February 21
CITY OF HIAWATHA
CITY COMMISSION MINUTES
TUESDAY, FEBRUARY 21, 2006
5:35 P.M.
HIAWATHA CITY HALL
723 OREGON ST.
The Hiawatha City Commission met in regular session February 21, 2006 at 5:35 p.m. at City Hall with Mayor Trant, Commissioner Collins, Commissioner Shamburg, Commissioner Gamble, and Commissioner Schmitt in attendance.
1. Pledge of Allegiance/ Call to Order
2. Approval of minutes of the Feb. 13, 2006 city commission meetings.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the minutes of the February 13, 2006 city commission meeting. Motion carried, 5 ayes.
3. Presentation of petitions, public comments, memorials
4. Old Business - Consider approval for purchase of tables and chairs for the Schuneman Addition.
Terry Smith stated that after talking with Krueger Industries again, they decided to give us a reduced price of $9,247.22 for the Model 701 chairs and laminate tables including shipping. Mr. Smith stated that he did not contact Adirondack again because their prices were higher. There will be a two to four week shipping period.
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve purchase of tables, chairs and carts for the Schuneman Addition from Krueger Industries in the amount of $9,247.22. Motion carried, 5 ayes.
Mayor Trant asked City Administrator Slaugh if there was any progress made on the financing of the Schuneman Addition.
City Administrator Slaugh stated that the papers are at Citizens Bank being prepared and then will be sent to the city attorney to be reviewed. He stated that the financing should be ready before the next pay request from A.H.R.S.
New Business
5. Consider an agreement with the Kansas Department of Transportation for completion of the KLINK (city connecting link) project for 1st Street resurfacing for FY 2008.
Mayor Trant stated that this project will fall within the time frame that KDOT likes to do these projects.
City Administrator Slaugh stated that the actual scheduling of this project depends on the city and the condition of this road. He stated that the city has determined that we would most likely need this overlay by 2008. The application was accepted and approved by KDOT. KDOT agrees to reimburse the city for 75% of the total actual costs of construction and construction engineering, but not to exceed a maximum of $200,000.
Commissioner Gamble asked how low the road would be.
City Administrator Slaugh stated that the KDOT engineer currently thinks we can do a 1” overlay. This will involve a mill and overlay.
Mayor Trant asked if there was any consideration being given to storm drains.
City Administrator Slaugh stated that the storm drains are city items and we should look at making repairs on them before the project starts.
Commissioner Collins asked how long ago the 2” overlay was completed.
City Administrator Slaugh stated that it was completed in 2000.
Commissioner Collins asked what the project will cost.
City Administrator Slaugh stated that the estimated total cost of the project is $165,413. The city’s share of the construction would be $48,135. The projected cost for the project will be included in the 2008 capital improvement budget.
Commissioner Collins stated that it will break down in 3 ½ to 4 years if we just do a 1” overlay.
City Administrator Slaugh stated that it is up to the city if we want to do it more frequently. They will base it on our recommendation.
Commissioner Collins stated that he would like to do it right the first time. He stated that we should do a 2” overlay.
City Administrator Slaugh stated that we will have an engineer look at the street and make some recommendations before we let the project for design. This could be done as early as spring of next year so the project will be ready to go the first of July, 2007.
Commissioner Gamble stated that he does not think it is that bad yet. He stated that we should take 2”off and put 1” back on.
City Administrator Slaugh stated that he needs approval for this agreement that gives the mayor the authority to sign the KLINK 1R Resurfacing Project.
Commissioner Schmitt asked if a resolution is needed.
City Administrator Slaugh stated that during the original grant application a resolution was included is desired, but a separate resolution is not needed now.
Commissioner Gamble asked if the engineer from KDOT will make another assessment before the project begins.
City Administrator Slaugh stated that the project does require design by an engineer.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to authorize the mayor to sign the Klink 1R Resurfacing Project, Project No. 73/159-7 U-2088-01 contract for the 1st Street Project for the FY 2008. Motion carried, 5 ayes.
6. Consider approval for e-banking and changes in limits on the city credit card.
City Administrator Slaugh stated that at the present time city staff does not have the capability or permission to use e-banking options. This option would give the ability to look at the account. The agreement attached is what the bank requires. He stated that we currently have three individuals who are authorized access to the bank accounts: the mayor, the city treasurer, and the city clerk. It would also be useful to offer access to the assistant city clerk and the city administrator. The contract does state under item two that passwords can be used to withdraw funds from the account and at the bottom it states that all transactions that the system allows may be performed.
Mayor Trant stated that this would be a tool for reconciling accounts and making sure the books are tracking with what the bank has on record. He stated that he discussed with the bank the two statements that Carl mentioned. The bank does have an option to put e-banking accounts into an information only category where actual transactions could not be performed.
City Administrator Slaugh stated that at the present time it is just a matter of wanting to view the account information.
Mayor Trant stated that the motion would need to include a stipulation that account access is for information only and no transactions will be allowed.
Commissioner Gamble stated that he would like e-banking for viewing purposes only.
Commissioner Collins stated that he would like to look at this issue later because the city is in a time of transition right now with personnel.
Mayor Trant stated that if the commission decides to allow this, the bank will need a transcript of the minutes of this meeting to provide them the authority to open the e-banking account.
City Administrator Slaugh stated that the credit card spending limit is currently set at $1,500. When larger purchases such as computers are desired and smaller items such as stamps have been charged, then there is not sufficient credit available for any other purchases. An increase in the spending limit to $4,500 would decrease the number of times staff must wait each month to make necessary purchases. He stated that the other part of the justification of this is that more and more purchases are made by credit card or online. It is a matter of expediting business.
Mayor Trant stated that the current spending limits for each employee would remain the same.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to authorize e-banking access with Morrill & Janes Bank limiting it to viewing information only with no transactions to be handled through e-access and to increase the credit card limit to $4,500. Motion carried, 5 ayes.
7. Consider approval to obtain architectural services for design and financing for a new building for the Fire Department.
Mayor Trant stated that this issue grew out of a discussion the commission had during the strategic planning session earlier this year. It would be nice to do away with the old service station and have a new building to house fire equipment. The commission wanted to determine whether it was feasible economically for the city to act on this.
City Administrator Slaugh stated that the fire department is in need of a new building. The old service station is considered non repairable due to the roof and walls. The city pays a high price to heat the structure in the winter time. The building would be constructed partially by volunteer labor with financing proposed through the fireman’s relief fund. The structure needs to have plans prepared and stamped by a licensed architect or engineer since it is a public structure and must be built to code requirements for a fire station. The cost of the work is estimated at $6,500. He stated that he needs to get concurrence of the commission before we work on the financing and other provisions.
Commissioner Collins asked the fire department how much research has been done on this.
Tom Stone stated that they have received a bid from Morton building and A.H.R.S will also bid on it. He stated that the fire department would like to do some of the work themselves. We have a plumber who will do the plumbing for free and an electrician to do the electricity for very little money.
City Administrator Slaugh stated that an architectural design is useful when work is being done by multiple builders. The city’s requirement is that any public facility must have plans stamped by a licensed architect and engineer.
Commissioner Collins stated that he does not think that A.H.R.S has an in house engineering firm. He wants to make sure that everything is covered on the city side.
Commissioner Gamble stated that he does not have a problem with engineers designing the building. He is only concerned that the soil samples are checked. He stated that he does not want to hire an additional engineer or architect if it is not necessary.
Mayor Trant stated that the first thing that needs to be done is that the fireman’s relief fund needs to be contacted.
Commissioner Collins stated that this project needs to be at the top of the list and we need to look at how we will budget it in the next 10 year. He thanked the fire department volunteers for coming out.
Tom Stone stated that they will be back with the information requested.
8. Consider the type of work that may be performed by youth under age 18 employed by the City of Hiawatha.
Mayor Trant stated that the city has hired youth for many years in the summer to help maintain the parks and pool.
City Administrator Slaugh stated that sometime ago he attended a seminar focusing on youth employment and hazardous occupations. The issue centers on the type of work the youth are allowed to perform. He stated that he thinks we are following guidelines in the aquatic park although there are restrictions on having someone at the top of a waterslide. He stated that there is some question about what we have the youth in the street department do in terms of driving and operating zero-turn radius mowers.
City Administrator Slaugh stated that employees 16 years of age and under may not drive motor vehicles on public roads as part of their jobs even if they possess a valid state driver’s license. Employees 17 years of age may drive cars and small trucks on public roads as part of their jobs only in limited circumstances. 17 year-olds may drive on the job only if all of the following requirements are met: the driving is limited to daylight hours; the17 year-old holds a state license valid for the type of driving involved in the job performed; the 17 year-old has successfully completed a State approved driver education course and has no record of any moving violation at the time of hire; the automobile or truck is equipped with a seat belt for the driver and any passengers and the employer has instructed the youth that the seat belts must be used when driving the vehicle; the automobile or truck does not exceed 6,000 pounds gross vehicle weight; such driving is only occasional and incidental to the 17 year-old’s employment. 17 year-olds may not tow vehicles.
City Administrator Slaugh asked for feedback from the commission on operation of zero-turn radius mowers. The legal counsel from the league prefers that no 16 or 17 year-olds would operate these mowers but they said to refer to state guidelines. State guidelines do not include these mowers under hazardous operations.
Commissioner Gamble asked if 16 and 17 year-olds are operating these mowers now.
Kenny Stephens stated that they use 16 and 17 year-olds.
Commissioner Collins asked if a supervisor is on hand when they mow.
Kenny Stephens replied no.
Commissioner Collins stated that he would like them to be monitored.
City Administrator Slaugh stated that the consensus is to allow 17-year olds to operate the machines if we have a supervisor and they wear safety glasses and ear plugs.
9. Consider a report to USDA Rural Development on the financial status of the Waste Water Treatment facility.
City Administrator Slaugh stated that a meeting is planned with Rural Development on February 23, 2006 to review the budget and progress for the Waste Water Treatment facility. He stated that this is to make sure that city revenues are adequate to cover the principal and interest payments for bonds as well as operation and maintenance costs.
Commissioner Schmitt questioned a few of the numbers on the budget. She stated that it appears that the numbers were transferred incorrectly.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to authorize the mayor to sign the required documents as corrected for the statement of budget, income and equity on the USDA Rural Development report on the Waste Water Treatment Facility. Motion carried, 5 ayes.
10. CONSENT AGENDA
a. Appropriation Ordinance #1082 in the amount of $10,689.08
b. Payroll appropriation Ordinance #1052 in the amount of $35,302.61
c. Utility deposit refunds of $536.68
Commissioner Collins made a motion, seconded by Commissioner Gamble, to approve the Consent Agenda. Motion carried, 5 ayes.
11. City Administrator Slaugh – discuss engineering requirements for a new well and street department mower replacement.
City Administrator Slaugh stated that sealed bids on city farm properties were due on Feb. 21 at 5 p.m. The farm bids have been cancelled for this year. We will have to notify bidders that we will do this again next year. Notices have to be sent before the end of December by registered mail, return receipt requested.
City Administrator Slaugh stated that there is a Tree Board meeting on Feb. 28 at 4 p.m. There is a Main Street/Post Lantern Street Light meeting on Mar. 7 at 4 p.m. at the Fisher Center. An engineer from BG Consultants will be on hand to give us an update on the project.
City Administrator Slaugh stated that he distributed a copy of the range rider contract to the commission for their review. He will put this item on next week’s agenda for formal approval.
City Administrator Slaugh asked the commission for their feedback on the engineering requirements for a new well. He stated that the previous work that was completed was from Bartlett & West. The engineering agreements with them have expired. He asked the commission if they would like him to go out for bids or solicit a proposal from Bartlett & West.
Mayor Trant asked what engineering work is required.
City Administrator Slaugh stated that the engineering work is required for the scope of the project and a cost projection.
City Administrator Slaugh stated that if it is okay, he would do an hour or two of consulting work with Bartlett and West and then solicit some proposals from drilling companies.
The commission granted approval.
City Administrator Slaugh stated that this year’s budget includes replacement of one of our mowers. He requested permission to solicit bids to replace one of the mowers.
Commissioner Gamble asked the age of the mower.
City Administrator Slaugh stated that it is a 2001 Gravely machine. He stated that we replaced the frame last year. He also stated that the commission needs to decide what to do with the John Deere Mower that was purchased about 10 years ago. It does not appear to be a good machine for having multiple operators.
Commissioner Gamble stated that if the motor is okay, let it ride.
Commissioner Schmitt stated that it might not hurt to get bids.
Mayor Trant stated that he would be interested in hearing about the accumulated hours on these machines.
City Administrator Slaugh stated that he will gather information on costs without formally getting bids and get more details on actual hours.
12. Mayor Leon Trant
Mayor Trant made a motion, seconded by Commissioner Gamble, to recess into executive session for the purpose of discussing non-elected personnel to return at 7:30 p.m. Motion carried, 5 ayes.
Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to return to regular session at 7:28 p.m. Motion carried, 5 ayes.
Mayor Trant stated that the offer of employment we extended for the city clerk’s position has been accepted.
Mayor Trant made a motion, seconded by Commissioner Gamble, to appoint Vivian K. Constable to the position of City Clerk for the City of Hiawatha to be effective February 27, 2006 to fill the remaining un-expired term of Mary D. Waite. Motion carried, 5 ayes.
Mayor Trant stated that he has just received notification that there is a grant available for Volunteer Fire Assistance for 2006 thru the Kansas Forest Service. We have, in the past, been successful in obtaining fire-fighting gear with the assistance of this grant. The grant is a 50-50 matching grant and must be submitted before March 31st this year. It is a reimbursement type of grant. If qualified and approved, these areas may receive up to 50% matching funds toward the purchase of communication equipment, SCBA, protective clothing, training materials or other fire suppression and prevention equipment. The fire department is now seeking permission to make application for this grant.
Commissioner Collins stated that he thinks applying for a grant is a positive outlook. He stated that we need to get funding for homeland security.
Mayor Trant stated that another thing coming up is the assistance to firefighter’s grant for 2006. He stated that we should try to apply for a vehicle again.
City Administrator Slaugh stated that last year the amount of the grant was $3,869.50 and it was due on the 15th of March.
Mayor Trant stated that the letter gives a March 31st date. He stated that we will tell the fire department that they can apply.
13. Com. William Collins - none
14. Com. Curtis Gamble - none
15. Com. Marianne Schmitt - none
16. Com. Steffen Shamburg – none
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to adjourn at 7:37. Motion carried, 5 ayes.