Welcome to the City of Eastborough

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

MINUTES OF THE PROCEEDINGS
Tuesday, March 27, 2018
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:
Danny Wallace
Council:
  • Erin Fulghum
  • Jerry Cohlmia
  • Robert Hotaling
  • Alan Joseph
City Attorney
Jerry Bogle
City Clerk
Debra Gann
Asst. City Clerk
Barbara Kratzer
Police Chief
Matthew Cox
Compliance Officer
Wade Vickery

Regular Council Meeting

ABSENT:

Stacy Moore, Councilmember;

GUESTS

Gene & Mary Miller, #18 Huntington; Steve Frank, MKEC

MINUTES

The Council minutes, dated February 27, 2018 were approved as presented.

CLAIMS

J. Cohlmia moved to approve the Claims (Ord. App18-03), as of March 27, 2018 totaling $41,424.21; R. Hotaling seconded the motion; motion approved unanimously. March claims total $68,594.33.

TREASURER'S REPORT

D. Gann reported Revenues for February 2018 total $40,601 as compared with $37,186 for 2017. Expenditures total $75,507 as compared to $174,375 for 2017. 2018 Year-to-Date Revenues exceed Expenditures by $294,893 as compared to $304,304 for 2017. Unencumbered Cash and Investments as of 2/28/2018 total $1,536,554.

PUBLIC AGENDA

None

NEW/OLD BUSINESS

  1. 2018 Street Plan-Steve Frank, MKEC
    S. Frank reviewed with Council the SCS Work Order—2018 Street Maintenance Program, dated March 26, 2018. The contract includes Asphalt Pavement- (Remove & Replace Full-Depth 6” for $7,866); Subgrade Repair (Crushed Rock for $171); and Crack Sealing-(Large quantity for $15,120). Contractor shall not exceed $15,120 of crack sealing without permission from the City of Eastborough. Total expenditure $23,157. J. Cohlmia moved to approve SCS Work Order; Alan Joseph, seconded; Motion approved unanimously.

BUSINESS LICENSES; CITY HALL MAINTENANCE; COMMUNITY EVENTS; MEMORIAL GIFTS; NEWSLETTER & WEBSITE COMMISSIONER’S REPORT- Erin Fulghum

No formal report but as Community Events Chairman, E. Fulghum reminded Councilmembers of the Children’s Easter Party on Saturday, March 31st, 4:30-6:00, Eastborough City Park.

PARKS; TRASH SERVICE; WORKER’S COMPENSATION COMMISSIONER’S REPORT- Alan Joseph

Alan Joseph reported:

  1. Meeting with Buddy Shannon to review Tree Top’s annual contract and areas of responsibility.
  2. There are areas in City Park and the area North of Peachtree that need to be addressed. A. Joseph asked Council for the authority to retain MKEC to do an assessment of the problems and make recommendations on resolving the issues. A motion by E. Fulghum to authorize A. Joseph up to $3,000 for professional services; seconded by R. Hotaling; motion passed unanimously.
  3. Receiving a bid from Milestone Construction to rebuild the trash enclosure at City Park for $2,100. A couple more bids will be obtained before the project is approved.
  4. Atlas Electric has been contacted to replace the lights that are out in the park and flower bed, outside the wall, at Woodlawn and Kellogg.

FISCAL OVERSIGHT; CO-ORDINANCE MGMT.; RETIREMENT PLAN COMMISSIONER’S REPORT- Robert Hotaling

Robert Hotaling reported:

  1. The draft “Request for Proposal” form is completed and in the review period. If approved contractors will use this format when submitting bids to work for the city.
  2. He and B. Kratzer met with Heather Haines to discuss replacement options available to the city when the current retirement plan with Principal Financial Group ends September 15, 2018. Principal Financial has decided to discontinue servicing small government plans. The plan selected is OneAmerica/AUL administered by Retirement Plan Experts. Initial cost to the city would be $850 for plan design and one-time installation. The annual administration cost would be $500. Prior to moving the funds Ms. Haines would meet with each participant to select the appropriate group of funds to transfer their money. A vote will be taken at the April meeting to initiate the process. Contact R. Hotaling with your questions or comments.

FIRE PROTECTION; HEALTH INSURANCE AND HRA; STREET MAINTENANCE; UTILITIES COMMISSIONER’S REPORT

Jerry Cohlmia:

  1. Reported earlier under 2018 Street Plan-Steve Frank, MKEC

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

No report.

POLICE CHIEF'S REPORT-Chief Cox

  1. Chief reviewed his monthly Bulletin and asked if there were questions concerning the monthly report. A question was asked about the high cost of maintenance on the 2013 Chevy Tahoe.
  2. Chief reported Officer Mike Erwin has been accepted into a Drug Recognition Expert Training Class instructed by the Highway Patrol. Training will take place in Salina, Ks. and Arizona. The District Attorney’s office will cover the meals and lodging expense while in the training program.

CITY ATTORNEY'S REPORT-Jerry Bogle

  1. Council discussed whether or not to amend Ordinance #855. The ordinance currently states trash haulers will remove containers from enclosures and return to enclosure following dumping of the trash. Some residents have elected to store their containers inside a fenced backyard. Waste Connection would like to request those residents to bring their containers outside the fence on trash days where they will be replaced once the hauler has dumped the trash. The reason is twofold: (a) Avoid the possibility that an animal will escape; (b) Avoid the possibility of hauler being accused if items are lost or stolen from property. No action was taken.

LEGAL & MUNICIPAL COURT LIAISON; COMMUNITY AFFAIRS; TECHNOLOGY REPORT-Danny Wallace

  1. Mayor Wallace reported the final step has been completed in the installation process for the Records Management System. The RMS software is now able to interface with Data Technology software used by the Court Clerk.

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

  1. The two claims filed with Travelers have been resolved. The first claim involved a patrol car damaging a stalled vehicle while in the process of pushing the vehicle out of traffic. Travelers paid the claim. The second claim involved a person, walking through City Park, tripped and fell. The victim sustained injuries to the face and teeth. She also damaged her sunglasses. The claim was denied by Travelers because city parks fall under the category of “Recreational Immunity”.

EXECUTIVE SESSION

  1. Council went into Executive Session at 7:00pm for one hour to discuss a legal issue and returned to open session at 7:23pm. No action was taken

MEETING ADJOURNED 7:24pm---(NEXT REGULAR MEETING, APRIL 24, 2018)