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9 - Overbrook Council Minutes
CITY OF OVERBROOK
MINUTES REGULAR COUNCIL MEETING MAY 9, 2007
MEMBERS PRESENT: Bob Sisson, Tadd Goodyear, Dorthy Chikly,
Don Schultz, Larry Coursen,
Mayor Jack Young.
OTHERS PRESENT: Pat Martin, Stephanie Watson, Mary DesChamps,
Ira Allen, Rob Molt,
Vic Robbins, Jon Brady, Rich Hamit, Patty Hylton, Jim Koger,
Call, Everette Dannar, Cheryl Brown.
The meeting was called to order by Mayor Young at 7 PM.
Roll was called by Cheryl Brown, City Clerk.
MINUTES / WARRANTS: Bob Sisson moved to approve the minutes
of the April 11, 2007 regular meeting as written. Larry
Coursen seconded; motion carried 5-0. Larry Coursen made
a motion, seconded by Tadd Goodyear, to approve the minutes
of the April 18, 2007 special meeting as written. Motion
carried 5-0. Dorthy Chikly moved to approve the minutes
of the April 26, 2007 special meeting as written. Larry
Coursen seconded; motion carried 5-0.
Larry Coursen made a motion, seconded by Dorthy Chikly,
to pay all warrants presented. Motion carried 5-0.
SANTA FE TRAIL DAYS: Pat Martin, on behalf of PRIDE and
the Overbrook Athletic Association to talk about Santa FE
Trail Days. The Pony Express riders will be here on Friday,
September 14th and the plan is to have activites carry over
through Saturday, the 15th. There will be crafters, vendors
and demonstrators as well as a bean feed at noon on Friday,
the 14th. There will be a wild mustang show on Friday and
Saturday, as well as an antique tractor and car display
and they would like to have a parade with the antique cars
and tractors on Saturday morning. Plans to have a poker
run with the antique cars are being discussed. The group
would like to have a street dance on Friday night. Martin
said that the more successful this is this year, the better
the chances of having it again next year. Martin said that
the endurance race and village will be hosted by Overbrook
next year. Stephanie Watson said that we need to find 30
acres to be used for this event next year. Martin said that
people from all over the United States will be coming, so
they’re wanting to put on a really good show. Stephanie
Watson, Osage County Economic Development Director, said
that we could have 2,000 people in the county for these
events. Burlingame is hosting the race village, Melvern
will be the site for the endurance race and the Pony Express
will be in Overbrook. Watson said that there are tourism
grants that can be applied for to help with expenses for
next year’s activities. Mayor Young said that the
group can expect full cooperation in every way. Martin said
that there will only be two horses and riders involved with
the Pony Express ride and exchange. All the activites will
take place at the fairgrounds, except the parade and street
Martin said that may be up to 500 people traveling with
them. Martin said that the school kids will be having an
old-fashioned lunch with the Pony Express riders on Friday,
with opportunity to have pictures taken. Watson then said
that OCED will be able to help with the advertising, and
plans to have someone appear on free spots on the local
tv stations. Mayor Young said that information will be put
on the city’s website as well. Martin said there will
be flyers distributed in surrounding towns.
Watson said that their will be a fireworks display in Melvern
on July 7th. Watson is thinking of ways to draw people into
the county for several days next year, using several activities
in different towns including the Pony Express event.
CLAIM FOR SEWER BACKUP DAMAGE: Rob Molt, 206 W. Market,
came before the council to ask for help with the cost of
repairing the damage to his basement from sewer water that
backed up into his basement after the past heavy rains.
Molt has only received a couple of bids at this time. Molt
also said that they’d had this same problem 2 years
ago. Don Schultz asked if some kind of backflow preventer
had been installed at that time, and Molt said there’s
a trap of some kind. After discussion, the council advised
Molt to install a check-valve in addition to a sump pump.
The council agreed by concensus to submit the claim to the
city’s insurance company.
AID FOR GREENSBURG, KS: Mary DesChamps, owner of Granny
Brown’s Attic, came before the council to report that
American Legion Post #1, Topeka, will be at her store sometime
on Thursday to collect donations of clothing, non-perishables,
and gasoline cards. DesChamps has offered any and all of
the items in her store that they want to take, and thought
maybe the city would want to do something. Don Schultz made
a motion, seconded by Bob Sisson, to donate $200 to be used
by the volunteers to purchase gasoline. The first choice
is to get a gas card locally, but only if that will work
for the American Legion people as we’re not sure if
Casey’s would be located close to Greensburg. DesChamps
said she would check with her contact and let the clerk
know how to proceed.
SEWER REHAB PROJECT: Vic Robbins reported that not much
has been done the past 10 days due to the weather, other
than spreading some gravel. Two big items to be completed
are re-paving all the settled asphalt areas, and the re-seeding
and mulching. There’s also some fence work and minor
repairs as a result of the sewer work. He named several
others things, including finishing the leveling at the lagoon
site. Robbins said that after Joshua Excavating is finished
with their part, another meeting may be necessary before
he can sign off on the project. Robbins is also concerned
that Joshua Excavating still is not current regarding payments
to his subcontractors. Cheryl Brown said that she has checked
with G&G Excavating about any bills from the quarry
for rock to be used for the sewer project. Brown also said
that Donna Crawford, G.A.S., has told her not to pay Joshua
Excavating until Crawford has received all the necessary
paperwork. Mayor Young said that he and Bob Call have been
asked to retrieve some gravel out of the creek on Don Thornton’s
property. This is gravel that has washed in from the east
lift station and the street. The mayor asked if this is
Joshua’s responsibility or the city’s. Robbins
said that if the lift station area had been cleaned the
way it should have been by Joshua’s, it wouldn’t
have ended up in the creek. The council agreed by concensus
to have Bob Call remove as much of the gravel and debris
as he can from the around the lift station.
Robbins said that he’s concerned about the amount
of “clean water” that’s still emptying
into the lagoons. His feeling is that not all of the sump
pumps are draining to air as they should be. Robbins feels
that there’s still a lot of clean water coming from
perimeter drains and sump pumps. Mayor Young asked how we’re
going to eliminate that. Robbins said his feeling is to
eliminate intentional inflows from private residences. This
would need more inspections to find perimeter drains and
sump pumps. The mayor asked how to do this without going
into the house and running cameras from the inside out.
Robbins said that the other option would be to dig, which
no one wants to do. Mayor Young said he’s heard of
a robot-device that will climb from the sewer main into
the service line. Robbins and Call said that those are limited
by the amount of water and the angles of the lines. Robbins
said that going back over the inspection reports done earlier,
plus looking for houses with basements and no sump pumps
and no place where the perimeter drain is surfacing might
be the way to start. Robbins said that KDHE will probably
let the city work on this problem before they would require
the city to build additional lagoons. Don Schultz asked
if there was an overflow at the lagoons as a result of this
last heavy rain. Robbins explained that the extra volume
of stormwater going into the lagoons causes the water to
be forced through the cells before the normal processing
time. Schultz asked if there’s a reasonable fix at
the lagoon end, and Robbins answered adding to the capacity.
Robbins said that the excess storm water can also cause
damage to the lagoons over a period of time. Robbins said
he would go back through the reports and report back to
the council. There was discussion about improving the capacity
of the lift stations. Mayor Young asked that more gravel
be put at Shirley’s Café to accommodate moving
her dumpsters back to their original location. The mayor
also said that Jean Branson would like to have some work
done on her property to make the water drain towards the
ditch away from her house. Robbins said he would check into
Mayor Young said that the valve vault at the east lift station
blew off today. Call said that it needs some kind of gripper
ring put on it. Robbins said Joshua’s should be required
to fix it as part of the project.
STORM WATER DRAINAGE: Don Schultz said that he’d received
complaints from Wally Harris regarding water draining on
his property from the Brookside area, probably due to the
current contruction. Schultz said that Brookside and the
affected neighbors have been talking about solutions. Robbins
said that a drainage control ditch was included in the approved
site plan, but Scott Averill thinks that part of the water
is coming from east of his property. Mayor Young said that
this sounds like something for the property owners to discuss
and agree on a solution.
CONCRETE REMOVED FROM SEWER PROJECT: This is no longer an
issue since the contractor has buried it.
POOL OPERATION TRAINING: Mayor Young said that Joni Hudson
has talked to Family Pools & Spas about some training
for starting up the pool as well as daily maintenance, but
he’s not sure when this will be done. Dorthy Chikly
mentioned that the council would like to have Hudson be
more diligent in tracking the testing schedule throughout
the year. Mayor Young said he would talk to her about that
when the start-up training takes place.
CULVERT FOR FULLER PROPERTY: Vic Robbins said he did tell
Eula Lee Fuller that having a culvert installed in the driveway/alley
would help keep the water from pooling on her property since
there are no ditches there.
BID FOR DITCH/CULVERTS: Mayor Young said that the individual
who had offered to pay to have the ditchs and culverts repaired
on his block has declined after seeing the first bid.
OVERBROOK PARK PROJECT: Vic Robbins said that he’s
talked to Bonnie Johnson, KU, about a site plan for the
east side of the city lake property regarding access, etc.
Robbins said he’s not sure where the property lines
are, and that the Hylton House is placed on a site at least
as high as the top of the dam elevation to avoid flooding.
He’s not sure there’s enough city property to
accommodate this. The mayor said that the Hylton House has
been put on hold at this time.
Jon Brady asked that any dirt that’s being hauled
by the city be put in a certain area of the future soccer
field. Brady also asked for $2,091.56 that came from Osage
County Special Parks & Recreation monies that was sent
to the city in August, 2006. Tadd Goodyear made a motion,
seconded by Don Schultz, to authorize using the $2,091.56
as matching funds for the Overbrook Park Project. Motion
carried 5-0, and the clerk will issue the check to PRIDE/
Special Park Fund. A report will need to given to the Board
of County Commissioners on how the money was spent.
Brady also asked if the city is going to pay for the field
maintenance again this year. This amounted to around $1300
last year. Mayor Young asked if the OAA has received any
money from Santa Fe Trail High School, and Brady said they
haven’t. Don Schultz asked if this would create opportunity
to have a Parks/Recreation person to do a lot of things,
including field maintenance. The mayor said yes, it would
be a good thing. Schultz said to do this on a large scale,
the person would also need to be somewhat in charge of the
Athletic Association, where revenues and expenses would
run through that department, and they would also oversee
the maintenance aspect. The pool could also be included
in the plan. The mayor suggested this be studied more carefully
in the fall. Bob Sisson moved to pay the field maintenance
at Jones Park. Dorthy Chikly seconded the motion; it carried
Robbins mentioned concern about flooding in the areas where
the memorial circle and pavilion are to be located. Hopefully
the materials that are used for the construction will withstand
LIBRARY BOARD: Larry Coursen made a motion, seconded by
Bob Sisson, to appoint Bob VonStein to the library board
for a term of 4 years. Motion carried 5-0.
CHECK SIGNERS: Bob Sisson moved to designate Don Schultz
and Dorthy Chikly as authorized check signers for the city.
Tadd Goodyear seconded; motion carried 5-0. The clerk will
get the necessary paperwork required by the bank.
RE-APPOINTMENT OF CITY OFFICERS: Mayor Young read a list
of city officers to be re-appointed and asked for a motion
to approve the appointments. At that time, Bob Sisson made
a motion, seconded by Larry Coursen to go into executive
session for at least 10 minutes to discuss matters not related
to elected personnel. Motion carried 5-0, and the meeting
was recessed. The mayor opened the meeting at 9:17 at which
time Sisson moved to go back into closed session for 20
minutes with Coursen seconding.
Mayor Young called the meeting back to order at 9:37 at
which time he stated that he was going to ask that each
city officer be appointed individually. The results are
Chikly motion/Coursen second for Stephen Jones as Municipal
Court Judge 5-0
Schultz motion/ Coursen second for Michael Coffman as City
Chikly motion/Goodyear second for Shayne Coursen as Court
Sisson motion/ Chikly second for Patty Hylton as City Treasurer
Coursen motion/ Goodyear second for Bob Call as Maintenance
Schultz motion/ Chikly second for Cheryl Brown as City Clerk
Chikly motion/ Coursen second for Jim Koger as Assistant
Assistant Maintenance, Animal Control 5-0
Schultz motion / Chikly second for Edward Harmison as Chief
of Police 2 yes; 3 no
with Coursen, Sisson and Goodyear voting no
Schultz motion/ no second for Everette Dannar as Assistant
Chief of Police
Motion died for lack of a second.
There was no motion made to reappoint any of the five listed
part-time law officers as neither Harmison or Dannar had
At this time, Everette Dannar asked “Can someone tell
me what just happened here?” Mayor Young said he wasn’t’
sure. Dannar then asked if he had a job or not, and the
mayor again said that he wasn’t sure, but he didn’t
think so. Dannar asked when this would be effective, and
the mayor told him as of now, but that Dannar could have
until 8 AM Thursday to turn in his equipment. At that point,
Dannar left the meeting.
LAW REPORT: Since there was no one present from the Police
Department, Mayor Young reviewed the written report that
had previously been distributed.
MAINTENANCE REPORT: Bob Call told the council that he’s
repaired 56’ of water line at well #4 as a result
of a major break. He also had to make repairs at well #1,
due to the same problem. Both meters had to be removed and
cleaned. He put about 60 hours into these repairs. He’s
still waiting for parts to complete installing meters at
all five wells.
Water service has been installed for Brookside’s new
addition, and they had to rent a tapper due to a different
sized service line, and Brookside wants a bigger tap for
the sprinkler system. Call has told them that the city doesn’t
have that equipment so Brookside will have be responsible
for all the equipment. Call mentioned that the maps are
wrong about the sizes of the water lines in that area.
A water break on Market St was fixed, and the phone lines
have all been moved on W Seventh so the township can start
on the ditch soon. Call would like to have Vic Robbins involved
since there’s a driveway culvert to be installed.
Call said that he’s had some work done on the tractor
to make it a little safer. He’s also working on the
paper work required for the manhole overflows.
D & S Sanitation will be coming to finish pumping out
the pool, and they’re going to pump out the restroom
at the lake.
Call asked that the council get job descriptions so everyone
knows what his job is or is not.
Tadd Goodyear said that Call needs to do some more back-filling
where he worked on the waterlines at the wells, but he might
want to wait for it to settle more.
CITIZEN COMMENT: Cheri Harmison, wife of Chief Ed Harmison,
asked to speak. She said she has major questions as she
understands her husband’s job has been done away with.
She asked if there’s been major complaints, or other
problems or is this just a vendetta by a couple of people
who are a little peeved. She asked how they could wreck
a man’s career who’s just a few years from retirement,
and was that even considered? She stated that this is a
small, tight-knit community who are supposed to look after
each other, and that’s what her husband has been doing.
She also stated a concern that at his age, he probably wouldn’t
be able to get another job in law enforcement. She said
that she could understand if the police department was doing
something wrong, but not if this is because a couple of
council members have an axe to grind. She then left the
TREASURER’S REPORT: Patty Hylton reviewed the financial
reports, with a brief explanation of what each one shows
for the benefit of the two new council members. Hylton said
that there will probably be some out-of-pocket expenses
for the wasterwater project, and will talk to Vic Robbins
about what we should expect for final billing from Joshua
Jon Brady asked how they should account for the money received
from the county. The clerk said that the city can report
that the funds were given to the park project, and then
the park committee can report as to how it was spent.
CLERK’S REPORT: Cheryl Brown told the council that
Jim Long will be here to do the annual audit on Thursday,
May 24th. Donna Crawford will be here on May 25th to monitor
the wastewater project.
Brown said that Jim Long told her that the state statute
refers to Special Highway funds being authorized for “incidental
facilities”, and that may include ditches. Long suggested
that the city attorney advise us on the exact meaning.
There was discussion about what to do for streets this year.
Larry Coursen suggested getting bids for repairing the really
bad spots are and then just chip and seal in those areas.
Mayor Young asked Bob Call to talk to some contractors about
doing it this way and how much can be done with the available
funds. The Special Highway fund has $33,125.91 as of the
end of April. The council agreed by concensus to have Call
get more information about certain areas that need repaired
and get some bids. Jon Brady said that a lot of the ditches
in town don’t work due to debris blocking them. The
mayor said that he and Call have been talking about getting
a blade that would work on the backhoe. Hylton said that
the city should receive another $20,000 in special highway
funds by the end of the year.
COUNCIL MEMBER COMMENTS: Bob Sisson asked who will notify
Osage Co Sheriff that the police officers were not re-appointed.
The mayor said he would do that right after the meeting.
Don Schultz asked if there should be a special session with
the sheriff to see what can be done. Larry Coursen said
that the locks need to be changed right away. The mayor
asked if the clerk would take care of having that done.
Bob Call said we just had the locks re-keyed the last time.
He also said he wouldn’t advise leaving the patrol
cars at the maintenance shop. The mayor said we’d
have to figure that out later.
MAYOR’S REPORT: Mayor Young said that he was very
disappointed about how much clean water ended up in the
lagoons after all the sewer rehab work that was done.
The mayor said that some more thought needs to go into finding
someplace for people to use as a tree limb dump site and
how to police it.
MISCELLANEIOUS: The clerk asked the council to please review
the proposed zoning ordinance as presented by the Planning
Commission so it can be adopted as soon as possible. She
has provided copies of the new one as well as the current
EXECUTIVE SESSON: Bob Sisson moved to go into executive
session with Cheryl Brown to discuss non-elected personnel
matters for 5 minutes. Dorthy Chikly seconded; motion carried
and the meeting was closed from 10:30 to 10:36 PM. No action
was taken after the mayor called the meeting back to order.
MISCELLANEOUS: Larry Coursen moved to start the procedure
to get a contract with Osage County Sheriff for coverage.
Bob Sisson seconded. Vote was 2-3 against with Schultz,
Chikly and Goodyear voting no.
There being no further business before the council, Larry
Coursen moved to adjourn with Bob Sisson seconding. Meeting
was adjourned at 10:40 PM.
APPROVED: June 13, 2007