Welcome to the City of Eastborough

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

MINUTES OF THE PROCEEDINGS
Regular Council Meeting
September 22, 2015 5:30 pm


These minutes are preliminary and have not been approved by the City Council. They may contain errors.
Official minutes will be posted following the next City Council meeting.

PRESENT

Mayor:
John Johnson
Council President:
Greg Shelton
Council:
  • Danny Wallace
  • Stacy Moore
  • Jerry Cohlmia
  • Cathy Tilma
Treasurer
Norman Farha
City Clerk
Debra Gann
Assistant City Clerk:
Barbara Kratzer
Police Chief:
Matthew Cox
City Attorney:
Jerry Bogle
Code Enforcement Officer:
Wade Vickery

ABSENT:

None

GUESTS:

Mary Miller, #18 Huntington; Kyle Smith, #35 Hampton; Steve Frank, MKEC

MINUTES

The July Council minutes, dated July 28, 2015, were approved as printed.

CLAIMS

Cohlmia moved to approve the Claims (Ord. App15-09) as of September 22, 2015 totaling $75,518.45; Wallace seconded; motion passed unanimously. September claims total $76,718.78

TREASURER'S REPORT

Gann reported that Revenues for August total $36,550 as compared with $34,393 for 2014. Expenditures total $174,805 as compared to $159,078 for 2014. 2015 Year-to-Date Revenues exceed Expenditures by $926,514 as compared to $895,116 for 2014. Unencumbered Cash and Investments as of 8/31/2015 total $1,655,865.

PUBLIC AGENDA

  1. Kyle Smith, #35 Hampton, spoke to Council in regards to his fence running along Woodlawn. At the April meeting, Council approved Mr. and Mrs. Smith's height request for an 8' wood fence. Larry Reynolds had not submitted his written report so Council took no further action. Once the fence was built it was determined that the fence was on the street right-of-way. Mayor Johnson stated that mistakes were made by both the City and the homeowner. The homeowner neglected to submit the proper documentation to obtain a building permit which would have given the Council the information needed to make a proper decision. The issue tonight is to find a resolution to the problem. Once all parties involved were given time to express their feelings, the Mayor explained to Mr. Smith that it was now time for only the Council to discuss the issue, unless a question was directed to him. At one point during this discussion Mr. Smith mentioned having a survey of his property and having it available at the April meeting (changed to May 5, 2015) April minutes reflect "Council was advised that no Fence Permit information was submitted to Larry Reynolds for review." Mayor Johnson tabled discussion to allow Mr. Smith time to go home and bring a copy back. Mr. Smith returned with a copy of a survey. Several Council members were upset that this survey had not been given to the council previously. Council resumed discussion ending with S. Moore's motion to require the Smiths to relocate their current fence along Woodlawn, back to their property line. The cost will be split between the Smiths and the City of Eastborough. The Smiths will also be required to submit a Site Plan and description of the project for Larry Reynolds, Architectural Supervisor, to review and prepare a report. J. Cohlmia seconded; Discussion continued ending with the original motion being amended to limit the City's portion for moving the fence to half the cost or a maximum of $2500. Four members voted in favor and one member voted against. Motion passed.
    Mr. Smith asked Council to respond to several unresolved issues:
      a) Who is responsible for maintaining the property between the fence and the curb? The City will be responsible for the maintenance.
      b) Could they extend the fence to the City's brick wall for safety reasons? Council members did not object but wanted to examine how this would be done on the Site Plan.
      c) Can their plants be moved from outside the fence back to their property? Yes
      d) Who will be responsible for maintaining the right-a-way area north of the wrought iron fence along the south property line? Council agreed it was the homeowner's responsibility.
      e) Who is responsible for the inoperable light fixtures on the south side of the property? G. Shelton agreed to look into the problem and determine ownership.
  2. Steve Frank, MKEC, reported on the following:
    a) The field inspection of the storm water system is complete and will be incorporated into the Drainage Structure Map as required for an MS4 Permit.
    b) 2015 Street Maintenance Project: crack sealing completed; base repairs 98% complete; slurry seal south of Douglas scheduled to begin October 2nd or 5th.
    c) 30' to 70' of curb and gutter has deteriorated on the east side of Hampton between Lynnwood and Peach Tree. J. Cohlmia moved to approve the curb and gutter repairs; S. Moore seconded; passed unanimously.
    d) Hampton drainage solution: S. Frank recommended using SCS for the project and verifying their unit costs for bid items not on the original maintenance contract. G. Shelton moved to approve option #1 for an estimated cost of $10,000 on the condition the total costs does not exceed $15,000; S. Moore seconded; passed unanimously.

POLICE CHIEF'S REPORT

Chief Cox:

  1. Reviewed the monthly reports with Council and answered questions.
  2. Officer Hiser became ill while patrolling the City. She was transported by ambulance to the hospital complaining of dizziness and being nauseous but was released from the hospital the same day. It was later determined the problem was caused by fumes coming from a cracked battery.
  3. As a result of the Police Department's participation in the "Click It or Ticket it" Campaign, the department received $4,000 to purchase needed equipment.
  4. Chief announced he would be out on medical leave for two weeks.

CO-ORDINANCE MANAGEMENT; BUSINESS LICENSES COMMISSIONER'S REPORT-Danny Wallace

Wallace

D. Wallace reported that he has begun evaluating the technology needs for the City and developing a plan to coordinate functions. Developing a plan will take time and the cost will be high; therefore may need to be implemented over several years. The current part time vender is deployed which leaves the City vulnerable. Councilmembers were advised to review the handouts. A presentation will be made at the October meeting.

Vickery, Code Enforcement Officer

    Everyone contacted during the month with a violation has responded in a timely manner and is making arrangements to correct the violation

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

  1. A storm water link has been added to the website for residents to reference.
  2. S. Moore moved to adopt the National Flood Insurance Plan Resolution; Shelton seconded; passed unanimously.

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

Shelton reported:

  1. The new plantings are in the park from Peach Tree to Hunter. Honeysuckle will be planted near the bridge in City Park.

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

Jerry Cohlmia

    Street discussion was held earlier in the meeting

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

Cathy Tilma

    No report.

CITY ATTORNEY'S REPORT-Jerry Bogle

Bogle:
No report

MAYOR'S REPORT-Greg Shelton

  1. Mayor encouraged Councilmembers to attend the Fall Festival and National Crime Prevention Night on Tuesday October 6th ; 6-8pm; Eastborough City Park.
  2. Mayor announced that Sgt. Halverson and Sgt. Dorritie will be in charge of the Police Department in the absence of the Chief.

CITY CLERK/ASSISTANT CITY CLERKS--Debra Gann & Barbara Kratzer

Kratzer reported:

  1. Mike Wise will be attending the October meeting to review and answer questions in regard to the 2016 Health Insurance Plan. The new policy will go into effect on December 1st.

No further business to discuss, Shelton moved to adjourn the meeting; Cohlmia seconded; motion passed unanimously

MEETING ADJOURNED --- (NEXT REGULAR MEETING OCTOBER 27, 2015)