July 8, 2003

The Andover City Council met for a regular meeting on Tuesday, July 8, 2003 at 909 N. Andover Road in the Andover Civic Center. Mayor Ben Lawrence called the meeting to order at 7:00 p.m. City Council Members present were Caroline Hale, Keith Zinn, Sheri Geisler, and John McEachern. Others in attendance were: City Superintendent Les Mangus, Administrative Services Director Donna Davis, City Financial Advisor Jerry Rayl, Administrative Secretary Amy Train, City Attorney Norman Manley, Fire Chief Jim Shaver, Police Chief Randall Harris, and City Clerk/Administrator Jeff Bridges. Council Members Bob Ruth and Charley Lewis were absent.

Call to Order

The Invocation was given by Pastor Ted Carr of the Andover Ministerial Alliance.

The Pledge of Allegiance was led by Mayor Lawrence.

Invocation & Pledge of Allegiance

Mayor Lawrence opened the floor to public comment. No one spoke.

Public Comment

A motion was made by Keith Zinn, seconded by Caroline Hale, to accept the agenda with the addition of three additional agenda items as follows:

Acceptance of Agenda

1.

Streetlight request: Crescent Lakes Third Addition

2.

Request for use of Tornado Video - Darlow Smithson Productions

3.

Discussion: Rental Rates for Lodge

Motion carried 4/0.

Keith Zinn requested that Consent agenda items E (Approval of Purchase request: Computer systems for Fire Department) & G (Approval of Purchase request: Floating Aerator for Wastewater Department), be moved from the consent agenda to the regular agenda. A motion was made by Keith Zinn, seconded by John McEachern to approve the Consent agenda as follows:

Approval of Consent Agenda

A.

Approval of Minutes:

June 24, 2003 City Council Meeting

June 23, 2003 City Council Workshop

B.

Receive & File Minutes:

June 17, 2003 Planning Commission Meeting

C.

Appropriation Ordinance B-13-03 in the amount of $247,374.29

D.

Acceptance of easements for the Bales Tracts / Green Acres sewer project (Lehmon, Broadwell, Womacks)

F.

Approval of Purchase request: Mowers for City Parks

Motion carried 4/0.

Keith Zinn had a question regarding the purchase request for computer systems for the Fire Department. He asked if the grant recipient had been changed from Butler County Fire District #1 to Andover Fire and Rescue.

Chief Shaver stated that change had been made.

A motion was made to approve the purchase request for computer systems for the Fire Department based on a 90% FEMA grant and a 10% local match not to exceed $3,858.00. Motion carried 4/0.

Fire Department Purchase Request: Computer Systems

Keith Zinn had a question regarding the purchase request for a floating aerator for the Wastewater Department. He asked why the two bids that were received were both by the same company.

Les Mangus stated that Enviro-Line is a manufacture's representative for both the AquaTec, Inc. and Environmental Equipment Engineering Companies.

John McEachern asked if there would be any advantages to purchasing the more expensive aerator because of the stainless steal float as compared to the lower bid with the fiberglass float.

Les Mangus explained the advantages of both and stated that the stainless steal construction would not extend the life of the aerator significantly.

A motion was made by Keith Zinn, seconded by John McEachern, to approve the purchase of the floating aerator for the Wastewater Department in an amount not to exceed $18,750.00 plus freight. Motion carried 4/0

Wastewater Department Purchase request: Floating Aerator

J. T. Klause of Triplett, Woolf, & Garretson presented Ordinance No. 1204: An Ordinance of the City of Andover authorizing the issuance of $1,106,178 City of Andover, Kansas, Industrial Refunding Revenue Bonds (Vornado Air Circulation Systems, Inc.) and $1,568,822 City of Andover, Kansas Taxable Industrial Refunding Revenue Bond Series 2003-13 (Vornado Air Circulation Systems, Inc.) and $1,000,000 City of Andover, Kansas Industrial Revenue Bonds Series 2003-C (Vornado Air Circulation Systems, Inc.). He explained to the Council that the passing of this ordinance would be the third and final step in the issuance of the IRB's for Vornado.

Keith Zinn had questions regarding the title insurance that were answered by Mr. Klause.

A motion was made by Caroline Hale, seconded by John McEachern, to approve Ordinance No. 1204: An Ordinance of the City of Andover authorizing the issuance of $1,106,178 City of Andover, Kansas, Industrial Refunding Revenue Bonds (Vornado Air Circulation Systems, Inc.) and $1,568,822 City of Andover, Kansas Taxable Industrial Refunding Revenue Bond Series 2003-13 (Vornado Air Circulation Systems, Inc.) and $1,000,000 City of Andover, Kansas Industrial Revenue Bonds Series 2003-C (Vornado Air Circulation Systems, Inc.). Motion carried 4/0.

Ordinance No. 1204: An Ordinance of the City of Andover authorizing the issuance of IRB's for Vornado

Fire Chief Shaver presented the ISO review request for the Fire Department. He recommended the Council approve the expenditure of $3,200.00 to Larry Stevens for consulting work on the review of the Fire Departments ISO ratings. There was some discussion regarding the ISO ratings and how they effect businesses and residents within the Fire District. Chief Shaver explained the rating system and how the consultant may be able to lower the rating for both the rural and incorporated areas of the City of Andover.

There was some discussion regarding postponing this consultant's help for the City of Andover.

Chief Shaver stated that Mr. Stevens will be in town helping Sedgwick County. The cost would increase substantially to have Mr. Stevens come into the area at another time instead of having him out while he is already in the area.

A motion was made by Caroline Hale, seconded by John McEachern to authorize $3,200.00 in consulting fees to Larry Stevens for the purpose of improving the ISO ratings. Motion carried 4/0.

Request for ISO review for the Fire Department

A motion was made by Sheri Geisler, seconded by Caroline Hale, to nominate John McEachern as temporary President of the Council for the purpose of chairing the Andover Public Building Commission. Motion carried 4/0.

Temporary President of the Council

A motion was made at 7:44 p.m. by Caroline Hale, seconded by John McEachern, to recess the City Council Meeting and convene the Andover Public Building Commission. Motion carried 4/0.

APBC

Temporary Public Building Commission President John McEachern called the Andover Public Building Commission Meeting to order at 7:44 p.m. The Andover Public Building Commission members present were Ben Lawrence, Sheri Geisler, Caroline Hale, and Keith Zinn. Also in attendance was Public Building Commission Secretary Jeff Bridges. Andover Public Building Commission members Bob Ruth and Charley Lewis were absent.

APBC - Call to order & Roll Call

A motion was made by Keith Zinn, seconded by Caroline Hale, to approve the minutes from the June 24, 2003 Public Building Commission Meeting. Motion carried 4/0.

APBC Minutes

Les Mangus presented the plans for the Golf Course Club House Project. He described the plans and answered some of the Council's questions regarding reinforcement of the concrete in the slab and termite protection.

A motion was made by Keith Zinn, seconded by Sheri Geisler, to accept the plans for the Golf Course Club House Project and solicit bids for the project.

In further discussion, Jeff Bridges stated the bid packages will be given and bids will be taken from the contractors that have consulted on this project.

Ben Lawrence asked how the advertisement of bids will be handled.

Mr. Bridges stated the City would work with the architect on getting as many bids as possible.

Mr. McEachern felt that there should be a minimum number of bids in the motion to make the biding more competitive.

Keith Zinn amended his motion to include at least four bids are received for this project. Sheri Geisler amended her second as well. Motion carried. 4/0.

Discussion of the Golf Course Club House

A motion was made by John McEachern, seconded by Ben Lawrence, to adjourn the Public Building Commission and reconvene the City Council Meeting at 8:57 p.m. Motion carried 7/0.

APBC - Adjourn

Mayor Lawrence reconvened the City Council Meeting at 8:57 p.m.

Reconvene the City Council Meeting

Jeff Bridges presented the Contract for Planning Services: Update for the Comprehensive Plan. He stated the City had applied to the State for a $25,000.00 grant, but because of cutbacks, the State has granted $10,000 toward the 50% Community Capacity Grant / 50% Local Match grant. He further stated that Foster and Associates has been working with the City to allow the maximum benefit for the $20,000.00. Most of the actual drafting of the document will be from City staff with consulting services provided by Foster & Associates for the planning elements, data collection, interpretation, and public input.

Mayor Lawrence asked about the committee that will be working with staff on this project.

Mr. Bridges stated there would be a steering committee that would help gather public input and collates it for the Planning Commission to craft the document for the Council to adopt. He further stated the members of the steering committee will be representatives of the Park Planning Committee, the Site Plan Review Committee, the Planning Commission, and the City Council.

A motion was made by Sheri Geisler, seconded by John McEachern to approve the contract with Foster & Associates in an amount not to exceed $18,500.00 and authorize the Mayor to sign the agreement. Motion carried 4/0.

Contract for Planning Services: Update for the Comprehensive Plan

Chief Harris presented the non-elect personnel issue Don Robertson. He stated that Officer Robertson has completed all the requirements for his advancement to MPO1. A motion was made by Sheri Geisler, seconded by Caroline Hale, to approve the position change from MPO to MPO1 effective July 21, 2003 with a salary increase of 2.2%. Motion carried 4/0.

Non-Elect Personnel

Les Mangus presented the first additional agenda item for a streetlight request for Crescent Lakes Third Addition. There was some concern that the streetlights may be spaced too far apart. Mr. Mangus stated that these locations meet the streetlight policy with a 600 foot maximum spacing.

A motion was made by John McEachern, seconded by Sheri Geisler, to approve the request for streetlights in Crescent Lakes Third Addition.

In further discussion, Keith Zinn asked about placing streetlights at the intersections of Brentwood Court and Lakecrest Court.

Les Mangus stated that was part of the 2^nd addition and streetlights were already there.

Motion carried 4/0.

Jeff Bridges presented the request for use of Tornado Video by Darlow Smithson Productions, which was the second of the additional agenda items. He stated the production company is out of England and is producing a video for National Geographic Explorer called Built for Destruction. They have asked to use the footage the City has from the 1991 tornado that hit Andover.

A motion was made by Sheri Geisler, seconded by John McEachern, to approve the request of use of a copy of the City's tornado video by Darlow Smithson Productions with the understanding that if the video is used, a copy of the documentary be furnished to the City of Andover. Motion carried 4/0.

Mayor Lawrence presented the discussion regarding the rental rates for the Lodge building at Central Park. He stated there have been complaints that the rates are too high and he wanted the Council's input on the matter. He then asked how much use the Lodge was getting under the current rates.

Jeff Bridges stated it had been rented nine times so far this year, however, there have been 35 meetings held there that do not carry fees.

The Council discussed the idea of lowering the rates and raising the deposits to help offset the costs involved in repairing damage and cleaning relating to the rental of the facility. The Council did not want the facility to be overused or to have it used for inappropriate uses. The cost and use of the City's other facilities were also discussed. After discussion regarding the options, a motion was made by John McEachern, seconded by Keith Zinn, to change the rates for the Lodge as follows effective August 1^st:

Discussion: Rental Rates for the Lodge

Inside City rate

Outside City Rate

8:00 a.m. - 6:00 p.m.

$200. per room

$350. per room

6:00 p.m. - Midnight

$200. per room

$350. per room

8:00 a.m. to Midnight

$325. per room

$600. per room

Kitchen

$50.

$50.

Deposit for rental

$200.

$200.

Motion carried 3/1 with Sheri Geisler in opposition.

Member Items:

Sheri Geisler had no member items.

John McEachern had no member items.

Caroline Hale had no member items.

Keith Zinn asked for an explanation on the Transportation Development District. He stated that Missouri has been using this program for some time and had success with it.

Jeff Bridges stated that the TDD's are just another method of creating benefit districts and that that system is not much different than the City's current special assessment policy.

Jeff Bridges made the Council aware that Camp Towakoni is for sale. After some discussion, it was the consensus of the Council to look into a cooperative purchase with Butler County, and the City of Augusta.

Mayor Lawrence stated the Council has a Budget Workshop Meeting scheduled for Monday night. He stated the Council will have to work on making up a little deficit. He stated that the challenge comes from the State deciding to withhold the cities' ad valorem tax dollars.

Member Items

A motion was made at 8:50 p.m. by Caroline Hale, seconded by John McEachern, to recess the meeting to Monday, July 14, 2003 to the Central Park Lodge at 6:30 p.m. for a Budget Workshop. Motion carried 4/0.

Adjournment

Respectfully Submitted by

Administrative Secretary

Approved this 29^th day of July, 2003 by the City Council, City of Andover.

City Clerk