May 30
CITY OF HIAWATHA
CITY COMMISSION MINUTES
TUESDAY, MAY 30, 2006
6:35 P.M.
HIAWATHA CITY HALL
723 OREGON ST.
1. Pledge of Allegiance/ Call to Order
The Hiawatha City Commission met in regular session Tuesday, May 30, 2006, at 6:35 p.m. with Mayor Gernon, Commissioner Collins, Commissioner Schmitt, Commissioner Gamble, and Commissioner Shamburg present.
2. Approval of minutes of the May 22, 2006 City Commission meeting and the minutes of the May 17, 2006, Special City Commission meeting.
Mayor Gernon noted that a correction needed to be made on page 5, paragraph 1, of the May 22, 2006 minutes to change the wording of north and south insurance plants to north and south treatment plants.
Commissioner Collins made a motion, seconded by Commissioner Gamble to approve the minutes of the May 22, 2006 City Commission Meeting as amended and the May 17, 2006 City Commission Meeting. Motion carried, 5 ayes.
3. Presentation of petitions, public comments, memorials.
Old Business
4. Time Change Announcement for June 12, 2006 Meeting.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to change the time of the June 12, 2006 City Commission Meeting to 6:35 p.m. Motion carried, 5 ayes.
5. Post Lantern Street Light Engineer Invoice
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve payment of the BG Consultant invoice in the amount of $8,078. Motion carried, 5 ayes.
Commissioner Gamble asked Brian Kingsley, BG Consultants, how the project was going. Kingsley informed the commission that the design was going well, and that he should know in two to three weeks when they would be able to let the project out for bids.
6. Engineering Agreement – Streetscape Project
Brian Kingsley, BG Consultants, explained their role in the project. He said that KDOT works with the engineers who set the budget. He told commissioners that the construction administration is a cost that will be reimbursed 80% by KDOT. BG Consultants will send the City of Hiawatha an invoice which the city would need to pay, then send a copy of the receipt to KDOT for reimbursement. The city would actually be committing to paying 20% of that contract. The total amount of contract is $105,075.68. The city’s portion is just over $20,000.
Kingsley said that the total project cost with a 10% contingency, which they are hoping is just about 10% high, is $1,058,006.51. Of that, about $710,000 is the Downtown Streetscape Project and $350,000 the water line.
Mayor Gernon asked if the $105,075 figure was in addition to the $1,058,006.
Kingsley replied that it was.
Mayor Gernon asked if KDOT was funding 80% of both of these amounts.
Kingsley replied that KDOT was funding 80% of the Downtown Streetscape portion of the project. The waterline was added afterward, and will be 100% city funded.
Commissioner Shamburg asked if only the construction inspection was reimbursed 80% by KDOT, or if all of the engineering services were reimbursed as well.
Kingsley replied that the construction is basically reimbursed 80% and the actual construction of the transportation aspect is eligible for reimbursement at 80%.
Mayor Gernon asked Interim City Administrator Tom Armour if City Attorney Cashman had looked at the contract. Tom replied that he had and had indicated that it was ok.
Commissioner Shamburg asked if they still intended to start late in July. Kingsley said that they had to advertise for bids 30 days prior, which would make the date for bid letting June 30 or July 7. He plans to place it into local paper on Friday, June 2. The award of that contract would be contingent upon KDOT approving it.
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve the construction administration inspection contract with BG Consultants for the Downtown Streetscape Project and authorized the Mayor to sign said documents. Motion carried, 5 ayes.
Kingsley wanted council to direct the date for the bid letting date as June 30 or July 7.
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to authorize a bid-letting submission for June 30 or July 7 for the Downtown Streetscape Project. Motion carried, 5 ayes.
Mayor Gernon advised Kingsley that he get the proper e-mail address for the paper. Kingley replied that he would coordinate that Wednesday with the City Clerk.
7. Sesquicentennial Support FYI
Interim City Administrator Tom Armour reviewed that the commission had been discussing funding for the Sesquicentennial in Hiawatha and pointed out that the 2006 budget for the Economic Development was over-estimated for salary requirement for Mrs. Tubach, and that an amount of up to $5000 of this could be used for this support in our current fiscal year.
Commissioner Collins asked if they needed an amendment to do recommend this.
Interim City Administrator Armour said that they do need a motion of intent and also to revise that part of the budget. Due to the fact that the auditor is out of his office until June, it would probably be toward the end of June before we can do anything on the budget revision.
Mayor Gernon questioned the Sesquicentennial committee as to what the time limit was on that.
Catherine Newland said that June would be the deadline.
Commissioner Collins asked if they were also asking for a commitment on the part of the city.
Interim City Administrator Armour indicated that a motion was in order to establish an amount for the donation.
Commissioner Collins made a motion, seconded by Commissioner Gamble, to expend the money from Fund 22, the industrial development funds, in the amount of $5000 to fund the Sesquicentennial. Motion carried, 5 ayes.
Mayor Gernon asked Catherine Newland to set up an account to put the money in to. She wondered if they could submit the bills to the city to pay.
Interim City Administrator Tom Armour said that it would work a lot simpler if we would have a one time $5000 contribution to the Sesquicentennial. At that point the committee would be accountable for the use of that fund.
Catherine Newland reported that they do not yet have a treasurer, and that she doesn’t want the responsibility. She would like the city to take charge.
Mayor Gernon told her they have requested to get more people involved both from HFED and from the Chamber. He told her that the commission could probably not head their committee.
Newland stated that she wants an official committee from the city.
Interim City Commission Tom Armour offered the suggestion that the designees approach the City attorneys about establishing a fund to be sure it would be set up properly.
Mayor Gernon told her to set up a time for him to meet with the committee and talk this over and look at the options as to how this is going to function.
Newland said to e-mail them and let them know when the meeting would be.
Commissioner Collins said that he would like to have the City Attorney involved with this to make sure everything was done properly.
Mayor Gernon suggested that the City Attorney be at the meeting.
Beverly Sunderman expressed their appreciation for what the city has done.
Interim Administrator Armour will talk with the City Attorneys to see what time they can meet.
New Business
8. Ordinance No. 957 Amendment.
Interim City Administrator Tom Armour explained that Ordinance 963 is an amendment and repeal of Ordinance 957. He explained that City Attorney Cashman has reviewed this and deemed it correct.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to adopt Ordinance 963. Motion carried, 5 ayes.
9. Armory Parking Lot Request.
Interim City Administrator Tom Armour explained that Major Paul Schneider had approached him concerning the city purchasing the parking lot across the street south from the armory. The concern seems to be with a parking and/or congestion problem when civic and other events are held at the armory. Armour said that there is no money in this year’s budget for land acquisition.
Commissions Collins asked how it would benefit the city.
Interim Administrator Armour did not know.
Dean Tollefson explained that Hiawatha was the battalion headquarters. The significance was that Topeka and Wichita were trying to get the headquarters out of Hiawatha. The State of Kansas would not purchase any more land.
Mayor Gernon said that the battalion headquarters was important in Hiawatha, but that he felt that some of the [civic] events may start taking place at the Schunemann addition.
Commissioner Shamburg questioned the importance of the lot to the National Guard. He wanted a formal presentation as to what purpose it would serve the city.
Commissioner Gamble said that they needed first to find out from the property owner whether he even wanted to sell.
Commissioner Schmitt said that she didn’t see any need for the city to pursue it at this time.
Mayor Gernon asked Interim Administrator Armour to get with Schneider and ask these questions.
No action was taken at this time.
10. CONSENT AGENDA
a. Payroll Appropriation #1059 in the amount of $37,045.05.
b. Utility Refunds in the amount of $99.82.
Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to approve the consent agenda. Motion carried, 5 ayes.
11. Interim City Administrator Tom Armour.
Interim City Administrator Tom Armour presented the commission with a copy of a summary of responses from other city administrators on the auditor question. No discussion followed.
He passed out a copy of a follow up letter from Trans Canada Pipeline. No discussion was made on the letter.
Interim City Administrator Tom Armour passed out a copy of an e-mail he had received last week from a group calling themselves the “Northern Hammermen”. They said that they were a “fun little group” who travel in a touring bus modified to look like a Viking longboat and warned that they would be arriving, drinking a lot of beer and staging sword fights among other things.
Mayor Gernon suggested that the e-mail be passed on to the chamber and to the Police Department.
Interim Administrator Armour indicated they need to have a closed session to discuss non-elective personnel because he had heard back from one of the candidates for the administrator position.
Armour informed the commissioners that a Fire Department 50/50 grant had been approved for fire equipment. The grant would be in the amount of $4460, of which the city’s share would be $2230. The grant money would be used to purchase a pump for an existing fire truck and a nozzle.
Interim City Administrator had been notified that Schwan’s had implied that they would like to move their operation to the old Bogart property [at First and Oregon]. The City needs to check into zoning. Schwan’s will be needing a place for large propane storage tank as well.
Commissioner Collins expressed concern about the possible close proximity of the propane facility to a nursing home [the home for handicapped].
Commissioner Shamburg was also concerned about the proximity to the school.
Mayor Gernon indicated that they may have other options concerning the propane tank. He asked Interim Administrator Armour to keep them posted.
Interim City Administrator told commissioners that barring too much heavy rain, he will probably be gone for the next 2-3 weeks for wheat harvest. He said that there probably would not be another range rider available; that he would be available by cell phone for emergencies.
Mayor Gernon asked Armour to let them know of any other options available.
Commissioner Collins made a motion, seconded by Commissioner Shamburg, to go into executive session for the purpose of discussing non-elective personnel, to include Interim City Administrator Tom Armour, and to return at 7:45 p.m. Motion carried, 5 ayes.
Commissioner Gamble made a motion at 7:45 p.m., seconded by Commissioner Collins, to return to regular session. Motion carried, 5 ayes.
12. Mayor Crosby Gernon.
Mayor Gernon mentioned that he had received a “Kansas Matters” program questionnaire and would give it to the City Clerk.
13. Com. William Collins.
14. Com. Curtis Gamble.
15. Com. Marianne Schmitt.
Commissioner Schmitt mentioned a notice of meeting on nuisance abatement and would like for Code Compliance Officer Malcolm Grier to attend. The City Clerk reported that Mr. Grier had already signed up for this.
Commissioner Schmitt would like to have Officer Grier to come and give a report on his training in Dallas, asked the City Clerk to visit with him about this.
16. Com. Steffen Shamburg.
17. Adjourn.
Commissioner Shamburg made a motion, seconded by Commissioner Collins, to adjourn. Motion carried, 5 ayes. Meeting adjourned at 7:49 p.m.