November 7, 2016 Commission Minutes
GOODLAND CITY COMMISSION
November 7, 2016 5:00 P.M.
Meeting was called to order by Mayor Brian Linin with Vice-Mayor Annette Fairbanks, Commissioner Gary Farris, Commissioner Gwen Mai and Commissioner John Garcia responding to roll call.
Also present were Rich Simon – Director of Public Works, Joshua Jordan – IT Director, Dustin Bedore – Director of Electric Utilities, Joni Showalter-Police Chief, Suzanne McClure – Economic Development Director, Mary Volk – City Clerk, and Jake Kling – City Attorney.
Mayor Linin led Pledge of Allegiance
- Approval of Contract for Collection and Disposal of Refuse with In the Can – Mary stated, this is final step required for the City to enter into an agreement with In the Can for Collection and Disposal of Refuse. Jake wrote the agreement; In the Can has reviewed and agreed to contract. The contract is asking that operations remain the same as currently exist. The contract term is one-year with the right to exercise ten annual renewals. In addition to the contract, we are sending a letter to the four properties outlined in section two of the contract. These are the only properties not in City limits that remain on our billing and we would like to move the accounts to In the Can billing. Jake stated, termination clause in contract is based on Section Eleven for breach of contract. The true termination date is January 1, 2018, unless they are not in compliance then they will get written notice. Also Section Thirteen outline the City’s right to can intervene if need be to provide services. In the Can has right for annual renewal for ten years to prevent City from getting an alternate contractor for service. The annual renewal keeps contract as clean as possible since it has so many moving parts. ON A MOTION by Commissioner Garcia to approve Contract for Collection and Disposal of Refuse with In the Can seconded by Commissioner Mai. MOTION carried on a VOTE of 5-0.
- 10/17/16 Commission Meeting Minutes
- Appropriation Ordinances, 2016-21, 2016-21A, 2016-21B, 2016-P21 and 2016-P21A
ON A MOTION by Vice-Mayor Fairbanks to approve Consent Agenda seconded by Commissioner Garcia. MOTION carried on a VOTE of 5-0.
- Resolution 1486: Authority to Award Contract 91 TE-0418-01 10th-11th Main Street Brick – Mayor Linin stated, KDOT accepted bids for 10th to 11th Main Street Brick project. Miller Construction was low bid. This resolution accepts the lowest bid and awards contract for project. In accepting the bid, the City is required to submit $207,000 for City share of project to KDOT by December 8th. Total cost for project is $472,172.60. Adam stated, on a KDOT project we have to accept lowest bid or they will not fund project. ON A MOTION by Commissioner Mai to approve Resolution 1486: Authority to Award Contract 91 TE-0418-01 10th-11th Main Street Brick Project seconded by Vice-Mayor Fairbanks. MOTION carried on a VOTE of 5-0.
- Executive Session – Under authority K.S.A. 75-4319 (b)(1) for a preliminary discussion relating to personnel matters for nonelected personnel – Vice-Mayor Fairbanks made a motion at 5:17 p.m. to recess into executive session under authority of K.S.A. 75-4319 (b)(1) for personnel matters of nonelected personnel not to exceed forty-five minutes. I request only the Commission be present with Osenbaugh Consulting via telephone. Commissioner Garcia seconded the motion. MOTION carried by a VOTE of 5 to 0. Meeting resumed at 6:02 p.m.
FORMAL ACTIONS (CONTINUED)
- Approval of Drawdown Request #4: CDBG Funds – Storm Shelters – Mayor Linin stated, this is the City’s request to the State for reimbursement of grant monies in the amount of $44,592.98. The architect approved final payment to Miller Construction for the project. Remaining in project is final monitoring by State scheduled end of this month, final administration drawdown and publication for final performance public hearing. ON A MOTION by Commissioner Garcia to approve Drawdown Request #4: CDBG Funds – Storm Shelters in amount in the amount of $44,592.98 seconded by Vice-Mayor Fairbanks. MOTION carried on a VOTE of 5-0.
- Approval of APAC Pay Request #8: Phase I Waterline Improvements – Mayor Linin stated, request is to pay APAC $204,705.05 for work on project. Adam is present at meeting if Commission has questions. Adam stated, request is final quantities, but is not final pay estimate as the retainer is outstanding for items requiring follow up. ON A MOTION by Commissioner Mai to approve APAC Pay Request #8: Phase I Waterline Improvements in the amount of $204,705.05 seconded by Commissioner Garcia. MOTION carried on a VOTE of 5-0.
- Approve Change Order #1: 19th Street Project-Sporer Land Development – Mayor Linin stated, change order is for change in quantities that increase contract amount for City share by $1,828.13. ON A MOTION by Commissioner Garcia to approve Change Order #1: 19th Street Project-Sporer Land Development to increase contract in the amount of $1,823.13 seconded by Commissioner Mai. MOTION carried on a VOTE of 5-0.
- Approval of Sporer Pay Request #3: 19th Street Project – Mayor Linin stated, request is to pay Sporer Land Development $501,877.75 for work on project. Adam is present at meeting if Commission has questions on project. Adam stated, we did walk through Friday and are pleased with outcome and property owners seem happy. We will plan to open Wednesday or Thursday this week. There are a couple minor items not paid out along with retainer. ON A MOTION by Commissioner Garcia to approve Sporer Pay Request #3: 19th Street Project in amount of $501,877.75 seconded by Commissioner Mai. MOTION carried on a VOTE of 5-0.
- Electrical Upgrade Request: John Topliff – Mayor Linin stated, John needs to upgrade electric service for his hangar at the airport. Total cost for upgrade is estimated at $6,101.00. John is requesting the Commission waive the cost of labor and equipment to install service upgrade, which is estimated at $1,542.00. He will be responsible for the Transformer and materials in upgrade. John stated, we need the upgrade for equipment to power our new jet. ON A MOTION by Commissioner Garcia to waive the labor and equipment costs on the electrical upgrade for John Topliff in an amount estimated to be $1,542.00 seconded by Commissioner Farris. MOTION carried on a VOTE of 5-0.
- Butterfly Aviation Hangar Extension – Mary stated, Butterfly Aviation would like to expand their maintenance hangar 20’, which will extend hangar onto land lease for MAN, LLC four feet. We have discussed hangar leases with Scott Collett, Butterfly Aviation and Leonard Nelson, MAN, LLC. Both Leonard and his partners approve of Butterfly Aviation extending their lease by five feet and decreasing MAN, LLC lease five feet. Jake stated, we need to draw up paperwork to redo property lease to reflect change in footage for each lease while maintaining same terms for both leases. That way the leases will reflect proper size of land in each lease. ON A MOTION by Commissioner Garcia to authorize Jake to prepare lease documents to reflect updated land lease in the Butterfly Aviation and MAN, LLC leases seconded by Commissioner Farris. MOTION carried on a VOTE of 5-0.
- Replacement Police Unit – Joni stated, Unit 6 was totaled in hail storm. I need Commission approval to seek replacement unit. Mary and I spoke with Cara Daise at BANKWEST and she agreed for us to add one year to existing equipment lease. I am asking permission to proceed. Consensus of the Commission is for Joni to proceed research for replacement unit.
- Update Property Damage – Mary stated, insurance has reviewed City properties and inspected City vehicles damaged from storm. In addition to the police unit, the fusion was totaled. There were a total of ten vehicles with hail damage. We have the fusion scheduled for replacement in 2017. Staff is evaluating the loss recap received from insurance adjuster to proceed with property repairs.
- Police Department Update – Joni stated, the department has moved to armory. Other than some extra lights, all security issues are complete. We need to finish some projects but we were able to get moved in Armory. I am working with high school graphics class to get graphics on the windows. Remaining improvements are budgeted for next year then we will have open house. We appreciate having the space to work. I am also working with Chuck Lutters to have all Derrick Lutters items moved back to Armory.
- Chambers Park Update – Dustin stated, the final pole was installed last week and all decorative lights are up. We have a flood light over the fountain and in the shelter. We have noticed one dark spot so we will be adding one more flood light. Looks bigger since wooden poles were removed. We have strung power to the bathroom when it is ready to be fixed up. We have heard a lot of good compliments on the improvements.
MAYOR AND COMMISSION REPORTS
- Commissioner Reports
Commissioner Mai – 1. No Report
Commissioner Farris – 1. No Report
Vice-Mayor Fairbanks – 1. Deadline to sign up for City Christmas party is November 10th, be sure to let Staff know if you are attending and what you want to eat. 2. City crews have been working hard to fix lights on Main Street for parade, appreciate your work.
Commissioner Garcia – 1. I have received calls on the lots south on Highway 27, where Roadway parks their trucks. Who owns the property? Rich stated, the City and County own where Roadway parks trucks but Roadway owns land to south. Mitch Tiede was mowing for them but they quit paying him. Commissioner Garcia asked, who is responsible for mowing? Mary stated, it is part of their agreement that they are responsible for maintenance. We have discussed the property with Jake, he asked that we provide notice to them to mow property, or we will mow and assess costs to them.
- Mayors Report – I really appreciate everyone’s responsiveness while we do not have a City Manager. I feel everyone is doing a good job to keep operations going.
EXECUTIVE SESSIONS (CONTINUED)
- Executive Session – Under authority K.S.A. 75-4319 (b)(1) for a preliminary discussion relating to personnel matters for nonelected personnel – Vice-Mayor Fairbanks made a motion at 6:20 p.m. to recess into executive session under authority of K.S.A. 75-4319 (b)(1) for personnel matters of nonelected personnel not to exceed forty-five minutes. I request only the Commission be present with Osenbaugh Consulting via telephone. Commissioner Garcia seconded the motion. MOTION carried by a VOTE of 5 to 0. Meeting resumed at 7:05 p.m.
ADJOURNMENT WAS HAD ON A MOTION Vice-Mayor Fairbanks seconded by Commissioner Mai. Motion carried by unanimous VOTE, meeting Adjourned at 7:05 p.m.
ATTEST: Brian Linin, Mayor
Mary P. Volk, City Clerk