Cottonwood Falls, Kansas - City Council Meeting Minutes

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CITY OF COTTONWOOD FALLS
MEETING MINUTES - JUNE 21, 2010

MINUTES--June 21, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on June 7, 2010 at their meeting room in the Municipal Building in downtown Cottonwood Falls.

In attendance were Mayor Mike D. Swartz; council representatives Adam Turner, Jim Zeiner, Buddy Sisson and Bob Sturms; City Attorney William T. North, Utility Supervisor Randy Talkington and City Clerk Deb Zeiner.

Following roll call, Sturms made a motion to set the agenda with no additions. Turner seconded and the motion carried 4/0.

Sturms then moved to approve the minutes of the previous meeting with two corrections; the misspelling of the word ‘clerk’ on the first page and the addition of the address of 100 Pearl to the first paragraph on page 3. Zeiner seconded and the motion carried 4/0.

Visitor Steve Trussell met with Council to invite them to CCHS Alumni Weekend activities. Trussell asked for Council approval to have the parade at 11 a.m. on Saturday, June 26 on Broadway, which Council approved by consensus.

Darla Weiss then met with Council to discuss the property she owns at 421 Friend. She is selling the property to Karl Harder on contract, which will be paid for in January 2011 and had received notification that the city had declared the property a dangerous structure giving her 30 days to make improvements.

North related that Harder had visited with him and has asked what was wrong with the property. North told him that the overall condition of the property is deteriorated, making it dangerous. Harder will bring North a list of repairs he will make, and deadlines he will have the repairs made, sometime next week. North will report to Council at the first July meeting.

Council told Weiss they would postpone further discussion of the property until their first meeting in July.

During the Mayor’s Report, Swartz said two bids have been received on replacing the two 5-ton air conditioners at the Municipal Building – one from Modern Air for $9,092.00 and one from Dan’s Electric for $9,375.00.

Sturms moved to accept the Dan’s Electric bid, acknowledging the city Purchasing Policy giving precedence to local vendors. Zeiner seconded and the motion carried 4/0.

Swartz also discussed rerouting duct work connecting the meeting room to the unit that provides air-conditioning to the office, approximately $950.00 additional. Zeiner moved to reroute the duct work for the 2-ton unit to the meeting room. Sturms seconded and the motion carried 4/0.

Then Swartz went over the Budget Update sheet with Council. The report showed $299,757.52 cash in the bank; one remaining invoice not yet received on the pool renovation from Ken Dreier of approximately $10,228.40; and another of approximately $22,763.01 remaining in the budget for street repairs.

During the City Attorney report, North reported that letters sent to Syed Bilal, owner of 348 State Street, had been returned. The foundation of that property is dangerous and the property is not secured. Council requested that members of the Planning Commission inspect the property with a contractor and Sheriff Dorneker, bringing the results of their findings back to a Council meeting.

Utility Supervisor Talkington outlined street repairs and estimates on the Budget Report. He reported he is out of millings. Sturms asked about purchasing additional millings in preparation for the future. Talkington will estimate how many tons of millings he will need.

Sturms also asked about the grass on Sixth Street. He would like the grass strips to be mowed.

Swartz asked who owned the lot on the southwest side of Sixth and Oak, saying it has not been mowed.

Council also discussed the Meyers property at Union and Elm, which is overgrown with weeds and grass. North will talk to the Meyers to see if the reported repossession on the property has been settled with the Bank of America and will proceed with weed nuisance status on the property.

Talkington reported that sewers in one section of the city were cleaned last week and that the crew has been kept busy with the water plant, streets, mowing, sewer cleaning, reading meters, and that a break line on the utility truck is broken.

Talkington also said that the county is still interested in purchasing an old roller from the city. Council told him to negotiate whatever deal he can.

During the City Clerk’s report, the clerk presented a smoking policy to Council for their approval. The policy is based on a prototype from the League of Kansas Municipalities in keeping with the new Kansas smoking ban. Sturms moved to adopt the policy to take effect July 1, 2010. Sisson seconded and the motion carried 4/0.

The CDBG grant application was delivered on June 15 by Rose Mary Sanders.

Clerk Zeiner will be on vacation from July 15 through July 23.

Carl Studer, chair of the Planning Commission, reported plans are moving ahead with the city-wide garage sale event on July 17. They are placing ads in the Leader-News and the Shopper.

Studer asked if Council would consider a small budget for the Planning Commission in 2011. The group is also working on planning Fourth of July events in 2011.

There was no Utilities Committee report. Streets had been discussed earlier in the meeting, so there was Street, Alley and Property report.

There was no Parks and Recreation Committee report and Zeiner reported it had been too hot for the Sidewalk Committee to meet and that one member had tripped on a sidewalk and was unable to attend…

Turner had attended a meeting in Hutchinson where he had visited one of the prefab houses made by the Kansas Department of Corrections. He said the committee considering such a project in Chase County will be planning a community presentation soon.

During the Community Relations Committee discussion, Turner asked if there was any sort of welcoming for newcomers to Cottonwood Falls. Clerk Zeiner reported that Diane Lock and other volunteers provide a service.

There was no old business to discuss. During a New Business discussion, Sturms asked if Council would consider making a donation to the Emergency Services for the Fourth of July fireworks.

Sturms moved to donate $500 to Emergency Services for the Fourth of July fireworks display. Turner seconded and the motion carried 3/0 with Sisson abstaining because of his affiliation with EMS.

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

Zeiner moved to approve 12 hours of water overtime, 10 hours of overtime related to the swimming pool and 5 ½ hours of overtime for the clerk. Sturms seconded and the motion carried 4/0.

Turner moved to approve bills #18675 – 18723. Zeiner seconded and the motion carried 4/0.

Sturms moved to adjourn at 8:05 p.m. Turner seconded and the motion carried 4/0.

CITY OF COTTONWOOD FALLS
MEETING MINUTES - JUNE 7, 2010

MINUTES--June 7, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on June 7, 2010 in the City Council meeting room.

In attendance were Mayor Mike D. Swartz; council representatives Adam Turner, Bob Sturms , Brian Groh, Jim Zeiner, and Buddy Sisson; Utility Supervisor Randy Talkington and City Clerk Deb Zeiner. City Attorney William T. North arrived at approximately 7:40 p.m.

Finding no requests for additions or changes to the agenda, Groh moved to accept the agenda as proposed, Sturms seconded and the motion carried 5/0.

Groh made two corrections to the minutes of the May 18 meeting – the spelling of legislature on the first page and the spelling of Sisson on page 2. Groh moved to accept the minutes with the corrections, Zeiner seconded and the motion carried 4/0 with one abstention.

Sisson moved to approve minutes of May 25 Public Hearing. Turner seconded and the motion carried 3/0 with two abstentions from members who were not at the meeting.

Bruce Boettcher of BG Consultants was the first visitor to meet with Council.

While Clerk Zeiner went to the office to make copies of evaluation forms, Council moved on to other business, leaving the recorder on.

There was no Mayor’s Report.

Utility Supervisor Randy Talkington gave his report. The crew cleaned the kiosk at Bates Grove Park and will clean the sidewalks at Bates Grove Park. He has sprayed for mosquitoes and cleaned the ditches at Swope Park from 177 to the gazebo. Some street lights had burned out and have been replaced. Streets have been swept and meters read, streets patched, painted the bulletin board and worked on the drain at the pool. The airport road has been bladed and sewer inspections will take place soon.

Sturms asked about a tree on Cherry St. that was discussed in April. Talkington said he will take it down when he has time. Swartz reported he and Sisson were working on a solution to trash pickup.

Swartz reported that the air conditioning in the Municipal Building was not working. Dan Potter had checked on the units and said to replace both outside units would be approximately $10,000. Council will ask that the Clerk obtain bids from Services Unlimited and also Modern Air, in addition to Potter.

Clerk returned from the office with evaluation forms for Council to use when evaluating administrative and engineering applicants for the CDBG grant application that is being submitted.

Each Council member ranked the applicants.

Sisson moved to accept the services of BG Consultants for design and construction observation, contingent upon funding; Sturms seconded and the motion carried 5/0.

Sisson moved to retain Ranson Financial and Rose Mary Saunders as grant administrator for the same project, depending upon funding. Sturms seconded and the motion carried 5/0.

Clerk Zeiner report that the League of Kansas Municipalities is working on a smoking policy that cities can adopt. Zeiner has some non-smoking symbols examples from Kansas Graphics. She will order 25.

Swartz informed Zeiner that Council wanted her to contact Modern Air from Emporia and Services Unlimited in Council Grove in addition to Dan’s Electric for a quote on repairs to or replacement of the air conditioning units at the Municipal Building.

Zeiner reminded Council that there will be many visitors in Cottonwood Falls this weekend. Symphony in the Flint Hills, River Suite and the Folklife Festival are all this weekend. There will also be many campers in Swope Park.

Zeiner reported on the recent Sheriff’s Auction and properties in Cottonwood Falls that were sold. She also told Council that a representative from KMIT insurer IMA will be meeting with the City on June 9.

After a discussion, Clerk will organize a dedication of the new sign at the Cottonwood Falls Airport on June 21 at 6 p.m. Representatives from the A. E. Titus family will be invited.

Council member Zeiner moved to change the date of the first meeting in September to Sept. 7; the day after Labor Day. Groh seconded and the motion carried 5/0.

Clerk reminded Council that there would be a budget workshop with accountant Janis Meyer at 6:30 p.m. on Thursday, June 10.

Finally, Clerk asked for a motion to replenish the office petty cash fund for up to $100. (NOTE: The exact amount needed is $99.84) Sturms moved to approve; Turner seconded and the motion carried 5/0.

There was no Utility Committee report.

During the Street, Alley and Property Committee report, Sturms asked for information on the streets that have been worked on the last couple of weeks, specifically what streets that were on the $14,000 worth of work approved by Council have been completed.

Talkington said all streets are chip/sealed and that all 18 streets on the list are completed, except a couple of blocks on Elm.

Groh asked Talkington about manhole and water riser repairs and replacements. Talkington said he had not had enough time to complete all of them. After an animated discussion between Groh, Swartz and Talkington, Zeiner asked if perhaps the weekend crew could work on the man hole risers. Talkington said it takes two to work on the risers and that every one has to be modified differently.

Swartz said he wanted to add $16,430.40 in additional repairs to the streets projects – repairing Fifth St. from 177 to Maple and Locust from Fifth to Eighth – chip/seal, skin patch and additional chip seal as needed. He reported he felt there was enough money budgeted to add these streets.

This brings the total of street projects to date in 2010 to approximately $60,000 – approximately $16,000 on chip seal projects, approximately $14,000 on skin patch and another $30,000 on chip seal.

Sturms said Council needs to be very careful on spending, asking how soon a decision has to be made. Sturms wanted to know how much had been spent already this year. Swartz said there is $85,000 to be spent and that the additional streets would bring the total to the $60,000.

Sturms moved to approve spending an additional $16,430.40 on Fifth from 177 to Maple and Locust from Fifth to Eighth; Sisson seconded and the motion carried 5/0.

In the future, Sturms wants to see the streets listed on the bids, saying he doesn’t want to write a blank check for work.

Zeiner asked if there was some sort of way visually to illustrate how much has been spent on the budget – some sort of graph that could be passed out at Council meetings. Clerk will see if she can develop something.

During the Parks and Recreation Committee report, Zeiner said the group has discussed selling benches with name plates on them that could be placed throughout Swope Park.

Groh asked about a water fountain in the park that is not working. Talkington will look at it.

Zeiner reported that the Sidewalk Committee has contacted approximately 20 homeowners who have expressed interest in having their sidewalks repaired. They have measured the sidewalks, will compile information and will soon seek bids.

Sisson went to check some sidewalks, he reported, and asked about some sidewalks in town that are severly overgrown. One is on Spring Street. Swartz asked North if the city could go ahead and cut out overgrown trees or bushes if they are on city right of way. North said one can cut above their own property.

The Council had a long discussion about the city right of way and the location of trees or other yard plantings. Carl Studer of the Planning Commission asked if it is all right with the city of a homeowner removes a tree that is growing on the city right of way between the sidewalk and the street. North replied that the homeowner can cut down the tree but that they should ask the city first.

Some homeowners have been told they cannot cut down trees on the city right of way. Swartz said this is something that should be taken case by case.

If a tree grows beside the sidewalk and the street, Zeiner asked, can the property owner cut it down? There is no policy to keep them from it, Sturms said. Does the city want to be responsible for all of them, North asked.

But the city does have some responsibility, Swartz said. Yes, and homeowners can cut down the trees, North said.

Zeiner talked about the number of sidewalks in town that have been removed over the years, limiting the mobility of someone with a disability. He said he felt the city was moving in the right direction.

During the Economics, Taxation and Finance Committee report, Zeiner reported that he and Swartz had attended a municipality meeting in Wichita and that he and Turner had met to discuss visual aids for Council.

North, who had arrived at the meeting at approximately 7:45 p.m., told Council that now is the time to decide to take action on the Harder and Bilal properties. Last fall Council had put several properties on a dangerous structure list. A public hearing was held in January at which no one from the public showed up.

North presented Council with Resolution No. 2010-4, determining that a dangerous structure exists at 348 State Street, a frame house owned by Syed Bilal, giving the owner 30 days to repair or raze the structure. Zeiner moved to approve Res. 2010-4; Sturms seconded and the motion carried 5/0.

Next, Council discussed the property at 421 Friend, owned by Darla Weiss and Karl Harder. Approving Resolution 2010-5, giving the owners 30 days to repair or raze the structure, was made into a motion by Sisson; seconded by Turner and approved 5/0.

Sisson made a motion to approve Resolution 2010-6, beginning Dangerous Structures proceedings against the Roger Carpenter property at 100 Pearl. North believes Carpenter is living in Elmdale now made a motion to approve Resolution 2010-6; Sturms seconded and the motion carried 5/0.

North believes there was a SBA loan on the house which was sold to Mortgage Electronic Systems, Inc.

Next, Sturms moved to adopt Resolution 2010-7, declaring 100 Pearl a health and welfare nuisance; Sisson seconded and the motion carried 5/0.

Ordinance 923, authorizing improvements to apply for a CDBG grant for water lines and the issuance of General Obligation bonds to pay for the grant was presented by North. Exchange National Bank has agreed to purchase the bonds up to $80,000.

Zeiner asked why the city was applying for bonds. Swartz said he and North had been working on the funding for a long time, scrunching numbers with Earlyne. If all $88,000 of required matching funds for the project was pulled from Capital Outlay, $59,726.12 would remain in budgeted funds. Swartz did not want to cut it down that far.

Swartz suggested using $68,000 from Capital Outlaw funds and applying for a $20,000 GO bond with a local bank. If a major expense occurs between now and when the funds are required to be used, he asked North if at the time the funds were actually needed if the city could still go ahead and use actual funds, rather than GO bonds.

North said he understood that Rose Mary Sanders wanted something showing the city had the authority to issue bonds to submit with the grant application.

Zeiner asked what is in unencumbered funds now. Swartz replied that the only place to take money was from the water fund or Capital Outlay. North said that all of the money is budgeted money, it is just not being used right now. It may be invested, even though it is just not used right now.

Swartz said that having the possibility of the GO funding is an insurance policy should the city not have the money available when it is needed for the project, saying that if the City had one problem at, for example, the water plant then the funding could be in jeopardy.

Zeiner said that he wanted to make certain the Council was not absolutely committing to GO funding at this point in time. Swartz assured him that was not the case, the Council is simply setting the authority to do so if needed.

Sisson moved to approve Ordinance 923; Zeiner seconded and the motion carried 5/0.

Carl Studer from the Planning Commission met with Council. He asked if Council would like them to do if someone applied for a building permit after they began building. North replied that upon review, the building in question should meet the requirements of the City and Planning Commission. If not, the City could make the applicant remove the building that someone has begun to build. North will bring an ordinance setting this policy to the next Council meeting.

Zeiner also asked if someone could look at the Municipal Building to determine if the heating/cooling systems could be separated – one for the leased space, another for the City offices.

Clerk will ask the businesses bidding the repair/replacement of the cooling system to also bid on making this change to the building.

There was no old or new business.

Groh made a motion to approve time cards; Sturms seconded and the motion carried 5/0.

Groh moved to approve b ills #18613 through #18674. Sisson seconded and the motion carried 5/0.

Sturms made a motion to adjourn at 8:35 p.m. Turner seconded and the meeting adjourned.

CITY OF COTTONWOOD FALLS
MEETING MINUTES - MAY 18, 2010

MINUTES--May 18, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on May 18, 2010 in the City Council meeting room. The meeting was rescheduled from May 17, 2010 because three Council members were unable to make the May 17 meeting.

In attendance were Mayor Mike D. Swartz; council representatives Adam Turner, Jim Zeiner, Buddy Sisson; Utility Supervisor Randy Talkington and City Clerk Deb Zeiner.

Following Roll Call, Sisson made a motion to set the agenda with the addition of two executive sessions and discussions of a city smoking policy and the purchase of chairs during the Mayor’s Report. Zeiner seconded and the motion carried 3/0.

Sission moved to approve the minutes of the previous meeting. Zeiner seconded and the minutes were approved.

Greg Markowitz was the first visitor to meet with Council, representing John Ireland, principal of CCHS. Beginning this fall, middle school students will be attending CCHS and USD 284 would like to have crosswalks painted at designated street sites around the school grounds. Turner made a motion that the city would paint the crossings and help the school system with whatever signs are deemed needed in the area to maintain the safety of the students. Zeiner seconded and the motion passed. Talkington will check with the State to determine what signs are required.

Kirk Engle presented Council with a dividend check from EMC Insurance for $1,119.47.

Deb Zeiner acted on behalf of Suzan Barnes to ask Council to waive the $25 CWF Temporary Liquor License. During the process of helping Barnes apply for a state temporary liquor license, Zeiner discovered that in the past, the former clerk had varied how the temporary license was applied – from not requiring a license to charging as much as $75. Jim Zeiner moved to waive the fee this year. Turner seconded and the motion passed 3/0.

Michal Schrater met with Council. He would like to add a second driveway at his home at 121 Oak. The Planning Commission will consider his request and make a decision.

Charley Klamm asked the city to replace a water meter at his property at 301 Plum. Clerk had already asked the crew to do so.

During the Mayor’s Report, Swartz reported that the pool project is complete and the pool is nearly ready to open. Talkington reported the resin for the slide has not yet been received.

Then Council opened the sealed bid received on haying the airport. Wes Cahoone provided the bid of $185.00. Sisson moved to accept the bid. Turner seconded and the motion passed 3/0.

Swartz said he wanted to purchase more comfortable chairs for the meeting room. After discussing the types of chairs available, and prices, Turner made a motion to allow Mr. Zeiner to purchase chairs on behalf of the city for no more than $1200. Sisson seconded and the motion carried 3/0.

Swartz told Council he wanted to have a meeting with accountant Janice Meyer, auditors from Aldrich & Company, Earlyne Mercer and members of Council to discuss the water fund. Clerk Zeiner will make arrangements for the meeting on a Wednesday, Thursday or Friday prior to the June 7 meeting. Swartz told Council he would bring a report to the next meeting.

Swartz also reported to Council that the Kansas Legislature passed a smoking ban on March 12, 2010, going into effect on July 1, 2010. Cities may not exempt themselves from the Act and must enforce it in the same manner as any other state statute. Swartz asked Clerk to prepare an Ord. establishing a city policy that Council can consider at the June 7 meeting.

There was no report from City Attorney William North, who was not able to attend the meeting.

At 7:32 p.m., Zeiner made a motion, with Sisson seconding, that Council go into Executive Session to discuss acquisition of land. Following the 10 minute session, Sisson made a motion to allow Zeiner to pursue certain properties at the Sheriff’s Sale on May 21, 2010. Turner seconded and the motion carried 3/0.

Sisson then made motion to return to Executive Session at 7:45 for five minutes to discuss matters of non-elected personnel. Turner seconded and the motion carried.

Upon returning to regular session, Turner made motion to give a performance raise to Eddie LeMay and Randy Talkington. Sisson seconded and the motion carried 3/0.

Talkington began his Utility Supervisor report with a discussion of a quote from Brentag for the purchase of a new seal for approximately $858.00. He said the seal is not a “have to have deal” at the moment. Council took no action.

Talkington reported the city crew had installed a new water line for the Rec Commission concession stand project in Swope Park. They are working on locating the sewer line, had dealt with a water line leak, read meters, patched holes, etc. since the last meeting.

Council member Bob Sturms had asked for quotes on chip seal on targeted city streets. Swartz told Talkington to look at last year’s contract to determine how much the APAC quote was and Talkington said $14,033.25 was the amount he remembered. This would be for chip sealing the streets with the city crew providing the prep work. It would take a lot of the crew’s time this summer, Talkington said, and the crew would have to be able to work whenever APAC was in the area.

Swartz cautioned Council that for that quote with the city doing the prep and compaction if the compaction fails it will be the responsibility of the city to repair, not APAC.

Talkington would also like to purchase AB3.

Sisson moved to contract with APAC for the amount of $14,033.25. Turner seconded and the motion carried 3/0.

Sisson moved to purchase 100 tons of state grade AB3 at approximately $7/ton. Zeiner seconded and the motion carried 3/0.

Swartz said the city has approximately $85,000 available in the street fund.

Clerk Zeiner began her report by telling Council that she had received a request for speed limit or Children at Play signs to be placed on State St. between Pearl and Friend. By consensus, Council asked Zeiner to tell the resident with the request that they would be working with USD 284 to make the area as safe as possible.

Zeiner reported that she had mailed grass/weed ordinance violation letters to property owners of 116 State, 348 State, 320 Elm, 220 Sycamore, 100 Pearl and 300 Sycamore. Yards at all properties with the exception of 100 Pearl, owned by Roger Carpenter, had been mowed. Council directed Zeiner to request that the city crew mow and clean up Carpenter’s property and proceed with billing him for the time involved according to the ordinance.

Zeiner reminded Council of the Community Conversation at 7 p.m. on May 20 at the Community Building and of the study session with Bruce Boettcher at 6 p.m. on May 21. Pizza and sodas will be provided.

She also spoke with Council about the problem John Queen has had with water runoff eroding his driveway since the crew put new asphalt on Mill St. last year. Talkington reported that the crew had put an ‘apron’ of asphalt at the top of the driveway last week.

There was no Planning Commission, Utilities Committee or Street Committee report.

During the Parks and Recreation Committee report, Sisson asked Talkington if the Bates Grove kiosk has been cleaned and the concrete resealed. Talkington said he would take care of it.

Council discussed the free dirt in Swope Park and the inordinate amount of time it takes some days for someone to be available to load it for residents who want to pick up some of the dirt. By consensus, Council asked the Clerk to run an ad in the Leader-News saying the dirt is still free to residents but the crew will no longer load it for them.

Council also directed the Clerk to send a letter to the Lions Club giving them a September deadline to remove the pile of mulch from Swope Park. The mulch is going to disintegrate in the heat this summer and the city wants the large pile removed.

Council also discussed the landscaping Terry Porter is doing in Swope Park. Porter has been waiting to plant around the tall stone at the Y-intersection near the entrance of the park until it has been acid washed. Clerk will call Maddox.

During the Sidewalk Committee report, Zeiner said there were 19 residents who had responded to the ad in the Leader-News. The committee drew names of residents to contact and will meet again on May 28.

During the Economics, Taxation and Finance report, Zeiner and Swartz told Council they would attend the Municipal Seminar in Wichita on June 3.

Councilman Zeiner also reported on the amount of traffic coming through the city website.

Talkington spoke as an unscheduled visitor. He asked about the availability of Swope Park for a tractor pull in June. Clerk Zeiner explained that the park will be filled with visitors for the Rodeo, Symphony in the Flint Hills and high school reunion on three weekends that month. Swartz told Talkington to check the schedule in the city office.

Turner moved to approve time cards; Sisson seconded and the motion carried 3/0.

Turner moved to approve 16 hours of overtime; 12 from an emergency at the water plant. Sission seconded and the motion carried 3/0.

Turner moved to approve bills $18575 through 18612. Sisson seconded and the motion carried 3/0.

At 8:30, Sisson moved to adjourn. Turner seconded and the motion carried 3/0. The meeting adjourned.

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CITY OF COTTONWOOD FALLS
MEETING MINUTES - MAY 3, 2010

MINUTES--May 3, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on May 3, 2010 at their meeting room in the Municipal Building in downtown Cottonwood Falls.

In attendance were Mayor Mike D. Swartz; council representatives Adam Turner, Jim Zeiner, Buddy Sisson, Brian Groh and Bob Sturms; City Attorney William T. North, and City Clerk Deb Zeiner. Utility Supervisor Randy Talkington was unable to attend.

After addition two executive sessions, a discussion of matching funds to the Mayor’s Report and approving minutes of a workshop to the agenda, Groh made a motion to set the agenda. Turner seconded and the motion carried 5/0.

Two corrections were made to the minutes of the April 19 meeting; changing the word ‘failed’ to ‘was not adequate’ in paragraph 9 on the first page and the word ‘trailers’ to ‘mowers’ in the first paragraph on the second page. Sturms moved to approve the minutes with the two corrections. Groh seconded and the motion carried 5/0.

Turner moved to approve the minutes of the April 22 workshop. Groh seconded the motion which passed 5/0.

Lexi Dawson was the first visitor. She thanked the city for providing the Porta Potty for the 2010 Earth Day celebration at the Millstream Motel. More than 200 attended.

Dawson asked Council for permission to place hay bales in parking spaces in front of her business, Gallery at Cottonwood Falls, on the weekend of June 12 when Symphony in the Flint Hills will be in Chase County. By consensus, Council approved.

Dawson is going to ask the owners of the businesses on either side of her if she can also block off spaces in front of their businesses. She will report to the Clerk if they give her permission.

Swartz began his Mayor’s Report with a 10 minute executive session to discuss non-elected personnel. Groh moved to go into executive session. Sturms seconded and with a vote of 5/0, Council went into session at 7:07 p.m. When they returned to session at 7:17 p.m., no action was taken.

Visitor Bruce Boettcher then met with Council. Boettcher confirmed the CSCE Board meeting at 6:30 p.m. on May 6 in Strong City and the public hearing on May 25 in Cottonwood Falls to discuss the proposed CDBG application.

Boettcher explained that the more accurate figures he now has from Rural Water, Strong City and Cottonwood Falls on the number of users in their water systems will undoubtedly increase the proposed monthly rates per customer under the project. One thing the City will need to do will be to determine what a reasonable threshold fee for water rates would be.

Boettcher also recommended that as the city proceeds with the Interlocal Water project, $20,000 would be the recommended amount kept in reserve for emergency repairs, etc. Swartz assured him that there will be $14,000 in reserve by the end of 2010.

The Mayor continued his report with news that the swimming pool is now painted and new lights are installed. The crew will begin to fill it later this week.

Then Council opened sealed bids on the city property north of the lumber yard that had been advertised in the Leader-News. Two bids were received – one from Don Linn for $1,050 and one from Danny Shepard for $3,500.

Sturms made a motion to accept Shepard’s high bid. Turner seconded and the motion carried 5/0. The Clerk will notify Shepard and refer him to North for assistance in the transaction.

Swartz reported there was no change in the status of the city shop remodeling project.

Sisson made a motion to hold a public meeting at 6:30 p.m. on May 25 to consider an application for CDBG funds for the Phase I water system improvements on Sycamore from Sixth to Eighth, Oak from Sixth to Eighth, Fourth from Mulberry to Cedar, Maple from Pearl to Union and Kaw from Friend to Union, including connections and parallel mains to be abandoned on Highway 177, Friend, Union, Mulberry, Third, Fifth, Locust, Vine, Seventh and Eighth streets. Turner seconded and the motion carried 5/0.

Swartz reported that the Deputy City Clerk and City Clerk have contacted accountant Janis Meyer who will help determine where matching funds will come from on the CDBG application.

City Attorney North reported that the County Commission wants to change an agreement Swartz and County Road Supervisor Paul Jones had agreed on for road maintenance on Road 210, adding to the length along Swope Park that the City would maintain. North reported that the commissioners felt most of the traffic along that section is city traffic into the park. Swartz will speak with the County.

North also spoke about an email from Imagine Chase County pertaining to a possible housing project the city and other entities could participate in. A representative from the city will be asked to attend an information meeting within the next couple of weeks.

At 7:57 p.m., Council went into a second Executive Session pertaining to the acquisition of real estate. Upon their return at 8:12 p.m., no action was taken.

Swartz gave a report for Utility Supervisor Randy Talkington. The crew will begin filling the swimming pool later this week. Talkington obtained permission from a resident on Cherry Street to remove a tree that is hanging over the street. The crew has been mowing the parks and airport.

He also reported that it will take 300-500 tons of millings to do the roads in the park, at a cost of $3,000 to $7,000.

Also a tree had fallen on Pine Street and there were wires down around town due to high wind and Westar had repaired a pump at the sewer pond.

Talkington requested that Council approve sending Rodney Cotton to Sewer School on May 13 and 14. Sturms and Groh, representing the Street, Alley and Property committee, will follow up with Talkington.

Swartz said Talkington and the crew had been following his directions to work on the swimming pool to ready it for the summer season. He thanked Council for allowing him to make it a priority.

During the Clerk’s report, Sisson made a motion to donate $100 to the Alumni Association for their upcoming reunion. Zeiner seconded and the motion carried 5 /0.

At the Clerk’s suggestion, by consensus, Council approved running an ad in the Leader-News announcing the City is taking bids for cutting hay at the airport in 2010.

Swartz reported a crop duster had dropped some sort of liquid on the airport recently. North suggested contacting Mike Holder to see if Holder could take soil samples at the airport to try to determine what the substance was. Sturms will contact Holder.

Carl Studer from the Planning Commission met with council and invited members to the public meeting at 7 p.m. on May 4.

There was no Utilities Committee report.

During the Street, Alley and Property report, Groh said he was disappointed that Talkington did not call APAC as he was directed at the last meeting.

Zeiner said he had received a request to smooth down an area along Kaw where a sidewalk had formerly been. By consensus, Council felt it was the responsibility of the property owner to do that.

Zeiner reported that he, Talkington and Dan Riggs had looked at a location on the south side of the Cottonwood River bridge where the Community Connection Trail would like to erect a kiosk. One side of the kiosk will have a map of the trail, the other side will have information about the trail.

Zeiner also said Terry Porter had planted larkspur along the tree row by the bridge and that the crew had been mowing it down. Porter would like the crew to not mow the larkspur so it will grow down the bank and around the south end of the bridge.

The Sidewalk Committee reported that Emporia Construction and John Maddox have both expressed interest in bidding any future sidewalk projects in Cottonwood Falls.

There was no Economics, Taxation and Finance Committee report.

Swartz reported that he is having no success talking to the Sheriff about the problem of loose dogs in town. He asked for someone else to take over the discussion. Sisson volunteered.

During Old Business, Zeiner asked if the crew had been asked to report things they might notice during the day as they move around town. Talkington was to have told the crew.

Frank Matson asked when he would get new curbs on the northwest side of his property. Swartz told him it would be several years.

During New Business, requiring residents to have address numbers placed on homes throughout town was discussed. Swartz said Council can agree with the policy, but could not enforce it. Clerk Zeiner will write a letter to the editor for the Planning Commission in support of such a policy.

Groh moved to approve time cards. Sturms seconded and the motion carried 5/0.

Groh then made a motion to approve 12 hours of overtime at the water plant and 5 ½ hours overtime for the Clerk. Sturms seconded and the motion carried 5/0.

Groh moved to approve bills #18489 through #18526. Sturms seconded and the motion carried 5/0.

Sturms moved to adjourn the meeting at 8:34 p.m. Zeiner seconded and the meeting adjourned.

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CITY OF COTTONWOOD FALLS
MEETING MINUTES - APRIL 19, 2010

MINUTES--April 19, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on April 19, 2010 at their meeting room in the Municipal Building in downtown Cottonwood Falls.

In attendance were Mayor Mike D. Swartz; council representatives Adam Turner, Jim Zeiner, Buddy Sisson, Brian Groh and Bob Sturms; City Attorney William T. North, Utility Supervisor Randy Talkington and City Clerk Deb Zeiner.

Mayor Swartz made two additions to the agenda. Sturms made a motion to set the agenda; Groh seconded and the motion carried 5/0.

Swartz made one correction to the minutes of the April 5, 2010 meeting, saying the amount spent on the pool project to date has been approximately $61,000, not $67,000 as he had stated at a previous meeting. Sturms moved to approve the minutes with the change, Turner seconded and the motion carried.

Sturms moved to approve the minutes of the April 15 Special Meeting with Bruce Boettcher, Sisson seconded and the motion carried with Turner and Groh abstaining since they had not attended the meeting.

Ron Scott met with Council to discuss the May 1 clean up. Scott asked that the city pay a $275.00 fee for Steve’s Trash Service that day, accept calls at City Hall for those needing help that day, allow the burn site to be open and help the county haul metal collected. By consensus, Council agreed and thanked Mr. Scott for his years of coordinating the clean up days.

Carol Coirier, representing the Chamber of Commerce, told Council that River Suite will be June 11, 2010. She asked for the city to help with the event by having the bridge clean, moving rocks at one end for the catering truck, and setting up trash cans with liners. The next day is Symphony in the Flint Hills and Coirier expects many visitors in Chase County. She asked that the city empty the trash cans from the bridge, replace liners and move them downtown. She will send a list of requests to the city office.

Dan Riggs was at the meeting representing the Chase County Community Connection Trail. Riggs said the trail committee wanted permission to erect a kiosk at the south end of the bridge. By consensus, Council approved the project. Sisson and Zeiner will help the trail group decide on placement of the kiosk.

Swartz began his Mayor’s Report with a report on the swimming pool. The cost of concrete work came in at $5200, $1800 less than the original quote, he said. The first coat of epoxy was not adequate. The pool will be resprayed this week. The kiddy pool is also being resprayed.

Swartz and Council discussed the upcoming CDBG application period. At the recommendation of Boettcher and grant writer Rose Mary Saunders, Swartz recommended applying for funding for Phases I and II of the proposed water line replacement project. Grants will be available for a maximum of $500,000 with 15 percent in matching funds required.

Sisson moved to proceed with applying for a grant for a total amount of approximately $588,235.00, which includes Cottonwood Falls’ matching funds requirement. Zeiner seconded and the motion carried 5/0.

Swartz reported that Talkington had obtained estimates on purchasing a trailer the city crew could use to move mowers around from job to job. Talkington said the average cost of trailers is $2200.00. No action taken.

Swartz also reported that the Sheriff’s Department is aware of dogs running loose and is working on the problem.

There was no report from the City Attorney.

Talkington reported that since the last meeting, the crew had been working on cleaning the cement area at the pool, cleaning dirt from cracks prior to sealing the cracks, had ordered parts for the sweeper and made repairs but that the sweeper will run for around two hours and then quits running. The crew has been mowing the parks and runway, reading meters, flushing water lines, locating water lines for Atmos and hauling limbs.

Groh and Sturms had met with Talkington to discuss the logistics of street repairs in 2010. Groh made many suggestions to Talkington and emphasized that Talkington should call APAC the morning after the meeting to ask about a better than he had been quoted earlier.

Sturms talked about a tree at 417 Cherry that is leaning over toward the street. Talkington will discuss the tree with the homeowner. Martin Garrison mentioned that he had a similar tree in his yard at 201 Elm.

Sturms had spoken with Jerry Linsea about an alley behind his home. Talkington will fill in the entrance to the alley on Union.

Sturms also asked if Talkington would give some sort of report when streets repairs are complete. Zeiner asked which crew members had CDL licenses – Rodney, Rick, Randy and Eddie have the licenses.

Clerk Zeiner informed Council that the 2010 Alumni weekend would be June 25 – 27. She will check to see how the City has supported the event in the past.

Carl Studer, representing the Planning Commission, met with Council. Studer asked Council to approve paying for two ads in the Leader-News, inviting the CWF community to a meeting at 7 p.m. on May 4, 2010. Zeiner moved to approve the purchase, Groh seconded and the motion carried 5/0.

The Commission also recommended that city employees report any evidence of site preparation they may see as they work around town and that residences in town have 4 inch or larger address numbers on them. No action.

Zeiner asked if the crew was signing off on work orders when they are completed. That has not been done for a while. Following a discussion, Council agreed that reinstating this practice would be a good idea for the crew to do.

There was no Utilities Committee report and Street, Alley and Property matters had been discussed earlier in the meeting, so Council moved on to discuss Parks and Recreation.

Sisson asked if millings could be placed around the shelter house and pool in the park.

Zeiner asked if he could proceed with asking Terry Porter to landscape the entrance to Swope Park as was approved by Council prior to this meeting. By consensus, Council agreed.

The Sidewalks Committee is still gathering names of those in town who would be interested in new sidewalks. Emporia Construction and John Maddox had contacted Zeiner to express interest in bidding a sidewalk project.

Zeiner and Turner reported they had attended the Ks. Municipal Services Section of the Division of Accounts and Reports budget workshop in Wichita on April 13. They learned a lot.

There was no Community Relations OR Personnel Committee report!

During New Business, Sisson asked if the city had plans to seed the ditches that were reworked last year. Swartz asked Talkington if there is any seed in stock and told Talkington to check on prices and purchase seed as soon as possible.

Sisson also asked Talkington to spray for mosquitos as soon as possible.

Groh made a motion to approve time cards. Sturms seconded and the motion carried 5/0.

Groh moved to approve 12 hours of overtime. Sturms seconded and the motion carried 5/0.

Groh moved to approve bills #18489 through 18526. Sisson seconded and the motion carried 5/0.

The meeting adjourned at 8:26 p.m.

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CITY OF COTTONWOOD FALLS
MEETING MINUTES - APRIL 5, 2010

MINUTES--April 5, 2010 -

The City Council of the City of Cottonwood Falls met at 7 p.m. on March 15, 2010 at their new meeting room in the Municipal Building in downtown Cottonwood Falls.

Sisson made a motion to set the agenda. Sturms seconded and the agenda was set.

Next, Turner moved to approve the minutes of the previous meeting. Sturms seconded and the minutes of the March 15, 2010 meeting.

The first visitor of the evening was Bruce Boettcher from BG Consultants.

Boettcher asked the council if they would like to set any dates to hold study sessions on the Interlocal Water Project public wholesale district, saying there is a lot of information to consider at this point in the project.

North recommended that the Council look at the project in depth to determine what rates would be required. Study sessions were scheduled for April 15 and 22 at 6:30 p.m. in the City Council Meeting Room.

Brenda Wessel met with Council to talk about the 2010 season at the Swimming Pool. She said she needs two new lifeguards and with permission, will run ads to fill those vacancies.

Wessel recommended raising the price of family passes. During a discussion of concessions prices, Sturms said he would like to leave the concession prices alone and raise the price on family passes.

After much discussion of admission prices, schedules and concessions, Groh made a motion to raise admission to $2.50 per day, $2 after 5 p.m., $55 for a single pass, $100 for a family pass for up to 6 family members; $10 per person above six family members and to leave the other prices the same.

Turner seconded and the motion carried 5/0.

Swartz told Council that the pool project is coming along but has been hindered by weather conditions. He reported the project has cost $67,000 to date.

During his Mayor’s Report, Swartz said he had received a request to purchase the city-owned lot behind the lumber yard. The interested party wants to build storage units on the site.

Swartz said the new owner of the lumber yard, Danny Shepherd, is the interested party.

Sturms said he felt it important to put the property out for bids and Swartz agreed saying there are more important uses for the lot than as a parking lot.

Sisson moved to place an ad in the Leader-News for sealed bids for the property. Clerk will place an ad to run in this week’s issue. The bids will be opened at the first Council meeting in May. Sturms seconded the motion which passed 5/0.

Talkington gave his report. He said the shop remodeling project is nearly complete, the crew has been working on the street sweeper, he has completed a list of street work that should be done in 2010.

Talkington said he would like to purchase an oil distributor. Sturms asked what priorities have been set for the money allocated to streets in 2010. He stressed paying attention to what the city spends and asked how many materials Talkington needs to purchase.

Groh recommended several companies Talkington can call for materials and used equipment. Sturms, Groh and Talkington will meet to discuss streets.

Talkington also reported that he had ordered a motor for a mixer at the water plant. Dan Potter will install it. The crew will seal the cement at the pool on the decks and have bladed the airport road and patched potholes.

The crew has begun to work on painting projects on the Municipal Building.

Talkington would like to purchase a trailer to hold lawn mowers and weed eaters. He thinks he can purchase one for $2400 to $2500. No action was taken.

He also wants to purchase a box blade and hire Garrett Swift to work as a temporary worker this summer for $8/hr. Groh moved to rehire Swift. Turner seconded and the motion passed 5/0.

City Clerk reported that she, Zeiner and Sturms had met with Scott Shields from KDOT to discuss the TE Grant application she had submitted in Dec. 2009 for a stone ‘Welcome to Cottonwood Falls’ sign in Bates Grove Park. The meeting went well and Shields said the project was a ‘no brainer,’ a favorable response indicating it was likely to be funded.

Clerk Zeiner also reported that residents have been busy cleaning their yards and many have inquired about when the burn site will reopen from 7 – 9 a.m. By consensus, Council approved beginning to open the site beginning tomorrow.

Carl Studer represented the Planning Commission at the meeting. The Commission has been reading old minutes from previous Planning Commission meetings. Studer asked who enforces city codes and said they are working on a new set of bylaws.

Council moved on to Committee Reports. There was no Utilities Committee report from Sisson and Sturms.

During Street, Alley and Property Committee, Groh asked if the city crew has enough millings left. Talkington said there are very few. Groh asked if the street projects not completed last year were going to be completed this year.

Sisson reported that the shelter house project in Swope Park is nearly complete.

Zeiner reported on sidewalks. The committee has written an ad for bids and another to notify residents of a proposed idea/plan to allocate a subsidy for new sidewalk projects, possibly via special assessment. Clerk will see that the ads are placed in the Leader-News and will look up sidewalk existing specifications.

There were no unscheduled visitors, old or new business.

Groh moved to approve time cards. Sisson seconded and the motion carried 5/0.

Groh moved to approve 16 hours of overtime. Sturms seconded and the motion carried 5/0.

Turner moved to adjourn at 8:50 p.m. Sturms seconded and the meeting ended.

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