Welcome to the City of Eastborough

Mayor: David Anderson
Chief of Police: Matthew M. Cox
Photo of sign at entrance to City of Eastborough

MINUTES OF THE PROCEEDINGS
Regular Council Meeting
September 24, 2013
5:30 pm


PRESENT

Mayor:
David Anderson
Council President
Greg Shelton
Council:
  • Chris Owen
  • Cathy Tilma
Treasurer:
Norman Farha
City Clerk:
Debra Gann
Assistant City Clerk:
Barbara Kratzer
Police Chief:
Matt Cox
Police Captain
Mike Cross
City Attorney:
Jerry Bogle
Code Enforcement:
Wade Vickery

ABSENT:

Danny Wallace and Stacy Moore, Council members; Matt Cox, Police Chief

GUESTS:

Larry Henry, MKEC; Mike Wise, Wise & Associates, Inc.

MINUTES

The August minutes were approved as printed.

CLAIMS

Shelton moved to approve the Claims of as of September 24, 2013 totaling $65,357.28; Tilma seconded; passed unanimously. Claims for September totaled $65,404.

TREASURER'S REPORT-Norman Farha

Farha reported that revenues for August totaled $36,101 as compared with $59,314 for 2012. Expenditures totaled $145,759 as compared to $134,553 for 2012. Year-to-Date Revenues exceed Expenditures by $180,960 as compared $212,321. Unencumbered cash and investments as of 8/31/13 total $1,613,099.

PUBLIC AGENDA

NEW BUSINESS
Mike Wise, Wise & Associates, Inc., advised the Council on pending changes to health insurance rates beginning January 1, 2014. New premiums will be based on the following areas: age bands, tobacco rate, geographical rate and industry code. Wise went on to explain that Preferred Health Systems (Coventry Health Care Plan) has offered the city an early renewal for their current plan which expires January 31, 2014. The renewal date for the new plan is December 1, 2013. The early renewal will allow the city to delay implementing all the new health mandates for a year. Wise explained to the council that a decision on the renewal needs to be made by October 15, 2013. Following discussion Owen moved to approve the early renewal of the current policy, which will include a 19% increase, and will have an effective date of December 1, 2013; Shelton seconded; passed unanimously.
Larry Henry, MKEC, explained that in February, 2013 MKEC Engineering Consultants, Inc. presented a Pavement Condition Analysis Report for the City of Eastborough. This analysis updated an earlier report developed in September, 2009. The 2013 report made several recommendations for the City Council to consider, including development of a multi-year Pavement Maintenance and Resurfacing Program to address the street maintenance needs of the City. In response to this report, the City Council directed MKEC to develop a multi-year program of recommended maintenance work. Based on discussions with the City's budget accountant, MKEC developed a program assuming a two-year "catch-up" period, with an annual budget of $175,000 for Street Maintenance work, followed by 3 years of annual budgets of $100,000. This provides a plan totaling $650,000 over the five-year planning period. Henry reviewed with the Council the Pavement Maintenance & Resurfacing Plan, dated September 24, 2013. Owen moved to approve the 5 year plan and authorize implementing the first year in 2014; Shelton seconded; passed unanimously.
2) Henry updated the Council on the cracking pavement issues on the Westside streets. The cracking is a result of the streets being built over water/sewer lines and not the fault of the contractor. Kansas Paving will be sealing the cracks and the area placed on the "watch list".
3) Henry reported the Wichita Water Department is in the process of accepting bids on another waterline replacement project. Henry handed out copies of a map depicting the specific streets. Several Eastborough streets, north of Douglas, are on the map. The project is only in the preliminary stage.
4) Henry explained to the Council that Eastborough contracts with a company annually to provide minor pothole/street maintenance repairs within the City. This process allows the city to react to street issues in a timely manner. South Central Sealing has been that contractor for several years and will be used to install the valley-gutters at numerous locations. The goal will be to reduce the problem of standing water. The approximate cost will be $53,000. Owen moved to authorize MKEC and South Central Sealing to provide the work; Tilma Seconded; passed unanimously.
5) Owen moved to authorize Henry to put out for bid the annual maintenance contract for the streets; Tilma seconded; passed unanimously.

CODE ENFORCEMENT: ORDINANCE MANAGEMENT: BUSINESS LICENSES COMMISSIONER'S REPORT-Danny Wallace

Wallace (absent)

Shelton handed out copies of a photo highlighting the city's 12' easement set forth in Ordinance #420. The residents to the west have asked the City to better maintain the area and make repairs to the retaining wall. Council was advised that the City has no authority to get off of the 12" easement. Shelton pointed out that one issue to consider is the stagnant water along the channel as a result of poor drainage. One solution would be to fill the holes and line with rock to stabilize the grade followed up with reseeding. Damage to Norfolk, by the railings, also need to be addressed. Henry was asked to survey the area and present a solution to the Council.
Wade Vickery, Code Enforcement Officer, updated the Council on issues addressed this month and the response received from the residents.

COUNCIL PRESIDENT; PARKS; TRASH SERVICE AND LONG RANGE PLANNING COMMISSIONER'S REPORT- Greg Shelton

Shelton:

  1. Reported both waterfalls are working in the park.
  2. Reported that some of the retaining walls around the pond are failing and repairs will be necessary.
  3. Reported the proposed over seeding in the park has been postponed.
  4. A resolution to the goose issue is pending.
  5. Reported that Wade had removed a tree which had fallen into the street.

STREET MAINTENANCE; UTILITIES; FIRE PROTECTION COMMISSIONER'S REPORT-Chris Owen

Larry Henry reported earlier

NEWSLETTER; CITY HALL MAINTENANCE; INSURANCE & PERSONNEL BENEFITS; COMMUNITY AFFAIRS COMMISSIONER'S REPORT-Cathy Tilma

Tilma:

  1. Reported that she did not accept the air-conditioning proposal Option 2 approved at the last meeting because it would require an additional $1,000.
  2. Reported she had received another bid for the heating and air system but at this time would prefer tabling the issue.
  3. Reported receiving a bid to repair cracks and repaint ceilings at City Hall for $4,000.
  4. Asked council and received support for quarterly newsletters.

FINANCE; BUDGET AND ACCOUNTING; MEMORIAL GIFTS COMMITTEE; ZONING, ARCHITECTURAL REVIEW; CO-ORDINANCE MANAGEMENT COMMISSIONER'S REPORT- Stacy Moore

Moore (absent)
No report

CITY ATTORNEY'S REPORT-Jerry Bogle

Bogle

  1. Reported that it is time once again to replace the Standard Traffic Code and Uniform Public Offence Code books. Therefore he asked Council to approve Ordinance G13-01 (STC) which includes repealing Ordinance 12-07 and Ordinance G13-02 (UPOC) which includes repealing Ordinance 12-08. Shelton moved to approve both Ordinances as presented; Owen seconded; passed unanimously.
  2. Presented a draft copy of an updated Door-to-Door Solicitation Ordinance for comment and approval. The ordinance will require all applicants present government issued photo identification with completed application forms. The fee for each certificate will be $50. Following discussion Owen moved to approve Ordinance 13-03 (D-to-D Solicitation) which repeals ordinance 12-04; Tilma seconded; passed unanimously.

POLICE CHIEF'S REPORT-Matthew Cox

Cross:

  1. Asked Council if there were questions concerning the monthly report.

CITY CLERK/ASSISTANT CITY CLERKS--Ann Townsend/Barbara Kratzer, Asst/Debra Gann, Asst.

  1. Kratzer reported letters were sent to residents affected by the water project instructing them about the upcoming seeding/sodding project by Seeders Inc.
  2. Kratzer reported receiving a number of calls concerning the upcoming "Race For the Cure" and one complaint concerning the Prairie Fire Marathon.
  3. Kratzer reported a large group, hoping to sell magazine subscriptions, applied for a Door to Door Solicitation Permit. Shortly after they hit the streets complaints started coming in and the police officers finally asked them to leave the city.
  4. Kratzer reported the Neighborhood Directory has been updated and this listing will be passed on to the website.

MAYOR; POLICE, LEGAL AND MUNICIPAL COURT LIAISON'S REPORT-David Anderson

Anderson:

  1. Reported a large pine tree will be planted in the Triangle Park in memory of Jay Swanson. The Christmas decorations will now be placed in front of the west entrance sign because of the placement of the tree.
  2. The proposed zoning amendment for Towne East is still pending.
  3. Anderson announced that a workshop will be held to discuss the DUI issue. The City Attorney, Prosecutor, Municipal Judge, Court Clerk and City Clerks will join the council at the meeting. The agreed upon meeting date is November 12th at 5:30pm.

ADJOURNED 7:40PM--(NEXT REGULAR MEETING-OCTOBER 22, 2013)