Hay Springs City Council Minutes March 8, 2016

REGULAR MEETING

Mayor Richard McKay called the Regular Meeting of the Hay Springs City Council to order at 7:01 p.m. Council persons Jim Varvel, Luke Marcy, Marcella Hale and Keith Kearns were present. City Attorney Jamian Simmons was absent. It was noted that the Open Meetings Act is posted.

Kearns made motion, Varvel seconded to approve the minutes from the February 9, 2016 Regular Meeting with one correction. City attorney Jamian Simmons was present. All voted aye. Motion carried.

Varvel made motion, Hale seconded to approve the agenda for March 9, 2016 meeting with one change: moving Item #6 under NEW Business, Lawnmower Purchase to follow item #3 under OLD/NEW Business. All voted aye. Motion carried. 

OLD/NEW BUSINESS

Pool Improvement Committee: Jim Varvel reported the committee is still fundraising. 

Change Order(s) for Pool: Jim Varvel explained the Contract Change Proposals (CCP) that were presented to the Council. The contractor will easily meet the construction deadline. Kearns made motion, Hale seconded to approve all six CCP’s presented. All voted aye. Motion carried. 

Legion Hall Clean-Up: Mr. Terrell explained the legion is willing to repair/cover the West (Entrance) side of the building with steel. Brad Johnson with The Sons of the American Legion stated they are willing to repair the concrete floor. Marcella Hale can find volunteers to help with cleaning/painting. Steve Heiting also will contribute funds from Bubs Heitings’ memorial and can also gather volunteers to help with the work. 

Lawnmower Purchase: Howard Jensen with J&C Lawn Service presented information on a new mower. He explained many options and warranty information. There was much discussion by the Council. Mr. Jensen will add a blower turn-off switch. Marcy made motion, Varvel seconded to approve a 25 HP EFI mower with a 62” deck for $22,000.00. All voted aye. Motion carried.

Public concerns: Jim Varvel would like a ‘thank you’ placed in the paper to those who volunteered to remove the swimming pool fence. The complaints submitted by Tina Vifquain were read. Varvel has had several people approach him regarding the Cell tower on Main Street. Kearns stated this was discussed in two previous meetings that the public should have attended. March had two people approach him today also. He advised them to come to the meeting. No public is here to discuss the tower. 

Department reports were heard: George – Streets: Demolition of the clinic is in progress; No funerals; Refinishing the diving boards; Twin City Roofing inspected the roof. The wrinkles/bubbles are disappearing; the water meter was replaced at a residence that was possibly causing unusual noise; Aaron - Water: Sorensen Irrigation looked at the pivot; Water samples; changed 2 meters; Getting ready for clinic remodel; Pool meetings; Equipment repair; Checked lagoons; Read meters; Moved furniture for carpet cleaning; Lesa – Clerk/Treasurer: Payroll; Deposits; Carpets cleaned; Fund Allocations; Utility billing; Krystyn Turman - Pioneer Manor – Pioneer Manor Board want to do a better job. Are they an advisory board or a Board of Directors? Can they draw from country residents? No, due to state statute; Bed are full and facility is short staffed; Jim Varvel –Finance: Everything looks ok; Keith Kearns – SWANN: No meeting yet to report on; Jim Varvel – Lister-Sage: Updating the Gym floor with a Logo; Maintenance being done; Richard McKay – Mayor: Going on record: The agenda is posted/available. He is not opposed to anyone coming to the meetings. The meeting ison the second Tuesdays of each month at 7:00 p.m. All are encouraged to attend and be informed of City business. We welcome public input and concerns. On other business, Employee evaluations have been completed; He helped today with clinic demolition; Employee views of City needs were discussed also. 

OLD BUSINESS

PADD Update: No update. 

Water Loss Report: 49% loss. There was much discussion. The accuracy of the old meters is being questioned. 

Follow-Up on Lagoon: Jim talked to Buettners, who said David Coe from Chadron previously approved the rip-rap of the lagoons. 

Hospital/Clinic Remodel: Demolition has started. Damage has been found from previous fires in the ceiling. The City may need to pay for repair of the damage. 

Picnic Tables: The cost of eight picnic tables (two are ADA) will be $6209.57. Kearns made motion, Marcy seconded to go ahead with the purchase of the eight picnic tables in the color green. This will be paid for with the remainder of the KENO funds and rest will come from the Park’s budget. All voted aye. Motion carried. 

NEW BUSINESS

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

American Funds $399.34; Assurant $228.42; Blue Cross $1804.74; DHHS $40.00; EFTPS $1663.49; EMC Insurance $3103.06; Great Plains Communications $277.71; Hay Springs Hay Springs Lumber $2497.56; Hills Materials $2765.91; Hip Hop $173.00; Ideal $38.03; J&L Grocery $13.76; KCSR $150.00; Lawson $588.81; MCI $61.01; Powerplan $1.00; NDOR $969.00; Ne Pub Health $603.00; Nebraska Total Office $112.94; Norms Napa $334.53; NWCA $107.00; NPPD $3357.87; Northwest Pipe $85.93; Northwest Rural $32.00; Olsson Associates $350.00; One Call $2.28; Panhandle Drilling $24.65; Postmaster $152.95; Ryan Turman $375.00; Sackers $121.32; Sandhills News $48.99; Service Really Matters $386.15; Smith King & Simmons $31.52; SourceGas $1157.42; Twin City Roofing $42924.00; Urwin Trucking $1465.30; Utility Service Co. $676.83;WestCo $494.17.

Varvel made motion, Hale seconded to approve February Treasurers Report. All voted aye. Motion carried.

Employee Handbook: Keith brought up a discrepancy of time frames stated in the handbook for performing the Employee evaluations. Kearns made motion, Marcy seconded to amend the handbook to set performance reviews in July to work into the Budget. All voted aye. Motion carried.

Keith also pointed out the different leave types and the overall number of days employees are given. He questions if Funeral Leave is needed. Kearns made motion, Hale seconded to remove Funeral Leave as a special category. All voted aye. Motion carried.

Librarian Position: The City will pay minimum wage of $9.00. A Visitor Log/Sign-in sheet will be kept. Vacation time and retirement will remain as benefits to the position. Kearns made motion, Varvel seconded to index the wage to State of Nebraska minimum and continue with benefits of vacation and retirement based on 20 hours a week. All voted aye. Motion carried.

Security 1st Bank/Pioneer Manor Settlement and Release: Kearns made motion, Hale seconded to approve and authorize the Mayor to sign the Covenant Not to Sue between Security 1st Bank Insurance and the City of Hay Springs. Marcy, Kearns and Hale voted aye. Varvel abstained. Motion carried. 

SWANN Board: Varvel made motion, Hale seconded to appoint Keith Kearns as board member and Luke Marcy as alternate to the SWANN Board. All voted aye. Motion carried. 

Swimming Pool Rates: The Council briefly discussed rates and will leave them the same as last year.

Set Spring Clean-Up Date: Saturday, May 14, 2016 is set as the Community Spring Clean-Up Day.

Lloyd Hunzeker voiced a concern about the brush pile eyesore at 225 N. Miller. The Council will look into it. 

Varvel made motion, Kearns seconded to enter into Executive Session at 9:10 p.m. to protect the reputation of those involved and to discuss legal matters. All voted aye. Motion carried. 

Varvel made motion, Marcy seconded to exit Executive Session at 9:35 p.m. All voted aye. Motion carried. 

Items for next meeting were discussed.

There being no further business, Kearns made motion, Hale seconded to adjourn at 9:38 p.m. All voted aye. Motion carried 

Richard E. McKay

Mayor

Lesa M. Merrill

City Clerk/Treasurer

Published: March 23, 2016