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
April 26, 2016
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:
  • Jerry Cohlmia
  • Stacy Moore
  • Cathy Tilma
City Clerk
Debra Gann
Police Chief:
Matthew Cox
City Attorney:
Jerry Bogle
Code Enforcement Officer:
Wade Vickery

ABSENT:

Danny Wallace, Councilman; Norman Farha, Treasurer; Barbara Kratzer, Asst. City Clerk

GUESTS:

Steve Frank, MKEC; Rick Lynn, #42 Stratford

MINUTES

The Council minutes, dated March 22, 2016, were approved as printed.

CLAIMS

April 2016 Claims to date totaling $62,240.59 were reviewed by council. Chief Cox responded to Council questions regarding the purchase of firearms from Alamar Uniform that totals $3,797.92. Chief Cox stated:

Moore moved to approve Claims (Ord. App 16-04). Cohlmia seconded; motion passed unanimously. Claims for April Total: $86,738.51

TREASURER'S REPORT

Gann reported:

PUBLIC AGENDA

  1. Home Business License: #42 Stratford:

    Mayor Johnson read to Mr. Lynn excerpts from the letter dated April 25, 2016 from Patrick B. Hughes with Adams Jones Law Firm, P.A. The letter was written on behalf of Michael and Christine Ostroski (#40 Stratford) regarding the Ostroski's objection to the Home Business License renewal for #42 Stratford.

    Debra Gann reported that Mr. Lynn's initial business license was approved by City Council at the regular City Council meeting on January 25, 2011. The license was approved under ordinance G10-07 that was passed and adopted on December 28, 2010. The current ordinance SP12-01, under which Business Licenses are now considered, was passed and adopted on April 24, 2012. Mr. Lynn's initial Business License was valid for three years from January 25, 2011 and expired on January 25, 2014.

    Mayor Johnson stated that both Mr. Lynn and The City of Eastborough are partly responsible for the expired license. Mayor Johnson noted the City never sent Mr. Lynn a notice that his license expired. Mayor Johnson stated that under ordinance SP12-01 Mr. Lynn is in violation of his Home Business License agreement.

    Mr. Lynn was asked by council if there are any changes to the activities associated with his home business since his initial licensed was approved. Mr. Lynn responded no.

    Debra Gann was asked by council if any complaints have been received by the City regarding the operation of Mr. Lynn's home business since his initial license was approved. Gann responded no complaints have been received other than the letter dated April 25, 2016 from Patrick B. Hughes on behalf of Michael and Christine Ostroski.

    City Attorney, Jerry Bogle, advised council of options: (1) Vote not to approve the home business license. (2) Vote to approve license effective April 26, 2016 (3) Vote to approve license effective retroactively to January 25, 2014. If council votes to approve license retroactively, Mr. Lynn must renew his license by January 25, 2017.

    Shelton moved to approve the Home Business License application for Mr. Lynn #42 Stratford retroactively to January 25, 2014 under the terms and conditions of ordinance SP12-01. Moore seconded. Moore, Shelton, Cohlmia voted yes. Tilma abstained. Motion passed.

OLD/NEW BUSINESS

  1. Ordinance G16-02: Creating the Eastborough Floodplain Management Zoning Regulations by incorporating by reference New Floodplain Zoning Regulations based on the model recommended by FEMA and the Kansas Department of Agriculture.

    Stacy Moore stated that resolution 15-02 Adopting a National Flood Insurance Plan (NFIP) is valid as passed and adopted on September 22, 2015. It is not necessary to adopt a new resolution on the current format.

    Moore moved to pass Ordinance No G16-02 to create the Eastborough Floodplain Management Zoning Regulations by Incorporating by Reference New Floodplain Zoning Regulation Based on the Model Recommended by FEMA and the Kansas Department of Agriculture. Cohlmia seconded. Passed unanimously.

STREET MAINTENANCE; UTILITIES; FIRE PROTECTION COMMISSIONER'S REPORT

Jerry Cohlmia
Steve Frank with MKEC addressed council regarding:

  1. Renewal of South Central Sealing Contract

      Mr. Frank recommended council extend the City contract with South Central Sealing that includes the following additions from 2015: (1) Item #1: Asphalt Pavement - Remove & Replace Full-Depth (8" Typ.) (2) Item #13: Subgrade Repair - Crushed Rock (3) Item #14 Quarterly Street Inspections. Frank stated there will be a slight increase in unit prices.

      Item #14 is a quarterly street inspection performed by a capable representative of contractor. The objective of these inspections would be to report to the City (via the Engineer) a list of locations in need of base repairs, crack sealing or curb and gutter/drainage improvements. City council recommended Item #14 frequency is changed to a Semi-Annual inspection. Mr. Frank will include the change in the final contract.

      Cohlmia moved to renew the City's contract with South Central Sealing that includes a change to Item #14 to a frequency of Semi-Annual inspections. Moore seconded. Passed unanimously.

      Mr. Frank will work with South Central Sealing to complete the unit price portion of the contract and will notify Council of any significant increase in unit prices above what he thinks is customary. Mr. Frank will send the completed contract for signature to City Hall.

  2. 2016 Eastborough Street Maintenance Program

      Mr. Frank reported the proposed City of Wichita water replacement projects that will affect Eastborough streets. The water line project scheduled for the 4th quarter of 2016 will affect almost all streets North of Huntington including Huntington (map included).

      Mr. Frank provided an additional map that included his recommended street changes to the project, circled in red. These streets will be included in the project in lieu of Huntington repairs due to the water project.

      Mr. Frank presented Option A and Option B for the 2016 Eastborough Street Maintenance program and noted the Engineer Flexibility item to each option.

      Moore moved to approve Option B of the 2016 Eastborough Street maintenance Program (Slurry Seal) Douglas and selected streets including the Engineer Flexibility item and the project maximum of $112,988.40. Cohlmia seconded. Passed unanimously.

  3. Mr. Cohlmia reported that the Hampton project is complete and looks great.

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

  1. #35 Hampton Dirt Project

    Council discussed the condition of the property between the fence and the curb of #35 Hampton. Wade Vickery, who will be responsible for the maintenance of the area, noted the tree stumps and wood chips scattered throughout the area that prevent him from using his mower. Council instructed Mr. Vickery to take pictures of the current condition of the property.

    Moore moved to give Wade Vickery up to $400 spending authority to have the stumps ground at the area of #35 Hampton between the fence and curb that the City is responsible to maintain. Shelton seconded. Passed unanimously.

  2. Review IT bids for City Hall

    Issue tabled until May due to the absence of Councilman Wallace

Vickery, Code Enforcement Officer

  1. Vickery provided to council an updated written report of his code enforcement issues. Additional comments include:

    #4 Douglas: Vickery informed council he is working with the owner to get the property cleaned up. Compliance has been difficult and numerous complaints have been received at City Hall. Council advised Vickery to proceed with a citation for the owner.

    #11 Hampton: The issue with the fence is resolved and owner requested additional time to remove the trees.

    6004 East Douglas: The trees are taken care of at the property. Vickery noted the stump that was placed in the street with cones surrounding it. Vickery notified resident to remove the stump from the street.

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

No report

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

Shelton reported:

  1. All waterfalls in the park have been repaired and are functioning properly.
  2. Waiting on the bid to come in for supplemental mulch for the playground at City Park.

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

No report

POLICE CHIEF'S REPORT

Chief Cox:

  1. Reviewed the monthly reports with Council and answered questions.

CITY ATTORNEY'S REPORT-Jerry Bogle

No report

MAYOR'S REPORT-John Johnson

No report

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

Shelton moved to adjourn the meeting; Moore seconded; passed unanimously

MEETING ADJOURNED --- (NEXT REGULAR MEETING MAY 24, 2016)