City Council

MINUTES OF THE COUNCIL MEETING OF THE CITY OF PAOLA, KANSAS 6:00 O’CLOCK P.M. January 14, 2014 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, Public Works Director Craig Browning, Police Chief Dave Smail, City Planner Mike Gotfredson, Richard Lentz, Michael Oldfield, Chad Oehlert, 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. 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. No one addressed the Council. Agenda Item 4 - CONSENT AGENDA: a. Approval of minutes of the regular meeting of December 10, 2013. b. Approval of minutes of the special meeting of January 7, 2014. c. Approval of Salary Ordinance 13-26, 13-27, and 14-1. d. Approval of Appropriation Ordinance No 766, 767, and 768. e. Approval of the Pledged Securities Report for December, 2013. After a discussion, Council Member Pritchard made a motion to approve the Consent Agenda as presented and authorize the Mayor to sign. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 4 to 0. Agenda Item 5 - REPORTS OF OFFICERS, BOARDS AND COMMITTEES: Agenda Item 5a – Consider the approval of the purchase of three new vehicles for the Police Department. Paola City Council Minutes – January 14, 2014 Page 1 Manager Wieland reported that the City budgets for the replacement of three Police vehicles every three years. He presented the following bids from area dealerships and recommended that the bid from New Century Dodge be accepted as follows: One 2014 Dodge Durango $33,990.00 Two 2014 Dodge Chargers $30,631.00 each The bid from New Century Dodge includes the following trade in credits for the three vehicles being replaced: 2004 Crown Victoria $1,500.00 2007 Dodge Charger $5,500.00 2007 Dodge Charger $5,300.00 Total Trade In Credit $12,300.00 After additional discussion, Council Member Pritchard made a motion to approve the bid from New Century Dodge in the amount of $95,252.00 less $12,300.00 trade in for the purchase of two 2014 Dodge Chargers and one 2014 Dodge Durango for the Paola Police Department. The motion was seconded by Council Member House and all voted aye. The motion passed 4 to 0. Agenda Item 5b – Consider lease financing options and the approval of an Ordinance authorizing lease financing for the purchase of police vehicles. Clerk Droste presented bids from local financial institutions for lease financing for the purchase of the Police vehicles. He reported that the low bid was submitted by Great Southern Bank at 1.80% with a 1.825% APR. Clerk Droste also presented an Ordinance authorizing the execution of the lease documents is required to complete this transaction. He explained that in order to insure that the City meets all statutory requirements, including non-appropriation, and IRS requirements concerning non- arbitrage and tax exemption, documents were prepared by the City’s Bond Counsel. After additional discussion, Council Member House made a motion to accept the bid from Great Southern Bank of 1.80% / 1.825% APR for a 2 year lease to finance the purchase of two 2014 Dodge Chargers and one 2014 Dodge Durango for the Paola Police Department and to approve AN ORDINANCE OF THE CITY OF PAOLA, KANSAS, AUTHORIZING THE EXECUTION OF A LEASE PURCHASE AGREEMENT BY THE CITY FOR THE ACQUISITION OF POLICE CARS. The motion was seconded by Council Member Nickelson and all voted aye. The motion passed 4 to 0 and the Ordinance was assigned number 3066. Agenda Item 5c – Consider the approval of the purchase of a new pickup truck for the Public Works Department. Public Works Director Browning reported that the 2014 Budget includes the purchase of a new 4x4 ¾ Ton Work Truck for the Public Works Department. This truck will be outfitted with a snow plow as well as a wiring harness for the usage of our small “Salt Dogg” spreader. Specifications were provided to the three local dealerships and the low bid was submitted by Louisburg Ford for a 2014 F-Series F250 4X4 Work Truck Package for $21,783.62. After additional discussion, Council Member Wilhoite made a motion to approve the bid from Louisburg Ford in the amount of $21,783.62 for the purchase of a 2014 F-250 Pickup Truck for Paola City Council Minutes – January 14, 2014 Page 2 the Public Works Department. The motion was seconded by Council Member Pritchard and all voted aye. The motion passed 4 to 0. Agenda Item 5d – Consider the approval of the purchase of a new laptop computer and updated software for the Wastewater Treatment Plant. Manager Wieland reported that the City’s wastewater treatment plant which was built in 2006- 2007 has both an office desktop computer and a portable laptop which controls the entire plant as well as the Main Lift Station on South East Street. The laptop computer no longer functions and needs to be replaced. In addition to the computer, the plant control software needs to be upgraded to be compatible with the latest operating system software on the computer. The total package, including hardware and software amounts to $7,789.00. After additional discussion, Council Member Pritchard made a motion to approve the bid from Micro-Comm in the amount of $7,789.00 for a new laptop computer and updated software for the Wastewater Treatment Plant. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 4 to 0. Agenda Item 5e – Discussion regarding a request from the Indian Hills Homeowners Association for no parking along Redbud Drive. Public Works Director Browning reported that the Indian Hills Home Owners Association met recently to discuss parking congestion along Redbud Drive. As a result of that meeting, the Indian Hills HOA is requesting that the City consider parking restrictions on both sides of Redbud Drive from 11:00 p.m. until 6:00 a.m. during the week - Sunday through Thursday. Mr. Chad Oehlert, a member of the Indian Hills HOA Board, addressed the Council and explained the situation and discussed the options that the HOA Board considered. Public Works Director Browning indicated that the current situation makes it difficult for snow plows to navigate around the parked vehicles. The Council discussed the situation at length and, upon recommendation of the City Attorney, requested that City Staff study the issue and report back to the Council at a later meeting. Agenda Item 5f – Discussion regarding a potential new housing incentive program. Manager Wieland requested that this discussion item be delayed to a future meeting. Agenda Item 6 – NEW BUSINESS Clerk Droste reported that the filing deadline for The City Council Seats from Ward 2 and Ward 4 is Tuesday, January 21st at Noon. Manager Wieland reported that work on the Library is moving along at a brisk pace. Approval from the Kansas Historic Manager Wieland reported that official notification has been received from FEMA regarding the exclusion of the Police Station from a Flood Hazard Area. Paola City Council Minutes – January 14, 2014 Page 3 Manager Wieland reported that he and City Planner Gotfredson will be meeting later this week with the consultant that was hired by Miami County for the County Jail Site Study. Manager Wieland reported that the City’s Legislative Policy Statement will be mailed to our State Legislators tomorrow. Council Member Pritchard indicated that he received a request for a smaller basketball goal at the court in Whitaker Park. He also indicated that children are still exiting the park on their bikes onto Morningside Drive. Staff will look into options to deter the bicyclists from exiting into traffic on Morningside Drive. Council Member Nickelson reported that he was approached by a co-worker on the status of a disc golf course in Paola. Manager Wieland reported that he has not heard back from the group that approached the City about fund raising for a disc course in Paola. Agenda Item 7 – Executive Session for the purpose of discussing personnel matters of non- elected personnel. K.S.A. 75-4319(B)(1) is the authority for this recess. Council Member Pritchard made a motion to adjourn to Executive Session, to include the Mayor, Council, and City Manager, for 30 minutes for the purpose of personnel matters of non-elected personnel; the special meeting to reconvene at 7:30 p.m. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 4 to 0. Council Member Pritchard made a motion to reconvene the adjourned meeting. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 4 to 0. Pursuant to the discussion held in the Executive Session Council Member Pritchard made a motion to approve a new one-year employment contract with City Manager Jay Wieland from January 1, 2014 through December 31, 2014 with amendments to Sections 2 and 3 of the contract. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 4 to 0. Agenda Item 8 – 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 14, 2014 Page 4