Hillsboro, Kansas

November 1, 2011

1. The city council met in regular session on Tuesday, November 1, 2011 at 4:00 p.m. in council chambers with Mayor Delores Dalke and Council members Marlene Fast, Byron McCarty, Shelby Dirks & Bob Watson present.

2. Others Present: Jennifer Stultz, Hillsboro Star Journal; Don Ratzlaff, Hillsboro Free Press; J.T. Klaus & Jeff Dahlgren, Triplett, Woolf & Garretson, Bond Counsel; Darin Neufeld, EBH; Chaz Doffing & Brandon Shahan, J. Fred Hambright, Inc.; Dale Dalke, Street Superintendent; Gari-Anne Patzwald, 105 S. Wilson; Larry Paine, City Administrator; and, Jan Meisinger, City Clerk.

3. CALL TO ORDER – Mayor Dalke called the meeting to order at 4:00 p.m.

4. PUBLIC COMMENTS – none

5. MINUTES – The minutes of the 10-18-11 meeting were approved as distributed.

6. VOUCHERS – Motion was made by Council member Watson and seconded by Council member Fast to approve the vouchers in the amount of $232,401.96. Motion carried unanimously.

7. EXECUTIVE SESSION – ATTORNEY CLIENT PRIVILEGE – Motion was made by Council member Dirks and seconded by Council member McCarty to recess into executive session at 4:01 p.m. for 30 minutes to discuss attorney client privilege matters. The meeting would be scheduled to resume at 4:31 p.m. Motion carried unanimously. Also present in executive session: J.T. Klaus, Jeff Dahlgren & City Administrator Paine. At 4:30 p.m., motion was made by Council member McCarty and seconded by Council member Watson to extend the executive session an additional 10 minutes. Motion carried unanimously. The city council meeting resumed at 4:40 p.m. No action was taken.

8. AWARD STREET CONSTRUCTION BID – Bids were opened last Thursday. There were five bidders on each project: Middlecreek, La Farge, Smoky Hill, APAC & Vogts-Parga. Mayor Dalke said the city received wonderful bids. Both contractors are willing to start as soon as the city will allow them to start. Bid prices will allow the use of concrete, which has a 40-year life cycle vs 20 year life cycle for asphalt. The city’s street department may do the work on First Street between Ash & Main; and, on “A” Street, between Washington & Main (by Ford dealership). If this plan doesn’t work out, the city can add these two alternates back into the bid. After further discussion, City Administrator Paine recommended that council award the First Street bid with add alternate #2 to La Farge ($392,787.50); and, award the Adams Street base bid, plus alternates 2 & 4 to Vogts-Parga ($788,053.25). Motion was made by Council member Watson and seconded by Council member McCarty to proceed with City Administrator Paine’s recommendation. Motion carried unanimously. Motion was also made by Council member Watson and seconded by Council member Dirks to authorize the signing of the contract documents after approval by the city attorney. Motion carried unanimously.

9. OIL AND GAS LEASE – Mr. Doffing said he had reviewed the document City Attorney Baldwin prepared. Because they need a large pool, he was not sure if the company he represented would be willing to agree to a 40-acre pool. Item deferred until the next city council meeting.

10. APPOINTMENT OF CITY JUDGE – deferred

11. RESOLUTION 2011-11, RE: STREET PROJECT – Motion was made by Council member Dirks and seconded by Council member McCarty to approve Resolution 2011-11 – (A RESOLUTION OF THE CITY OF HILLSBORO, KANSAS, AUTHORIZING AND PROVIDING FOR THE PUBLIC SALE OF THE CITY’S (I) GENERAL OBLIGATION TAX INCREMENT BONDS, SERIES A, 2011, IN A TOTAL PRINCIPAL AMOUNT OF NOT TO EXCEED $350,000.00 AND (II) GENERAL OBLIGATION BONDS, SERIES B, 2011 IN A TOTAL PRINCIPAL AMOUNT OF NOT TO EXCEED $1,600,000.00; SETTING FORTH THE DETAILS OF SAID PUBLIC SALE; AND PROVIDING FOR THE GIVING OF NOTICE THEREOF). Council was polled with the following vote: Fast, yes; McCarty, yes; Dirks, yes; Watson, yes. Motion carried unanimously.

12. PAY ESTIMATES – WILDCAT CONSTRUCTION, LIFT STATION REPAIRS; REYNOLDS INLINER, CIPP; EBH, INSPECTION – Motion was made by Council member Fast and seconded by Council member McCarty to approve Pay Estimate #1 to Wildcat Construction Co., Inc. for sewer collection system rehab, in the amount of $97,586.55. Motion carried unanimously.

Motion was made by Council member Dirks and seconded by Council member Fast to approve Pay Estimate #2 to Reynolds Inliner, LLC for cured-in-place pipe, in the amount of $205,222.50. Motion carried unanimously.

Motion was made by Council member McCarty and seconded by Council member Watson to approve Invoice #8336 to EBH & Associates, construction inspection services, in the amount of $11,500.00. Motion carried unanimously.

13. ORDINANCE 1214 – RE: RECYCLING FEES – Motion was made by Council member Dirks and seconded by Council member Watson to approve Ordinance 1214 – (AN ORDINANCE AMENDING SECTION 6 OF ORDINANCE NO. 973 PERTAINING TO CHARGES FOR RECYCLING PROGRAM). The fee per month, per customer, is increasing from $1.95 to $1.98. Council was polled with the following vote: Fast, yes; McCarty, yes; Dirks, yes; Watson, yes. Motion carried unanimously.

14. SEWER PROJECT CHANGE ORDER – Change Order #1 adds 1500 feet to the cured-in-place pipe project resulting in a net increase of $28,421.64. Motion was made by Council member McCarty and seconded by Council member Watson to approve Change Order #1. Motion carried unanimously.

15. BOARD APPOINTMENTS – Mayor Dalke appointed Jim Windslow to the Hillsboro Housing Authority Board. Motion was made by Council member Dirks and seconded by Council member McCarty to approve this appointment. Motion carried unanimously.

16. CITY ADMINISTRATOR’S REPORT –

Sales Tax Collections – Sales tax collections for 2011 are ahead of this same time last year.

Small Water Tower – A $100,000.00 grant application was completed for structure improvements on the small water tower, which is now on the National Historic Register. It is a 75-25% grant.

Compost Site – An article is going to be put on the city’s Facebook page regarding a problem at the compost site. Trash is being deposited along with acceptable material. If this continues, the site could be closed down.

KMEA – The KMEA seminar is Thursday.

W. Grand – Council member Fast asked about repairs to the holes in the street on W. Grand; and, Council member Dirks asked about crack sealing before winter.

17. ADJOURNMENT – Motion was made by Council member Dirks and seconded by Council member Fast to adjourn at 5:50 p.m. Motion carried unanimously.

DELORES DALKE, MAYOR

ATTEST:

JANICE K. MEISINGER, CITY CLERK