The Hamilton City Council meets on the second Tuesday of each month. The following report was generated from the unofficial minutes, which are subject to board approval.
The Hamilton City Council met on March 10 at 6 p.m. The amended minutes and remaining bills were approved.
During Public Comments, the resident at 107 S. 1st St requested approval to install and auger dry wells and add drain tile in the south ditch to alleviate water buildup. Plans were also noted for the future construction of a small retention/ fish pond to address seasonal pooling. The council approved the dry wells and drain tile pending an 811 Kansas locate ticket and confirmation.
In the Library Report, discussion was held regarding the current Google Forms for maintenance and the needed improvements. Beth Inwood and the library board will be notified once updates are completed. It was also noted that Inwood has returned to work, the state survey has been completed and staff members are planning to attend a summer learning workshop.
In New Business, the Hamilton Fire Department addition was discussed which included a proposed 40-foot north addition, door reconfiguration and updates to the bathroom, plumbing and drains. The department noted they are hoping volunteers may be able to assist with construction. The next step is to seek a formal contractor quote and develop a plan. The city will be contacted before any water or sewer tap is made, and metering will be considered. The council approved the purchase of Fire Truck Nozzle Quote #50749 from Emergency Fire Equipment in the amount of $1,390.
The council reviewed the city’s insurance policy and pending claim. The insurance agent attended the April 14 meeting to review the policy for renewal in July. The council discussed deductibles and concerns about water intrusion, rot and mold and recommended staff attend the adjuster walkthrough to document damage and prepare questions for the April 14 policy review.
The council conducted a preliminary review of the proposed animal/livestock ordinance covering chickens, goats, and similar animals. A draft outlining minimum acreage (proposed half-acre), enclosure/space requirements, setbacks from dwellings and property lines, fencing and sanitation standards, grandfathering options, and permit process/fees was presented. Council discussion focused on lot-size flexibility, setbacks, enforcement, and sanitation standards. The council agreed to review the draft, submit edits, and reconvene at the next meeting before forwarding it to the city attorney for legal review and formal drafting.
In Old Business, the council reviewed the fire department inventory, acknowledged a donation of brush gear, and noted that surplus items will be auctioned to free space in the fire station.
The council approved a pilot pothole repair in a high-traffic area. Superintendent Robert Ryan will perform the repair using the test cold-patch material and report the results at the next meeting so the council can prioritize additional repairs. The council will review the insurance adjuster findings, insurance guidance, and contractor estimates at the next meeting to determine the remediation plan for the roof and south wall.
The board approved to remove Charles Scholotterbeck from the bank signature card and for City Clerk Daphne Rayburn to update bank records.
Clerk Rayburn presented brochures for town flags and banners, including the 250th Anniversary display. The council discussed the items but no action was taken. The council requested Rayburn obtain vendor quotes for seven “No Alcohol on City Property Ordinance 281” signs.
Clerk Rayburn presented updates on improving operational matters, including utility payments. The council approved to set up automatic payments for Evergy and Atmos to ensure timely payments. The clerk will retain electronic receipts, continue printing the monthly check detail, and attach autopay confirmations to the meeting packet.
The council held an executive session for employee review for 5 minutes. After returning to open meeting, no decisions were made. The council held another executive session for employee review for 5 minutes. After returning to open meeting, the council approved to increase the hours for Superintendent Ryan to 40 hours, making the position full-time and eligible for KPERS.
During his report, Superintendent Ryan noted he is currently serving as the operator- in-training for both water and sewer systems. It was reported that Ryan is attending a conference, completing refresher training and is scheduled to take the required certification exam to become a certified water operator.
Water samples were collected and submitted, with no issues reported. Water loss was reported at approximately 3% for the month. Leak detection and repairs are ongoing, with additional unlocated leaks on the main still to be identified. Several meters and pressure gauges have been replaced. Plans include locating air-release valves to clean, rebuild, or replace them as needed to improve leak isolation.
A request was made to use the skid steer to cut and regrade a raised mound/backfill that is diverting storm water and contributing to localized ponding near Main Street and the adjacent alley, with the intent to restore proper drainage toward the highway ditch. Councilmembers and Superintendent Ryan noted that downstream ditch capacity, culverts, and whistle pipes must be inspected and cleared prior to any grading work. It was also noted that utilities must be located and verified in the work area, including any potential gas lines or exposed pipes, prior to excavation. The council agreed to proceed with a limited, trial cut rather than a full reconstruction at this time.
Residents reported sewer backup near the Second Street alley manhole in the area of the church and nearby trailer house. Superintendent Ryan inspected manholes on First and Second Streets and observed elevated flow conditions. One alley manhole was noted to be backed up. Potential causes and options were discussed.
During Council Concerns, Mayor David Harris presented his water bill for council review. It was noted that a request had previously been made to shut off the water service; however, when the superintendent turned off the shutoff valve, it did not function properly during the winter. As a result, the water line froze and broke.
Councilmember Doug Mitchell requested guidance regarding discharge of basement sump pumps. The primary concern discussed was identifying appropriate alternatives for directing sump discharge. Councilmembers and the Superintendent noted the high local water table and existing inflow and infiltration concerns. It was recommended that downstream culverts and whistle pipes be inspected and cleared prior to any decision to ensure adequate capacity. The council referenced a prior discussion regarding a church sump system and reiterated a preference to avoid permanent sump-tosewer connections unless a formal policy is established and system capacity is verified.
The remaining tree trimming budget of $600 was discusses. The council agreed those funds should be applied to priority areas. The areas identified as priorities included Second Street South, Main Street between 4th and 5th Streets, Greenwood Street west of the intersection and other previously identified problem locations. Proposed methods included sending reminder letters to residents and reissuing ordinance enforcement notices.
It was suggested to reinstate cleanup and maintenance items on the council agenda.
The next meeting of the Hamilton City Council will be held on May 12 at 6 p.m.
