City Council

MINUTES OF THE COUNCIL MEETING OF THE CITY OF PAOLA, KANSAS 6:00 O’CLOCK P.M. May 24, 2011 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, Wilhoite, House, and Minden. Council Members absent: None. Also present: City Manager Wieland, City Clerk Droste, City Attorney Tetwiler, City Planner Gotfredson, Public Works Director Browning, Police Chief Smail, Aaron Prothe, Arlin Prothe, Richard Lentz, and Jesse Kratz from the Miami County Republic. Agenda Item 1 - CALL TO ORDER: The regular council meeting was called to order by Mayor Stuteville. Mayor Stuteville announced that there will be an amendment to the agenda to include an Executive Session for the purpose of discussing acquisition of real property at the conclusion of New Business. Agenda Item 2 - ROLL CALL: Mayor Stuteville and Council Members Pritchard, Wilhoite, House, and Minden were all present. No one was absent. 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. Mayor Stuteville recognized Boy Scout Aaron Prothe. Scout Prothe introduced himself and his father and indicated that he was in attendance for his Communications Merit Badge. No one else addressed the Council. Agenda Item 4 - CONSENT AGENDA a. Approval of minutes of the meeting of May 10, 2011. b. Approval of Salary Ordinance 11-10. c. Approval of Appropriation Ordinance No 702. d. Approval of a Leak Allowance for 1040 E Wea. e. Approval of a Building Permit Fee Waiver for the American Legion. Paola City Council Minutes – May 24, 2011 Page 1 Councilmembers Pritchard and Minden asked about items on the Appropriations Ordinance. After discussion, Councilmember Wilhoite made a motion to approve the Consent Agenda as presented and authorize the Mayor to sign. The motion was seconded by Councilmember Minden and all voted aye. The motion passed 4 to 0. Agenda Item 5 - REPORTS OF OFFICERS, BOARDS AND COMMITTEES Agenda Item 5a - Consider approval of a bid to install the concrete slab for the Skate Park in Wallace Park. Public Works Director Browning presented bids for the labor to form and finish the 45’ x 90’ concrete slab for the skate park at Wallace Park. Bids were as follows: Wilson Concrete $5,831.25 D&S Construction $7,025.00 Servos Concrete $7,030.00 Goodart Construction $8,100.00 (does not include concrete pump truck) Triangle Builders $9,665.00 Public Works Director Browning reported that the low bid was not recommended as the contractor had little or no experience with this type of project. He also indicated that Servos Concrete has extensive experience of this type and given previous dealings with the company, it was recommended that the bid from Servos Concrete be accepted. Mayor Stuteville asked if the City was required to accept the low bid regardless of experience. Manager Wieland and Public Works Director Browning indicated that the City does have the option to reject any or all bids. After additional discussion, Councilmember Minden made a motion to approve the bid from Servos Concrete in the amount of $7,030.00 for labor to install the concrete slab for the Skate Park. The motion was seconded by Councilmember Pritchard and all voted aye. The motion passed 4 to 0. Agenda Item 5b - Consider approval of a bid to install the fence for the Skate Park in Wallace Park. Public Works Director Browning reported that the bid for the fence on the skate park were originally received in 2009 and updated in 2010. The low bid both times was received from Tom Burge Fence. This contractor was contacted to update his bid based on the latest configuration and he proposed an even lower bid of $6,495.00 for the new specifications. Councilmember Pritchard expressed concerns that the other bidders were not given the opportunity to rebid the project. After additional discussion, Councilmember Pritchard made a motion to solicit new bids for the fence at the skate park. The motion was seconded by Councilmember House. Councilmembers Pritchard, Wilhoite, and House voted aye and Councilmember Minden voted nay. The motion passed 3 to 1. Paola City Council Minutes – May 24, 2011 Page 2 Agenda Item 5c - Consider a lease agreement with the Miami County Fair Association for the use of property in Wallace Park for the Miami County Fair from July 23 to August 1, 2011. Clerk Droste presented a lease agreement with the Miami County Fair Association for the use of city property in Wallace Park for the County Fair. After discussion, Councilmember Pritchard made a motion to approve the Lease with the Miami County Fair Association. The motion was seconded by Councilmember Wilhoite and all voted aye. The motion passed 4 to 0. Agenda Item 5d - Discussion regarding the 2012 Budget Process. Manager Wieland presented a timeline for the budget process and the adoption of the 2012 Budget. As required by State Statute, the budget must be adopted and presented to the County Clerk not later than August 25th of each year. Manger Wieland presented a review of the budget goals and priorities as communicated by the Governing Body. In summary the primary goals of each category were as follows: A. Policy Development: • Keep the mill levy consistent and avoid increasing it if feasible. • Revise policies so that they are easier to understand and follow. • Develop an aggressive economic development strategy. • Continue / develop the sidewalk program. • Maintain tight budgetary controls. B. Organizational Development: • Update/eliminate outdated or unnecessary city policies • Conduct strategic planning sessions with City Council and staff. • Employee training. C. Operational Program Development: • Continue street reconstruction program. • Improve city parks and expand campgrounds and docks at Lake Miola. • Develop water and sewer main replacement program. • Strengthen code enforcement and property maintenance activities. D. New Operational Program Development: • Develop a plan for hiking and biking trails. • Work with MARC officials to improve bus service to and from Johnson County. • Continue to improve facilities at Wallace Park. E. Moving Forward: • Aggressive economic development activities and strategies to create and retain jobs. • Start Library and City Hall renovation projects. • Encourage senior and low income housing opportunities. • Continue to promote new housing development programs. • Develop a housing rehabilitation program. • Develop an annexation master plan and strategy since the Growth Areas have been eliminated. Paola City Council Minutes – May 24, 2011 Page 3 Other goals and priorities were also discussed. Agenda Item 6 – NEW BUSINESS Clerk Droste reported that sales tax collections for the month of May totaled $176,847 with year to date collections totaling $856,333. So far, sales tax collections are 7.84% more than in the same time period in 2010. Clerk Droste reminded everyone that the dedication ceremony at the Veterans Memorial was scheduled for 1:00 pm on Monday, May 30th. All are encouraged to participate. Public Works Director Browning reported that the asphalt crews are working in town and the decorative flower baskets have been installed on the light poles at the Park Square. He also reported that the landscaping has been completed at the shelter house at Wallace Park and the grading for the skate park is underway. Police Chief Smail reported that 3 Paola Police Officers were sent to assist at Joplin, Missouri in the aftermath of the tornado. Manager Wieland presented information on the new KDOT T-Works Program. He also presented a copy of a press release announcing a special postal cancellation celebrating the 150th anniversary of Miami County. Councilmember Minden asked about the drainage ditch in front of Burger King. Public Works Director reported that he was aware of the situation and indicated that the rock lining should hold for a while. Councilmember Minden reported that the American Legion, VFW, and Scouts could use help placing flags in the cemetery for Memorial Day. Councilmember Minden asked if the City would be able to provide any assistance to Redding and or Joplin following the tornadoes that hit those communities. Police Chief Smail reported that they had contacted Redding and that they were currently not in need of additional manpower assistance. Councilmember House asked about the re-bar sticking up through the parking blocks at the softball fields. Public Works Director Browning indicated that he would take care of it. Councilmember Pritchard agreed that he would like to provide assistance to Redding and Joplin to assist with the recovery efforts from the tornadoes. Mayor Stuteville commented on how nice the hanging flower baskets at the Park Square look. Agenda Item 7 – EXECUTIVE SESSION for preliminary discussions relating to the acquisition of real property. K.S.A. 75-4319(B)(6) is the authority for this recess. Paola City Council Minutes – May 24, 2011 Page 4 Councilmember Minden made a motion to adjourn to Executive Session, to include the Mayor, Council, City Manager, City Clerk, and City Attorney, for 5 minutes for the purpose of preliminary discussions relating to the acquisition of real property. The motion was seconded by Councilmember Wilhoite and all voted aye. At the conclusion of the Executive Session, Councilmember Pritchard made a motion to reconvene the adjourned meeting. The motion was seconded by Councilmember Wilhoite and all voted aye. No action was taken pursuant to the Executive Session. Agenda Item 8 – ADJOURNMENT. With no additional business to come before the Council, Councilmember Wilhoite made a motion to adjourn. Councilmember Pritchard 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 – May 24, 2011 Page 5