Hay Springs City Council Minutes January 17, 2017


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

Kearns arrived at 7:06 p.m.

Minutes Approval: Varvel made motion, Hale seconded to approve the Minutes from December 13, 2016 Regular Meeting. All voted aye. Motion carried.

Agenda Approval: Varvel made motion, Marcy seconded to approve the agenda for the January 17, 2017 Regular Council Meeting. All voted aye. Motion carried.

Public concerns: Erika Gaswick approached the council questioning whether or not individuals that live outside of the city limits can serve on the Library Board. The council replied that they will have to do more research regarding State Statute but the City Ordinance Book does allow for people to serve on the Library Board who live outside the city limits.

Reports of Officers, Boards and Committees:

Street/Water/Clerk: Lists were submitted by employees; Krystyn Turman - Pioneer Manor: no report;  Jim Varvel –Finance: Varvel reviewed account balances and everything matches up; Keith Kearns – SWANN: Meeting Thursday, January 19th, 2017 ; Jim Varvel – Lister-Sage: no report; Richard McKay – Mayor: Submitted written report. Sent off letter and spoke with DEQ. They are happy with what we are doing. Otherwise, business as usual.


PADD Update: Tuesday, January 24th, 2017 planning commission meeting open to the public, encouraged the public to attend.

Water Loss Report: 41% water loss. Had some water meters freeze which contributed to the water loss.

Lagoon Update: No report

Pivot Contract Approval: City Attorney Jamian Simmons has been in contact with land owner’s attorney and no agreement regarding the contract has been reached. Suggestion is to take off the agenda.

Authorizing and Offering the sale of 2003 Windstar Ford Van with chairlift , opening sealed bid: Kearns made motion that we accept the highest bid of $300 and proceed with the transfer of the van to Richard Carlson. Hale seconded. All voted aye. Motion carried.

New Carpet for City Hall: Tabled until next meeting. Still looking into prices.


Claims Approval:  Varvel made motion, Marcy seconded to approve claims. All voted aye. Motion carried. 

Assurant Employee Benefits $244.12; Black Hills Energy $1,403.23; Blue Cross Blue Shield $2,096.04; Bomgaars $439.46; EMC Insurance Companies $3,628.01; Gardner, Loutzenhiser & Ryan, P.C. $5,398.37; Great Plains Communications $336.85; Hay Springs Lumber $2,419.65; Hip Hop $282.25; HOA Solutions, Inc. $5,644.50; Ideal Linen Supply $38.22; MCI $60.71; Michael Todd & Company, Inc. $1,215.55; NE Public Health Environment $15.00; Nebraska Public Power District $3,433.14; Nebraska Total Office $130.75; Norms Napa $681.50; Northwest Rural Public Power $32; One Call Concepts, Inc. $1.14; Petty Cash $85.76; Sackers $102.91; Sandhills News, Inc. $350.36; Security First Bank $1,570.37; Smith, King And Simmons, P.C. $523.87; Sturdevant’s Auto Parts $300.00; SWANN $6,984.13; The Library Store, Inc. $33.69; Toof’s Diesel Repair $39.96; Utility Service CO., Inc. $751.28; Westco $321.65; American Funds Service Company $578.27; EFTPS $2,026.03; Postmaster $147.64; NE Department of Revenue $1,318.20; Panhandle Area Development District $4,022.72; Nebraska Rural Water Association $125.00

Approval of December Treasurer’s Report: Varvel made motion, Kearns seconded to approve December Treasurer’s Report. All voted aye. Motion carried.

Developing Salary Schedule: Tabled until next meeting

Chamberlain Chapel Claim: Kearns called and left a message. City Attorney Jamian Simmons stated she sent them a letter informing then the council had denied payment. There was much discussion regarding the numerous opportunities for the vault to be moved without additional traveling expenses. City employees opened adult grave and closed both graves after sifting through dirt for infant’s remains and placing remains in a specially made pine box. Mayor purchased cemetery plot for the infant. There was more discussion.

Pioneer Manor Nursing Home insurance tie in with City of Hay Springs: Kearns asked if they would get a better rate as part of a single group. The City was grandfathered in to this year. Council decision to drop off the agenda, allowing we ask our insurance agent when our annual renewal comes up.

Scada System Repair: HOA replaced outdated computer control with nine inch touch screen due to computer failure. Total cost came to $5,644.50. This repair allows for expansion of the water system. Varvel made motion to approve. Kearns seconded. All voted aye. Motion carried.

Chadron Glass & Windows, Inc. estimate: Front three windows in City Hall are allowing cold air to enter at the base of the framework. Chadron Glass was in town so we asked them to look at the windows in City Hall and advise us on the best course of action. They submitted an estimate but also suggested putting Styrofoam at the base of the framework in the windows to block the cold air from entering. There was discussion. No action taken.

Pool Manager 2017: There was discussion. It was agreed to advertise for a Pool Manager with the request that the candidate is a licensed pool operator and certified lifeguard.

Summer Help 2017: There was discussion. It was agreed to advertise for Summer Help.

Discussion of Cemetery Fees: There was much discussion. No action on changing the current fees. The Mayor said he would call surrounding towns and compare prices.

Storm Water Runoff – Lister-Sage/School – Engineering: Lady from the Arboretum with the Nebraska Forest Service who designs water capture and landscaping structures was brought in and she said Lister-Sage has some drainage issues. Broader scoped issue. She recommended Baker & Associates for engineering of the possible projects. She thinks it will tie in with what storm water issues we are having with our alleys/streets. In order to get CDBG funding for this we have to have an engineer. Most of the water runoff is coming down the football field and down the east slope. There was much discussion. Hale made motion for Varvel to get a bid from Baker & Associates to look at the drainage at Lister-Sage. Kearns seconded. All voted aye. Motion carried.

Kearns made motion, Hale seconded to enter into Executive Session at 8:02 p.m for legal matters and for the purpose of protecting the reputations of those involved. All voted aye. Motion carried.

Kearns made motion, Marcy seconded to exit Executive Session at 8:25 p.m. All voted aye. Motion carried.

Items for next meeting were discussed.

There being no further business, Kearns made motion, and Marcy seconded to adjourn at 8:28 p.m. All voted aye. Motion carried.

Richard E. McKay


Kayley R. Taylor

City Clerk/Treasurer

Published: February 1, 2017