City Council

MINUTES OF THE COUNCIL MEETING OF THE CITY OF PAOLA, KANSAS 6:00 O’CLOCK P.M. October 26, 2010 HELD AT THE PAOLA JUSTICE CENTER 805 North Pearl Street in Paola The Governing Body of the City of Paola, Kansas, met with Mayor Stuteville presiding. Councilmembers present: Mayor Stuteville and Council Members Pritchard, Rowlett and Minden. Council Members absent: Councilmember Wilhoite was absent at the beginning of the meeting. Also present: City Clerk Droste, City Attorney Tetwiler, City Planner Gotfredson, Public Works Director Browning, Deputy Police Chief Poore, Richard Lentz, Scott Jones with Kansas City Power & Light, Dorothy Barnett with the Climate and Energy Project, Carol Everhart with the Paola Chamber of Commerce, and Jesse Trimble from the Miami County Republic. Agenda Item 1 - CALL TO ORDER: The regular council meeting was called to order by Mayor Stuteville. Agenda Item 2 - ROLL CALL: Mayor Stuteville and Council Members Pritchard, Rowlett, and Minden were all present. Councilmember Wilhoite was absent at the beginning of the meeting. Agenda Item 3 - PETITIONS, REMONSTRANCES, AND COMMUNICATIONS Mayor Stuteville asked the audience if anyone desired to address the Council about any issue that is not an agenda item. No one addressed the Council. Agenda Item 4 - CONSENT AGENDA a. Approval of minutes of the meeting of October 12, 2010. b. Approval of Salary Ordinance 10-22. c. Approval of Appropriation Ordinance No 688. d. Approval of a water leak allowance for 24276 W 295th Street. Paola City Council Minutes – October 26, 2010 Page 1 Councilmember Rowlett made a motion to approve the Consent Agenda as presented and authorize the Mayor to sign. The motion was seconded by Councilmember Pritchard and all voted aye. The motion passed 3 to 0. Councilmember Wilhoite arrived at the meeting and took her seat with the Governing Body. Agenda Item 5 - REPORTS OF OFFICERS, BOARDS AND COMMITTEES Agenda Item 5a - Discussion regarding the “Take Charge Challenge Program”. City Planner Gotfredson reported that he and Councilmember Rowlett met with representatives from Kansas City Power & Light to discuss the possibility of the City of Paola participating in the “Take Charge Challenge Program”. Planner Gotfredson reported that sixteen cities in four regions will compete to save energy, save money and win the Take Charge Challenge. One winner from each region will be selected based on residential and small commercial participation in Efficiency Kansas and Federal Weatherization, utility program offerings, including community engagement and lighting switches. Each region winner will be given a $100,000 community lighting project award. All participating cities will receive a $25,000 grant to help with costs associated with marketing, events and energy efficient products. Approved reimbursable items include: 1) Printing costs for flyers, brochures, posters, and other materials to promote energy- efficiency initiatives; 2) Postage; 3) Refreshments for local educational/outreach events in which technical information is disseminated, including activities in schools; 4) Giveaway items for promotional activities/events: refrigerator magnets, weather- stripping kits, LED Christmas lights, CFL's, powerstrips, rebates for EnergyStar appliances that are not permanently affixed to the property; 5) Other items for promotions of community events; 6) Technology support: promotional video, music for events, email blasts, web-based energy manager software (energy CAP, METRIX 4), local Take Charge website development; 7) Event sponsorships/booth rental, building rental, sound equipment rental, table/chair rental; 8) Radio, newspaper, internet, community newsletter advertising; and 9) Building operator training and certification. Planner Gotfredson indicated that the program organizers would like to make public announcements about this program early next month and they are requesting that a verbal commitment be given at tonight’s meeting. Paola City Council Minutes – October 26, 2010 Page 2 In participating in the Challenge, the City would be committing to the following: • To make city venues available to host Challenge meetings and events free of charge. • To appoint a city staff person to serve on the Leadership Team. • To authorize a reasonable amount of staff time to work with the regional coordinator. • To have the Mayor, City Council and/or City Manager attend Take Charge Events. • To coordinate program fund spending with CEP. • To help promote the Challenge by utilizing City communication staff / website / newsletters. • To pass a city resolution to promote the Take Charge Challenge. The program will run from January through September of 2011. If the Council is agreeable to participation, work should begin immediately to form the Leadership Team and being formulating an efficiency strategy. Dorothy Barnett, Director of Energy & Transmission with the Climate and Energy Project discussed the project and addressed questions. Ms. Barnett reported that the winning city would be determined based on a per capita energy savings formula and that the only stipulation was that the prize funds must be used for a community lighting project. After the discussion, the Council agreed to participate in the “Take Charge Challenge Program” and instructed staff to prepare the Memorandum of Understanding and Resolution of Support for formal approval at the next Council Meeting. Agenda Item 5b - Consider approval of a Conditional Use Permit for an Automotive and Equipment Repair Business at 308 S Silver. Clerk Droste reported that the City Manager is currently on vacation and that he has requested that discussion and action on this item be tabled until the next meeting pending an administrative review. Councilmember Rowlett made a motion to table any action on the Conditional Use Permit for an Automotive and Equipment Repair Business at 308 S Silver until the next City Council Meeting. The motion was seconded by Councilmember Pritchard and all voted aye. The motion passed 4 to 0. Agenda Item 5c - Consider approval of a progress payment on the Paola Family Pool repairs. Public Works Director Browning presented a pay request from Sunshine Sandblasting for one–third of the contract amount for the repairs to the swimming pool. He reported that more than one–third of the work was completed. After discussion, Councilmember Pritchard made a motion to approve payment of an invoice from Sunshine Sandblasting in the amount of $8,020.83 for 1/3 of the contract for repairs to the Paola Family Pool. The motion was seconded by Councilmember Wilhoite and all voted aye. The motion passed 4 to 0. Paola City Council Minutes – October 26, 2010 Page 3 Agenda Item 5d - Consider the purchase of a Street Sweeper for the Public Works Department. Public Works Director Browning reported that he recently traveled to Orlando Florida to inspect and test drive a 2007 Elgin Eagle Street Sweeper. He reported that mechanically the vehicle was in very good condition and that there were some cosmetic repairs that were negotiated into the sales price including new tires and brushes. After discussion, Councilmember Rowlett made a motion to approve the purchase of a 2007 Elgin Eagle Street Sweeper from Key Equipment in the amount of $115,000.00. The motion was seconded by Councilmember Minden and all voted aye. The motion passed 4 to 0. Agenda Item 5e – Consider lease financing options for the purchase of the 2007 Elgin Eagle Street Sweeper. Clerk Droste presented bids for lease financing for the purchase of the 2007 Elgin Eagle Street Sweeper. The bids were as follows: Bidder Term Note Rate Fees APR Annual Payment First Option Bank 4 Years 3.490% $135.00 3.587% $31,376.43 Citizens State Bank 4 Years 3.875% $0.00 3.875% $31,590.45 Great Southern Bank 4 Years 3.990% $500.00 4.209% $31,811.60 1st Source Bank 4 Years 4.500% $1.00 4.501% $32,055.52 Clerk Droste explained that the 2011 Budget includes an allocation for the annual lease payment for this equipment. After discussion, Councilmember Minden made a motion to accept the bid from First Option Bank of 3.49% for a 4 year lease to finance the purchase of the 2007 Elgin Eagle Street Sweeper for the Public Works Department. The motion was seconded by Councilmember Rowlett and all voted aye. The motion passed 4 to 0. Agenda Item 6 – NEW BUSINESS Clerk Droste presented that Sales Tax revenues for the month of October totaled $195,680.00; he also presented a report of total tax revenues for 2010. Clerk Droste presented an invitation from the Paola Fire Department to attend a promotional ceremony for Lieutenants Mark Farmer and Cam Johnson. Clerk Droste presented invitations for the Miami County Elected Officials and Leadership Dinner on Tuesday, November 16th and for the League of Kansas Municipalities Regional Supper on Wednesday, November 17th. Paola City Council Minutes – October 26, 2010 Page 4 Councilmember Minden asked if there had been a recent donation of $25,000 to the Skate Park Fund. Clerk Droste reported that the City was recently awarded a grant from the Baehr Foundation in the total amount of $26,000.00. $20,000.00 was awarded for improvements to the shelter house at Wallace Park and $6,000.00 was awarded for the Skate Park. Councilmember Wilhoite asked about the effectiveness of the Geese Police at Lake Miola. Public Works Director reported that the Geese Police have been very effective and their efforts appear to have been successful in resolving the problem. Mayor Stuteville complimented the Public Works Department on the progress on the storm sewer project on East Kaskaskia. Mayor Stuteville asked about the work that was being done along Old KC Road north of Waterworks Road. Public Works Director Browning reported that a water line extension was being installed to relocate the bulk water sales equipment from the old water plant to the Public Works Facility. Mayor Stuteville asked if the yard waste collection site has been completed. Public Works Director Browning reported that the collection site has been completed and has already been used by many residents. Many positive comments have been received about the yard waste collection site. Councilmember Minden asked about the temporary street patches that are on Pearl Street near the Park Square. Public Works Director Browning reported that the repairs were the responsibility of Kansas Gas Service and that the permanent asphalt repairs should be completed this week. Councilmember Minden stated that it was good to have Mayor Stuteville back at Council Meetings after her recent hospitalization. Mayor Stuteville thanked everyone for the flowers, cards and well wishes during her hospital stay and recovery. Agenda Item 7 – ADJOURNMENT. With no additional business to come before the Council, Councilmember Pritchard made a motion to adjourn. Councilmember Wilhoite seconded the motion and all voted aye. The motion passed 4 to 0. _________________________________ Artie Stuteville, Mayor ATTEST: (seal) ______________________________ Daniel G. Droste, City Clerk Paola City Council Minutes – October 26, 2010 Page 5