Hay Springs City Council Minutes May 9, 2017


Call to Order:  Mayor Richard McKay called the Regular Meeting of the Hay Springs City Council to order at 7:01 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.

Minutes Approval: Hale made motion, Marcy seconded to approve the Minutes from April 11, 2017 Regular Meeting. All voted aye. Motion carried. 

Agenda Approval: Varvel made motion, Hale seconded to approve the agenda for May 9, 2017 Regular Council Meeting. All voted aye. Motion carried.

Public Concerns: Varvel commented in regards to the Hay Springs Volunteer Fire Department claim from the previous council meeting that was denied. Varvel said that in the past the City has shared some of those costs with the Fire Department on large equipment. Marcy requested someone from the Fire Department come to the council meetings to explain the bills for future bill submittals. Mayor McKay requested the Claim be put on the next council meeting agenda.

Reports of Officers, Boards and Committees:

Street/Water/Clerk: Lists were submitted by employees, no questions from the council; Krystyn Turman - Pioneer Manor: Varvel suggested having Krystyn Turman come to the next council meeting and give an update, Mayor McKay said he would talk to her; Jim Varvel –Finance: nothing of concern, the bank account balance is matched up; Keith Kearns – SWANN: no report; Jim Varvel – Lister-Sage: Meeting was on May 8th, 2017 and the Board is going to purchase all new weight equipment, approximately $40,000 worth, for Lister-Sage and that should go in by July. Varvel mentioned that they are having the All-School Reunion up there and a few of those people asked if the City could make sure Main Street is spruced up. Mayor McKay asked how Lister-Sage is funding the purchase of the weight equipment; Varvel replied that Lister-Sage has some mutual funds but they do not typically dip into them, basically Lister-Sage can use their own money or borrow the money, they have about $20,000 gain in value from the beginning of the year because of the Markets, so Lister-Sage is going to pay for it and then seek pledges and try to repay; Richard McKay – Mayor: Submitted written report for the council to review.


PADD Update – Blighted and Substandard Study: Varvel stated the planning commission, when the City had the Comprehensive Plan done, has some leftover grant funds and we can go ahead and have PADD do a blighted and substandard study. What that means is we have some properties that do not meet code and a designated map area, which has not been approved by the planning commission yet. This goes along with TIF, Tax Increment Financing. For example, if someone wants to develop and put in some housing or an apartment complex; an area designated as Blighted and Substandard, which means it needs improvement, would allow us to help with infrastructure costs. Basically how that is done is, someone buys a bond and then we recapture the expenses to make those improvements from the difference between what it is being taxed at right now and whoever developed it, what they are paying taxes on. Redevelopment tools that PADD has. Varvel asked that the Council studies the information packet he gave them. Varvel encouraged the Council to attend the planning commission meetings. Notices of the meetings have been published and posted. The next planning commission meeting is set for May 23rd, 2017.

Water Loss Report: 33%. No report. 

Developing Salary Schedule: No report.

Storm Water Runoff – Lister-Sage/School – Engineering/Drainage Study: Varvel has not heard from M.C. Schaff & Associates, Inc. They did say it was going to be 60+ days for them to complete the Drainage Study. 

Nuisance Abatement Officer: Varvel mentioned that since a Nuisance Abatement Officer was not appointed at the last council meeting, himself and Hale toured the town using a checklist from PADD to notate potential sites. It was recommended to have two individuals conducting the Nuisance Abatement assessments. Varvel said they have good documentation, so the next step is to send a letter as a reminder. At the planning commission meetings it has been asked on numerous occasions, “Why does the City not enforce the Codes?” and Varvel said this is a start to enforcing those Codes, by appointing an Officer. Varvel made motion to appoint Marcella Hale as the Nuisance Abatement Officer, but she is to be assisted by a City Council member. Marcy seconded. Varvel and Marcy voted aye. Hale abstained. Motion carried. 

Community Development Agency or Community Redevelopment Authority: Varvel said this needs to stay on the agenda, but the Community Development Agency would be the agency to enact TIF bonds and so forth, and it would be the Council. If we did a Community Redevelopment Agency, it would be a group appointed by this Council. No action needs taken at this time. Mayor McKay asked what is the intent with TIF, Tax Increment Financing. Varvel replied it goes back to the Blighted and Substandard study, once that is done, we offer TIF financing on projects for redevelopment to occur if someone needs incentives to help get infrastructure improved. But you have to have an agency formed to do that. 

Library Roof – estimates/bids: Mayor McKay said we received two bids for the Library Roof repair from Twin City Roofing & Sheet Metal, Inc. and Fisher Roofing & Restoration. Marcy asked what side the Library needs gutters on. George replied the East side. There was much discussion of the current condition of the roof. Marcy stated there is exactly $5,000 difference between the two bids. Marcy made motion to accept the bid from Twin City Roofing & Sheet Metal, Inc. for the Library Roof repair at the estimated cost of $10,180.00. Varvel seconded. All voted aye. Motion carried.

Mayor McKay interjected that he has spoken with the Attorney in regards to the Pivot Contract. Mayor McKay explained to the Attorney that we need to move forward as quickly as possible. He requested it be on the next council meeting agenda.


Claims Approval: Varvel explained the paid PADD claims, the City pays PADD and then we get reimbursed from the State; Varvel explained the Sons of the American Legion claim, they went down and put new chair caps on their chairs as well as ours and asked us to share the cost; Marcy asked George if the Well repair was completed and if they came in under their estimated cost, George replied yes the Well is repaired and that includes the pump and videotaping of both the Airport Well and Hanks Well Site. Varvel made motion to approve the claims as submitted. Hale seconded. All voted aye. Motion carried.    

Assurant Employee Benefits $226.82; Barco Municipal Products, Inc. $81.65; Bauerkemper’s Inc. $74.40; Black Hills Energy $655.04; Blue Cross Blue Shield $2,096.04; Bluffs Sanitary Supply $950.31; Bomgaars $711.11; Chadron Ace Hardware $129.99; EMC Insurance Companies $3,552.70; Enviro Service, Inc. $45; Great Plains Communications $425.11; Hay Springs Lumber $1,068.41; Layne Christensen Company $18,533.39; Ideal Linen Supply $39.48; J&L Grocery $23.96; MCI $60.68; NE Public Health Environment $15; Nebraska Public Power District $3,034.94; Nebraska Safety and Fire Equipment, Inc. $314.18; Nebraska Total Office $227.26; Norms Napa $354.91; Northwest Pipe Fittings, Inc. $454.62; Northwest Rural Public Power $51.80; One Call Concepts, Inc. $1.89; Panhandle Area Development District $150; Peters Electric $41.20; Petty Cash $98.40; Pioneer Research Corporation $399.40; Sackers $103.99; Sandhills News, Inc. $459.98; Security First Bank $1,570.37; Smith, King And Simmons, P.C. $422.50; Sons of the American Legion $138.78; SWANN $7,186.50; Utility Service CO., Inc. $751.28; Ward Laboratories, Inc. $125; Westco $729.25; American Funds Service Company $557.32; Deluxe For Business $384.86; EFTPS $2,246.93; Postmaster $151; Nebraska Department of Revenue $826.41; Nebraska Rural Water Association $75; Dept. of Health and Human Services $40; Sheridan County Clerk $16; Panhandle Area Development District $5,980.50 

Approval of April Treasurer’s Report: Varvel reviewed the Treasurer’s Report. Varvel made motion, Marcy seconded to approve April Treasurer’s Report. All voted aye. Motion carried.

Healthy Lungs Resolution #17-3: Marcy read in its entirety:

This resolution by the Mayor and Council of the City of Hay Springs, Nebraska, approves a tobacco free policy for recreational facilities.

WHEREAS, there is no safe level of exposure to second hand smoke, whether indoors or outdoors and tobacco products and secondhand exposure to tobacco smoke are related to adverse health risks; and,

WHEREAS, Parents, coaches and officials serve as role models for youth and should model positive lifestyle choices, including not using tobacco products; and,

WHEREAS, Use of tobacco products in public places can result in litter and debris that is unsightly and may pose a risk of ingestion by toddlers; and,

WHEREAS, restricting use of tobacco products in outdoor facilities is intended to protect and promote the health, safety and welfare of community residents, particularly children and youth.

NOW, THEREFORE, be it resolved by the Council of the City of Hay Springs as follows:

1. That all recreational facilities shall be designated as “tobacco-free” and tobacco uses shall be prohibited. Included but not limited to parks, play grounds, swimming facilities, walking/biking paths, buildings and all grounds, including exterior open spaces, sidewalks and parking lots;

2. Appropriate signage shall be posted to designate tobacco-free areas;

3. The residents of Hay Springs shall be notified of this Resolution and the designation of the tobacco-free zones;

4. This policy is intended to be enforced through public information and awareness. Parks and Recreation Department employees, parents, coaches and park facility visitors are encouraged to assist in achieving compliance by bringing this policy to the attention of person’s violation the policy. A person found violating the policy may be asked to cease tobacco use or leave the facility premises.

For the purpose of this policy tobacco includes electronic nicotine delivery systems (e-cigarette products), cigars, smokeless tobacco, cigarillos, cigarettes, snus and snuf.

This policy statement is effective immediately upon the date of adoptions.

Resolved this 9th day of May, 2017.

Varvel made motion to approve Resolution #17-3 Tobacco-Free Resolution. Marcy seconded. Varvel and Marcy voted aye. Hale voted nay. Motion carried.

Sheridan County Housing Study Coalition Agreement (MOA): Varvel suggested continuing forward with this, overall it would be good for the town, they are just waiting for us to participate. No reading is necessary. Varvel made motion to approve the City of Hay Springs participation of $1,115.00 in the Sheridan County Housing Study Coalition Agreement. Hale seconded. All voted aye. Motion carried.

Housing Study Resolution #17-4: Varvel read in its entirety:



WHEREAS, housing is a top concern in all communities and areas of Sheridan County, and

WHEREAS, a housing study is the best first step in addressing the housing issue, and

WHEREAS, the housing study can be completed in a more efficient manner if all partners contribute to one county-wide study.

NOW, THEREFORE, BE IT RESOLVED BY THE City Council AND THE Mayor OF THE City of Hay Springs, to contribute funds in the amount of $1,115.00 and participate in the execution of the 2017 Sheridan County Housing Study.

Passed and approved this 9th day of May, 2017.

Hale made motion to approve the Housing Study Resolution #17-4 as read. Marcy seconded. All voted aye. Motion carried.

Cemetery Stone for Neeley Infant: George informed the Council that he spoke with Sherri Blome with Allen Monument Co. in regards to a cemetery stone for the Neeley infant and the estimated cost was $300. Varvel made motion to approve the purchase of a cemetery stone for the Neeley infant. Hale seconded. All voted aye. Motion carried.

2017 CDBG (Community Development Block Grant) Application: Mayor McKay stated the Grant is due July 31st . Varvel inquired what is being thought about having done. Mayor McKay replied that himself and George would like to get the street curb on Main Street completed and repaired. Varvel said that is eventually going to come into play, having the planning commission engaged, he mentioned that eventually we can get a downtown revitalization grant to do some of those repairs. Varvel suggested not using up CDBG eligibility on that project but save some of those funds for the Drainage Study. They have different CDBG money. Mayor McKay stated his biggest concern is that it is going to take a while to get this stuff approved and the longer we wait the longer it is going to take to get it. Varvel replied if you follow the path, starting with the Blighted and Substandard study, eventually if we can become a certified economic development community, we are going to get points on our grants. If we continue down this process, we will get priority on a lot of these funds, but it takes time.

Cemetery Name Installation: Mayor McKay stated he received a letter from the Valentine Attorney representing the family. Mayor McKay called the Attorney and discussed with him what is being done. Mayor McKay will be getting in contact with masons. The Attorney said the family is not in a hurry but would like to see something being done. There was discussion. Varvel would like to see a cost before final approval. Mayor McKay asked that this agenda item be kept on for the next council meeting. No action taken.

Executive Session: none. 

Items for next meeting were discussed: Mayor McKay said next month he will have employee evaluations for discussion.

Varvel suggested Mayor McKay contact Kearns and see where we are at in regards to the Developing Salary Schedule agenda item.

Varvel asked if the Swimming Pool is ready. George replied they are going to start pumping the Pool out. Mayor McKay said he spoke with the Pool Manager and he feels there needs to be some painting touched up and was inquiring about the warranty. 

There being no further business, Hale made motion, and Varvel seconded to adjourn at 7:55 p.m. All voted aye. Motion carried.

Richard E. McKay


Kayley R. Taylor

City Clerk/Treasurer

Published: May 24, 2017