September 18, 2023 at 4:00 PM - Beatrice Regular City Council Meeting
Minutes | ||
---|---|---|
1. ROLL CALL
|
||
2. CONSENT AGENDA
|
||
2.a. Approve agenda as submitted.
|
||
2.b. Receive and place on file all notices pertaining to this meeting.
|
||
2.c. Receive and place on file all materials having any bearing on this meeting.
|
||
2.d. Approval of minutes of regular meeting on September 5, 2023, as on file in the City Clerk's Office.
|
||
2.e. Approval of Treasurer's Report of Claims in the amount of $788,526.54.
|
||
2.f. Approval of BASWA Report of Claims in the amount of $59,172.48.
|
||
2.g. Approval of write-off of ambulance bad debts.
|
||
2.h. Approval of Pay Request #2 to Lammel Plumbing in the amount of $75,874.65, for the Gage County Industrial Park Sanitary Sewer By-Pass Project - Phase III – 2023, as recommended by the Board of Public Works.
|
||
2.i. Approval of Final Pay Request in the amount of $89,814.00 to Mid-Continental Restoration Co., Inc., for the Exterior Building Repairs – Beatrice Police Department project.
|
||
2.j. Resolution Number 7125 reappointing Dan Kunzman to the Citizens Advisory Review Committee.
|
||
2.k. Resolution Number 7126 entering into an Interlocal Cooperation Act Agreement with School District No. 15 of Gage County, Nebraska, regarding the employment of two (2) school resource officers.
|
||
2.l. Resolution Number 7127 entering into a Memorandum of Understanding with School District No. 15 of Gage County, Nebraska, regarding the employment of two (2) school resource officers.
|
||
2.m. Resolution Number 7128 adopting the updated Americans with Disabilities Act (ADA) Reasonable Accommodation Policy and Grievance Policy.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
fralin - patient number?
TT - yes call number, assigned Fralin - 4 consecutive calls, nomoney back. TT - some very frequent. added non-transport fees over last few years. still have individuals who call 911 for almost anything. Kerr - we can't refuse? TT - no, one time you odn't |
||
3. PUBLIC HEARINGS/BIDS
|
||
3.a. Public Hearing to supplement the Fiscal Year 2023 Budget.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
TT - do every year, supplement current budget for FY23, additional expenditures. this year large amount, under 12 million. general fund- insurance proceeds, increased salaries for police department, fleet vehicle with hail damage, wrecked ambulance, donations $35,000. insurance claims higher $400,000. street carried over from FY22. M&O, roof repairs, added street curb & gutter work on Court Street, took out some equipment. more keno than anticipated, which is good. capital ikmprovements - roofs, grants came in so additional funding, PSD backup 911 from Fy22, equipment not ready or not ready to install
sanitation vehicle repairs & additional pruchae of totes electric roof repairs & geo thermal. transformer & meters & REDLG grant for BCHHC Water $4.5 in SRF loans, lots came through in FY23, not initially budgeted for FY22 carried o FY23 WPC roof repairs - $140,000 large number, most carry forward from FY22, roof damage from hail storm Fairbanks - when have excess keno - wish would be left in keno funds for beautification of community...throwing out to leave in keno for TT - money paying for additional taxes - |
||
3.b. Ordinance adopting the supplemental budget for Fiscal Year 2023.
Action(s):
No Action(s) have been added to this Agenda Item.
|
||
3.c. Public Hearing for the purpose of receiving comments from the public regarding the proposed Wellhead Protection Plan.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Taylor - wellhead proteciton area, recently acquired property to east of well. 1 mile north & 1 mile east. incase we need additional wells. part of drinking water PMP. makes funding available for best practices, prohibits some farming. had 2 public hearings & have worked with State, NRD, all approved.
|
||
3.d. Public Hearing for the purpose of considering the application of Fortunato Sanchez, dba, El Palacio, 2205 North 6th Street, Suite 18/19, Beatrice, Nebraska, has submitted a new application for a Class I liquor license.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Chet & Hickman under oath -
hickman, conducted investigation. listed no traffic or criminal convictions on application. found 13 traffic citations, 2 criminal convictions 13 civil cases filed, collections related & have active spouse 11 traffic & 3civil cases, still currently active Chet - no issues found. like business nothing to deny on zoning part Ted - pd recommendation or report? just report TR - application has omission of statements that should have been in there. Kerr - we can still deny & state has last word? TR - correct TD - has this happened? TR - not that he knows of but not unheard of ted - recommend hav esomeoneelse apply for stan meyer - will work with him |
||
4. RESOLUTIONS
|
||
4.a. Resolution Number 7129 adopting the Wellhead Protection Plan developed by Olsson, Inc., for the purpose of protecting the public water supply system, as recommended by the Board of Public Works.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
TR - wellhead smaller part of DWPMP, expand for additional property purchased.
|
||
4.b. Resolution Number 7130 adopting the Drinking Water Protection Management Plan developed by Olsson, Inc., for the purpose of protecting the public water supply system as recommended by the Board of Public Works.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
TR - larger plan develops best practices available for funding available. worked with state, nrd, blessing of all that helped develop plan.
|
||
4.c. Resolution Number 7131 entering into an Agreement for the Purchase and Sale of Renewable Energy Certificates between the City and ACT Commodities, Inc., as recommended by the Board of Public Works.
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
TT - earn RECs from windfarm, accrue into account, every 6 months sell, go through ACT, provide best price.
|
||
5. ORDINANCES - None
|
||
6. PUBLIC FORUM
Discussion:
no one appeared.
|
||
7. DISCUSSIONS/REPORTS
|
||
7.a. Proposal from Merchant McIntyre Associates for a Federal Funding Action Plan.
Discussion:
TT - had conversations looking for grant writer, based out of Washington DC. help find funding at federal level, grants, etc. monthly fee is $8,000 asking for 3 month agreement. come down talk to dept heads, help determine what may beavailable for us. will start lining meetings up with congressional staff. then would ask for 1 year agreement with $8000. they don't want to just chase $$, if can help will do so
types: transprotation, water, wastewater, Econ parks, _____________. reached out & contacted 5-6 recevied comments back from 1, they have mtgs on youtube. sounds like they do a thorough job. TF - doesn't talk about success rate. TF - talked about before & was supportive. If they can get 1 grant, it pays for itself. are they set with the flat fee or are they given fee to administrate the grant. once we receive grant, then can they get the 10% to administer grant. TT - will support city, planing, partnership, administration, $8000 flat fee. Kerr - not negotiable? TT - last one was $10,000. Did have conversation, can't go off percentage of grant. Kerr - how many grants written in 1 month? TT - depends upon year. TR - seasonal & what project would be good for grants, recent federal grants, dozens of grants that we don't have resources to apply for. McLain - new federal grants are complex application. TT- yes, complex to write, not common on normal grants we are used ot applying for. TD- favor of this, have additional jobs on top of writing grants. committing to $24,000, see if they are worth their salt. every grant has administration fees, if they can get us grants, so many grants available, need to have someone involved with geting this to beatrice Ruh - hire grant writer, salary? TT - at least $60,000 for salary, close to $90,000. writer & administrator two different persons. Ruh - know what theyre doing Fralin - no brainer, if decide to proceed, $8000 for rest of year? TT - yes that is what they told TFairbanks - important to have someone look at this that does grants & Mayor - ties to DC bring at 10/2 |
||
7.b. Finance Department Overview.
Discussion:
HB - 2014 office assistant, 2016, 2020 accounting assistant, ______ current role since Jan 2022
both degree with city education tuition reimbursement - thank you YP3 & YMCA Foundation Team - 9 employees recently acquired utility billing department daily duties - assisting customers, one of most forward facing departments work with lots throughout community. bpw utility bills, ap & ar - invoices from both sides, managing purchase orders, statements lost of cash receipting., most departments do their own daily deposits & receipted in balancing reports other duties as assigned - so many people who do little tiny tasks weekly & monthly - payroll 2 weeks, balancing hours, reviewing calculations. claims listings, prints checks, utility billing - delinquent notices, shutoffs & reconnect communicating with department heads daily duties - finance director - support the team, communicating with them, communicating with department heads, where financials are in budget, monitoring funds. making sure out of correct funds & bank accounts making sure receipting s should & deposits balance. managing GL City/BPW different lots of journal entries - caselle, still have some manual ones monitoring internal controls weekly & monthly - monthly balancing, AR, utilites, bank reconciliations, monthly financials - department heads. sometimes feels out late - 2nd mtg of month, can run previous month payroll - number of employees - 2 day process, submitting payroll, taxes, quarterly reports, annual reports, claims listing, budget copliance, maintaining EBA account, pay premiums, claims, etc sales tax - BPW monthly, calclate & pay to state, city is annually. keno - balance& submit to state 2 big items Budget cycle - start towards end of february - prepare spreadsheet, verifying beg balances, march to dept heads for next 8 years, also calculate ee wage costs, labor one of biggest, revisions, estimates for current year, then sending operating budget out to DH. enter other funds budget thatdon't hav edep head. June dept head budget meetings. all do a good job of understanding their budget - July meet with mayor & City Administrator. look at estimates again to make sure falling inline. updating final revenues. August receive valuation from County. turnaround time to get into paper is pretty quick, calculating tax levy & then print out budgets, ordinances, resolutions, preparing . Sept budget will be submitted to state, look at supplement budget & file also with sate. implement new budget into caselle audit - meet in april with new standards, updating ACFR, preparing & executing for year end. prep work for audit. auditors onsite in November - asking uestions, additional information needed. dont' look at eveything. auditors onsite again in December, 35??? keno report January rough draft of ACFR to auditors, lots of back & forth. mangaemnets discussion, front of ACFR. ____________ sent to auditors in february. by feb revised ACFR. march if any changes then present to council, state. auditors submit to feds for us. prepare _______ for BASWA Thank Ted - amount of time spent on audit HB - preliminary broad did anything change, when onsite, BPW good number - don't have to wait. main focus. outside of getting trial balances & knowing what they are going to ask for. could ask for anything. Large contracts, SRF funds, knowing what we know, can start. TF - more now cuz of Airport? HB - yes, had them before. may be better, since not separate. TF - specifically what we spend $$ on? HB - they would want to see additional documentation. the more documentation that can be provided to them. |
||
7.c. City Administrator’s Monthly Report.
Discussion:
dempsters - got 1 bldg
detention cell, sponge park, show best management practices are 33rd & Lincln- no new update, trying to get meeting set up on JEO TF - detention cell is what is needed in Hannibal park, but much larger TD - waterfall done looks great. TF - 500 comments & no negative TF - talked about an updated addition - would like to place a __________, there are funds available for it. will try to raise privately. McLain - unveiling? TD - yes, not sure what time? Kerr - duck pond discussion |
||
8. EXECUTIVE SESSION - Contract Negotiations
Action(s):
No Action(s) have been added to this Agenda Item.
|
||
9. MISCELLANEOUS
|
||
9.a. The next regular City Council meeting is October 2, 2023 at 7:00 p.m. in the BPS Administration Building Board Room. There will be a Special Meeting on September 29, 2023 at 12:00 p.m. in the City Hall Conference Room, for the purpose of approving final claims for FY23.
|