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
August 23, 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
  • Cathy Tilma
  • Stacy Moore
Treasurer
Norman Farha
City Attorney
Jerry Bogle
City Clerk
Debra Gann
Asst. City Clerk
Barbara Kratzer
Police Chief:
Matthew Cox

ABSENT:

Danny Wallace, Councilmember; Wade Vickery, Code Enforcement Officer

GUESTS:

Gene and Mary Miller, #18 Huntington; Paul and Gay Dahlke, 24 E. Douglas;

MINUTES

The July Council minutes, dated July 26, 2016, were approved as printed.

CLAIMS

J. Cohlmia moved to approve the Claims (Ord. App16-08) as of August 23, 2016 totaling $202,576.25; G. Shelton seconded; motion passed unanimously. August claims total $203,114.65. Special August Expenditures include: $90,576.25 to Kansas State Treasurer to cover the principal payment on the General Obligation Bond; $34,638.98 to Concergent IT. the first of three payments for IT upgrades.

TREASURER'S REPORT

N. Farha reported that Revenues for August total $37,284 as compared with $36,610 for 2015. Expenditures total $122,697 as compared to $172,012 for 2015. 2016 Year-to-Date Revenues exceed Expenditures by $341,815 as compared to $307,413 for 2015. Unencumbered Cash and Investments as of 8/31/2016 total $1,786,697.

PUBLIC AGENDA

    Should Council adopt a Tobacco Policy as it applies to Health Insurance.
  1. Currently premiums are based on employee's age, but upon renewal will also include an additional cost if employee uses a tobacco product.
  2. Eastborough currently covers 100% of employee's premium and 65% of the cost for employee/spouse employee/family.
  3. The projected increase in premiums for 2017 is 25%.
  4. 2017 Renewal date is December 1st.
  5. An employee must be tobacco free for 6 months in order to qualify as a non-user.
  6. If Council adopts a Tobacco Policy, should those current tobacco users be given a "Grace Period" to comply before requiring employee to pay the additional premium?
  7. Council requested clarification whether or not an employee's rating can be changed during a calendar year.
  8. Discussion will resume once renewal proposals are available.

OLD/NEW BUSINESS

Steve Frank, MKEC, reported:

    Steve Frank, MKEC, reported:
  1. The concrete work to replace curbs and gutters is nearly complete.
  2. The concrete work around the inlet at the east entrance is complete.
  3. Base work on the streets will begin around September 15th followed by slurry seal. Frank was asked if there was a deadline, based on temperature, when asphalt and slurry seal work can be done. Frank responded that normally the end of October is when asphalt work stops, but he would have to get back to the Council on slurry sealing.
  4. Drainage Project along Lakeside: S. Frank presented the bid from Lawnworks, Inc.to make the drainage improvements along Lakeside at a cost of $9525. For an additional $2400 Lawnworks, Inc. will grade and sod the area between the berm and pond where erosion has damaged the turf. Frank was asked if the bid included the adjustments to the sprinkler heads. J. Cohlmia moved to approve the bid as presented on the condition the sprinkler head adjustments are included; G. Shelton seconded the motion; motion approved unanimously.

STREET MAINTENANCE; UTILITIES; FIRE PROTECTION COMMISSIONER'S REPORT

Jerry Cohlmia

    No further report

POLICE CHIEF'S REPORT

Chief Cox:

  1. Reviewed the monthly reports with Council and answered questions.
  2. Reported the department has received $4000 in credit from the State to purchase law enforcement items as a result of the "Click It or Ticket It" program. Purchases include: Stop Sticks, Traffic Cones, Camera, Window Tint Meters and Road Flares.
  3. Reported bids are being taken to purchase the new patrol car. Selecting a black vehicle over a black and white will result in a $2000 savings.
  4. Chief Cox was questioned on the day to day activities of the department. Discussion followed. Council agreed most residents want to see officers driving around the City. It was suggested that rather than keeping track of the mileage on each car, the department begin to tract the time on the street by the officers. Council was also interested in the amount of time spent should be an important part of their job.

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

  1. No report
  2. Code Enforcement Report
    Wade Vickery
    No report

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

  1. Recommended adding Regulation & Compliance as another line item under expenditures to the Budget because of increasing regulations and compliance requirements placed on cities by federal and state governments.
  2. Recommended Council begin strategic planning in regards to current as well as future issues affecting the community.

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

Shelton reported:

  1. Large waterfall at the pond has been repaired and is now working.
  2. Repairs to the small waterfall have been tabled until next year. The repairs would involve draining the upper pond in order to clean out the pipe at a cost between $2200 and $2400.
  3. Funds are available to begin the Tree Replacement Plan.
  4. Council members have received calls from residents expressing concern over the lack of mowing and maintenance of the parks. The rains have contributed to the problem, but he plans to visit with Wade about the problem and discuss a back-up plan if extra help needs to be brought in.
  5. Follow-up will be done on the reported water leak.
  6. A request has been made to plant a memorial tree in the park. G. Shelton agreed to follow-up on the request.

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

  1. G-MAC Construction will begin work Monday replacing the front porch, ramp & railing in order to bring City Hall into ADA Compliance. Once completed and with the approval of the Election Commissioner's office, City Hall will once again become the voting station for Eastborough residents.
  2. Working on a proposal to replace the carpet and entry tiles at City Hall.
  3. Briggs Basement and Foundation Repair made adjustments to the piers under City Hall.

CITY ATTORNEY'S REPORT-Jerry Bogle

  1. J. Bogle reported that he was asked to review the state's new election laws and advise the Council of their options. Discussion was tabled.

MAYOR'S REPORT-John Johnson

No report

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

    No report

    J. Cohlmia moved to adjourn the meeting; G. Shelton moved to second the motion; motion passed unanimously.MEETING ADJOURNED --- (NEXT REGULAR MEETING, SEPTEMBER 27, 2016)