Hay Springs City Council Minutes January 12, 2016

HEARING

Mayor Richard McKay called the Hearing to order at 7:02 p.m. Council persons Jim Varvel, Luke Marcy and Keith Kearns were present. Marcella Hale was absent. City Attorney Jamian Simmons was also absent. It was noted that the Open Meetings Act is posted. 

George presented the One and Six Year Street Plan. There were no questions from the Council. 

Jamian Simmons arrived at 7:03 p.m.

The Hearing was adjourned at 7:05 p.m. 

REGULAR MEETING

Mayor Richard McKay called the Regular Meeting of the Hay Springs City Council to order at 7:05 p.m. Council persons Jim Varvel, Luke Marcy and Keith Kearns were present. Marcella Hale was absent. City Attorney Jamian Simmons was absent. It was noted that the Open Meetings Act is posted.

Varvel made motion, Marcy seconded to approve the minutes from the December 8, 2015 Regular Meeting. All voted aye. Motion carried.

Varvel made motion, Keith seconded to approve the agenda for January 12, 2016 meeting. All voted aye. Motion carried. 

OLD/NEW BUSINESS

Pool Improvement Committee: Jim Varvel reported that the work is progressing with the brick and paint. They will hang doors soon. 

Change Order(s) for Pool: Change order is for a covering (shroud) around lavatories. There was also discussion of the addition of two outlets in the check room. Consensus of the Council is that the outlets are needed. Kearns made motion, Marcy seconded to approve CCP #4 for $263.67. All voted aye. Motion carried. 

Legion SDL: Varvel made motion, Kearns seconded to approve the Special Designated Liquor license for the 2nd Annual SOS Cribbage Tournament on March 19, 2016. All voted aye. Motion carried.

Audit Report: Jim Gardner presented the audit to the Council. Cash balances are strong. Segregation of duties will always be a comment, although steps are in place to assure integrity. There was discussion of Fund 17, if the Council wants a separate account for it. Kearns made motion, Marcy seconded to approve the Audit/Financial report. All voted aye. Motion carried. 

Public concerns: None. 

Department reports were heard: George – Streets: Plowed and moved snow twice; Did a walk-around on the new roof – bubbles that should disappear when weather warms; Hospital hasn’t approved remodel yet; Vault could be a problem for restrooms in remodel; Serviced and DOT on trucks; Preparing for funeral; Took vacation ; Aaron - Water: Service on trucks; Mowers taken to alliance for repairs; Pricing now mower; Sargent should be coming for performance tests; Does Council want to purchase picnic tables?; Lesa – Accounts payable; Minutes; Posting of deposits and allocations; Payroll; Service orders; Sales tax payable and revenue; Preliminary end of year for W-2’s; Pioneer Manor – No report; Jim Varvel –Finance: No discrepancies; Keith Kearns – SWANN: No meeting yet; Jim Varvel – Lister-Sage: Renewals for memberships; Looking at more gym equipment; Richard McKay – Mayor: Noted accomplishment cooperation; Should wait for final payment on roof until bubbles disappear; Pool remodeling; Water tower control room rebuilt; Comprehensive Plan progressing; Lagoons and pivot still need improvement; Need restroom/Eye wash in North shop; Need to invite community to meetings; Thanks to all this last year.

OLD BUSINESS

PADD Update: Progressing with meetings. 

Water Loss Report: No report, meters were not read; Will have some water repairs to make in the spring. 

Ladies Lounge Estimate: Discussed city’s use of apartment. Put out bid request for work. 

Lagoon/Street Project Updates: Looking at rewriting loan with NDEQ to include needed lagoon repairs.

Security Cameras: Varvel made motion, Kearns seconded to approve MOBIUS quote for surveillance security cameras in the office for $1853.71. All voted aye. Motion carried. 

Security Wall in Front Office: Put cameras in for now. Wait for the wall build. 

Truck Parking on Streets: No discussion.

Legion Hall Clean-Up: Marcella Hale went to the last Legion meeting. The Legion is willing to help with needed repairs/clean-up

NEW BUSINESS

Marcy made motion, Varvel seconded to approve claims as submitted. All voted aye. Motion carried. 

American Funds $416.86; Baker & Assoc $900.00; Blue Cross $1804.74; Bluff’s Sanitary $41.00; Bomgaars $239.87; EFTPS $1820.31; EMC Insurance $3293.27; Fuller $57890.47; Gar Drabbels $840.00; Great Plains Communications $276.86; Hay Springs Lumber $11.48; Hip Hop $50.00; Ideal $37.10; J&L Grocery $41.25; MCI $60.38; NDOR $1408.94; Ne Pub Health $627.00; Nebraska Total Office $226.90; Norms Napa $189.13; NWCA $107.00; NPPD $3184.74; Northwest Rural Water $125.00; Northwest Rural $32.00; Olsson Assoc $150.00; One Call $3.35; Petty Cash $30.77.; Postmaster $104.30; Sackers $267.55; Sandhills News $81.34; Security First Bank $50.00; Smith, King and Simmons $1271.76; SourceGas $973.11; USA Bluebook $576.30; Utility Service Co. $676.83; WestCo $167.61.

Varvel made motion, Marcy seconded to approve December Treasurers Report. All voted aye. Motion carried.

Resolution #16-1: WHEREAS, The City of Hay Springs, Nebraska, has conducted a public hearing in accordance with the requirements of the Board of Public Roads Classification and Standards, NOW, THEREFORE, be it resolved by the Mayor and City Council that the 2016-2021 One and Six Year Plan for streets as presented at said public hearing has been accepted and approved. Kearns made motion, Marcy seconded to approve Resolution #16-1. All voted aye. Motion carried. 

Pool Manager for 2016: The Council wants ads placed in the Hip-Hop, the Sheridan County Journal, the Chadron Record, CSC Eagle (CSC Student newspaper and on Chadrad for a pool manager. They want to avoid last year’s chaos in getting people hired late. 

Back Door: Discussed the likely placement of a new back door (due to the clinic remodel) where one was closed up years ago.

Ordinance Manuel: Discussion to accept what is being done by Municipal Code Services. No action was taken.

Personnel Manuel: Discussed what is legal in handling comp time. The Council also talked about time card approval before payroll is run.

Token Machine: Aaron presented estimates with and without a fire hydrant to re-install the token machine. Marcy made motion, Varvel seconded to approve installation without a fire hydrant. All voted aye. Motion carried. 

NDEQ – Lagoon: Discharge of the lagoons/pivot has to be recorded. Land owner will be restricted from discharge of the lagoons through the picot. 

Items for next meeting were discussed.

There being no further business, Varvel made motion, Marcy seconded to adjourn at 9:05 p.m. All voted aye. Motion carried 

Richard E. McKay

Mayor

Lesa M. Merrill

City Clerk/Treasurer

Published: January 27, 2016