CITY OF OVERBROOK                            

 

MINUTES                       REGULAR COUNCIL MEETING                                           June 11, 2008

 

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

                                   

OTHERS PRESENT:         Letha Haslett, Bev Hix, Ed Harmison, Jon Brady, Rick Calderwood, Lindee Calderwood, Austin Calderwood, Pat Martin, Walt Martin, Jim Foster, Tom Baumgardner, Darin Jones, Patty Hylton, Jim Koger, Steve Simmons, Vic Robbins,  Michael Coffman 7:30PM.

 

            The meeting was called to order by Mayor Young at 7:13 PM after which roll call determined the presence of a quorum.

 

Minutes: The minutes were not done for the May 14, 2008 meeting.  Warrants will be part of the Treasurer’s report.

 

Jason Hardin from Crossroads Communications addressed the Council in regards to the possibility of placing a Cell Phone Antenna on the East Water Tower.  After discussion, Larry Coursen moved to approve following review by our legal counsel and if our insurance says okay.  Tadd Goodyear seconded; Motion carried 5-0.  A complete structural analysis would be done prior to installation. 

 

Joe Greene from Osage Waste was here to discuss the June contract renewal.  High gas prices have led Osage Waste to request a 10% increase.  Don Schultz moved to have the 10% increase written in to a new one year contract beginning May 1, 2008.  Bob Sisson seconded; Motion carried 5-0.  Joe Greene will get a copy of the contract to the Clerk.  The Clerk will then forward the contract to Michael Coffman.

 

Jon Brady, Leonard Jirak, and Ken Krause addressed the Council in regards to the upcoming Children’s Fishing Pond Project at Jones Park.  The City will need to select a contractor. It was recommended that Leonard be named as supervisor.  Leonard said that he favored bids by the hour on amenities; and bids by the yard for the dam. Bob Sisson moved to name Leonard Jirak overseer. Tadd Goodyear seconded; Motion carried 5-0.  The Clerk is to write a letter for the Council letting both Leonard Jirak and Kansas Wildlife and Parks know that the City had chosen Leonard as supervisor.  Once the notice of approval for the project comes from Pratt, Leonard is to meet with Bob Sisson and Tadd Goodyear to begin the process of soliciting bids for the project.

 

Jason Hielscher, OAA President, addressed the Council in regards to paying the field maintenance worker for the upcoming ball season at Jones Park. Last year it was $1,300.00 to line the fields.  Chalk was additional.  It was budgeted out of the general fund.  Tadd Goodyear moved for a cap of $1,500 including chalk.  If more chalk is needed, come back and make an additional request before the Council.  Bob Sisson seconded; motion passed 5-0. Jason continued by asking about the graffiti at Jones Park.  Per the Mayor, Officer Harmison is to call to see when items will be painted.  The Mayor also directed Bob Call to put signs on the bathroom doors at the concession stand.  The last topic for OAA was the PRIDE Softball Tournament 4th of July Weekend.  After discussion, the Mayor directed the Clerk to review what was done for the Street Dance last fall.  No action was taken.

 

Mark Jones had asked to be on the agenda but was not present for the meeting.

 

WATER/SEWER REPORT:            Vic Robbins was not present.  Mayor Young asked the Clerk to call Vic and ask him to contact Donna Crawford.

 

NEW BUSINESS:

Water and Sewer Rate Increases:  Don Schultz moved to approve Ordinance 308, authorizing an 8% increase on water rates for the City of Overbrook. Tadd Goodyear seconded; Motion carried 5-0.  Tadd Goodyear moved to approve Ordinance 309, authorizing an 8% increase on sewer rates for the City of Overbrook.  Don Schultz seconded; motion passed 4-0 with Larry Coursen abstaining.  The Clerk is to submit Ordinances 308 and 309 to the Osage County Herald-Chronicle.  The Ordinances will go in effect 30 days after publication. 

 

Bob Sisson moved to appoint Marni Penrod to the Library Board.  Tadd Goodyear seconded; Motion passed 4-0 with Larry Coursen abstaining.

 

Bob Sisson moved to approve the purchase of Court Software as per the recommendations of the Judge Jones and Clerk Coursen.  Dorthy Chikly seconded; Motion carried 5-0.

 

Blue Cross Blue Shield of Kansas Renewal:  Our current plan was discontinued.  Following discussion, Dorthy Chikly moved to approve the Blue Cross Preferred Plan for Employee and Spouse.  Larry Coursen seconded; motion passed 5-0.

 

Renaissance Committee   Larry Coursen moved to pay $100.  Bob Sisson seconded; Motion carried 5-0. 

 

Don Schultz and Dorthy Chikly presented highlights from two recent LKM Classes they recently attended.  Lots of good information was presented on Personnel Management, Buying Products and Services, and Capital Improvement Planning.

 

Ten minute break- please be back at 8:55PM.

 

Meeting resumed at 8:55PM.

Patty Hylton arrived.

No more new business.

 

UNFINISHED BUSINESS:

 

Zoning Ordinance update:  Following Michael Coffman’s recommendation, Dorthy Chikly moved to remove section 22 of the proposed  Zoning Ordinance #310 before approving it.  Larry Coursen seconded; Motion Carried 5-0.  Zoning Ordinance 310 will be effective upon publication in the Osage County Herald-Chronicle.

 

The Mayor asked the Clerk to let the Council know when the Planning Commission re-appointments are due.

 

2009 Budget Outlines:

Parks and Rec:  Clerk was directed to find documents on the old Park and Rec Commission.

 

Library Board:  Kristy Hamit reviewed a draft of the Library Budget with the Council.  If anyone has questions regarding the Library Budget, please let Kristy or Dorthy know. 

 

Maintenance:  Bob Sisson presented budget information he had received from Bob Call.

 

Pool:  Larry Coursen presented budget information he had received from Bob Call.  The skimmers were the biggest concern; their condition has led to water loss.

 

Update on the Pool:  Tammy Luther discussed the upcoming pool season with the Council.  Her daughter, Chelsea, is the Pool Manager.  Tammy will be helping Chelsea, who is currently away at school.  Chelsea will get back on May 16th.  They’ll spend the following Monday and Tuesday cleaning up at the pool and working with returning lifeguards.  Lifeguard Training will be held from May 21st-23rd.  The pool will open on Memorial Day, May 26th.  The Mayor directed Bob Call to set up a training meeting with the pool chemical company, Chelsea and Tammy.  Bob will let Tammy know.  Dorthy Chikly moved to reimburse Chelsea $250 for a required Lifeguard Certification class she is taking in Hays.  Tadd Goodyear seconded; Motion Carried 5-0.  The Clerk is to get the receipt.  Lifeguard suits were discussed next.  Tammy indicated that 8-10 suits would be needed at approximately $60 each.  She asked if the Council would reimburse half of the cost of the suits.  The Mayor recommended that the City buy the suits since the uniforms were required and the lifeguard already had a $100 out-of-pocket training fee expense.  Dorthy Chikly moved to buy the suits, spending no more than $60 each.   Tadd Goodyear seconded; Discussion clarified that new suits would have to be bought each year. Motion Carried 5-0.  Tammy asked if there is a budget for the pool.   A copy of the information presented earlier from Bob Call was given to Tammy.  The anticipated closing date of the pool is not yet know.  Convenience items will by handled once again by a vendor.  Preliminary review of wages $5.75/hr to start with a .25 raise/year ($6 if WSI).  The Pool Manager receives $10.00/hr, the Asst. Manager $7.75/hr ($8 with WSI).  Patty Hylton indicated that we did not budget for an increase.  Both Tammy and Chelsea will be gone for a week in July.  Bob Call is to make sure that a Safety Call List is posted at the pool.  The Mayor thanked Tammy for attending.

 

Lift Station Alarm System:  Since Vic Robbins was not present, the Mayor asked the Clerk to ask Vic to come to the next meeting.  The Mayor also asked Bob Call to meet with Vic regarding the Lift Station Alarm System.

 

Report regarding building at 323 Maple:  The owner was not in attendance and did not provide a report for the Council to review.  The Clerk was directed to contact the owner and remind them of the May 28th deadline and that the Council wanted to receive a monthly update. 

 

Osage County Herald-Chronicle Progress Edition:  The Clerk is to follow-up with Barb at the Herald-Chronicle.

 

Update on Drainage at 704 W. Santa Fe Trail:  Tadd Goodyear indicated that he had gone to the site with Scott and Nathan Averill.  Tadd believes that the issue will be resolved by the Nursing Home.

 

Grant application for playground surface:  Jon Brady will bring the grant application documents to the Clerk.  Once completed, the application will be presented to the Mayor to sign.

 

Lake Road Entrance:  Tadd Goodyear will follow-up.

 

Zoning Change request at 402 Ash: The Clerk indicated that the owner had been instructed to make the formal request to the Planning Commission.

 

Ice Cream Truck request: Officer Harmison said that two calls had been made and will follow-up soon. 

 

Backflow Device at 206 W. Market:   Tadd Goodyear spoke with them on April 8th.  Their work had not yet been completed; we won’t install the backflow device until it is done.

 

Message Board Status:  Don Schultz indicated that the sign should be done in time for Citywide Garage Sales.

 

 

CITY OFFICER REPORTS:

 

Law   

Officer Harmison asked why the Gaming Update had been removed from the Agenda.  Michael Coffman indicated that it had been done at his request because he felt that it had been resolved at the previous meeting and therefore was no longer an unfinished business item.   Officer Harmison then requested that an Executive Session be held to go over the Background Check he had been requested to conduct on our new hire.  The Mayor indicated that we would hold the Executive Session at the end of the meeting. 

 

At this point the Mayor was reminded that we hadn’t discussed Employee raises and subsequently interrupted the Law Report.

 

Larry Coursen moved to grant everyone, including part-timers, a 3% raise from the first of the year.  Bob Sisson seconded; Motion Carried 5-0.

 

The Law Report resumed with Officer Harmison asking that other departments submit reports to the Council as requested.  Officer Harmison will be soon attending school which will require him to be gone two nights.  He then asked that his part-time officer salary be increased to $11.25/hr.  No motion was made to do so and therefore the new part-time law salary will increase only by the previously described 3%.

 

Maintenance

Bob Call indicated that among other things they had removed the spreader from the Dump Truck, changed the oil in the equipment, and mowed the ball diamonds.  High Plains will be here to bid a section tomorrow.  The Mayor asked Bob to contact Harbor Construction about coming to look at their chip and seal work.  The Mayor would like to talk with them while they were here.  Bob will get Sature rock out when pot holes dry up some.  Bob was asked to talk to Utility Services about the Crossroads antenna.  There was follow-up on the hole by the barber shop and Wrench Benders.  Weather has delayed painting the school crossing near Casey’s.  Bob has a bid from G&G to fix the drainage behind the Post Office.  Bob indicated, however, that since he received the bid they found that there is an additional drain (from the Post Office) that will need to be connected.  Larry Coursen moved to accept the bid, with the change to tie in the drain from the Post Office.  Dorthy Chikly seconded; Motion Passed 5-0.  Bob was asked how his part-time help was working out.  Bob said that Steve has done a good job- he’s been busy, he’s had some weekend animal control calls, and that he hauled gravel all day today.

 

Treasurer   

Patty Hylton began her report by presenting the Warrant List.  Council Review included questions regarding:

The $260 Tractor Supply charge:  This included a $200 cage for catching larger animals. 

Hinckley Springs: The Council decided to end the Hinckley Springs service as long as we weren’t in a contract. 

Phones:  consensus was for Embarq to become an auto draft to avoid late fees due to the timing of our monthly                    meetings. 

Galaxy:  The Clerk was instructed to contact Galaxy about eliminating Cable Service at City Hall.

 

Patty continued by indicating that warrant list included two reimbursements:  One to Mary Settles for a billing correction and one to Dorthy Chikly for mileage for attending a LKM activity.  Dorthy Chikly moved to pay the warrants.  Bob Sisson seconded; motion passed 5-0.  Next the Council went over the bank reconciliation. Patty discussed the possibility of purchasing a new cd.  The Council thought it was a good idea to do so.  There was a question about penalties for late water and sewer payments.  The consensus of the Council was for the Clerk to apply penalties.  The Clerk too should look at options that Ordinance 106 gives us regarding outstanding balances.  Jim Long, our Auditor, will be coming the 3rd Monday in May.  10:37PM Larry Coursen left.  We’ll need to collect ideas for Jim Long for next meeting. 

 

Clerk  

Jim Koger gave his report.  Jim recommended changing the web host for overbrookks.com.  Tadd moved and Dorthy seconded the change.  Motion Carried 4-0.  The May 14th City Council Meeting will be at the Library.  Jim is to publish the change in venue.

 

COUNCIL MEMBER COMMENTS:

Tadd Goodyear,Bob Sisson, and Dorthy Chikly none.

 

Don Schultz  Saturday is City Wide Cleanup  please help if you can.

 

MAYOR’S REPORT:

KOMA violations are serious.  The Council was directed by the Mayor to refrain from discussing executive session  items in public.  It can’t continue, fines will be applied if it does, and legal action is possible.

 

11:10 PM a ten minute executive session with City Attorney Michael Coffman was called to discuss issues related to non-elected personnel.

 

11:20 PM Back in session.  The Clerk was asked to have Steve Simmons fill out an application to placed in his permanent file.   No further action was taken as a result of the executive session. 

 

COMMENTS FROM PUBLIC NOT ON THE AGENDA:  there were none.

 

ADJOURNMENT:

There being no further business to come before the Council, on a motion duly made and seconded by Dorthy Chikly and Bob Sisson, the meeting adjourned at 11:23 PM.

 

                                                                                    Respectfully submitted,

 

 

 

                                                                                    Jim Koger

                                                                                    City Clerk

 

Approved July 9, 2008