January 16

CITY OF HIAWATHA

CITY COMMISSION MINUTES

TUESDAY, JANUARY 16, 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 Tuesday, January 16, 2007, at 5:35 p.m. at City Hall with Commissioner Shamburg, Commissioner Collins, Commissioner Gamble and Commissioner Schmitt present. Mayor Gernon was absent. Commissioner Collins presided over the meeting.

2.      Approval of minutes of the January 8, 2007, City Commission meeting.

Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to approve the minutes from the January 8, 2007, City Commission meeting as presented. Motion carried. 3 ayes. 1 abstain. Commissioner Schmitt abstained.

3.      Presentation of petitions, public comments, memorials.

Old Business

4.      Consider Approval of Cell Phone Policy.

Administrator Ladner had given the Commission copies of the proposed cell phones policy, as well as copies of the most recent cell phone bills on which the department heads had marked personal calls. There were few personal calls because most of them carry their own personal phones as well.

She said that we have service with both Cellular One and Alltel. The Alltel phone is the one Dennis Hartter, Street Superintendent, carries. The reason we have that one is that it is provided by Alltel as part of the agreement for having a tower on our water tower. The Alltel phone does not have voice mail on it which could be added at an additional charge.

She explained that we pay for two primary lines at $59.99 and four add-on phones at $11.00 each per month. The average cost of these lines is $32.87 per month. All of the Cellular One contracts except for the one which Malcolm Grier, Code Enforcement Officer, carries expires in April 2007. Grier’s expires in February 2008. He would not be eligible for a stipend should the city decide to go with that option until his contract expires.

She said that the cell phone number for the Police Chief is the only one given out as his personal phone is unlisted. That is his primary contact with the Police Department when he is not there. The duty officer cell phone goes with the officer on duty. If more than one officer is on duty, the other officer takes his/her own personal cell phone. It was the administrator’s recommendation that those phones stay on the City use for the protection of the privacy of the police chief and officers.

Administrator Ladner explained that the water department currently uses a pager as well as the cell phone, which is how the emergency calls during off hours go out. Rick uses his cell phone to call for emergency backup, to order parts, or for calls forwarded from City Hall from people who need to speak to him.

She also explained that the minutes of usage currently on the bill for Terry Smith, Recreation Director, was not indicative of the busy season of the year. During the months of May to November he uses his cell phone much more.

Administrator Ladner suggested that a stipend of $30 be given to those with the lower volume of calls and $40 be given to the higher volume of calls, if they chose to go with using their personal phone instead of a city phone. Using the stipend would bring us into compliance with IRS regulations because the stipend would be a taxable benefit.

Commissioner Gamble questioned why they needed to have cell phones. He felt that they should be able to get by with an office phone and a radio. He thought that they could take away Dennis Hartter’s [Street Superintendent], Terry Smith’s [Parks and Recreation] and the police duty officer phone. He said that they could be called on the radio, and then go back to the office to return phone calls.

Commissioner Schmitt said that was not a very efficient way to do their jobs.

Commissioner Gamble argued that they do not need cell phones. He said that they could be back to the office within 15 minutes from anywhere in town.

Commissioner Collins agreed that Terry Smith did not need a cell phone because there is a regular phone at each of the locations.

Administrator Ladner said that during the summer months he is in and out and does a lot of after hour work.

Commissioner Schmitt and Commissioner Shamburg argued that they need phone service.

The matter has been tabled again until next week.

 New Business

5.      Consider Approval to Negotiate a Contract With Ranson Financial to Conduct and Complete a Water and Waste Water Cost of Service Analysis and Rate Development Study.

Administrator Ladner explained that since the last quarter of 2006 the City has been conducting interviews with potential companies to conduct a Water and Waste Water rate study. The final interview was conducted this past week. Following the interview discussion by the members of the committee that were present, the committee decided to make a recommendation to the Commission to negotiate a contract with Ranson Financial. This company is currently under contract with Rural Water Development to provide these services to communities at a reduced cost. As part of this project, we will also be contacting KDHE to determine if the City is eligible for a state subsidy to underwrite the cost of this study.

She said she would like permission from the City to negotiate a contract with Ranson Financial to conduct and complete a Water and Waste Water rate study, and get final numbers to bring back before the Commission for approval.

Commissioner Gamble asked what it normally would cost for this rate study.

Administrator Ladner said that the engineering companies interviewed had indicated that the total cost would be between $30,000 and $40,000. Ranson Financial said that they should be able to do it for $10,000 to $15,000.

She also said that she is working with KDHE to see if the City would meet the requirements for a grant to help fund the cost.

Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to authorize the City Administrator to negotiate a contract with Ranson Financial to conduct and complete a Water and Waste Water Rate Study. Motion carried. 4 ayes.

The funding for the rate study would come out of the sewer and the water account [54-11-6106 and 53-11-6105], and state funding if we can get it.

6.      Approve 2007 Airport Liability Insurance Policy.

Administrator Ladner explained the liability insurance for the Hiawatha Municipal Airport is due for renewal as the current policy expires on January 25, 2007. The City’s insurance agent has put the policy out for bid and received two quotes for liability insurance. The first quote is from Phoenix for an annual premium amount of $2,325. The second quote is from US Specialty for an annual premium amount of $2,850.

As the airport continues to operate with small aircraft being based at the airport, it is necessary for the City to continue to maintain liability insurance on the property. She recommended approving the purchase of airport liability insurance from Phoenix for 2007 in the amount of $2,325. This was the same amount paid for the 2006 premium.

Commissioner Gamble made a motion, seconded by Commissioner Shamburg, to approve the purchase of airport liability insurance from Phoenix for 2007 in the amount of $2,325. Motion carried. 4 ayes.

7.      Authorize the Purchase of the Fixtures for the Post Lantern Project.

Administrator Ladner explained that the construction crew for the Post Lantern Project is planning to move in the end of January. To help ensure the smooth completion of the project, she needed the Commission to authorize the purchase of the fixtures of the project.

She reminded the Commission that when the bids were received, the Commission had awarded the project to Sternberg Lighting. She said that if we can take the entire amount of the shipment of the fixtures at one time, it would amount to a savings of $1,805. This would also ensure that we have all the fixtures and there would not be a delay in the project while waiting for additional fixtures to arrive. She asked the Commission to authorize a purchase order to Sternberg Lighting for the purchase of 361 fixtures and globes in the amount of $164,255, which would come out of the bond money which has already been received.  The City will be able to store the fixtures in the garage at the old sewer plant, which will provide 526 square feet of storage. The factory has said that the shipment will require 500 square feet of storage. This will be a lockable storage and will not be an additional cost as it is a city-owned property.

Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve the authorization to issue a purchase order to Sternberg Lighting for 361 fixtures and globes in the amount of $164,255. Motion carried. 4 ayes.

8.      CONSENT AGENDA

1. Appropriation Ordinance #1112 for 2007 in the amount of $25,712.32.
2. Approve Utility Refunds in the Amount of $449.71.
3. Approve Contractor License (1), Electrician License (2), and Plumber License (1)

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

9.      Lynne Ladner, City Administrator.

Administrator Ladner commented that as explained last week, the City of Hiawatha did not get the Housing Grant. She had given the Commission a spreadsheet which showed the placement of each city that had applied for the grant, and that we were only one spot from being funded for the CDBG grant. She said that if one of the cities chosen decide not to take the grant, we could still get it. She said that she had contacted the Department of Commerce and is working to set up a meeting to review our application to see what we could do to improve in 2008. She thought that our biggest issue was the amount of vacancy in the houses in the area selected.

She told the Commission that there will be a Community Property Maintenance meeting Wednesday, January 17 at 5:30 p.m. at City Hall. They are still going through the Holton ordinance to see what changes need to be made before recommending the ordinance to the Commission for the Municipal Code for the chapter not yet completed.

There will be a Landlord Committee Meeting at the Fisher Center Thursday, January 18 at 7:00 p.m.

City Hall Day at the Legislature is next Thursday. She plans to attend and asked if any of the Commission had decided to attend as well. The Commission said that none of them would be able to go.

Administrator Ladner told the Commission that she and the City Clerk will be going to a Municipal Finance Training Course in Gardner on Saturday, January 20, to make sure we are up to date with any changes on budgeting in preparation of doing the 2008 budget.

10.  Mayor Gernon.

11.  Com. William Collins.

12.  Com. Curtis Gamble.

13.  Com. Marianne Schmitt.

14.  Com. Steffen Shamburg.

15.  Adjourn.

Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to adjourn. Motion carried. 4 ayes. Meeting adjourned at 6:02 p.m.