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CITY OF COTTONWOOD FALLS
MINUTES – JUNE 15, 2009

MINUTES--June 15, 2009 - In attendance were Adam Turner, Buddy Sisson, Bob Sturms, Jim Zeiner, Utility Supervisor Ron Lake, City Attorney Bill North and Clerk Deb Zeiner. Mayor Mike D. Swartz was unable to attend the meeting, so Council President Sisson led the meeting.

Sisson opened the meeting at 7:02 p.m.

Sturms moved to approve minutes of the previous meeting with one correction; second from last paragraph on page 3 to read, “Turner seconded.” Sisson seconded and motion carried.

Jim Zeiner arrived at the meeting at 7:07 p.m.

Visitor Chris Passmore met with Council to request permission to make another entry on to his property at 312 Oak. He would like to make a circular driveway in front of his house. He also requested permission to trim a tree that is on city property between the sidewalk and street at the same location.

Sturms and Lake will inspect the property prior to Council granting permission for the project.

Next, Utility Supervisor Lake reported that:

• The city and county worked together cleaning the ditch along Swope Park.

• A storm took out a meter and box at wells #3 and #4. Dan’s Electric and Westar helped with repairs. There is a $500 deductible on our insurance.

• A line near the clarifier broke. The line was jetted and the cleaning will be completed on June 19.

• There are 12.12 acres of hayable land at the airport.

• On June 18, the county is having an emergency management meeting and has asked for a council member and a fireman to be at the meeting. Sisson volunteered to attend.

• The city has purchased patching material.

• In answer to Sturms’ inquiry, the new hours the dump is open, 7-9 a.m., are working out fine.

• In answer to Sturms’ inquiry, Lake says the city has hired a new seasonal worker, Garrett Swift.

Sturms moved that council go into Executive Session from 7:17 to 7:25 p.m. Turner seconded. Motion carried.

Upon returning to regular session at 7:30 p.m., Council took no action.

Sisson asked Lake about the Grasshopper mower. Lake replied that it had been repaired but that he had asked the repairman to take it out and mow with it before the city picks it up.

City Attorney Bill North had no report.

City Clerk Zeiner reported that:

• A training session with Salina Supply was scheduled for 8 a.m. on June 18.

• A new tower for Earlyne’s computer has been ordered and will be installed on June 24.

• S&S Oil and Propane price of propane is currently $1.38/gallon. We have a credit of $5,804.04.

Sturms moved to commit to 2,000 gallons at $1.38/gallon, and to have S&S refund the city of Cottonwood Falls any remaining balance in the account. Turner seconded. Motion carried.

• Sturms moved and Turner seconded to set up a separate account to receive donations for the Cottonwood Falls Volunteers group headed by Carl Studer. Studer has spoken with two church leaders here in CWF who will refer residents in need to the group.

• Council approved sending Zeiner to a League of Kansas Municipalities economic development training session on July 24 in Osage City. Zeiner will car pool with Shari DeWitt from Strong City.

• Zeiner presented notes to council on what she learned at the LKM City Clerk’s training in Newton on June 5.

• Zeiner showed council a cover letter that will be presented with a copy of Ord. 907 to those digging or trenching within right-of-ways in the City of Cottonwood Falls. Lake has a supply of the letters and ordinance.

• Zeiner asked council members to volunteer to pick up bricks at the manufacturer if they should be going to Topeka. It would save the city money.

• John Queen had stopped by the office to ask about the Yeager yard and whether the city intends to do anything about a dip in Mill Street.

Zeiner moved to transfer $500 from the River Bridge account back into general funds. Turner seconded. The motion carried.

Sisson gave the Mayor’s Report.

On June 9, the Clerk and Sheriff Dorneker have begun the process of documenting dangerous structures.

The Clinton property is being cleaned up. The house has been torn down and the contractor is working, slowly, on cleaning up debris.

Then Council inspected the responses received from engineering firms and administrators for the Pearl Street project.

Sturms moved to retain Rose Mary Saunders of Ranson Financial Consultants as grant writer and administrator. Saunders quoted $2,000 for the cost of grant application and $19,500 for administration services, which will include the completion of all paperwork through closeout. Zeiner seconded and the motion carried unanimously.

Next, Sturms moved to hire BG Consultants as the engineering firm for the project. Turner seconded and the motion carried unanimously.

There were no committee reports on staff policy and relations or utilities. Sturms presented a list of properties that he would like to have weed letters sent to or need street repair. Ditches on his list include Seventh Street from Highway 177 to Vine; Sixth Street, Sycamore, Oak and Vine; Fifth Street behind CCES. Weed Violations are at 420 Maple; in the 200 block of Sycamore where Potters had lived. Pot holtes and/or patch work needs to be done in the alley at Melba Larson’s home on Main; in the intersection of Second and Oak and Second and Locust; on Maple Street at the Fourth Street intersection by CCES, Fifth Street; the intersections of Fifth and Oak and Fifth and Elm; Union from Sycamore to Elm. And Sturms said he would speak to the homeowner at 501 Vine Street about high grass in his front yard. Clerk will send the letters and crews will work on the streets.

Sisson asked about putting a fire ring in Bates Grove Park. Lake said the city has a metal ring that could be placed in the park. Council approved.

Lake asked if there was a guarantee on the Cottonwood River Bridge. Emporia Construction has inspected the bridge and areas have fallen off or cracked. Emporia Construction told Lake that the problems are not theirs, they belong to the city. Clerk will try to ascertain if there is a warranty on the bridge.

There was no economics, taxation and finance committee report.

Sisson reported that he is interested in a fire department grant, and that Mark Davis with the county fire department is interested but they have not yet spoken with the County Commission about the project, have not found a location or plans for the construction.

Sisson will talk to the county and perhaps the city will have a special meeting to discuss the project. The application is due July 10.

Zeiner moved to approve time cards. Turner seconded. Motion carried unanimously.

Zeiner moved to approve overtime. Sturms seconded. Motion carried unanimously.

Zeiner moved to pay bills 17464 to 17522. Sturms seconded and motion carried unanimously.

Sturms moved to adjourn. Turner seconded. The meeting adjourned.

CITY OF COTTONWOOD FALLS
MINUTES – JUNE 1, 2009

MINUTES--June 1, 2009 - In attendance were Mayor Mike Swartz, Council Members Buddy Sisson, Bob Sturms, Adam Turner, Brian Groh and Jim Zeiner, Utilities Supervisor Ron Lake, and City Clerk Deb Zeiner.

Swartz opened the meeting promptly at 7 p.m.

Sturms moved to approve the minutes of the May 18 meeting. Turner seconded and the motion carried.

The first visitor to meet with council was Carl Studer, representing the Planning Commission. Studer reported that the first person his group of volunteers helped was Shirley Lincoln. He asked about purchasing AB3 from the city for her driveway. Council approved selling him the AB3. As Studer receives donations, council asked clerk to place them in their own fund. Council asked clerk to establish an account for deposits of donations to Studer’s volunteer group.

Next, the clerk swore in Keith Huth, Chuck Maggard and Heidi Maggard to serve on the Planning Commission.

Then, Council met with Bruce Boettcher of BG Consultants and Mary Ann Saunders of Ranson Financial Consultants, who were here to discuss a proposed brick street repaving project on Pearl Street from Highway 177 to the west side of Oak Street.

The plans Boettcher presented were in two phases: Phase 1 at a cost of $1,181.286 and Phase 2, $589.675.

Stimulus money became available this date, June 1, and applications need to be in Topeka by June 24 at 5 p.m.

Mayor Swartz asked about doing Phase 2 only at this time – from Highway 177 to the west side of Elm Street.

Brian Groh moved to allow Boettcher and Saunders move forward with the scaled-back project based on a total cost of $450,000. Sisson seconded. Motion carried.

Sturms moved and Turner seconded that the city could contribute up to $50,000 in matching funds. Motion carried.

The Clerk and Boettcher will work together to send out Requests for Proposals and Grant Administrators. Notice of a public hearing will be published and a date set for the hearing.

Council met with Utility Supervisor Lake. Since the last meeting, Lake had met with FEMA to present photos of damage to streets from recent rainstorms. It is not yet known if FEMA will declare Chase County a disaster area. Lake also said that Paul Challender will be here on June 3 to discuss problems with the Cottonwood River Bridge.

On June 18, city employees will receive training on the new hand-held water meter system. And Lake said hot water had been installed in the bathrooms at the swimming pool, lights had been replaced and all other suggested changes made by the Department of Agriculture inspector who had inspected the pool, with the exception of painting the legs and shelf on the sink in the food area, which will be finished soon.

Lake hopes to have the drinking fountains at the playground soon. And, he reported, the city crews had used 16 tons of hot mix patching city streets.

Groh moved and Sturms seconded to purchase 5 tons of UPM from APAC at $150 a ton. Motion carried.

Council and Lake discussed responsibility of contractors who “tear up” a city street. While city ordinance states that it is the responsibility of the contractor to return the street to its original condition, contractors are not doing so.

Council directed the City Clerk to make a form that Lake can present to contractors in the future – clearly stating on the form that it is their responsibility to repair the street adequately and including a copy of the ordinance on the form.

Lake and City Clerk informed Council that there have been an unusually large number of requests for access to the dump, to the point that city workers are having to leave jobs they are working on several times a day to go to the dump to let residents in. Lake suggested having the dump open in the mornings on week days, from 7 – 9 a.m. only. A city worker would be on duty at the dump during those hours. Council approved by consensus.

Lake also reported that repairs to the bridge railing were not yet complete. Bill Luder of LUCO Manufacturing has been informed repeatedly that the repairs need to be completed by June 12.

City Clerk reported receiving complaints about poison ivy growing in alleys in downtown Cottonwood Falls and that Lake had sprayed for mosquitos on May 30 and 31.

Clerk also reported that the community service crew of workers will be working in Cottonwood Falls six days this summer – June 30, July 14, 16, 28 and 30 and Aug. 12. The first project we will have them do will be to paint the lines and curbs downtown. They will be here June 30.

Clerk said that the computer technician who has been working on office equipment has recommended replacing the tower on the bookkeeper’s computer as it is ‘overloaded’ with information. She will get estimates on a replacement.

And the clerk’s office had received a report of holes in the runway at the airport. City crews will inspect the runway.

In 2008, the city used $4,000 worth of propane and a credit of $5,804.04 remains. Clerk will get more information from S&S Propane.

The city received two bids for haying the airport – one from Brian Groh and one from Wes Cahoone. One bid was per acre, one was a specified amount. Council asked that Lake measure the hayable acreage at the airport. Notice of the bid was published in the Leader-News with a deadline of 5 p.m. on June 1.

Clerk was also asked to ask AT&T to clarify the cost of the two siren lines at the Sheriff’s office that are used to sound the alarms in town.

Mayor Swartz suggested that council should accept the contract presented by Steve’s Trash Service, saying it would cost more to renegotiate and republish at this point in time. Swartz said that at the next time of renewal, Council will work to procure a contract that will best benefit Cottonwood Falls.

Sisson moved to accept the original contract as written. Turner seconded. Motion carried.

Sisson reported that he and council member Zeiner had attended the Interlocal Water Project meeting. The project is moving ahead and all wells will be tested, with the costs of the tests paid by the Chase County Economic Development Committee.

Groh asked Lake if the crews have applied ABS to the streets. They have. Lake said he would begin on Fifth Street in a couple of weeks. Groh also asked about the bump on Eighth Street at 177. Lake will talk to Paul Jones with Chase County Roads about the situation.

Council also discussed the flashing light at the crossing at Union and 177. The Sheriff’s Department has said they can’t write tickets if the light doesn’t flash red at the crosswalk.

Councilman Zeiner reported that the sidewalk committee would be meeting at 6:30 on June 2, with the Planning Commission.

Zeiner moved and Sisson seconded to approve time cards. Zeiner then moved to approve bills 17416 to 17463. Groh Seconded and the motion seconded.

The meeting adjourned at 9:35 p.m.

CITY OF COTTONWOOD FALLS
MINUTES – MAY 18, 2009

MINUTES--May 18, 2009 - In attendance were Mayor Mike Swartz, Council Members Buddy Sisson, Bob Sturms, Adam Turner and Jim Zeiner, Utilities Supervisor Ron Lake, and City Clerk Deb Zeiner.

Swartz opened the meeting promptly at 7 p.m.

Sisson moved to approve the minutes of the May 4 meeting. Sturms seconded and the motion carried.

Next, Sturms moved to approve the minutes of the May 5 special meeting with Bruce Boettcher of BG Consultants. Sisson seconded and the motion carried.

The first visitor to meet with council was Sue Smith who asked permission to use the showers at the pool during the 2009 Flinthills Folklife Festival, June 13 and 14. Sturms moved to approve, Turner seconded, motion approved. Lake will make sure that pool manager Brenda Wessel is notified.

Next, Steve Bechtel of Steve’s Trash Service asked council about their decision to raise the collection fee on garbage collection to $.75. Bechtel said the city should raise each category $.25 rather than raising the collection fee. If the collection fee is raised, Bechtel receives less money per account. Council had previously voted to amend and accept the contract and had printed once in the Leader-News. After a discussion, the topic was tabled until the next meeting.

Carl Studer was sworn in by the city clerk as a Planning Commission member.

Representatives of the Rainbow Garden Club then met with council to request permission to plant a tree in Swope Park in memory of long-time club member Joyce Blount. Sission moved and Sturms seconded to plant the red maple near the entrance to the park. The motion carried. City crews will provide assistance for planting the tree.

Utilities Supervisor Lake presented council with a list of streets in need of repair. He also reported that preparation of the pool was nearly complete.

Lake said that representatives of FEMA will be in Chase County on Wednesday, May 20. He will take photos to show them damage to Cottonwood Falls streets.

Council discussed the price of super patch with Lake. Sturms moved and Sisson seconded to purchase 10 tons of BM1 for city streets. Motion carried.

Council also discussed a work order for preparations for River Suite. Swartz

has requested that one of the large rocks at one end of the river bridge be moved to allow a caterer access to the bridge that night.

City attorney Bill North approved Charter Ordinance No. 3, exempting the city of Cottonwood Falls from the “ … provisions of K.S.A. 15-209 relating to the qualifications of appointed city officers and filling vacancies and adopting substitute provisions therefor.” Sission moved, Turner seconded, motion carried.

Council member Jim Zeiner asked about city employees talking to council members and how that might be interepreted according to Kansas open records policies. Council will ask North for definition at the next meeting.

Then Sission moved to purchase 40, 15-second ads from the WAVE radio for $100 during the week prior and weekend of Flint Hills Rodeo. Sturms seconded, motion carried.

Sturms volunteered to make a list of ditches that need to be cleaned. This is one of the projects that youth sentenced to community service hours will be doing in Cottonwood Falls this summer. Other offers will include painting stripes downtown in parking areas, painting fire plugs, sweeping, clearing brush and weeds, etc.

Clerk told council that part of the monthly telephone bill is for a $205.86 charge for two phone lines from the Sheriff’s Department – one to CCES and one to the Courthouse. These lines are used to activate the sirens in case of an emergency such as a tornado. Swartz offered to discuss the fee with the Sheriff. The topic was tabled until the next meeting.

Clerk also asked for clarification on the city policy for paying overtime to employees. Council policy is that anything over 40 hours a week of work is considered overtime, which must be authorized by a supervisor. If an employee has not worked 40 hours during a week, they will not be paid overtime if they work on the following weekend.

Council named Sheriff Richard Dorneker as the city dangerous structure officer for the city. Dorneker and clerk will begin documenting structures in the next couple of weeks.

Clerk was asked to contact S&S Oil and Propane to learn about prices.

Council agreed to have the city bookkeeper take over the duties of “brick manager,” collecting money for and ordering memorial bricks for downtown Cottonwood Falls.

Council directed city employees to be sure to check shipping information and billing from Aramark when clean uniforms, to try to eliminate discrepancies in the future.

In committee reports, Jim Zeiner asked about the utilities in the Municipal Building. He also suggested changing the insurance policy group leader to Deb Zeiner and asked about assessing a storm water fee on water bills.

Sission and Zeiner reported that they would like to see some cleaning up in Bates and Swope Parks, particularly cleaning up the kiosk in Bates Grove Park, replacing rock on the shelter house in Swope Park, installing fountains, better lights at the swimming pool and reminding council that it is time to ask for bids to ‘hay’ the airport. Clerk will run an ad in the paper.

Council also discussed the recurring problem of pedestrians in danger at the crossing at 177 and Union/Walnut and asked that city employees put flashers on the new E-Z-Go.

Zeiner moved to pay Terry Porter $584 for landscaping services around town this summer. Sturms seconded and the motion carried.

And Carl Studer reported that he has five volunteers who will work providing community service assistance to help the elderly/low income members of our community with yard work, vacuuming, dusting, etc. His group will meet on June 2.

Sturms reported that he has 9 areas on a list for street work projects in 2009.

Clerk will send a letter to Carl Harder and Sayid Bilal, requesting they clean up their properties.

There were no unscheduled visitors, old business or new business.

Zeiner moved to approve time cards; Sturms seconded and the motion carried.

Zeiner moved to approve bills 17364 to 17415. Sturms seconded and motion carried.

The meeting adjourned.

CITY OF COTTONWOOD FALLS
MINUTES – MAY 4, 2009

MINUTES--May 4, 2009 - In attendance were Mayor Mike Swartz, Council Members Buddy Sisson, Bob Sturms, Adam Turner and Jim Zeiner, City Attorney Bill North, and City Clerk Deb Zeiner.

Swartz opened the meeting promptly at 7 p.m.

Sisson moved to approve the minutes of the April 20 meeting. Sturms seconded and the motion carried.

The first visitor to meet with council was Planning Commission member Martin Garrison who reported that he had been contacted in regard to the dirt in the gutters in front of the Senior Center.

Next, Kirk Engle presented Council a check for $1,859.18 from EMC Insurance. Engle explained that every year, EMC pools payments from all of the small towns it represents and pays dividends back to them at the end of the year, if there is any money left in the pool.

Deb Haglund representing the Area Agency on Aging met with Council to discuss the accounts at the Senior Center. She asked if the two bills they receive each month for their two buildings could be combined to one, to make it easier for them to make their payment. Clerk explained to her that every meter in town was read each month and entered into the computer program the city uses and that the program bills for each meter. Haglund said she supposed she could have someone run a water line from one building to the next, through the rock wall. Swartz told her that when that is accomplished she can call the city and the city will remove the unused meter.

Swartz gave council a short report on behalf of Utilities Supervisor Ron Lake – the paint for the pool will be here on Wednesday, the drain covers will be installed soon; a hydraulic line on a grader broke.

Council requested that Lake complete the list of street repairs that they had requested earlier.

City Attorney Bill North spoke with council about the new contract presented by Steve Bechtel with Steve’s Trash Service. The contract would have an effective date of June 1, 2009. Council voted to adopt the contract and publish an ordinance to that effect, and to raise the collection fee from $.50 to $.75.

Visitor Frank Matson arrived to the meeting late. He and Swartz had met and made the following decisions on his project:

• Move the garage 5 feet to the west

• Leave the carport where it is

• Move the curb 5 feet to the west

• The city will issue a building permit for the garage part of Matson’s project only at this time

Next, Council met with City Clerk Zeiner and approved paying dues to the City Clerks and Municipal Finance Officers’ Association of Kansas, $25; and the International Institute of Municipal Clerks, $115/yr. Zeiner informed them that Galaxy rates will be increasing this summer.

Zeiner also reported that Pam Archer had asked if city crews would put some gravel on the easement along the north side of her house. The city doesn’t normally maintain easements, but Bob Sturms will look at the property.

Council next voted to elect a City Council president, electing Buddy Sisson. Sisson will act as mayor in Swartz’ absence, or become mayor if he is not able to serve.

Council also discussed whether or not the city treasurer must live in the city limits. Statute, said North, says she must. North will check on whether the city can adopt a resolution to change that by Home Rule. He will let Council know at the next meeting.

The city has received information on drug screening from TMHC Services. The fee would be $300 for set up charges and $68 per test. North said he thought employees required to maintain a CDL were required to be randomly tested. Sturms moved to enroll with TMHC; Sisson seconded. Motion carried.

David Croy had complained that his gutter needs to be cleaned. Sturms will check on it.

The Council then met in executive session from 7:45 to 8 p.m. to discuss matters pertaining to non-elected personnel.

They returned to regular session at 8:01 p.m., whereupon Swartz moved to remove Martin Garrison for misrepresentation of the city of Cottonwood Falls. Sturms moved; Sisson seconded. Motion carried.

Then, Council discussed increasing Brenda Wessel’s pay. Sturms moved to increase her salary by $.60/hr. Turner seconded. Motion carried.

Swartz asked Council for a motion approving spending a maximum of $1400 on new desks for the office. Sisson moved to approve; Turner seconded. Motion carried.

Swartz also requested appointing Jim Zeiner as chair of the Economic Development Committee. Swartz will remain on the committee. Zeiner and Sisson would each like to renegotiate franchise fees the city may have entered into in the past.

Sturms reported that 7th, 6th and 5th streets, from 177 to Vine, are slated to be worked on this spring, with the exception of the area around Steadman’s. Sturms also reported that the city has done alleys in the past.

Swartz asked about the chip/seal process and whether or not bids or work by city crews could include going past intersections. Sturms said he is aware of the problem and that they are also trying to work on making better ‘crowns’ on the streets.

Zeiner asked about working on a policy for the old sidewalks that are sometimes removed at a homeowner’s request. Some are interested in purchasing the old sidewalks from the city. Swartz said he thinks that homeowners should be able to keep the old rock if they want it.

Council went on to discuss an overall sidewalk policy, eventually suggesting forming a committee. Sisson, Turner and Zeiner will work on developing a policy for the city.

Sisson reported on Parks and Recreation, saying the park looked nice and that the city is still working on hooking up water fountains near the playground and walking trail. He also said he was interested in considering using a different paint, epoxy paint, on the pool. Epoxy paint lasts 3-5 years. He would like to consider the new paint and new tile for the pool.

Council discussed the responsibilities that former member Charley Klamm used to do for the city. In the future, Lake will check the money drop at the RV pads on Monday mornings and Sisson will be the contact person for the airport. Others will check the lights at the airport.

The next Planning Commission meeting will be June 2.

Zeiner moved and Turner seconded approving time cards. Motion carried. Zeiner moved to approve 24 hours of overtime (water plant and city council meeting); Turner seconded and motion carried.

Zeiner moved to pay bills 17324 through 17364; Sturms seconded and the motion carried.

The meeting adjourned at 8:45 p.m.

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2009 Q1 | 2008 Q4 | 2008 Q3