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
October 25, 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:
  • Cathy Tilma
  • Stacy Moore
Treasurer
Norman Farha
City Attorney
Jerry Bogle
City Clerk
Debra Gann
Asst. City Clerk
Barbara Kratzer
Police Chief:
Matthew Cox
Code Enforcement Officer:
Wade Vickery

ABSENT:

Jerry Cohlmia, Council Member; Danny Wallace, Council Member;

GUESTS:

Gene Miller, #18 Huntington; Richard Hostert, #4 Lakeside; Steve Frank, MKEC

SPECIAL:

Mayor Johnson read Greg Shelton's letter of resignation to the Council and on behalf of the Council thanked Greg for his years of service as a Council member and President of the Council. Mayor Johnson announced Erin Fulghum, #44 Stratford, as his appointment to fill out the unexpired term of G. Shelton and council consented. The City Clerk administered the Oath of Office to E. Fulghum. The Mayor announced his intention to appoint Stacy Moore as Council President. Council consented to this appointment. The Clerk administered the Oath of Office to S. Moore.

OLD/NEW BUSINESS

  1. Steve Frank reported that SCS has completed their scheduled street work except for the striping of Douglas. $5000 still remains from the original bid and S. Frank asked whether or not Council would like to use the remaining funds to crack seal other streets around the City? Council verbally approved the request.
  2. The Assistant Clerk reported the City has not received the bid for the 2017 insurance package which renews on 11/1/16. The current insurance will remain in place and a vote was tabled until the November meeting.

PUBLIC AGENDA

None

MINUTES

The September Council minutes, dated September 27, 2016, were approved as printed.

CLAIMS

S. Moore moved to approve the Claims (Ord. App16-10) as of October 25, 2016 totaling $189,616.99; C. Tilma seconded; motion passed unanimously. October claims total $216,264.49.

Special October Expenditures totaling $148,797.68 include: $43,719.95 to Concergent IT for 2nd installment; $11,750.00 to G-MAC Construction for City Hall ADA improvements; $93,327.73 to SCS LLC for street repairs and crack/slurry sealing.

TREASURER'S REPORT

N. Farha reported that Revenues for September total $114,070 as compared with $76,153 for 2015. Expenditures total $123,315 as compared to $75,557 for 2015. 2016 Year-to-Date Revenues exceed Expenditures by $198,560 as compared to $169,752 for 2015. Unencumbered Cash and Investments as of 9/30/2016 total $1,606,050.

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

  1. C. Tilma reported the ADA Compliance Project is now complete with the installation of the railings along the ramp at City Hall.
  2. C. Tilma submitted the bid from Graycon Building Group for approval. The improvements to City Hall include: carpeting throughout; installing tile at the entrances and patrol room; repair cracks and paint walls. C. Tilma moved to approve the bid of $25,000 to complete the project; Moore seconded; motion approved unanimously. Clerk requested contractors submit a copy of their Certificate of Insurance.

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

Shelton reported:

  1. The large waterfall has been shut down for the year due to a problem with the pump bearings.
  2. The repairs to the small waterfall will begin next spring.
  3. Tree Top has submitted a bid of $2,539.35 to replace some of the dead trees in the parks.
  4. Atlas has submitted a bid to replace 6-8 pond/waterfall lights at $160 each installed. These solid brass LED fixtures are made for pond use. Council agreed to the $1,280 expenditure. Any additional ones will need to be approved.
  5. Reported 8 dead trees have been removed from the parks at a cost of $8,000.

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

No report

  1. Code Enforcement Report
    Wade Vickery
      No Report

STREET MAINTENANCE; UTILITIES; FIRE PROTECTION COMMISSIONER'S REPORT

Jerry Cohlmia

  1. Nothing further on streets
  2. December 1st is the date when Health Insurance renews. Bids will be taken from Aetna and B/C B/S. Report will be submitted at the November council meeting for approval.

POLICE CHIEF'S REPORT

Chief Cox:

  1. Reviewed the monthly reports with Council and answered questions.
  2. A new patrol car has been ordered for delivery in 2017 and bids are being taken for the new graphics. Traffic Control Services will be installing the wiring.
  3. Council questioned the policy of assisting with locked vehicles. Chief explained the vehicle's owner is required to sign a release of liability form prior to the officer unlocking the door. The officers respond to all emergencies and if available provide the service to others in the area. It has been a good public relations tool for the city.

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

  1. Reported that FEMA has notified Eastborough that a change to the original ordinance must be made. Council will be required to pass an ordinance adopting revised Floodplain Regulations for the City of Eastborough, Kansas and amending Ordinance G16-03. Residents will be notified through a Public Hearing Notice. Council will discuss the change and answer questions prior to the vote at the Public Hearing.

CITY ATTORNEY'S REPORT-Jerry Bogle

  1. J. Bogle followed up on the new law requiring cities in Kansas to begin holding elections in November that correspond with state and national elections. Kansas Election Law provides a process for cities to opt out of the change. Any change to the current system will require a Charter Ordinance. Bogle stated that he would like to check with other cities of similar size before making a recommendation to the Council.

MAYOR'S REPORT-John Johnson

    No report

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

  1. Council was asked whether or not they would like to change the meeting date for November due to the Thanksgiving Holiday. Council decided to not make a change.

S. Moore moved to adjourn the meeting; C. Tilma moved to second the motion; motion passed unanimously.MEETING ADJOURNED 6:38pm --- (NEXT REGULAR MEETING, NOVEMBER 22, 2016)