February 6
CITY OF HIAWATHA
CITY COMMISSION MINUTES
MONDAY, FEBRUARY 6, 2006
5:35 P.M.
HIAWATHA CITY HALL
723 OREGON ST.
The Hiawatha City Commission met in regular session February 6, 2006 at 5:35 p.m. at City Hall with Mayor Trant, Commissioner Schmitt, Commissioner Gamble, and Commissioner Collins in attendance. Commissioner Shamburg was absent.
1. Pledge of Allegiance/ Call to Order
2. Approval of minutes of the January 30, 2006 city commission meeting.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the minutes of the January 30, 2006 city commission meeting. Motion carried, 4 ayes.
3. Presentation of petitions, public comments, memorials - None
4. Old Business - None
New Business
5. Consider options presented by the League of Kansas Municipalities associated with the hiring of a new city administrator.
Mark Tomb from the League of Kansas Municipalities made a presentation to the commission about the hiring of a new city administrator. He provided a brief overview of what is put out by ICMA, which is a reminder of what professional management can do for the community. Mr. Tomb also handed out the survey results which shows what kind of position and what kind of person the commission wants to fill the position. He recommended some changes to the current job description. The first change would be to get rid of the at-will employment statement because it is not needed since the city administrator is a contract employee. The second change would be to add a statement that the position is exempt under the Fair Labor Standards Act. Mr. Tomb provided a salary survey from similar sized cities. He came up with a salary range of $55,000 to $70,000. Mr. Tomb stated that he would like the search to begin right away with a review date of March 24. A top ten list will be presented for review by the city. The first potential interview dates would be April 6, 7, and 8. Mr. Tomb provided two different ads for the commission’s review. The smaller ad will be used primarily where they are charging by the word and the larger ad will be used when not charged by the word. He recommended placing two ads with ICMA.
Commissioner Schmitt suggested changing the salary range to $50,000 to $70,000.
Mr. Tomb stated that most salary ranges work best at a $10,000 range.
Commissioner Schmitt suggested that the salary range should be $50,000 to $60,000.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to approve the job advertisement with the change of $50,000 to $60,000 for both sizes and an advertising budget of $1025. Motion carried, 4 ayes.
City Administrator Slaugh stated that the commission needs to make a decision on a temporary city administrator. He stated that he sent emails to the two range riders that are available in Kansas and one is available during the time frame needed. This range rider lives in Hutchinson. The city will end up paying about the same amount to the range rider as what is currently received by the city administrator. A proposal will be presented if the commission wants to pursue it.
Commissioner Schmitt stated that we need to pursue this because we will be without someone for about one month.
Commissioner Collins stated that he would be interested in getting a proposal.
City Administrator Slaugh stated that he would prepare a proposal for next week. The range rider is available for April and part of May.
6. Consider approval for payment for repairs made to a Fire Department pumper truck.
City Administrator Slaugh stated that the estimate to repair the valve in the Fire Department truck was $1,200. The actual cost of the repairs was $1,667.50 to repair the transfer valve. The work has been performed on this truck.
Commissioner Collins stated that if there is a problem with the trucks in town, we should have a legitimate bid process.
City Administrator Slaugh stated that there are only two fire truck pump repair shops in the proximity that are certified.
Commissioner Collins stated that if there was a quote to fix it for $1,200, then we should not pay that much more. The estimate should have been submitted in writing.
Commissioner Collins made a motion, seconded by Commissioner Schmitt, to approve payment of $1,667.50 to Emergency Apparatus Maintenance, Inc. for repair of the transfer valve on Fire Department Unit #3, GMC pumper truck with the stipulation that we do more work with the bid process from now on. Motion carried, 4 ayes.
7. Consider a request for partial payment #10 to A.H.R.S. Construction, Inc. for Phase 2 Part A work on the Waste Water Treatment facility.
City Administrator Slaugh stated that we started pumping last week on February 3 but the engineer has not submitted a substantial completion date yet.
Commissioner Collins made a motion, seconded by Commissioner Gamble, to authorize partial payment request #10 to A.H.R.S. Construction, Inc for Phase 2 Part A work on the Waste Water Treatment Facility in the amount of $108,263.25 subject to final approval by Rural Development and authorize the mayor to sign the necessary documents. Motion carried, 4 ayes.
8. Consider acceptance of the certificates of final completion for the water main extension and sanitary sewer extension for the Crosswind Industries economic development project.
City Administrator Slaugh stated that everything is finished and final completion and pay requests have been submitted. The engineer stated that he will have no further pay requests on this project.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the certificates of final completion for Wagner Excavating LLC and Engemann Drainage Company for the Crosswind Industries Economic Development project and authorize the mayor to sign the required documents. Motion carried, 4 ayes.
9. Consider approval of a water leak adjustment policy.
City Administrator Slaugh stated that the city commission requested a water leak adjustment policy. A policy was drafted and proposed in March and December 2003 but was defeated on a 2-3 vote. He stated that Jeanette Ward remembers that a policy was approved while she was assistant city clerk. We have not had a formal policy for over 2 years. He recommended adopting a policy that the city will not make any adjustments unless an exception is made. The only time we approve adjustments at this time is if it’s on the city’s side.
Commissioner Gamble stated that a water loss policy has been implemented in the past. He stated that in the past the city has shown compassion for the citizens. He stated that we need to come up with something that is fair for everybody.
Commissioner Collins stated that if the city is responsible for the water leak they should pay it. He stated that we need to set a policy that if the problem is on the city side we pay for it, if it’s on the other side the citizens pay for it.
Commissioner Collins stated that he thinks the city is compassionate because our employees take care of the citizens by watching their water usage.
Citizen Kay Schmille inquired whether the city accepts payments for utility bills that are high.
City Administrator Slaugh stated that the city does not accept payments at this time.
Commissioner Schmitt stated that she would be in agreement with having no adjustments being made. She stated that when looking back at most the cases, they have been due to lack of responsibility.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to adopt a policy that no water leak adjustments will be made unless the water loss has been shown to be caused by equipment or lines that the city is responsible for. Motion carried, 3 ayes, 1 nay. Commissioner Gamble voted nay.
Commissioner Schmitt left the meeting at 6:37 p.m.
10. CONSENT AGENDA
a. Appropriation Ordinance #1080 in the amount of $177,475.03
b. Utility billing deposit refunds in the amount of $272.35
c. Payroll Appropriation Ordinance #1051 in the amount of $32,402.50
Mayor Trant gave a breakdown of the appropriation ordinance.
Commissioner Collins made a motion, seconded by Commissioner Gamble to approve the Consent Agenda. Motion carried, 3 ayes.
11. City Administrator Slaugh – progress on annexation issues
City Administrator Slaugh stated that there is a Planning Commission meeting on February 16 at 6 p.m. He stated that sealed bids are due on city farm properties by February 21 at 5 p.m. There is a Tree board meeting on February 28 at 4 p.m.
City Administrator Slaugh stated that he has been working on annexation issues. The properties that would be eligible for annexation would be adjoining properties that are less than 21 acres. This will be a step by step process with the properties on the edge of the city considered first that already have water and sewer extended to them.
City Administrator Slaugh stated that plans at the Country Club are proceeding to use treated effluent and install a water line.
City Administrator Slaugh stated that the Waste Water Treatment Facility update report to the Kansas Department of Commerce stated that we do still have a CDBG grant outstanding on Phase 2 and asked for permission for the mayor to sign the document. Permission was granted.
City Administrator Slaugh stated that Jim Scherer did complete the audit of the 2005 financial records to balance out the books for 2005. The books are balanced.
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 6:55. Motion carried, 3 ayes.
Commissioner Gamble made a motion, seconded by Commissioner Collins, to return to regular session at 6:55. Motion carried, 3 ayes.
Mayor Trant stated that there will be a special meeting of the city commission tomorrow evening at 7:20 p.m. for the purpose of discussing personnel issues.
13. Com. William Collins
14. Com. Curtis Gamble
Commissioner Gamble stated the he received a call today about the train on the tracks again. He called Chief of Police, Evans Woehlecke and never got a call back so it must have been resolved.
15. Com. Marianne Schmitt - absent
16. Com. Steffen Shamburg – absent
Commissioner Gamble made a motion, seconded by Commissioner Collins to adjourn at 7 p.m. Motion carried, 3 ayes.