Kimball Board of Public Works Regular Meeting April 23, 2013

Kimball Board of Public Works Regular Meeting April 23, 2013 A regular meeting of the Board of Public Works was convened in open and public session a...
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Kimball Board of Public Works Regular Meeting April 23, 2013

A regular meeting of the Board of Public Works was convened in open and public session at 4:15 p.m. on April 23, 2013 at the City Council Chambers. Board members Cederburg, Prunty, Moeser, Klassen and Robinson were present. Also present were Mayor James Schnell, City Administrator Ortiz, Water Superintendent Ford, Larissa Binod, Keep Kimball Beautiful Director, Spud Rowley, Keep Kimball Beautiful Manager, Clerk/Treasurer Russell, and Deputy Clerk/Treasurer Strauch. The public was represented. Notice of the meeting was given in advance by publication in the Western Nebraska Observer. Notice of the meeting was given to the members and a copy of their acknowledgement of receipt of notice and the agenda is on record at the office of the City Clerk. Availability of the agenda was communicated in advance notice and in the notice to the members. All proceedings hereafter shown were taken while the convened meeting was open to the attendance of the public. Chairperson Cederburg called the meeting to order at 4:15 p.m. and acknowledged the posted Open Meetings Act. The Board of Public Works reviewed the following items under the consent agenda: 1. 2. 3. 4.

Minutes from March 12, 2013 regular meeting. Claims. Treasurer’s Report. Financial Report.

Following discussion, Robinson moved and Klassen seconded to approve the consent agenda. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Larissa Binod, Keep Kimball Beautiful Director, informed board members of the grants she has written for KKB. She has written two grants for a total of $53,998 and has submitted another grant to the Department of Environmental Quality with regard to waste management and litter prevention. There is still one grant outstanding that she won’t hear about before the end of July. Binod would like to have a county-wide beautification project this year and commented on the Lincoln Highway visitors this area is expecting. She also commented on murals on different buildings across town. Binod commented on the Kimball Spring Cleanup events. The paint collection will be on May 4th. Any old paint will be used or discarded. There will also be a litter pickup that day from 8:30 to 11:30 and lunch will be provided. She has received complements about the unwanted items being picked up by the City employees. Binod commented on other events they are considering in the other Kimball County communities.

Prunty inquired about shredding and Rowley indicated they are accepting appointments for the shredder. Binod commented on the Recycle Center parking lot and trucks. They had been using two of the City trucks. The City Council had approved to donate one of the trucks and they would like to have access to the white truck at the Cemetery as well. Binod commented on the improvement to the aesthetics of the Recycle Center parking lot itself. Also she would like to have some assistance with the mural. The wall needs to be prepped and she would like to power wash it. She has received a bid for $700 to prep the wall so that the mural could be painted on it. Moeser commented on the Recycle Center being a City building and she has had several people come up to her about the parking lot needing some work. Ortiz has spoken with Jim Ryschon about the Recycle Center parking lot and he checked with Simon Construction about doing some side work since they are here working on the roads. In addition, it is planned to repave behind City Hall and at the Golf Course. Binod inquired if millings will be used for the parking lot or will it be resurfaced. Ortiz said it will depend on what is available. Currently, Simon Construction is in the processing of making sure the curbs and sidewalks are ADA compliant. They will smooth everything out and repave and the City will then assume control of Highway 71. It was commented that the City may have to consider more aggressive maintenance on that road and Prunty commented on “no thru trucks”. Ortiz said the truck route option could be explored; however, he was concerned about the impact on the downtown businesses. After discussion on Binod getting two quotes for prepping the wall, Prunty moved and Robinson seconded to donate $700 toward the preparation of the mural and if anything is remaining it be used towards the spring cleanup. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Further discussion was held on the 1993 Chevy ½ ton truck at the Cemetery originally from the Landfill. Ortiz said it could be requested to donate the truck and all board members were in agreement. Binod commented on appointing a board member to serve as an ex-officio member of Keep Kimball Beautiful. Their board meetings are the third Wednesday of each month at 5:30 p.m. There being no further discussion, Prunty moved and Klassen seconded to appoint Dawn Moeser as ex-officio member of Keep Kimball Beautiful. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Cederburg opened discussion on the Community Forestry Cost Share Agreement with the South Platte Natural Resources District. Ortiz indicated this is an agreement that was submitted to the South Platte Natural Resources District for the Community Forestry Program to reconstruct the tree line at the Landfill. The City has been approved for one-half of the cost of the trees, $540.00, and the red cedars have been received. The Rotary Club is coordinating their times to get the tree planting done. This cost share agreement would need to be approved by the Board. Ortiz commented on

another program set for May 8, 2013, which will be a tree planting demonstration and 40 five foot trees will be given away. There being no further discussion, Robinson moved and Moeser seconded to approve the Community Forestry Cost Share Agreement with the South Platte Natural Resources District and authorized Ortiz to sign it. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Cederburg opened discussion on the proposal for Landfill Cells Construction Bidding Services from Golder Associates, Inc. Ortiz commented that the Landfill and Construction and Demolition Cells are near capacity and two new cells need to be built. It is estimated that in four to five months they will be full. He has received a proposal from Golder Associates to prepare the bid documents to assist in the project. It will most likely take two months for the project, from the time the bids are received and the project is constructed. Prunty inquired about using the specs from the last cell construction and Ortiz commented there have been some changes to NDEQ requirements. It is important that the City contracts with a company that insures that everything is done right. Robinson said that NDEQ requirements change on a yearly basis. Ortiz said Golder Associates has a great relationship with NDEQ. There being no further discussion, Robinson moved and Moeser seconded to accept the proposal for Landfill Cells Construction Bidding Services from Golder Associates, Inc. and authorize Ortiz to sign the appropriate documentation. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Cederburg opened discussion on the RICE NESHAP Compliance Project Bids. Three bids were received and they were pretty wide-spread. Ortiz has requested and received references from the low bidder, Girts Industries. The biggest difference other than the bid amounts is also the completion date. Girts Industries has indicated they are able to complete the project by October 2013. Discussion was held on the asbestos and catalytic converters. Ortiz commented on the history of the RICE compliance and said bids being within the $400,000 estimate. The compliance deadline is April 2014. Discussion was also held on delaying the decision to allow Ortiz to call references. There being no further discussion, Robinson moved and Klassen seconded to table action on the RICE NESHAP Compliance Project bids until a special meeting on May 7, 2013 at 4:15 p.m. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Cederburg opened discussion on discontinuing door hangers. Deb Schoenemann, Utility Clerk, was in attendance to discuss current procedures and recommendations. Currently on delinquent payments, the City hangs the doors twice. This procedure wastes time and money and it is recommended to eliminate at least one or two of the processes. As the procedure is now, residents are given a total of 25 days until their

utilities are disconnected for non-payment. Ortiz suggested hanging just once immediately before the due date and give the resident 24 hours from that time to submit payment. Discussion was held on saving time and money and Ortiz inquired if the board members preferred to do away with door hangers completely. After further discussion, Robinson recommended hanging the doors only once and then after a couple of years eliminating the hangers totally. The first hanger will now be a shut off notice. Ortiz commented on a trial basis of one door hanger for about six months and review it at that time. There being no further discussion, Robinson moved and Klassen seconded to change the procedure on door hangers to hang them only once, the only hanger being a disconnect notice, and revisit in six months, October 2013. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Cederburg opened discussion on water restrictions. Water Superintendent Ford presented a list of 110 voluntary ways to conserve water in Kimball. It is important for the public to be informed and aware of the current water situation in Kimball. As Kimball approaches the summer of 2013, all the indications are that Kimball will continue in the drought that has plagued Western Nebraska the past several years. Prior to the past weeks’ snowstorms, Kimball County was in an “exceptional” drought. Since receiving some moisture, Kimball County is now considered in an “extreme” drought. City staff would like to make the public aware of the possibility of having to put some water restrictions in place this summer. Kimball does have an ordinance that addresses water conservation. At this time, Kimball is not in any emergency the summer will be starting with water levels that are less than normal. Ortiz said the voluntary ways to conserve water will be provided to citizens in the utility bill mailings and information will also be on the web site. In 2012, a total of 255,000,000 gallons of water was pumped; 185,000,000 gallons was pumped during May through September. The remaining months used 70,000,000. In 2011, 205,000,000 was pumped for the entire year. Ford commented that 2012 was the same amount pumped as in 2002 and said both years were extremely hot and dry. If everyone can conserve a little bit, perhaps the city can make it through the summer without mandatory restrictions. The wells are down from two to four feet on water levels from last year. Robinson inquired about a water conservation plan and Ford indicated there is a water conservation plan in place. The first stage would be a water watch; the second stage would be a water warning; the third state would be a water emergency. Ortiz said the City wanted to make sure the information is disseminated early. Hopefully education and early awareness will help. This is good preparation for the years to come. Cederburg opened discussion on the replacement of brass fittings. Ford commented that a law that was signed in 2011 mandated that brass fittings can no longer be used on service lines, etc. for water. That law will go into effect in January 2014. Therefore, a supply of lead-free fittings will have to be purchased. Ford has been trying to use his

current supply as much as he can. He said the meters may also be affected by this new law and Ortiz commented on this affecting the budget. Ford said there will be some bills that are going to be for brass fittings that will be 25 percent higher than what is being paid for the current fittings. He added that he can sell the current fittings for scrap. Cederburg reviewed the major responsibilities of a Board of Directors. He said the board needs a reminder on the responsibilities of board members. The Board of Public Works has a voice in conjunction with the City Council and board members can visit with the City Administrator. For the Board of Public Works portion of the budget, the board makes recommendations to the City Council who approves the budget. Board members should not become involved in the day to day activities of the City. Prunty said he asks questions because he represents the public. Ortiz commented on the strategic planning process and the opportunity to provide input. It is hoped to reschedule the strategic planning to be held in June and this will help everyone understand the direction the City is headed. If there is any information that is presented to an individual board member, that board member should be cognizant that it is his responsibility to share the information with the group as a whole. Ortiz commented on line items in the budget and asked for advance notice if there are any questions. Cederburg opened discussion on changing the meeting date to the 4 th Tuesday of the month. Ortiz said that changing the meeting date gives City staff more time to prepare the financial information and reports for the board members. There being no further discussion, Prunty moved and Moeser seconded to change the meeting date of the Board of Public Works to the 4th Tuesday of the month. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed. Ortiz reported on the RICE compliance project. Electric Utilities Supervisor Hinton and Ford have been looking at the lighting at the pool as well as the interior of the facility. Currently the light bulbs that are there are unsafe as well as a big demand on energy. Ortiz reported the City is moving forward on providing high speed internet access to some of the outlying shops, i.e., Water Shop, Electric Shop, Power Plant, Library and Event Center. He has been in contact with Charter Communications and feels Charter will be a great partner. Charter is going to absorb the construction costs. There will be a $100 installation charge for each place and it will cost $100 a month for phone and internet access for each place, which will be a slight increase in the amount currently paid. Ortiz said that fiber optic is the best option for City Hall and the Police Department. As far as the Wastewater Treatment Plant, Landfill and Cemetery, Charter cannot run the lines to those facilities. They will be working with their engineers to see what type of connection can be utilized there. Prunty commented on televising the meetings and Ortiz said the equipment is very costly and also requires extra staff on board to operate it. The next special meeting is May 7, 2013 and the next regular meeting is May 28, 2013.

There being no further business to come before the Board of Public Works, Klassen moved and Robinson seconded to adjourn the meeting at 5:45 p.m. On roll call vote, the following votes were recorded on the electronic voting board. Aye: Cederburg, Prunty, Moeser, Klassen and Robinson. Nay: None. Absent: None. Motion passed.

_____________________________ Chairperson

_____________________________ Clerk/Treasurer

Board of Public Works-Utility Claims-April 23, 2013-Payroll Fund-Payroll Transfer36,982.24; MEAN-MEAN Billing- 116,420.03; Shopko Stores-Supplies-65.35; SourceGas, LLC-Gas Service-6,385.15; Western Nebraska Observer-Meeting Notices212.84; GreatAmerica Financial Services-Copier Lease-365.00; Payroll Fund-Payroll Transfer-37,263.09; Henry Buhr-Contract Labor-1,119.43; Postmaster-Postage1,000.00; Payroll Fund-Payroll Transfer- 36,883.99; Visa-Firstier Bank-Charges-267.92; Grand Island Inn & Suites-Lodging-388.40; Barp Construction-Contract Labor-4,675.90; Greg Brooks-Expense Report-78.00; Carol's Nut List, Inc.-Shipping-12.86; CenturyLinkTelephone- 538.90; Centurylink Communications, Inc.-Long Distance-87.40; Chamber of Commerce-Banquet Tickets-50.00; City of Kimball-Transfer-1,050.50; City of KimballGroup Health Allocation-13,837.68; City of Kimball-Occupation Tax-10,218.44; Cogent Water Technology Group-Supplies-41.96; Combined Utilities-Repairs-183.70; Combined Utilities-Utilities-412.92; Combined Utilities-Service Deposits-990.25; Community Internet Systems, Inc.-Monthly Internet Service-45.00; Connecting PointCopy Usage-195.86; The Cornhusker Marriott Hotel-Lodging-1,071.00; Country PrinterPrinting-35.00; Crescent Electric Supply Co.-Supplies- 2,164.66; DP Electronic LLC/Radio Shack-Supplies-1,270.00; ERA-Environmental Resource AssociatesChemicals-970.89; Dave Ford-Expense Report-147.00; Golder Associates-Professional Services- 3,475.13; HD Supply Waterworks, Ltd.- Inventory-1,777.13; Hach CompanyChemicals-403.64; High West Energy- Utilities-5,822.94; William HintonReimbursement -63.50; Hometown Hardware-Supplies-406.66; Ideal Linen Supply, Inc.Mats-46.83; Intralinks, Inc.-Computer Support-73.94; Keep Kimball Beautiful-Landfill Fee-2,528.00; Doug Keller-Service Deposit-58.49; Kimball Auto Parts-Parts-953.08; Kimball Event Center-City Appreciation Dinner-601.06; Kriz Davis Co.-Supplies-31.94; Linn Machine Works-Machine Work-10.22; M.C. Schaff & Associates, Inc.-Fence1,100.00; MEAN-MEAN Billing-112,831.65; Max's Vacuum & Sewing Center-Vacuum Maintenance-30.86; Merryfield Heating & Air Conditioning-Repairs-780.00; Midwest Laboratories, Inc.-Supplies-211.66; Midwest Mailing Solutions Inc.-Supplies- 240.00; Miller Office Supply-Office Supplies-93.38; Napa Auto Parts-Parts-97.64; Nebraska Department of Roads- Refund-1,896.00; Nebraska Dept. of Environmental Quality-Solid Waste Disposal Fee-530.00; Nebraska Municipal Power Pool-Member Dues-1,986.10; Nebraska Public Health Enviro Lab-Water Samples-117.00; Nebraska Rural Water Association-Registration-750.00; Norberg Auto & Diesel Inc.-Repair/Maintenance1,693.19; Northern Safety Co., Inc.-Supplies-72.65; Northwest Pipe Fitting, Inc. of S.B.Materials-2,023.81; Off Broadway Business Products-Office Supplies-15.78; One Call Concepts-Locates-48.55; Daniel Ortiz-Expense Report-39.00; Panhandle Coop-Fuel4,446.46; Panhandle Coop Association-Supplies-56.07; Prestige MFG.-Welding Services-196.32; Q A Balance Service-Maintenance-125.00; Revize LLC-Annual Subscription-1,200.00; Sewer Equipment Co. of America-Repair- 696.05; Krisa Shelly-

Service Deposit-9.75; Shopko Stores-Supplies-60.71; Jim Shoup-Contract Labor102.00; Simmons Olsen Law Firm, P.C.-Professional Services-318.75; SourceGas, LLC-Gas Service-6,538.94; South Platte NRD- Trees-560.00; Staples-Office Supplies39.43; The United States Life Insurance Company-Long Term Disability-555.99; USA Blue Book-Supplies-132.36; Verizon Wireless-Cell Phone Usage-98.40; Wesco Distribution Receivables Corp.-Hoses-586.39; Western Nebraska Observer-Meeting Notices-103.39; Wolf Automotive Center, Inc.-Vehicle Maintenance-446.34.

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