Hay Springs City Council Minutes September 13, 2016


Mayor Richard McKay called the Budget Hearing to order at 7:00 pm. Council persons Jim Varvel, Luke Marcy, Marcella Hale and Keith Kearns were present. City Attorney Jamian Simmons was present. It was noted that the Open Meetings Act is posted.

Sara Rittgarn with Gardner, Loutzenhiser and Ryan, P.C. presented the 2016-2017 budget to the Council and answered any questions the Council may have had. She explained the Additional 1% Allowable Growth and the 2016 Levy Limit. 

Mayor Richard McKay adjourned the hearing at 7:13 p.m. 


Call to Order:  Mayor Richard McKay called the Regular Meeting of the Hay Springs City Council to order at 7:13 p.m. Council persons Jim Varvel, Luke Marcy, Marcella Hale and Keith Kearns were present. City Attorney Jamian Simmons was present. It was noted that the Open Meetings Act is posted.

Minutes Approval:  Varvel made motion, Marcy seconded to approve the Minutes from August 9, 2016 Regular Meeting. All voted aye. Motion carried.

Agenda Approval: Kearns made motion, Hale seconded to approve the agenda for the September 13, 2016 meeting with the following changes: move line item Budget Approval directly below Public Concerns. All voted aye. Motion carried.

Public concerns: none

Budget Approval: Varvel made motion, Marcy seconded to adopt 2016-2017 budget as presented. All voted aye. Motion carried.

Varvel made motion, Hale seconded to approve the Additional 1% Allowable Growth. All voted aye. Motion carried.

Varvel made motion, Kearns seconded to approve the 2016 Levy Limit at .499995. All voted aye. Motion carried.

Reports of Officers, Boards and Committees:

Street/Water/Clerk: Lists were submitted by employees. No questions asked  by council; Krystyn Turman - Pioneer Manor: no report;  Jim Varvel –Finance: DataTech issue in regards to Bank Reconciliation. Varvel spoke with DataTech, working on  getting it corrected ; Keith Kearns – SWANN: No meeting last month. Next meeting will be on the 22nd of September; Jim Varvel – Lister-Sage: Brief meeting, primarily talked about Oktoberfest which is October 1st. Maintenance has been done to the facility, it looks nice; Richard McKay – Mayor: Worked on employee evaluations. Looked into well. Business as usual ;  Pool Improvement Committee: No update.  


PADD Update – Daniel Bennett presentation, Comprehensive Plan approval: Daniel Bennett presented the Comprehensive Plan to the Council. There was a Public Hearing held on August 31st by Daniel Bennett and the Comprehensive Plan committee. A copy of the Comprehensive Plan is available for viewing at City Hall. There was discussion. A resolution is needed before approval.

Water Loss Report: 26% loss. Repairs and water meter changes. Water tower cleaning.

Lagoon Update: Water is down. Should be able to check with Buettners and see when they want to get started. Water is down where it’s showing a bunch of the mud. It’s farther down that it was when repairs were made in 2011. Still pumping.

Mike Harms – Viaero Power Pole: Mike was here to answer questions. Very good line of path from tower to proposed location. Pole will be located in front of property to clear obstacles. There is the option of putting a fence around the location. Building permit was submitted. Construction is projected to be complete within 30-45 days. Better in home coverage and should provide a solution to many issues. No motion necessary.

Ron Hanks Well: Title commitment so we can finish the sale, get them paid and get the deeds done. Formal closing or leave everything here for him to come in and sign. The purchase agreement did provide to split the cost of the title commitment and prorating 2016 taxes. Varvel suggested City Attorney Jamian Simmons take care of it so it gets done correctly.

Pivot Contract Approval: No communication has been made with current land owner. City Attorney Jamian Simmons will continue to make contact and will have an update for next meeting.

Sidewalk Replacement: Research of properties with removed sidewalks and there was no record of City approval for sidewalks to be vacated. Seven addresses have sidewalks that have been removed. CDBG public works grant may be available to help with sidewalk replacements.

Game and Parks Well “first and old rail cite”: Aaron talked to NRD. Try to measure it. Took 300 foot well sounder and it went past the 300 feet. The top of the water at the well is at 17 feet. When they cranked the well sounder back  up the water was clean and clear. Next step is to take a submersible pump and check the rating on it for pumping. Panhandle Drilling put their measuring tool into the well, it went over 300 feet and never found total depth of the well. Aaron talked to Panhandle Drilling about putting in the submersible. NRD recommends that a pump is done and see what the water volume may be, and the available test pump will pump 10 gallons a minute. Recommended put something in there and see if the well will handle even 10 gallons a minute. If it does not then we are at a stand still. If it does, let it run for a while and then do some kind of quality test on the water. Upper Niobrara recommended to do the testing of the water, pump the volume to see if there is any water available and then try to find out the depth. The well is not suitable for potable water because of DHHS regulations. Only use would be for non potable. If it is used for more than 50 gallons per minute the NRD board will have to approve that request.

Update on cemetery progress – Marcella Hale: Discussion of City development of new cemetery addition Block 1 and Block 8, the two east blocks. The land has been surveyed. Resolution will be presented at a Special Meeting on September 20, 2016 at 8 o’clock a.m. for approval of the Final Plat Hay Springs Cemetery First Addition.

Final Payments for the Hay Springs Pool Project: Varvel proposed that the City pays Fuller Construction Payment Application #6 $15,213.89. Varvel suggested retaining payment for Payment Application #8 until work on the swimming pool is complete. Kearns made motion, Hale seconded that the City pays Payment Application #6 in the amount of $15,213.89. All voted aye. Motion carried.

Airport Farm Lease Agreement renewal – bids: There was much discussion. Contract was awarded to Nate Letcher for $50/acre. Kearns made motion to accept the highest bid of $50/acre, proposed by Nate Letcher. Marcy made a motion to amend the motion to include that the City reimburses Jerry Dahlgren $30/acre for alfalfa seed, time and labor. Varvel seconded. Roll call on the amendment. Two voted aye, two voted nay, Mayor breaks tie with aye. Motion carried. Roll call for the motion as amended. All voted aye. Motion carried.

Bruce Blaire Handicapped Van: There was discussion. Procedure is: first we have to send a specific form to the state DMV requesting info on vehicle to make sure there aren’t any lien holders out there on the title. When we get that information back, we send notice to last known address of last known title holder. We wait 30 days after that notice goes out, then it can essentially be sold. The Sheriff will have to work with us to get the new title, then we can have the auction to sell it. Money is held two years for someone to make a claim, then after that time it can go into the general fund. The van is a 2003 Windstar Ford with a chairlift.


Claims Approval:  There was discussion. Varvel made motion, Kearns seconded to approve claims as submitted. All voted aye. Motion carried.  Assurant Employee Benefits $221.92; Bauerkemper’s Inc. $51.84; Blue Cross Blue Shield $1,181.61; EMC Insurance Companies $3,039.74; Farmer’s Coop $36.65; Great Plains Communications $337.19; Hay Springs Lumber $996.57; Hip Hop $154; Ideal Linen Supply $38.61; J&C Lawn Service $809.57; J&L Grocery $15.08; Lawson Products $79.76; MCI $60.44; Metal Products $162; NE Public Health Environment $15; Nebraska Public Power District $5,530.99; Nebraska Total Office $1,161.91; Norms Napa $373.86; Northwest Pipe Fittings, Inc. $330.02; Northwest Rural Public Power $396.22; One Call Concepts, Inc. $7.59; Pests Go, LLC $95; PowerPlan $317.15; Sackers $132.62; Sandhills News, Inc. $146.24; Security First Bank $1,570.37; Smith, King and Simmons, P.C. $612.40; Sorensen Irrigation, LLC $241.35; Sturdevant’s Auto Parts $75; SWANN $7,610.42; The Library Store, Inc. $29.82; Urwin Trucking, LLC $1,809.40; Utility Service Co., Inc. $751.28; Vern Platt $1,830; Westco $21.73; Petty Cash $19.51; Panhandle Area Development $2,863.14; American Funds Service Company IRA $144.20 and $140.26; Chadron Community Hospital reimbursement $805.28; Christmas Light Committee $1,885; EFTPS $275.25 and $1,696.26 and $922.17; Lyn Wilder $100; Wendy Palmer $100; NE Department of Revenue $1,167.94; Postmaster $103.02

Approval of August Treasurer’s Report: Bank Reconciliation issues, mostly DataTech and lack of training. Clerk corrected July Treasurer’s Report. Varvel made motion, Kearns seconded to approve August Treasurer’s Report . All voted aye. Motion carried.

Approval of new Fire Department members – Terry Bronson and Jake Palmer: Varvel made motion, Hale seconded to approve Terry Bronson and Jake Palmer as new Fire Department members. All voted aye. Motion carried.

Picnic Table – restraints: There was discussion. Two occasions where new picnic tables left the park without permission. Council advised picnic tables are not to leave the park.

3rd Party Bookkeeping help approval/ Training: Jim Gardner suggested during Budget workshop that the City gets a 3rd Party CPA to help get things caught up due to the change of clerk. He recommended Dana Cole, Varvel contacted them out of Scottsbluff, but they do not have the time. 3rd party bookkeeping would come in, reconciles the books and make sure everything is where its supposed to be. Varvel called DataTech and they will get us a price regarding having someone come out to do on-site training. Tabled until next month.

Sewer Camera: Tabled until next meeting.

No executive session.

There will be a Special Meeting September 20, 2016 at 8:00 o’clock a.m.

Items for next meeting were discussed.

There being no further business, Varvel made motion, Marcy seconded to adjourn at 9:11 p.m. All voted aye. Motion carried.

Richard E. McKay


Kayley R. Taylor

City Clerk/Treasurer

Published: September 21, 2016