City Clerk Wagner reported the city continues to be in the process of rebuilding the records. Currently, they are recreating the 2023 payroll for reports that they have to file, along with expense reports from last year and audit reports for 2022 and 2023. USDA is waiting on 2022 and 2023 reports. The city has appointed O Tax to do accounting and bookkeeping services for the city. “Dee is working hard so we can get everything filed in a timely manner,” said Wagner. Wagner was appointed the Clerk at the May meeting.
In addition to the expenses that the city normally spends, the council voted to pay an additional expense of $4,375 to O Tax. The work that they were doing to clean up the city’s records totaled 87.5 hours.
The following work was included in the statement. Sending information to the lawyer about the EEOC changes – 2.5 hours. Finding paperwork for shutoff notices – 13 hours. Account issues and fixing the password – 20.5 hours. Correcting accounts – 1 hour. Finding paperwork for receipt and expense reports for January to March 2024 – 7.5 hours. Checking deposits – 6 hours. Working on problem accounts – 4.5 hours. Recreating the 2023 payroll – 15 hours over two days. Recreating the treasurer’s book for January 2024 – 7 hours. Continuing to check accounts as problems arise – 4 hours. Letters to residents and checking accounts – 4 hours.
The city voted to pay the additional expense, with 80% coming out of the general fund and 20% coming out of the water and sewer fund. The council decided to split it this way because of an additional expense of $8,951.91 from McGwire, which is doing a clearwell project around the city and which will submit a bill of $30,000 in the near future for water tower work. They are spreading out water tower projects over several years instead of the city having to pay $200,000 all at once.
Once the current cleanup is done, the city will still have accounting issues to deal with. They have received several complaints from residents stating that they paid cash for their water and/or sewer bills, but they had never been credited. The council tabled a decision on how to handle these complaints until the next meeting. Some stated that they had paid cash, but had no proof they paid and there were no records showing they paid. Back in May, the council voted to go back one year on previous balances billed wrong with no late fee for two months. After the two month period, residents can come in and apply for a payment plan. The city is in the process of coming up with a list of residents who have paid cash with no proof that they paid. No adjustments will be made for the time the sewer was being underbilled for some residents.
According to the May 6th minutes, there was around $9,000 in delinquent bills as of that time. Some accounts had not been billed correctly and some had not been billed at all. Some had been turned off. Some should have been receiving a sewer bill and had not received one.
The city voted to roll over their CD’s, which had matured at the end of May.
The council voted to put its Evergy bill on autopay. The city had been getting the bill after the meeting, when they approve bills, and the bill would be due before the next meeting.
The council granted liquor licenses to Rick’s Country Shoppe and M&M Pub & Grub.
Councilman Allan Thompson objected to Chris Bird using the city mower to mow private property. “It was getting away from him and we needed to borrow his tractor,” responded Bird.
Bird reported that someone was interested in buying the city truck. The council will put it out for bid.
The council voted to pass a resolution regarding the upcoming Hopkins Picnic:
BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF HOPKINS AS FOLLOWS:
As the City’s contribution to the Hopkins Picnic, which is an institution sponsored by the Community Club and the citizens of Hopkins, it is hereby resolved that the said period for the picnic is to wit:
From 12 Midnight June 26th to 12 Midnight June 30th, the said Community Club shall collect and receive all licenses, fees for shows, stands and entertainments of all kinds, and for all concessions on all public streets, alleys, and for all public grounds in said city, and shall have the right and power to locate and designate the place and places where said shows, stands, and entertainments and concessions shall operate and have full authority over said streets and alleys and public grounds and regulate the same, and shall keep all fire lanes open on all corners along with ensuring that all valves and meters on said public streets, alleys, and public grounds are unobstructed and accessible at all times by the City. Also, the Community Club will insure that at the time the Streets are turned back over to the City at 12 Midnight June 30th that all streets are cleared of all stands and entertainments of all kinds.
Excepting the City reserves the right to ensure that any stands, concessions, and entertainments of all kinds will be set back away from the lots located at 101 and 105 N. Third Street, which area will be roped off during the above time frame in order to ensure public safety.
Excepting the City reserves the right to enforce all ordinances of the city.
Excepting the Community Club will pay all policing and parking expenses and clear the streets after the picnic; the city has the right to select the extra police.
The Community Club assumes all responsibility for any damage to the paved streets.
At the May meeting, the council voted to approve an additional expense to AA Lawn Care for $2,100 for mowing the cemetery three times.
The Hopkins CBC made a request for the city to contract with the Regional Council for a demolition grant to demolish additional abandoned structures in Hopkins. The fee for writing the grant would be $1,500 and the CBC agreed to pay it on behalf of the city. The deadline for submitting the grant for this cycle is September 15th. Members have been asking some of the property owners if they were interested in participating, since the grant requires owner cooperation. The council voted to approve the contract.
Darren White, candidate for Nodaway County Sheriff, introduced himself to the council.
The city set new policies for use of charge accounts and credit cards for day to day use. Only one credit card will be in use, which is held by Chris Bird. The city had two other cards, which they have turned off. Any purchases should have a receipt which will be turned into the City Clerk.
Part time employees will now write down on a time card what was done during work hours. The council will consider work over 30 hours in a week on a case by case basis.
City Hall is being monitored by security cameras in use 24 hours a day.
Sue Wagner reported that in cleaning and organizing the office, cemetery records have been found all over the office. Most records found are from 2021 and earlier. Few current, up to date records were found.
There was a leak from a customer, and their water did not go through the sewer. The council waived the sewer bill of $127.50.
The council approved a contract with the New Nodaway Humane Society. They will do a random monthly run through the city. When the Humane Society has to pick up a dog, the owner will get a verbal warning the first time and then the city will be notified the second time that the owner needs a dog tag.
Chris Bird presented a bid from Mid-America Road Builders for street repair. The goal is to complete repairs before the Hopkins Picnic later this month. Discussion was held on the intersection of 148 and Barnard Street; the state is responsible for that portion.
Bird also presented a bid for a new mower. The old mower was 9 years old and had issues of overheating. Repairs could have cost over $1,000. The council voted to purchase a new Country Clipper motor for $12,275, including a trade in for the old mower.
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