City Council

MINUTES OF THE COUNCIL MEETING OF THE CITY OF PAOLA, KANSAS 6:00 O’CLOCK P.M. January 8, 2013 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. Council Members present: Mayor Artie Stuteville and Council Members Jim Pritchard, Gee Gee Wilhoite, Leigh House, and Aaron Nickelson. Council Members absent: None. Also present: City Manager Jay Wieland, City Clerk Dan Droste, City Attorney Lee Tetwiler, Police Chief Dave Smail, Public Works Director Browning, City Planner Gotfredson, Richard Lentz, and Brian McCauley with 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, Wilhoite, House, and Nickelson were all present. 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. Richard Lentz thanked the Public Works Department for the recent improvements to the intersection of Crestview Drive with North Pearl Street. He complimented them on the fine job that was done. Agenda Item 4 - CONSENT AGENDA a. Approval of minutes of the meeting of December 11, 2012. b. Approval of Salary Ordinance 12-25 & 12-26. c. Approval of Appropriation Ordinance No 741 & 742. Councilmember Wilhoite made a motion to approve the Consent Agenda as presented and authorize the Mayor to sign. The motion was seconded by Council Member House and all voted aye. The motion passed 4 to 0. Agenda Item 5 - REPORTS OF OFFICERS, BOARDS AND COMMITTEES Agenda Item 5a – Consider the renewal of Workers Compensation Insurance for 2013. Clerk Droste presented the renewal quote from the Kansas Municipal Insurance Trust (KMIT) for Workers Compensation Insurance for 2013. He reported that during 2012, the City was able to Paola City Council Minutes – January 8, 2013 Page 1 improve the premium experience modifier from 1.07 to 0.96. And even though the salary base increased due to cost of living increases, the workers compensation premium remained relatively constant at 85,831 compared to $85,408 in 2012. After additional discussion, Councilmember Pritchard made a motion to approve the proposal from KMIT in the amount of $85,831.00 for the renewal of Workers Compensation Insurance for the City of Paola for 2013. The motion was seconded by Council Member Nickelson and all vote aye. The motion passed 4 to 0. Agenda Item 5b – Consider bids for the purchase of a new backhoe for the Public Works Department. Public Works Director Browning reported that the 2013 Budget includes funding for the down payment on the purchase of a new backhoe for the Public Works Department. He reported that bids were solicited based on detailed specifications and the following were submitted: Heritage Tractor – No Bid Murphy Tractor – John Deere 310SK - $74,680.00 Victor L. Phillips – Case 580 Super N - $72,682.00 Olathe Tractor – New Holland B95C - $83,250.00 Sellers Equipment – JCB 3CX-14 - $84,500.00 Colman Equipment – Case 580 Super N - $83,983.00 Public Works Director Browning reported that Victor L. Phillips was the low bidder at $72,682.00 for a 2013 Case 580 Super N backhoe. The equipment meets all of the bid specifications and this price also includes two additional buckets. After a discussion, Councilmember House made a motion to approve the bid from Victor L. Phillips for a 2013 Case 580 Super N Backhoe with 2 additional buckets in the amount of $72,682.00. The motion was seconded by Council Member Wilhoite and all vote aye. The motion passed 4 to 0. Agenda Item 5c – Consider bids for the lease financing for the purchase of a new backhoe for the Public Works Department. Clerk Droste reported that bids were solicited from each of our five local financial institutions for lease financing for the purchase of the backhoe. He also reported that he was recently contacted by Eric Bunnell at Arvest Equipment Finance who asked to be included on any opportunity to bid on any equipment lease financing. A Request for Bids was sent to each of these banks with a bid deadline of 2:00 pm on Tuesday, January 8, 2013. The results of the bids are as follows: Bank Rate Fees Great Southern Bank 2.50% $160.00 First Option Bank 2.55% $-0- Arvest Equipment Finance 2.38% $-0- Citizens State Bank 1.86% $-0- First Security Bank no bid Landmark National Bank no bid After additional discussion, Councilmember Pritchard made a motion to approve the bid from Citizens State Bank for 1.86% for a 2 year lease to finance the purchase of a 2013 Case 580 Paola City Council Minutes – January 8, 2013 Page 2 Super N Backhoe for the Public Works Department. The motion was seconded by Council Member Wilhoite and all vote aye. The motion passed 4 to 0. Agenda Item 5d – Consider a Resolution Amending the Traffic Control Device Schedules to include a stop sign on Morningside Drive at Lewis Drive. Manager Wieland reported that staff was reviewing recent changes to the Traffic Control Device Schedules. In discussing recent changes to the speed limit on Morningside Drive, it was noted that there is no stop sign for southbound traffic at Lewis Drive. Even at slow speeds, it is difficult for this southbound traffic to turn onto Lewis Drive without drifting into the eastbound lane of oncoming traffic. City staff recommended that a stop sign be installed at this intersection to eliminate this safety concern. After additional discussion, Councilmember Wilhoite made a motion to approve A RESOLUTION AMENDING THE OFFICIAL TRAFFIC CONTROL DEVICE SCHEDULES FOR THE CITY OF PAOLA, KANSAS. The motion was seconded by Council Member Pritchard and all vote aye. The motion passed 4 to 0 and the Resolution was assigned number 2013-001. Agenda Item 5e – Consider bids for the purchase of a Water Valve Exerciser and Power Pack for the Public Works Department. Public Works Director Browning reported that the City of Paola has over 1,200 water valves of various sizes within our water system. To ensure that these valve can and will open and close properly they must be exercised. The purchase this equipment was included in the 2013 Budget. He reported that this equipment can be installed and operated on any vehicle with a receive hitch. The 6.5 HP Power Pack will allow us to run not only this machine but will allow us to operate other hydraulic equipment owned by the City. Bids for the equipment were received as follows: Key Equipment & Supply Co. Spin Doctor SD400 = $6,750.00 6.5 HP Power Pack = $2,920.00 HD Supply Waterworks Spin Doctor SD400 = $5,855.00 6.5 HP Power Pack = $2,576.00 After additional discussion, Councilmember Wilhoite made a motion to approve the bid from HD Supply Waterworks for the purchase of a Spin Doctor SD400 and 6.5 HP Power Pack in the amount of $8,431.00. The motion was seconded by Council Member House and all vote aye. The motion passed 4 to 0. Agenda Item 6 – NEW BUSINESS Clerk Droste reported that he has received the filing fee and the “Candidate’s Declaration of Intent” from Artie Stuteville for Mayor, Jim Pritchard for City Council Ward 1, and Leigh House for City Council Ward 3. No other declarations have been received at this time. The filing deadline for these City Offices is Tuesday, January 22nd at 12:00 noon. Paola City Council Minutes – January 8, 2013 Page 3 Manager Wieland reported that City Planner Gotfredson has enrolled in his final semester of the Masters in Public Administration program at the University of Kansas. Manager Wieland complimented Public Works Director Browning and the Public Works Department on all of the projects that were completed during 2012. He thanked Browning for his leadership and dedication to the City. Manager Wieland reported that we have a new Police Officer who is graduating from the Academy in Hutchison next week. Manager Wieland reported that the City Hall project has been slowly progressing. The elevator should be completed and inspected by the end of this week and furniture will be moved into the building next week. Operations will be moved back into the building on Friday, January 18th. City Hall will not be open for business on that day. Manager Wieland presented some “before” and “after” pictures of the exterior of the City Hall Building. The photographs were taken by Bill Coulter and will be sent with the documentation for the tax credit filing with the Kansas State Historical Society. Manager Wieland reported that he met with the Library Board last evening and the Library remodel project will be moving forward as a design-build project. It is hopeful that the Request for Qualifications will be sent out in approximately 30 days and the Request for Proposals to be sent out in April. Mayor Stuteville asked about the status of the brown water situation. Public Works Director Browning reported that the brown water was caused by de-scaling of the old ductile iron water pipe in town. This de-scaling is caused by both a change in direction of the flow of water in some sections of our water system and the ph level of the water in the system. He has been working with the Kansas Department of Health and Environment to introduce an additional treatment of phosphates to reduce the de-scaling until the old ductile iron pipe can be replaced. Until then, the system will continue to be flushed to help control the problem. Public Works Director Browning emphasized that the City’s water is safe to drink. Agenda Item 7 – ADJOURNMENT With no additional business to come before the Council, Council Member Wilhoite made a motion to adjourn. Council Member House 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 – January 8, 2013 Page 4