HALSTEAD CITY COUNCIL AGENDA

Council Room – City Hall

Monday, October 23, 2017

7:00 p.m.

CALL TO ORDER

AGENDA CHANGES

APPROVAL OF MINUTES

1) October 9, 2017 Regular City Council Meeting (pg. 3)

APPROVAL OF BILLS/PAYROLL (pg. 9)

PUBLIC FORUM

APPOINTMENTS

REPORTS

1) Administrator’s Report

2) Parks and Recreation Report

3) Old Settlers Committee Report

OFF-AGENDA ITEMS

UNFINISHED BUSINESS

1) Consideration of quotes for security cameras Reimer

NEW BUSINESS

1) Consideration of change order for City Hall repairs (pg. 22) Reimer

2) Consideration to renew Halstead Senior Center utility waiver (pg. 23) Reimer

3) Consideration of CIC renewal (pg. 24) Reimer

4) Consideration of City Logo contest rules (pg. 33) Reimer

5) Consideration of structural engineer for 204 Main Reimer

6) Discussion of 2018 capital street and sidewalk work Reimer

EXECUTIVE SESSION

ADJOURNMENT

Council Packet Report for October 23, 2017

Unfinished Business Consideration of quotes for security cameras: Staff has now met with both vendors who supplied quotes. Following further analysis, as well as cost considerations, staff believes this project should be put on hold for the time being and possibly be revisited at a later date.

Staff Recommended Action – No further action

New Business Consideration of change order for City Hall repairs (pg. 22): Council previously authorized a budget of up to $6,000.00 for work on City Hall to repair mortar and soffit. Defects in drains in the roof have been identified by the contractor which unless repaired will result in damage to the soffit again. Staff is seeking approval of the change order for repairs to the roof drains, the work to be performed by Wray Roofing.

Staff Recommended Action – Approval of Change Order #1 to City Hall repair project and a new project amount not to exceed $8,250.00 and authorize the City Administrator to sign

Consideration to renew utility waiver for Halstead Senior Center (pg. 24): Previous City Councils established the policy of waiving the utilities at the Halstead Senior Center and as a condition of that waiver to review the waiver annually. Total fees waived for the last year were $1,163.41, comparable to the previous two years.

Staff Recommended Action – Approval of continuing the waiver of utilities for Halstead Senior Center Consideration of CIC renewal (pgs. 24-32): Computer Information Concepts (CIC) is the city’s municipal software and support vendor. The renewal costs cover the software packages utilized by the city as well as 24/7 technical support on their products, enhancement as requested, and back-up of CIC data. Staff went through our renewal this year and worked on ways to reduce costs, bringing the cost down by $2,225 compared to the previous year.

Staff Recommended Action – Approval of the annual Peopleware Agreement with CIC for an amount not to exceed $9,885.00 and approval for the City Administrator to sign

Consideration of City Logo contest rules (pgs. 33-35): Staff has worked up a draft for a logo redesign contest to be sponsored by the city. Taking Council’s suggestion to seek out local talent first, the city will advertise the contest on its website, Facebook, and newsletter as well as approach USD 440. The proposal is for the city to award $500 to the artist of the winning logo (as selected by the City Council during a public meeting).

Staff Recommended Action – Approval of the contest rules and for staff to begin advertising Consideration of structural engineer for 204 Main: Staff has been in contact with MKEC Engineering Inc. to receive a proposal on the work needed for 204 Main. The work is for a structural engineering analysis of 204 Main by a licensed engineer. Discussion of 2018 capital street and sidewalk work: Staff has been in discussion regarding the 2018 capital street and sidewalk work. Handouts will be distributed at the regular city council meeting Monday night.

Halstead City Council Meeting Council Room, City Hall

October 9, 2017 7:00 p.m.

CALL TO ORDER

Mayor Ewert, presiding, called the meeting to order at 7:00 p.m.

COUNCIL MEMBERS PRESENT

Ed Campbell, George Torres, Dennis Travis, Sam Farmer, and Phil Adams; a quorum was

present.

CITY OF HALSTEAD STAFF PRESENT

City Administrator Ethan Reimer, City Clerk Jamie Eberly, City Attorney Brad Jantz, City

Superintendent Pat Adams, Police Chief Josh Orem, and Fire Chief Jim VanSchaick

OTHERS PRESENT

Robb Reeves with the Harvey County Independent, Mike and Brandy Wallace, Denise Chesky,

Kevin Williamson, Claire Wingert. Sarah Kohen, Kayla Newman Maggie Mendez, Kathy

Wingert, Kaia Siebert, Noah Mendez, and Jayden Siebert all with the YAR (Youth as Resources)

Group

AGENDA CHANGES

Administrator Reimer requested to add Executive Session #2 for Personnel matters of non-

elected personnel.

CONSENSUS by Council to allow agenda changes as presented

APPROVAL OF MINUTES

MOTION by Torres to approve the minutes of the September 25, 2017 regular City Council

meeting, as submitted

SECOND by Travis

CARRIED 5-0

APPROVAL OF BILLS/PAYROLL

City Administrator Reimer reported that the following checks of note were included with those

being presented for approval:

Halstead City Council Meeting, October 9, 2017 cont. . . . Page 2

• Ck # 112444 to APAC-KS, INC. SHEARS DIV. in the amount of $58,797.55 for the final

payment on the Chestnut St Project

• Ck # 112472 to Bound Tree Medical, LLS in the amount of $2,288.09 for add ons for EMS Unit

22 for 3rd ambulance

• Ck # 112445 to Certified Engineering Design in the amount of $20,396.00 for engineering

services for Chestnut St improvements

• Ck #112450 to Flory Roofing in the amount of $18,280.00 for re-roof of Community Center

MOTION by Campbell to approve for payment checks #112444 thru #112511 in the total

amount of $150,582.43, wires in the total amount of $23,333.04, direct deposits in the total

amount of $2,977.63, and total net payroll in the amount of $19,901.72

SECOND by Torres

CARRIED 5-0

PUBLIC FORUM

Mayor Ewert opened the public forum at 7:05 p.m.

Claire Wingert and Kayla Newman on behalf of the YAR (Youth as Resources) Group presented

to the Governing Body plans for a community service project at Scout Park.

MOTION by Campbell to move forward with the YAR Group community service project with

the understanding that with Parks and Recreation Director Grant Williams to be named Project

Manager on behalf of the City of Halstead, and to allow Parks and Recreation Director Williams

to approve color options.

SECOND by Farmer

CARRIED 5-0

Hearing no further requests, Mayor Ewert closed the public forum at 7:20 p.m.

APPOINTMENTS

REPORTS

1) Administrator’s Report

The following was reported to the Governing Body by City Administrator Reimer:

• City Superintendent Adams and Rec Director Williams continue to work on

Riverside Park. Leveling has largely been completed and maintenance and parks

& rec staff will work on seeding larger areas in the coming weeks.

• Staff is still finalizing estimates for concrete work before seeking out quotations

for the work to be performed.

• Maintenance crews are currently working on one of the city’s lift stations, a small

water main leak, and finalizing the storm water project by Halstead Rd and North

St.

• Officer Robinson is attending RAIDER training on behalf of the City of Halstead.

This 5-day training will allow him to come back and train the rest of the

department for single officer response to active killer situations. Harvey County is

sponsoring the course which has participants from various county law enforcement

agencies participating and the majority of the costs are funded through a grant

which allows for minimal costs to the city.

Halstead City Council Meeting, October 9, 2017 cont. . . . Page 3

• Officer Bohringer also has officially begun his duties as a full time officer, filling

the position opened up while Officer Ayres is on leave and bring the department

back to full staffing for FT officers.

• Halstead Fire/EMS has taken possession of equipment from the City of Sedgwick.

As previously discussed, the newer of the two ambulances will be put in to service.

The unit will leave for service on Monday the 16th and should be back in mid-

November. Supplies have been added to our inventory and Chief VanSchaick,

Director Lowe, City Clerk Eberly and I will now begin working on gearing up for

the staffing additions that will be happening as a result of the EMS contract.

• On behalf of the City of Halstead, I want to thank everyone who came out and

supported the department at the Firefighter’s Picnic and I know Chief VanSchaick

will cover it in more detail as well as the department’s activities for Fire

Prevention Week during his report.

2) Financial Report

Administrator Reimer presented the Governing Body with the soft close the month of

September and 3rd quarter. Noting that the city remains in good financial shape as we head

into the final quarter.

3) Fire Department Report and Mayoral Proclamation

The following was reported to the Governing Body by Fire Chief Orem:

• Fire Prevention Week is October 8-14

• Fire Chief VanSchaick will be teaching Firefighter II Course for the next couple

weeks

• Halstead/Burrton will be hosting Hazardous Material Course starting in November

running through mid-December. Open to all area departments with Fire Chief

VanSchaick as the KU Lead Instructor

• Firefighter I will start after the 1st of the year with Fire Chief VanSchaick as the KU

Lead Instructor

• Halstead Defensive Driving Course and Highway Safety Course are planned for

November/December

• Fire Chief VanSchaick and EMS Director Andy Lowe are on the Harvey ESA Board

of Directors

• Some Grants the Fire Department applied for are still pending

• Engine 22 is completely in service, with possible updates to lighting, battery

extrication tools, headsets, and rescue winch to come in 2018.

• MDA boot block raised $1450 in 3 hours

• Firefighter Picnic served 275-300 people this year and raised $3100 from donations

and giveaways

OFF AGENDA ITEMS

UNFINISHED BUSINESS

1) Consideration of quotes for security cameras

Administrator Reimer presented to the Governing Body that council members Torres and

Travis as well as staff met with one of the companies who provided a quote. Following this

meeting it was the consensus that it was best to have the other company also come and

Halstead City Council Meeting, October 9, 2017 cont. . . . Page 4

present. Staff is in process of scheduling this meeting as well as reaching out to another

vendor who has been identified. It is staff’s recommendation to table this discussion to the

October 23, 2017 regular city council meeting.

MOTION by Campbell to table this discussion until the October 23, 2017 regular city council

meeting to give staff time to meet with other possible companies.

SECOND by Farmer

CARRIED 5-0

2) Consideration of quotes for street repairs/patching

City Superintendent Pat Adams presented to the Governing Body a quote comparison for the

various quotes for street repairs the city has received. Vendors measured their work

independently so the comparison is provided to allow for better comparison between the

quotes. Administrator Reimer made note that some vendors only bid specific portions of the

requested work. The city plans on work to begin sometime during the 4th quarter. Actual

amounts invoiced will be based on used quantities for the repairs and patching at the end of

the overall project. It is staff recommendation to proceed with the quote from Bryant and

Bryant with the total amount to not exceed $75,000.00.

MOTION by Travis to move forward with the work needed for street repairs and patching

and to approve the quote Bryant and Bryant with a total amount not to exceed $75,00.00

SECOND by Torres

CARRIED 5-0

NEW BUSINESS

1) Discussion of property at 204 Main

Administrator Reimer presented to the Governing Body concerns about the property at 204

Main upon recommendation of the City Building Inspector. Administrator Reimer requested

the Governing Body to begin the process to potentially declare the building located at 204

Main as a dangerous or unsafe due to the façade pulling away from the principle structure. It

was noted that due to safety concerns, city staff has already blocked off the sidewalk located

in front of the building for the time being. Resolution No. 10-09-17-04 sets the time and date

for a hearing on the property which is the next step in the process.

MOTION by Campbell to approve Resolution No. 10-09-17-04 with the hearing date set as

November 27, 2017 during the regular city council meeting.

SECOND by Torres

CARRIED 5-0

2) Consideration of cooperation with HV County- 6th Street

City Administrator Reimer presented to the Governing Body that Harvey County will be

contracting for work to be performed on 36th Street between Burmac and Hertzler. Between

6th Street and Halstead Rd., the county will be responsible for the 24 center feet of the street

and the rest is maintained by the city. Administrator Reimer noted that Harvey County is

proposing a 2” mill and overlay and is needing to know whether the city wishes to have our

potion of 6th/36th included in the scope of work. Harvey County would request

reimbursement for work from the city when the project is completed and funds would come

from either the capital street budget or patching budget or both.

MOTION by Farmer with the intent to participate with Harvey County as presented

SECOND by Travis

CARRIED 5-0

Halstead City Council Meeting, October 9, 2017 cont. . . . Page 5

3) Community Center update and discussion

Councilman Torres gave a brief update on the progress at the Community Center. Councilman

Torres noted that he received 4 of 6 bids for the mold removal, but that Becker Building will

be working on creating a moisture barrier on the North and South side of the building through

excavation prior to the mold removal.

CONSENSUS by Governing Body to schedule a work session after the 1st of the year to

develop a timeline for needed renovations to the Community Center after the mold removal

has been completed.

4) Discussion of support for upcoming community events

Administrator Reimer address the Governing Body about The Halstead Chamber Golf

Tournament and the Arts & Crafts Festival that are coming up. Staff is seeking approval for

the city to participate in both of these events. Administrator Reimer noted that it will cost

$300 for the city to become a platinum sponsor for the Golf Tournament, this will allow the

city to submit a team to play in the tournament. It was also noted that it will cost $250 for the

Mayor to participate in the Mayor’s choice award.

MOTION by Travis for the city to participate in The Halstead Chamber Golf Tournament

and the Arts & Crafts Festival

SECOND by Torres

CARRIED 5-0

EXECUTIVE SESSION

1) Confidential data relating to financial affairs and trade secrets

MOTION by Campbell at 8:15p.m. to recess in to executive session pursuant to the

Confidential data relating to financial affairs and trade secrets of corporations, partnerships,

trusts, and individual proprietorships exception, K.S.A. 75-4319(b)(4), in order to discuss

confidential information of a business and to include the following persons: Governing Body,

City Administrator Reimer, City Attorney Jantz, and City Clerk Eberly with the open meeting

to resume in the City Council Chamber at 8:45p.m.

SECOND by Torres

CARRIED 5-0

Mayor Ewert called the regular meeting back to order at 8:48p.m.

No formal or binding action was taken during this executive session

2) Personnel matters of non-elected personnel

MOTION by Campbell at 8:50 p.m. to recess in to executive session pursuant to the

Personnel matters of non-elected personnel exception, K.S.A 75-4319(b)(1), in order to

discuss performance of an employee and preserve privacy rights and to include the following

persons: Governing Body, City Administrator Reimer, City Attorney Jantz, and City Clerk

Eberly with the open meeting to resume in the City Council Chamber at 9:10p.m.

SECOND by Torres

CARRIED 5-0

Mayor Ewert called the regular meeting back to order at 9:10p.m.

Halstead City Council Meeting, October 9, 2017 cont. . . . Page 6

No formal or binding action was taken during this executive session

ADJOURNMENT

MOTION by Travis to adjourn at 9:10p.m.

SECOND by Torres

CARRIED 5-0

Respectfully submitted,

Jamie A. Eberly

City Clerk

GET CREATIVE! (AND EARN A $500 REWARD)

THE CITY OF HALSTEAD ENCOURAGES ITS CITIZENS TO

ENTER THE

LOGO DESIGN CONTEST FOR THE CITY’S NEW LOGO

Logo Design Contest Rules

Contest Submission Information

Please contact: City Hall 303 Main Halstead KS 67056 316-835-2286 Email: cityclerk@halsteadks.com Website: www.halsteadks.com

This form must accompany all artwork submitted.

2017 City of Halstead Logo Design Contest OFFICIAL ENTRY FORM

DEADLINE DATE: November 30,2017 Artist Name: __________________ Date of Birth: ___________________ Address:_______________________________________________________ City: ________________________________________________ State:____________ Zip:____________ County:_____________________ Home Phone: ________________Cell Phone:_________________ Email: _______________________________________________________ Parents/Guardian Name: ____________________________________ Phone: ________________________ I have read and fully understand and will comply with the rules and conditions of this contest. I understand that if my entry is selected as the winner I relinquish all claims to any and all copyrights, royalties and other benefits derived from the sale or reproduction of this work, other than the prize awarded the winning entry.

Date: ___________________________ Signature of Artist:__________________________ Date: ___________________________ Signature of Parent/Legal Guardian: ___________________________ All entries must be signed above. Artists under 18 years of age must have a parent/guardian signature.

OPTIONAL DISPLAY PARTICIPATION

I further authorize the City of Halstead to display my entry on its website www.halsteadks.com if it is not selected as the winning entry.

Signature of Artist:______________________________ Signature above is optional

INTRODUCTION: The City of Halstead Logo Design Contest gives participants the opportunity to design a logo for the City of Halstead. By participating in the contest, the artist accepts and agrees to comply with

the Official Rules.

ELIGIBILITY: Contest is open to residents of Halstead. If you under the age of 18, your parents must sign the consent block on the Official Entry Form, to ensure that you have your parent or legal guardian’s permission.

ENTRY: To enter the Contest, eligible participants must: 1) Download and complete the Official Entry Form. The form is available for download at www.halsteadks.com or at City Hall. 2) Complete an entry form for each design being submitted. 3) Convert the design into a usable web version (PDF file) and a print quality version of the logo. The logo must adapt well to electronic and print media, to reproduction on small and large surfaces, and to use in color or in grayscale. 4) Email your completed Official Entry Form and your design to cityclerk@halsteadks.com or submit your entry at City Hall.

DEADLINE FOR ENTRIES: You must submit your design and completed entry form by 5 p.m. on November 30, 2017.

LOOK AND FEEL GUIDELINES: Your design should be dynamic, unique, creative, and incorporate the full name of the City of Halstead. The logo may incorporate other imagery, abstract symbols or a catchphrase, so long as the full name is included somewhere in the logo. To this extent, the full name can be displayed in a smaller font size than the main image, if there exists a main image.

FORMATTING: For purposes of submission, please submit the design in a .pdf file (less than 10MB) AND in full-color printed form. If the logo incorporates non-standard fonts, you must be able to provide us with the font should your logo be selected. If you are chosen as a winner, you MUST be able to provide a high-resolution vector file.

PRIZE: One (1) winner will receive: 1) $500 Cash/Check- The winning design will be used as the Official City Logo including promotional items, and on the official website located at www.halsteadks.com

SELECTION OF WINNER: All entry designs will be screened and those that comply with the Official Contest Rules and have met the guidelines and specifications, as seen on our website at www.halsteadks.com will be judged by the City of Halstead staff. The top 5 entries will then be judged by the City Council Members and the winner will then be notified by telephone, email or mail. In the event that no entry is selected, the City of Halstead reserves the right to declare no winner and run the contest again at a later date.

2017 City of Halstead Logo Design Contest Rules