City Council

MINUTES OF THEREGULARCOUNCIL MEETING OF THE CITY OF PAOLA, KANSAS 6:00 O’CLOCK P.M. July 28, 2015 Heldin the Municipal Court Room 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 Gee Gee Wilhoite, Leigh House, and Aaron Nickelson. Council Members absent: Council Member Jim Pritchard. Also present: City Manager Jay Wieland, City Clerk Dan Droste, City Attorney Lee Tetwiler, Police Chief Dave Smail, City Planner Mike Gotfredson, Public Works Director Craig Browning, Paola Community Center Director Chad Myers, Human Resources Director Vicki Belt, Lee Mott, Miami County Commissioner Rob Roberts, Kevin Rost with Goldberg Group Architects, and Brian McCauley with the Miami County Republic. Agenda Item 1 -CALL TO ORDER: A regular meeting of the City Council was called to order by Mayor Stuteville. Agenda Item 2 - ROLL CALL: Mayor Stuteville and Council Members Wilhoite, House, and Nickelson were all present. Council Member Pritchard 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 else addressed the Council. Agenda Item 4 -CONSENT AGENDA: a. Approval of minutes of the meetings of July 14 and July 22, 2015. b. Approval of Salary Ordinance 15-15. c. Approval of Appropriation Ordinance No 807. d. Approval of the renewal of a Drinking Establishment License for Casa Grande Paola. Council Member Nickelson made a motion to approve the Consent Agenda and authorize the Mayor to sign. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 3 to 0. Agenda Item 5 – REPORTS OF OFFICERS, BOARDS AND COMMITTEES Paola City Council Minutes – July 28, 2015 Page 1 Agenda Item 5a –Report from the Roots Festival Committee. Lee Mott, President of the Paola Roots Festival Committee, addressed the Council regarding the upcoming Roots Festival. He reported that this is the 26th year for the festival which will be held on August 28th and 29th. On Friday evening, the featured band will be Mingo Fishtrap and on Saturday evening the headline act will be three-time Grammy Award Winner Delbert McClinton. The festival also is the home of the East Central Kansas BBQ Contest. Single day admission for the festival is $15 and children 10 and under are free. A two day pass can also be purchased for $25. Mr. Mott reported that the budget for this year’s festival is nearly $95,000 and the entire event is run by more than 200 unpaid volunteers. He acknowledged all of the individuals who help organize the event every year. He also thanked the Public Works Department and the Police Department for all of their help and support. The Roots Festival Committee is again requesting support from the City for the following: 1) Close the streets around the Park Square beginning at 7:00 pm on Thursday, August 27th. The east side of the Park Square on Pearl Street will be closed on Thursday morning so that the stage can be constructed. 2) Place “No Parking” signs for traffic redirected to Piankishaw, Gold and Miami Streets. 3) City Police presence equivalent to last year’s festival. 4) Trash barrels, picnic tables, and barricades with delivery and pick up by city workers. 5) Request waiver of any fees associated with the use of the Park Square. After additional discussion, Mr. Mott thanked the City for its support of the Roots Festival. Agenda Item 5b – Consider a Street Closure Application The Paola Roots Festival. Clerk Droste reported that the Roots Festival Committee has submitted all of the required applications for city permits for the 2015 festival, including the Temporary Street Closure Application. After additional discussion, Council Member House made a motion to approve the Street Closure Application for the Paola Roots Festival from August 27th through the 29th as presented. The motion was seconded by Council Member Nickelson and all voted aye. The motion passed 3 to 0. Agenda Item 5c – Consider approval of the Miami County Detention Center site plan. City Planner Gotfredson presented a summary of the site plan for the new Miami County Detention Center. He reported that the Paola Planning Commission reviewed the site plan at their July 21st meeting and unanimously recommend approval subject to satisfactory compliance with comments from the Public Works Director and a satisfactory landscaping plan. Miami County Commissioner Rob Roberts presented historical background on the process of planning and designing the new Miami County Detention Center. He introduced Kevin Rost Paola City Council Minutes – July 28, 2015 Page 2 with Goldberg Group Architects who presented the details of the site plan for the facility including the interior details of the proposed facility. After additional discussion, Council Member Nickelson made a motion to approve the Miami County Detention Center site plan subject to satisfactory compliance with comments from the Public Works Director and a satisfactory landscaping plan. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 3 to 0. Agenda Item 5d – Consider options for the City’s Group Health, Life and Dental Insurance policies. Human Resources Director Belt presented renewal options for the City’s group health, life and dental insurance policies on September 1st as follows: Group Health Insurance – United Health Care. Renewal Base Plan Current Premium Premium $ Change % Change Employee only $357.53 $420.98 $63.45 17.75% Employee + Child(ren) $697.19 $820.91 $123.72 17.75% Employee + Spouse $750.82 $884.06 $133.24 17.75% Employee + Family $1,090.48 $1,283.99 $193.51 17.75% Premium Plan Employee only $402.51 $473.94 $71.43 17.75% Employee + Child(ren) $784.90 $924.19 $139.29 17.75% Employee + Spouse $845.28 $995.28 $150.00 17.75% Employee + Family $1,227.67 $1,445.53 $217.86 17.75% Group Dental Insurance - Delta Dental Renewal Plan Current Premium Premium $ Change % Change Employee only $26.69 $26.69 $0.00 0.0% Employee + Child(ren) $51.86 $51.86 $0.00 0.0% Employee + Spouse $52.96 $52.96 $0.00 0.0% Employee + Family $88.04 $88.04 $0.00 0.0% Group Life Insurance - Lincoln Life Renewal Plan Current Premium Premium $ Change % Change Employee only $4.05 $4.45 $0.40 10.0% Employee + Dependents $5.05 $5.55 $0.50 10.0% Human Resources Director Belt reported that although the renewal from United Health Care seemed unusually high this year, last year the City was fortunate to receive a flat renewal. Paola City Council Minutes – July 28, 2015 Page 3 After a discussion, Council Member Nickelson made a motion to the proposals for the City’s Group Health Insurance with United Health Care, Group Dental Insurance with Delta Dental, and Group Life Insurance through Lincoln Life as presented. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 3 to 0. Agenda Item 5e – Consider bids for new fencing at the Paola Cemetery. Public Works Director Browning presented bids for the replacement of the chain link fence along the east side of the Paola Cemetery that borders West Street. The bids were as follows: Tom Burge Fence & Iron: $13,908 - #9 Gauge chain link fence $12,350 - #11-1/2 Gauge chain link fence AmeriFence Corporation: $17,550 - #9 Gauge chain link fence Mann Fence Company: $19,064.12 - #9 Gauge chain link fence Additionally, Public Works Director Browning presented an alternate bid from Tom Burge Fence & Iron in the amount of $16,475 for a 3 rail white vinyl fence. Public Works Director Browning and Manager Wieland both recommended the bid from Tom Burge Fence for the 3 rail white vinyl fence, noting that this type of fencing is more attractive than chain link and has lower maintenance costs because it is easier to mow around and less trimming is required. It was noted that since the bid for the vinyl fencing was lower that the chain link bids from the other bidders, it would not be necessary to solicit additional bids. Funds for the improvement will come from the Mennonoah Cemetery Fund. After a discussion, Council Member Nickelson made a motion to accept the bid from Tom Burge Fence &Iron, Inc. in the amount of $16,475 to remove the existing chain link fence along West Street and install new vinyl fencing at the Paola Cemetery. The motion was seconded by Council Member Wilhoite and all voted aye. The motion passed 3 to 0. Agenda Item 5f – Consider a new contract with L&L Services for trash and recycling collection. Manager Wieland reported that the draft of the contract renewal with L&K Services was received earlier today. In light of the fact that the Council, City Staff and the City Attorney have not had sufficient time to review the proposal, he recommended that action on the contract be tabled. Manager Wieland also noted that the Council should take official action to waive the sealed bid process pursuant to the City’s Purchasing Policy. After additional discussion, Council Member House made a motion to table action on agenda item 5f - Consider a new contract with L&L Services for trash and recycling collection until the August 11, 2015 City Council meeting to give the Council, City Staff and the City Attorney additional time to review the proposed contract document and further motioned to waive the bid process for said collection contract under the provisions of the City of Paola Purchasing Policy, Section 5B2 – Matrix 3 – titled “Purchases greater than $50,000”. The motion was seconded by Council Member Nickelson and all voted aye. The motion passed 3 to 0. Paola City Council Minutes – July 28, 2015 Page 4 Agenda Item 6 - NEW BUSINESS Clerk Droste reported that sales tax revenues for July amounted to $213,651 bringing the year- to-date total to $1,402,551 or 3.73% higher than the same time period in 2014. Agenda Item 7 – ADJOURNMENT With no additional business to come before the Council, Council Member Wilhoite made a motion to adjourn. The motion was seconded by Council Member Nickelson and all voted aye. The motion passed 3 to 0. _________________________________ Artie Stuteville, Mayor ATTEST: [seal] ______________________________ Daniel G. Droste, City Clerk Paola City Council Minutes – July 28, 2015 Page 5