Minutes 02-04-2013


FEBRUARY 4, 2013
7:00 P.M.
The Council of the City of Augusta, Kansas met in regular session on February 4, 2013, with Mayor Kristey Williams presiding. Council present were Matt Childers, Michael R. Martin, Michael Huddleston, Michael Wallace, Sue Jones, Mike Rawlings, Ron Reavis and Matt Malone. Also present:  City Attorney David All, Assistant to the City Manager Josh Shaw, Director of Electric Utility Bill Webster, Water/Wastewater Superintendent Russell Still, and City Clerk Erica Jones. Visitors present were: Kent Bush, Larry Sample, Ken Brinkman, Brian Glenn, Gary Rogers, Myrna Rogers, Larry Henry, Gorden MacPhail, Malissa Nesmith, Troy Palmer, Jamie Hubbard, and Jason Lowery.
Prayer: Pastor Steve Spencer, First United Methodist Church, gave the invocation.
Minutes:  Wallace stated he did not oppose adjourning at this meeting. Wallace made a motion to approve the minutes from the January 21, 2013 meeting as amended.   Malone seconded the motion. Motion carried without opposition.
January (1): Reavis inquired about the payment to Integrated Technologies. E. Jones stated it is the monthly bill for the City’s anti-virus protection software. Reavis made a motion to approve Ordinance 1 in the amount of $393,458.70. Huddleston seconded the motion. Motion carried without opposition.  
January (1A): Rawlings made a motion to approve Ordinance 1A in the amount of $172,477.44. Childers seconded the motion. Motion carried without opposition.  
January (1B): S. Jones inquired about the payment to Solomon Corporation in the amount of $27,425.25. E. Jones stated it was for the purchase of a 3 phase pad mount meter and transformer. Huddleston inquired about the payment to Go Wichita and stated there was another payment to them recently. E. Jones stated this payment was for annual dues. Shaw stated the previous one was for an advertisement in one of their publications. Huddleston made a motion to approve Ordinance 1B in the amount of $445,857.43. Martin seconded the motion. Motion carried without opposition.  
Visitors: Gorden MacPhail, representing the Augusta Model Railroad Club, provided a report of their club activities over the past year. MacPhail stated they have officially changed their name from Wichita to Augusta, added insulation to their portion of the building, installed a programmable thermostat, and reduced their annual utility charges. He stated they now have a website and have posted You Tube videos to get their name out there. Huddleston asked if they are ever open to the public. MacPhail stated they are open to the public on Saturdays from 11 a.m. to 2 p.m. and have meetings on Thursday nights. He stated they have several tours lined up in the next month or two. MacPhail encouraged the council to visit the club.
New Business:
Global Parts Annual Claim for Exemption:  Malissa Nesmith and Troy Palmer were present, representing Global Parts. Nesmith stated they now have 56 full time employees and have started two new entities. She stated they are continuing to grow. Troy Palmer stated they will be talking in the near future about expanding their building. Nesmith stated they are now an FAA certified repair station. Huddleston asked what it is that they repair. Nesmith stated just avionics at this time. Reavis stated he appreciates Global Parts’ community involvement. He stated they are always more than generous and are very good corporate citizens. Wallace made a motion to approve the annual claim for exemption of property taxation for Global Parts, Inc. Childers seconded the motion. Motion carried without opposition.
Dike Road Relocation Project: Larry Henry with MKEC stated that Dike Road will be relocated to the west of its current location. He stated the city has a lot of accountability but is not in control of the project. He stated the city will be letting the bid but KDOT and a consulting engineer will be doing the design work and construction inspection for the intersection and Butler County will do the construction inspection for the portion North of Hwy 54/400. Henry stated the two sets of plans and specs will be combined for a two part bid and will be awarded to one contractor. Huddleston asked if the entry from US 54 will change. Shaw stated it will be shifted approximately 100 feet to the west. S. Jones inquired about the time frame. Henry stated the bids will be let late spring or early summer with an anticipated late fall completion. Huddleston asked if there will still be a need for the road divider to the east of Dike Road and asked if it would interfere with the entrances into the new Wal-Mart. Henry stated it may not be needed. Shaw stated the entrance into Wal-Mart in that area will primarily be for delivery trucks and eastbound traffic. Malone made a motion to approve an Engineering Services Agreement with MKEC for Project Management and Contract Coordination/Administration for the Dike Road Relocation Project.  Reavis seconded the motion. Motion carried without opposition.
East Sanitary Sewer Outfall Bids:  Rawlings made a motion to approve the bid from Alan’s Excavating, Inc. in the amount of $55,566 for repairs to the East Sanitary Sewer Outfall Line.  Childers seconded the motion. Motion carried without opposition.
Walnut Levee Certification Project: Council reviewed the engineering report for the repair/replacement of an interior drainage structure as part of the Walnut Levee Certification Project. Larry Sample with AMEC was present to address the council. Sample stated that AMEC was contracted to do the certification for the Walnut Levee. He stated the original analysis found that one drainage structure needed to be replaced and they were not able to get a good video inspection of the second structure. Sample stated they considered several different options for the structure that needs to be replaced and that they are recommending slip lining the existing pipe and extending it, which is the most cost effective option and will provide good drainage. Sample stated the proposed agreement includes completing the survey, preparing construction plans, tract maps and easements, regulatory review and permits, preparation of bid specifications, bid letting and construction inspection/administration, and to complete the various requirements necessary for the FEMA Certification of the Walnut River Levee. He stated the city would need to contract with a company to clean out and video the second structure and that they are not anticipating any issues with that structure. Sample stated the bids will be let in the spring with the construction completed in the fall. Reavis asked if AMEC will be doing the construction. Sample stated they will not but that they did provide an estimate for the construction. Reavis stated the cost could change when it is bid. Sample stated they could but that they try to be conservative and have included contingencies. 
            Wallace asked what the value of “n” is in the design rationale. Sample stated it is the factor of the pipe and the value of the pipe. Reavis asked how the timeline works with FEMA remapping. Shaw stated it is hard to say because FEMA has delayed the remapping and has not put a timeline on it. Sample stated that once FEMA adopts the procedure it would be close to 30 months before they start remapping. He stated he feels comfortable that this will be completed and certified before the remapping starts. Reavis made a motion to approve an Engineering Services Agreement with AMEC for design and construction engineering services and completion of the Walnut River Levee Certification Process. Malone seconded the motion. Motion carried without opposition.
Neighborhood Revitalization Program: Rawlings made a motion to approve Resolution 2013-02 scheduling a public hearing on March 4, 2013 to take input on extending the Neighborhood Revitalization Program (NRP) for another term of one year. Malone seconded the motion. Motion carried without in opposition.
Kelly/Ohio Intersection Project: Malone made a motion to approve the Commitment of City Funds Agreement for the Kelly and Ohio Intersection Project authorizing the submittal of the City’s local match to KDOT. Rawlings seconded the motion. Motion carried without opposition.
Water Utility Vehicle Bids: S. Jones stated the city was willing to take a used vehicle but that they bid new vehicles. Still stated that was correct and stated the prices for the new ones came in surprisingly lower than anticipated. S. Jones asked if they meet all specs. Still stated they do. S. Jones asked when the vehicles will be made available. Still stated they will be available in 8-12 weeks. Wallace made a motion to approve the purchase of the ¾ Ton Pickup from Rusty Eck Ford in the amount of $22,867 and the 1 Ton Service Truck from Rusty Eck Ford in the amount of $29,767.  Malone seconded the motion. Motion carried without opposition.
Solicit Bids for Electric Distribution Bucket Truck: Rawlings asked if the other bucket truck will be traded in. Webster stated it will be sold on Purple Wave. He stated vendors have not been very interested in trading in bucket trucks in the past. Childers made a motion authorizing the Electric Distribution Department to take bid proposals from vendors for a 65’ bucket truck demonstrator vehicle. Malone seconded the motion. Motion carried without opposition.
Sanitation Services Transition Plan: Shaw stated that staff is working on bid specs for the new poly carts and needs direction from the council on whether to include directional arrows, serial numbers, and the city name/logo on the carts. Rawlings made a motion to include directional arrows, serial numbers, and the city name/logo on the carts in the bid specs. Reavis seconded the motion. Motion carried without opposition. Shaw asked the council to review the alternatives to pay for the carts for the curbside recycling program. He stated staff will be coming back to the council in the near future to ask for direction on how to move forward with that. S. Jones asked if the recycling carts will be the same size as the other carts. Shaw stated they will. Rawlings stated some cities use different colors for their recycling carts. Shaw stated that would be part of the plan. 
Informational & Final Comments:
S. Jones: Jones asked if there is any additional information available regarding the grant for Garvin Park including the plans and a timeline. Shaw stated that he and Keefer are reviewing the grant contract and will bring it to the council in the near future. Jones asked if it would be possible or feasible to get the equipment into the park this summer. Shaw stated it is possible but may not be feasible until fall. He stated the council indicated they wanted to get public input on the equipment and the Park Board will want to review it as well. Jones asked if the Park Board or the Council will host the public meetings. Huddleston stated he thinks that would come through the council since the Park Board makes their recommendations to the council for final decisions. Jones stated it would be nice to have a timeline for this next week. 
Huddleston: Huddleston stated he received an email from Keefer last week inquiring about a date for KOMA training with the County Attorney. Huddleston asked if we do not have a settlement with the Attorney General’s office why we are scheduling this training. Mr. All stated he has attempted to contact the Attorney General’s office to finalize the settlement but has not reached anyone yet. Mr. All stated he will continue to try to make contact. Huddleston stated he thinks we are jumping the gun and that he would like to see the settlement before scheduling this training. He stated the settlement says the training should be completed within six months of the date of the agreement, but he is concerned about completing the training before the agreement has even been signed.
Martin: Martin stated there are three cul-de-sac’s behind the Middle School, specifically Woodridge Ct., where there are street lights that are not working. He stated there are a lot of children in this area and the residents would like the lights fixed and more lights possibly added. Webster stated he would have the broken ones repaired tomorrow and look into adding additional lights. 
Malone: Malone asked Shaw if he has any information about streaming the council meetings. Shaw stated he has some information together and is working on bid specs. He stated he will bring the council some quotes to get our equipment up to par. Shaw stated staff will need direction from the council whether the live streaming of the meeting or archiving and replaying the video of the meetings are more important. He stated to archive and replay the meetings would only cost a couple hundred dollars but the live streaming will be around $10,000 annually. He stated staff will bring back several options for the council to consider.
Adjourn: At 7:55 p.m. Reavis made a motion to adjourn.  Malone seconded the motion. Motion carried without opposition.
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