Becky
Coltrane, Jim Gates, Don Schultz, Peggy Waldman, Roberta Daniels, Jon
Brady, Vic Robbins, Mike Dickerson, Scott Averill, Bob Call, Patty Hylton,
Ed Harmison, Jim Koger, Cheryl Brown.
The meeting was called to order by Mayor Young at 7:00 PM. Roll was taken by the clerk to
determine the presence of a quorum.
MINUTES / WARRANTS: Rich Hamit moved to approve the minutes of the March 22, 2006 meeting as written. Bruce Smith seconded; motion carried 5-0.
Ira Allen made a motion, seconded by Bruce Smith, to pay all warrants presented. Motion carried 5-0.
SOLID WASTE CONTRACT: Joe and Kenny Greene, Osage Waste Disposal, were present to discuss the renewal of their contract with the city for the removal of solid waste. The current contract will expire on June 1, 2006. Joe Greene explained that the new contract will call for a 5% increase due to the price of fuel. This will increase the cost of household waste by 50 cents/month. Bruce Smith moved to approve the contract renewal with the 5% increase. Larry Coursen seconded; motion carried 5-0.
2007 LIBRARY BUDGET: Peggy Waldman, Overbrook librarian, came before the council to thank the council for the new roof on the library. She said that there’s been a problem with water coming in under the back door, but Bob Call has done some dirt work in the alley and hopefully that will eliminate the problem. Bruce Smith moved to appoint Becky Coltrane to the library board for a 4-year term. Rich Hamit seconded; motion carried 5-0. Waldman said that Esther Geary has resigned from the board, but she doesn’t have anyone to take her place at this time.
Waldman reviewed the 2007 budget request for the library. She talked about existing grants and what will be required to get more grants, starting next year. Included in the requests are increased salaries in order to expand library hours, and also increased costs for internet access through NetExpress. Connection through NetExpress would allow access to schools and colleges statewide.
The 2006 budget was $37,899.00 and what they’re requesting for 2007 is $53,781.00 or an increase of $15,882.00. Waldman didn’t have a breakdown of exactly how much of this increase would need to come through the city’s tax revenue at this time. The council said that they would be working on the 2007 budget beginning at the next meeting.
P.R.I.D.E.: Ken Krause was present to discuss plans for upgrading Jones Park and Overbrook City Lake. He contacted the Kansas Forest Service in Manhattan and Kim Bomberger of the Community Forestry Program has visited these properties and has sent a recommendation for potential plans in regards to tree planting or removal in some cases. Ken Krause asked why the lake isn’t named Friesen Lake? He was told that the lake was named that originally, but due to people being confused about who actually owns the lake, it was renamed Overbrook City Lake with the support of Max Friesen. Friesen donated the land, but has never “owned” the lake. Krause asked if the city has a problem with naming certain parts of the park after those who invest in the project. Mayor Young said that he couldn’t answer the question. Krause asked if there’s a plan to continue the sidewalks. He was told that the original grant money has been spent, and there’s been no application made for additional funds. He was told that Roger Harmon was very instrumental in getting the original grant monies and might be interested in helping with more requests. Krause asked if he can tell people that different parts of the project might be named after them. The mayor and Bruce Smith said they personally have no problem with naming parts of the total area after people, but the park as a whole would remain Jones Park. Jason Hielscher said that the name of Jones Park may be part of the original funding requirements. Mayor Young said we would have to do some checking on that.
SEWER PROJECT: Vic Robbins and Donna Crawford were present to discuss easements. Donna Crawford reported on the easement documents that have been signed, and also those still needing to be signed. Crawford said that she has sent a second letter to those who have not responded to the first mailing. Vic Robbins said that Michael Coffman has about 13 individuals that he’s working with due to legal issues, such as deaths of one of the property owners, etc. Crawford said that she’s advertised for the bids to be opened on May 15th. She’s confident that all the documents will be signed by the time actual work begins in approximately 60 days. Crawford requested that the council agree to meet at the end of the month, and if necessary, each person take some of the documents to be signed. She and her employees will continue to work on them until that time.
Vic Robbins agreed that the council may have to help contact property owners to avoid holding up the contractor and having to pay them damages. Crawford said that this can be discussed at the April 26th meeting. Jon Brady said that Michael Coffman was supposed to discuss writing his easement to state that permanent structures would be excluded. Coffman has not contacted the city regarding this matter at this time. Jim Gates stated that he’s willing to sign the easement, but he’s concerned about losing some of his trees. Robbins said that one tree is right over the sewer line, but the specs call for engineer approval to remove it, and the contractor is responsible for replacing trees with 2 seed saplings of the same species to be located at least 20’ away from the sewer. Other compensation would be the city’s responsibility.
Robbins has made all the revisions in the bid documents and contracts recommended by KDHE and Michael Coffman and re-submitted to KDHE. The bid date has been published in the Capital-Journal and minority mail-out’s have been sent. Robbins will sending the notice to contracting clearing houses. It will take about 15 days to verify contract bid documents, etc.
Robbins reported that he’s received a letter from KDHE regarding a certificate of construction completion on the waterline project, which includes the new line from the wells, the tower sensor system and the new waterlines in town. He also received a letter asking for a signed form stating that the project was completed as stated. Robbins thinks there’s still work to be done on the rural waterline, and the asphalt work needs to be completed in town. Cheryl Brown said that Donnie Bryant called her and said that the company he originally was going to use has not returned his calls, so will be contacting other companies to finish the streetwork. The original loan money was used for the actual waterline, but the street paving will come from the Special Highway fund. Robbins asked Bob Call about the sensor system. Call said that it works, but just keeps calling every few minutes regardless of how soon he answers. Robbins said he will contact the company to see if this can be adjusted. Robbins said that he will have to write a letter stating the plan for the corrective action to be taken. The council agreed to have Robbins send the letter. Bruce Smith said that he would talk to D&D Excavating about completing the project.
Robbins repeated what Donna Crawford had said about the council helping get easements signed after the next meeting, if necessary. Mayor Young volunteered the council’s help.
FIREWORKS SALES: Bruce Smith moved to approve the request to operate a fireworks stand made by Eric Garrett, Eudora, on the property owned by Dahl & Shaffer on Hwy 56. Garrett is working with the Boy Scouts in this venture. Larry Coursen seconded; motion carried 5-0. Garrett’s letter stated the hours, etc that the stand would be operated.
RESOLUTION NO 71: Ira Allen made a motion, seconded by Bob Sisson, to adopt Resolution No 71 which would authorize Cheryl Brown, Patty Hylton and Jim Koger to have access to the city’s safety deposit lock box. Motion carried 5-0.
DONATION: Bruce Smith moved to donate $125 to the Renaissance Committee at Santa Fe Trail High for their year-end awards. Rich Hamit seconded; motion carried 5-0.
UNFINISHED BUSINESS: The drainage problems at the Stangis property on Ash Street, and on 7th Street by the school were tabled until the engineer and attorney have time to make recommendations. As stated earlier, the waterline project is partially completed, and the contractor will be contacted regarding the street paving.
Bruce Smith said that Dean Beckman is working full-time, and wouldn’t be available except in late afternoons. This probably wouldn’t be satisfactory for most of the builders. Bruce Smith said he would visit with Duane Stout regarding the job.
Bob Call said several applications have been received for a part-time worker, but he doesn’t have anyone of them to recommend at this time.
The Mutual Aid Agreement for the police department was tabled until Chief Harmison returns to the meeting.
Mike Dickerson asked the council if they had discussed the promotional edition for the Herald. After discussion, Rich Hamit moved to pay for a full-page ad. Bruce Smith seconded; motion carried 5-0.
Someone from the Herald will be in touch with the mayor and clerk for information.
FREEZER FOR CONCESSION STAND: Jason Hielscher asked if anyone has checked with Walt Martin about a freezer for the concession stand. The mayor said that he didn’t think anyone had checked as far as he knows. Jon Brady asked when there will be more action regarding forming a recreation commission. The mayor said probably in a couple of weeks, and before the 2007 budget is prepared. Hielscher asked when will they receive the money for ballfield maintenance approved at the last meeting. The clerk said that they need to submit an invoice. Hielscher said they’ve been pricing drags, and the one they feel would be the best buy is around $300. Bruce Smith made a motion, seconded by Rich Hamit, to authorize buying a drag for around $300. Motion carried 5-0.
MAINTENANCE REPORT: Bob Call told the council that the east water tower has been painted, and a safety guard has been installed on the ladder. Call put a stop sign by the tower to keep construction people from driving across the field and coming out by Steve King’s house. King has suggested adding some more fence along the south side and putting a gate where people can have access. The council agreed that this would be a good idea.
Four Seasons will be replacing the sand in the filters at the pool. Call said he has been doing the maintenance on the manhole by the Methodist parsonage every week.
Ira Allen made a motion, seconded by Bruce Smith, to approve the bid from Peterson Tree Service to remove trees from the service pole north of the maintenance building to the Jones Park entrance for $600.00. Motion carried 5-0.
LAW REPORT: Chief Ed Harmison returned to the meeting and reviewed his written report. Dannar and Harmison received 2 hours of training in Topeka this past month.
TREASURER’S REPORT: Patty Hylton reviewed the financial reports for the council. Hylton pointed out that the ending cash for March was $298,025.14. Hylton told the council that we’re transferring 25% of the sewer fund to the sewer project fund to be used for loan payments. Hylton recommended purchasing more certificates of deposit rather than leave everything in the checking account. Bob Sisson made a motion, seconded by Rich Hamit, to buy a 6-month cd for $25,000 and a 12-month cd for $25,000 at First Security Bank. Motion carried 5-0. All the funds are well within their budget limits. Hylton is concerned about the increasing cost of health insurance. Harmison said that his coverage will decrease after this next year. Bob Sisson said that the city will only be paying for full-time employee coverage from this point on, and the employee will be responsible for additional family coverage.
CLERK’S REPORT: Cheryl Brown reported that Jim Long will be here May 16, 2006 to do the 2005 audit, so any questions or requests for the 2007 budget can be presented to him at that time before he works on preparing the new budget.
Phone service should be activated at the pool and Jones Park by the end of the week. Brown said that picking up trash at the city lake might be too much for the scouts or 4-H kids since the smaller containers can be very heavy. Call has been emptying them up to now. Ira Allen said this could be included in the part-time maintenance jobs. The mayor asked that they be emptied into the dumpster at least once a week.
REAPPOINTMENTS: Bruce Smith moved to re-appoint John Jewell and Jerry Allen to the Overbrook Housing Authority. Rich Hamit seconded; motion carried 5-0.
COUNCILMEMBER COMMENTS: Bob Sisson made a motion to discontinue the scheduled second meeting of the council. Smith seconded. Allen said that the council needs to meet the second time to work on the budget and other matters. Mayor Young agreed, but wanted to know who should be planning the second meeting. Allen mentioned all the things listed on the project board that could be the subject of the second meeting. The mayor asked again who should be responsible for setting the agenda. Smith said that it could be decided at the first meeting. Sisson mentioned that if it’s to be a working meeting, the agenda should be kept to those matters. All agreed. The motion failed with a vote of 2-3, with Allen, Smith and Hamit voting no. The mayor asked for the agenda at this time. Items included will be the library budget, and the budget in general. The clerk reminded them that Vic Robbins and Donna Crawford will be attending the next meeting due to easement concerns. The mayor told those present that other matters may not be discussed at great length at a second meeting.
The clerk asked that people call and ask to specifically be put on the agenda for the first meeting.
Ira Allen brought up doing some remodeling in City Hall to better utilize the space. One suggestion would be to decrease the size of the entry way. Allen said that he thinks it would be worth some expense to do this. No definite amount of money was discussed. Smith mentioned replacing the chairs with ones that are adjustable. Rich Hamit was asked to do some comparison shopping for new chairs. Ira Allen said he has some catalogues.
COMMENTS: Becky Coltrane thanked the council for seeing that the trash was picked up around the city lake, and also stated that she’s very glad to be living in a safe community.
Don Schultz introduced himself as a fairly new resident. Schultz has recently been appointed to the county economic development commission, and said they’ve hired a new director. The mayor said he met him earlier today. Schultz encouraged the council to relay their plans and concerns to the commission through him. Mayor Young said that Bert Mosier, the new director, had heard that the mayor of Overbrook was against development. The mayor wanted it noted that he is not against development.
There being no further business before the council, Bruce Smith moved to adjourn. Ira Allen seconded; motion carried 5-0 at 9:10 PM.
Submitted By,
Cheryl L. Brown
City Clerk
APPROVED: April 26, 2006