February 26

CITY OF HIAWATHA

CITY COMMISSION MINUTES

MONDAY, FEBRUARY 26, 2007

5:35 P.M.

HIAWATHA CITY HALL

723 OREGON ST.

1.      Pledge of Allegiance/ Call to Order

The Hiawatha City Commission met in regular session on Monday, February 26, 2007, at 5:35 p.m. with Commissioner Collins, Commissioner Schmitt, Commissioner Shamburg, and Commissioner Gamble present. Mayor Gernon was absent. Commissioner Collins presided over the meeting.

2.      CONSENT AGENDA

a.       Approval of minutes of the February 19, 2007, City Commission meeting

Commissioner Schmitt asked that the minutes of the February 19, 2007 meeting be approved separately as only two of tonight’s attending Commissioners were present at that meeting.

Commissioner Gamble made a motion, seconded by Commissioner Collins, to approve the minutes of the February 19, 2007 City Commission Meeting. Motion carried, with Commissioner Gamble and Commissioner Collins voting aye. Commissioners Shamburg and Schmitt abstained. The abstained votes took the position of the majority of the votes therefore counting as ayes.

b.       Appropriation Ordinance #1115 in the amount of $9243.53.

c.       Approval of Payment to BG Consultants for January 2007 Downtown Streetscape Construction Administration in the Amount of $5,687.60.

d.       Approval of Payment to BG Consultants for January 2007 Post Lantern Street Light Construction Observation in the Amount of $1,464.00.

e.       Approval of Electric License for Patrick Pickman dba Pickman Electric.

Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to approve the remainder of the Consent Agenda as presented. Motion carried. 4 ayes.

3.      Presentation of petitions, public comments, memorials.

                  There were no petitions, public comments, or memorials.

Old Business

4.      Doug Grimm, Grimm’s Gardens with an Update on the Streetscape Planters.

Doug Grimm said that they have adjusted the plan for planting the trees in the downtown planters. He showed the Commission a bag that Grimm’s Gardens uses to grow trees in. He said that netting on the sides constricts the roots to 5/32” on the sides, and a solid material keeps the roots from growing down through the bottom of the bag. Because of the constriction on the side roots, it will snap the roots at the netting when a tree is dug up, which allows for easy transplanting. He said that they have decided to put the solid material from the bottom of the bag on the side to prevent any roots from growing out the sides and prevent enlargement of the root ball from breaking the concrete at the sides of the root. They will put the netting at the bottom so that the roots can develop downward and will still allow for easy removal. They also plan to put a two inch insulation strip around the inside of the planters, which will keep the tree from rubbing against the planter box when they remove it later. He said that Ted Starr had said that there are still people who are willing to donate money for the project, so there should be no additional cost to the City. He said that by using these tree bags, the trees could be transplanted when they get too big to be in the planters. The specially constructed bags will cost $50 each. Grimm said that the use of these bags should resolve the issue.

Grimm also cautioned against planting perennials in the planters as was mentioned during a prior meeting. He said that he plans to talk to the FFA group who were going to do the planting, and steer them to use plants which might work better,

Grimm also talked about the project that he had been working with for a couple of years in which he had been trying to produce a special maple tree for Hiawatha. He said he had grafted over 350 of these trees and didn’t have a single one to show. He said that he had been working with K-State Professor Ken Schrader on this project. They had tried “tissue culturing” the trees. Unfortunately, Professor Schrader’s contract was not renewed with the college and somehow these “tissue cultured” trees, about 1000 of them, mysteriously disappeared. They were in test tubes and seemed to be growing into beautiful little maple trees.

He said he had been approached by the J. Frank Schmidt Company out of Oregon, the largest tree company in the United States. They have been able to come up with a beautiful tree which is now about twelve feet tall. Grimm said he had flown to Oregon to look at them. They wouldn’t let him have any at this point because they are still in the testing stages to see which climates the trees will grow in. He apologized for not being able to have the trees for Hiawatha’s Sesquicentennial. He said that he had found out that the grafting he had been trying to do will never work here in the Midwest, but that it works very well in Oregon. He said that the J. Frank Schmidt Company has grafted about 100 of the maple trees for him.

5.      Consider Approval of Change in Procedure for Handling Payments to Volunteer Fire Fighters.

Administrator Ladner said that as previously brought to the attention of the Commission, she and the City Clerk had been working to bring all City policies and procedures in line with current IRS regulations. After much discussion and consultation with the City’s auditor, the City Attorney, and the State Fire Marshall the issue was resolved by the IRS in a letter sent to the State Fire Marshall.

She said that according the e-mail that she had received from the State Fire Marshall dated February 22, 2007, that any payments made to Volunteer Firefighters outside of an accountable reimbursement plan are subject to taxes.

Administrator Ladner recommended changing the procedure to process per call payments to the Volunteer Fire Fighters through regular City payroll, with payments to be made in the second pay period of each month and asked the Commission to approve the January 2007 Fire Run Payments in the amount of $190.

Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the change in procedure for the Volunteer Firefighters to process their per-call payments through the regular City payroll with the payments to be made in the second pay period of each month. Motion carried. 4 ayes.

Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the payment of the fire runs for January 2007 in the amount of $190. Motion carried. 4 ayes.

6.      Consider Authorization of the use of Monies from the Parks Budget to Complete the Repairs on the Fountain by the Police Department.

Administrator Ladner explained that the work on the fountain by the Police Department is almost completed. However, due to several different issues the project has run over budget. She said that the following is a list of the additional items and work on the project which caused the cost to exceed the budgeted amount:

• When the old fountain was removed by City staff, it was discovered that the original fountain was sitting on debris from a burned out building. This debris was removed and new footings were dug all the way down to the clay barrier.
• A new under drain system was installed to eliminate the buildup of ground water under the fountain tank which caused the fountain to float and crack.
• A new 4” sch 40 PVC sump drain was installed to prevent leaves from clogging and a new overflow system was connected to that drain.
• A new ¾” poly pipe water line was installed all the way to the LEC with an automatic fill valve system. The water line was installed inside a casing pipe. In the event of a leak, cement would not have to be removed.
• A new low voltage electrical system was installed in conduit from the LEC all the way to the tank to prevent any potential safety issues.
• Key ways and water stops were installed at all cement joints to keep the water from penetration between the cold joints and cracking the cement.
• An additional 45 ton of fill and 53 ton of rock needed to be used.
• 3/8” and 1/2” rebar was used on 6” centers.
• All of the stone had to be hand placed instead of placed with equipment to keep from scaring the stone.

Administrator Ladner said that as a result of these additional items, she was asking the Commission for authorization to use funds from the Special Parks budget to complete the restoration project on the fountain by the Police Department. She anticipated that the project will run approximately $2000 over budget. She said that the area between the Police Department and the Fire Department is essentially a small city park, and that this would be a good use of the funds in that budget.

Commissioner Gamble made a motion, seconded by Commissioner Schmitt, to authorize the use of funds from the Special Parks budget to complete the restoration project on the fountain by the Police Department. Motion carried. 3 ayes. 1 nay. Commissioner Collins voted nay.

7.      Consider Approval of Specifications for New Dump Truck to be used by the Street Department.

Administrator Ladner explained that as had been mentioned previously the heavy dump truck used primarily by the Street Department has been broken down and the City has had to borrow or rent a truck for snow removal the last two snows.

She said that the existing truck is a 1976 vehicle that is currently broken down and needs $1000 in repairs at this time.

Administrator Ladner said that she is asking the Commission to approve the specifications as laid out by the Street Department. She would then put it out to bid for the lease/purchase of a new dump truck, with the City’s right to reject or refuse any or all bids.

Commissioner Gamble asked what the price of a new truck would be.

Dennis Hartter, Street Department, said that the truck would cost approximately between $75,000 and $85,000.

Administrator Ladner said that the City currently has $20,000 in the Street Budget. If we do this as a lease/purchase agreement over a period of five to seven years, the Commission would have to appropriate  funds for that during those years.

Commissioner Gamble mentioned that what we have paid for the rental of a vehicle to remove snow would have probably paid for the cost of the repairs on the old truck.

Administrator Ladner said that they plan to go ahead and get the old truck fixed so that the Sewer Department could have it back to use. She said that the reason they had not proceeded with the repairs immediately was because they thought they would be bidding on the used truck from the City of Shawnee, which was later decided against.

Commissioner Collins made a motion, seconded by Commissioner Shamburg, to approve bid specifications and allow the City Administrator to let out for bids for the lease/purchase of a new dump truck for use by the Street Department and the Sewer Department. Motion carried. 3 ayes. 1 nay. Commissioner Gamble voted nay.

New Business

8.      Consider Approval of an Ordinance Authorizing the City of Hiawatha to Issue its Health Facilities Refunding Revenue Bonds (Hiawatha Hospital Association Project), Series 2007, to Provide Funds to Refund Outstanding Health Facilities Revenue Bonds Series 2002, Issued by the City for the Purpose of Financing and Refinancing Debt Incurred by Hiawatha Hospital Association; and Approving Certain Documents and Actions in Connection with the Issuance of Said Bonds.

John Moore, Administrator of the Hiawatha Hospital, said that this was the next step in getting the revenue bond refinanced. There is no other obligation to the City. He said they plan to offer the sale of the bond on March 15.

Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to adopt Ordinance 975, an ordinance authorizing the City of Hiawatha, Kansas, to issue its health facilities refunding revenue bonds (Hiawatha Hospital Association Project), Series 2007, to provide funds to refund outstanding health facilities revenue Bonds (Hiawatha Hospital Association), Series 2002, issued by the City for the purpose of financing and refinancing debt incurred by Hiawatha Hospital Association; and approving certain documents and actions in connection with the issuance of said bonds. Motion carried. 4 ayes.

9.      Consider Approval of Un-audited Statement of Budget, Income and Equity Report for Sewer Fund for United States Department of Agriculture for the Year 2006.

Commissioner Collins asked if City Administrator Ladner and City Clerk Vivian Constable felt comfortable with the figures on the documents. Administrator Ladner replied that to the best of their knowledge, the figures were correct.

Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve the Un-audited Statement of Budget, Income and Equity for the Sewer Fund for the USDA for the year 2006. Motion carried. 4 ayes.

10.  Consider Purchase of Finish Mower and Modifications for the 5400 Tractor to Improve Ability to More Efficiently Mow Existing Grass Areas.

Administrator Ladner explained she was proposing getting rid of two of the City’s mowers and replacing them with an 11.5 or 12 foot finish mower. She said that they would have to keep one of the mowers to trim with and to mow the smaller areas.

She said that purchasing this finish mower would allow the department to speed up the mowing process. She explained that when the summer employees leave to go back to school in August, the regular Street Department would still be able to keep up with the mowing. This would also allow the department to cut their summer employees from eight to five employees, which would save approximately $8200 in wages. It would also make it easier to fill the positions. Since the government has changed the working age for “hazardous work” which mowing is now classified to a minimum of 18 years old, it is harder to find summer employees who are the minimum age of 18 years old. The purchase of the new, larger finish mower would also save on repairs, service time and fuel costs. This finish mower could be purchased for approximately $9000.

She said that they would also need to purchase different tires and wheels for the 5400 tractor at a cost of around $1500.

Dennis Hartter, Street Superintendent, suggested it might be more beneficial to take sealed bids on the mowers he wants to get rid of instead of trading them in. He said that the old mowers do not need repaired at this time, so would be in good condition to sell.

Commissioner Gamble suggested keeping one of these small mowers in addition to the one Dennis already planned to keep.

Hartter said that they would still need to trim up with the small mower in most of the places.

Commissioner Gamble asked where it would be funded from.

Administrator Ladner suggested that the amount saved on labor costs and the money from the sale of the other mowers, along with the $6000 we had budgeted for the purchase of new mowers, should be enough to pay for the new one.

Commissioner Collins asked if the mowing work could be shared with any of the other departments instead of hiring extra employees during the summer.

Dennis Hartter said that his employees were busy all of the time. He said that the City has used summer help as long as he has been here, starting out with 9 summer employees. He said that he had dropped it to 8 in recent years.

Commissioner Gamble said that the more time the regular crews could cut down on mowing time, the more time they would have to get curbs and gutters done. He said that both time and money could be saved by this purchase.

Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to approve putting out to bid for the purchase of a new finish mower and new tires and wheels for the 5400 tractor. Motion carried. 4 ayes.

11.  Lynne Ladner, City Administrator.

12.  Mayor Gernon.

13.  Com. William Collins.

14.  Com. Curtis Gamble.

15.  Com. Marianne Schmitt.

16.  Com. Steffen Shamburg.

17.  Adjourn.

Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to adjourn. Motion carried. 4 ayes. Meeting adjourned at 6:30 p.m.