January 7, 2019 Commission Minutes
GOODLAND CITY COMMISSION
January 7, 2019 5:00 P.M.
Mayor Brian Linin called the meeting to order with Vice-Mayor Jay Dee Brumbaugh, Commissioner Annette Fairbanks, Commissioner John Garcia, and Commissioner Jacque Schields responding to roll call.
Also present were Rich Simon – Director of Public Works, Dustin Bedore – Director of Electric Utilities, Joni Showalter-Police Chief, Alex Weis – Code Enforcement, Mary Volk – City Clerk, and Andrew Finzen – City Manager.
Mayor Linin led Pledge of Allegiance
- 12/17/18 Commission Meeting Minutes
- Appropriation Ordinances, 2019-01, 2019-01A, and 2019-P01
- Housing Authority Board Appointment – Mary Yanez
ON A MOTION by Commissioner Garcia to approve Consent Agenda seconded by Commissioner Fairbanks. MOTION carried on a VOTE of 5-0.
ORDINANCES AND RESOLUTIONS
- Ordinance 1720: Open Records Policy – Andrew stated, you have a comparison of changes made to policy. This ordinance will update and codify with policy. ON A MOTION by Commissioner Fairbanks to approve Ordinance 1720: Open Records Policy seconded by Commissioner Schields. MOTION carried on a VOTE of 5-0.
- Resolution 1544: Amending Personnel Manual – Andrew stated, resolution impacts three sections of the personnel manual: E-4(e), E-4(h), and F-3(g). Section E-4(e) changes holiday pay for shift workers only so it is not considered time worked. Current policy drives overtime pay for shift workers with holidays, particularly the police department. Section E-4(h) establishes an on call policy when require employee to be on call for only one day. Currently the only provision is for weekly on call pay. Policy indicates one hour pay for an employee required to be on call on an incremental basis. Section F-3(g) basically cleans up current policy regarding an employee that takes time off when a holiday falls within that time period. Mayor Linin asked, there will still be instances where holiday pay will be considered time worked? Andrew stated, yes for employees that work 7:00 a.m. to 4:00 p.m. The concern was there was no incentive for call out time on these employees. This is how current policy reads. Commissioner Garcia asked, how does this affect overall overtime? Andrew stated, it will only decrease overtime for employees on shift work. ON A MOTION by Commissioner Garcia to approve Resolution 1544: Amending Personnel Manual seconded by Vice-Mayor Brumbaugh. MOTION carried on a VOTE of 5-0.
- Resolution 1545: Unfit Structure at 811 E. Highway 24 – Andrew stated, this is Motel 7 property. Resolution sets public hearing for February 19th Previous estimate on this property fell within budget but it will take entire budget. We need to see where this leads us to determine if it is possible we have money available for other structures to go through nuisance process later in year. There are multiple buildings on property so we may be able to scale down work on property if cost exceed budget amount. ON A MOTION by Commissioner Fairbanks to approve Resolution 1545: Unfit Structure at 811 E. Highway 24 seconded by Vice-Mayor Brumbaugh. MOTION carried on a VOTE of 5-0.
- Health Insurance Renewal – Rhonda Fernandez, PIC stated, your employees are to be commended; everyone completed health assessment within time range. This assisted us in getting bids in timely manner. The BCBS renewal had a $3 increase on single plan and $4 on Employee Spouse, all other plans were a decrease. The City also did not have a trend increase which was good. I contacted three third party administrators who provided me twelve self-funding plans. Looking at the numbers, the best option is BCBS. All plans are based on current plan with same information. Self-funding is not where we want it to be in the plan. I feel a contribution from the employee is on everyone’s mind, but it is a challenge to get there because you need to educate employees. In addition to providing the option for renewal, I provided an option with employee contributing a minimal amount to plan and then the employee contributing 5% to plan. This may not be something you want to start this year to start working with employees. These options keep City in a grandfathered plan. The 5% employee contribution is the threshold to keep plan grandfathered.
Another option is the employee contributing 9.86% of net income to plan, which is a lot of money to put on employees. This is a non-grandfathered plan, which will have plan changes. Another option with a non-grandfather plan is to have a higher deductible. The concern with a non-grandfather plan is the increased coinsurance or out of pocket amount for employee. This is a big difference from the current plan. Currently the City has coinsurance amount of 1000/3000. Many employees work at City because of the good benefits, it is not contributed to wages. The City could renew plan and spend time educating employees and get some initiatives started with employee participation. Flat renewal is a sigh of relief and I feel need to work toward some future changes then report back to Commission on plans. There are many new things BCBS is working towards in 2019 where you can use employee input. It is not a short term fix but a long term plan for the City. I recommend the City stay grandfathered another year and work toward a plan. Commissioner Fairbanks stated, I like your ideas, especially recommending employee teamwork. I feel that is road we should take and look at getting some initiatives in place using employee input. Rhonda stated, it is about being pro-active on your plan. Mayor Linin stated, it was tough to make a decision when we were only given numbers from our plan. I commend you and staff to be able to look at the options. I feel now that we know options, we can make a good decision. I would like to have this information every time. Vice-Mayor Brumbaugh stated, when we had the joint commission meeting regarding dispatch it was stated we do not have procurement policy. I would like to see us get a policy for the future. When we have bids we have data and information to base our decision. Andrew stated, I am not opposed to a policy and even though the City does not have a policy it is common practice to operate that way. Vice-Mayor Brumbaugh stated, I feel it should be a standard practice to have information. I have no problem with renewal but I will looking ahead if we get hit with a large increase. If we run into a budget issue in future, how does spousal fee work with employee spouse and the family plan? Can we do it and still have our plan grandfathered? Rhonda stated, it does not change status but I have concerns with that policy if the spouse does not have an option for insurance at their employment. That would penalize the employee. Commissioner Garcia asked, going forward can they just update assessment information since have we have assessment information to date? Rhonda stated, I will have to verify; I believe they can if we use same system. The Commission needs to be aware that we have been monitoring the captive plan all year and it was a higher quote. I do not want to rule out the captive plan as it could be a future option. Commissioner Fairbanks stated, I feel we should leave plan as presented and get employee team working on future plan for contributions or initiatives. I want employee input. Vice-Mayor Brumbaugh and Commissioner Schields stated they agree with Commissioner Fairbanks. Mayor Linin asked, what is time line? Rhonda stated, BCBS needs six to eight weeks to get renewal complete and cards in place. Mayor Linin asked, can we make decision next meeting? Rhonda stated, that pushes BCBS and employee meetings. Commissioner Schields stated, there is no reason to change policy at this point with good renewal. We need look in future for employee contributions. Mayor Linin stated, my employment implemented a wellness plan sometimes it seems like a pain but I do not know what it saves on plan. If we participate we get a discount on employee share. ON A MOTION by Commissioner Fairbanks to approve the renewal of BCBS insurance benefit as presented, keeping the same plan effective March 1, 2019 seconded by Commissioner Schields. MOTION carried on a VOTE of 5-0.
- Airport Long Range Plan/Five Year Plan – Darin Neufeld engineer from EBH stated, the new national data base for airports shows the City has twenty-seven based aircraft. If an airport drops below ten, it loses federal funding. Jason Knipp from the Federal Aviation Administration (FAA) tells us what project is eligible for funding. The first project on the plan is priority and remaining projects need to be done. The City has banked the maximum amount of $600,000 with FAA and City share for every project is 10%. The plan lists a five year then a six through twenty year plan. To bank the $150,000, you have to have $1,500,000 in projects. The City applied for supplemental funding in October for reconstruction of RW 5-23. Decisions to award these grants have not been announced. Jason recommended combining top two projects for supplemental funding which if awarded is 100% federal share. Long term goal of the board is to extend RW 12-30. The City airport is a B2 status; if it becomes a C2 the safety zones get larger. B2 will keep allowing John Topliff to fly out of here, which is what we want. We do not feel Rocky Aviation ops will hurt status because the planes are here to show and sell. Mayor Linin asked, if we qualify for supplemental money we can complete top three projects with no match? Darin stated, you would not match funds on top two projects, but will pay 10% on third project. Mayor Linin asked, can we bank any additional money if it is not used? What happens to our money banked? Darin stated, it rolls off or you grant it to other airports. We have received that money from other airports in the past. Jason has indicated that if RW 5-23 is not funded, he will not fund another project until it is complete. When the $150,000 rolls off, you gain another $150,000 the next year. Mayor Linin stated, Jason knows shape of RW 5-23, can part of federal money be used for patching? Darin stated, no because of federal restrictions do not allow when they know runway will be torn out in a couple years. We are still waiting on final approval of Master Plan. It is all packaged; he just has to approve it. The Master Plan is City vision enforced with federal rules. The Commission needs to approve the CIP so we can submit to FAA. It has been approved by Airport Board. ON A MOTION by Commissioner Garcia to approve the Airport CIP as presented to submit to FAA seconded by Vice-Mayor Brumbaugh. MOTION carried on a VOTE of 5-0.
- Animal Control Contract 2019 – Andrew stated, this contract was discussed during budget when Kathy Schermerhorn asked for a $400 increase in contract with City. Kathy has been our officer for eight years without an increase. We budgeted increase for 2019 so her contract is $1,400 per month. We made a couple other changes to contract and Kathy has agreed with changes. She is also going to be conducting the pit bull renewal. ON A MOTION by Commissioner Schields to approve the 2019 Animal Control Contract seconded by Commissioner Fairbanks. MOTION carried on a VOTE of 5-0.
- City Managers Report- 1. Free dog tag day is scheduled for January 15, 2019. 2. Offices will be closed January 21, 2019 in honor of Martin Luther King Day. The next Commission meeting will be January 22, 2019.
- Director of Electric Utilities – Dustin updated the Commission on projects of Power Plant and Line Crew employees. We have been taking down Christmas decorations, completing a material inventory and continue trimming trees around lines for clearance. We are beginning a program to change out older secondary services and will be replacing our wire racks in yard. The big item on agenda is working with Mid States for a design on south loop to see what we can accomplish for expansion. A lot of project has to be bid out. Our light project last year took time away from alley work. We also need to do some work on north loop. The Power Plant is working on year end reports and testing catalysts on units for air quality. Mayor Linin stated, I appreciate the work on south loop. I was concerned with it after budget. Dustin stated, we lost a Line Crew employee and are conducting interviews this week. We all appreciate the renewal of health insurance, it is a benefit the employees appreciate.
Vice-Mayor Brumbaugh – 1. No Report
Commissioner Fairbanks – 1. No Report
Commissioner Garcia – 1. Previously we discussed forming a policy where people want to build on empty lots. I have had concerned citizens want to discuss it again. Andrew stated, I am working on for upcoming meetings.
Commissioner Schields – 1. I look forward to the employee team working on insurance.
- Mayors Report – No Report
- Under authority of KSA 75-4319(b)(6) for acquisition of real property – Mayor Linin made a motion at 6:31 p.m. to recess into executive session under authority of S.A.75-4319 (b)(6) for preliminary discussion relating to the acquisition of real property in the City of Goodland. I request only Andrew and the Commission be present. Vice-Mayor Brumbaugh seconded the motion. MOTION carried by a VOTE of 5-0. Meeting resumed at 6:41 p.m.
- Under the authority of KSA 75-4319 (b)(1) for personnel matters for nonelected personnel – Mayor Linin made a motion at 6:41 p.m. to recess into executive session under authority of S.A.75-4319 (b)(1) for personnel matters for nonelected personnel not to exceed ten minutes. I request only the Commission be present. Vice-Mayor Brumbaugh seconded the motion. MOTION carried by a VOTE of 5-0. Meeting resumed at 6:51 p.m. Mayor Linin made a second motion at 6:51 p.m. to recess into executive session under authority of K.S.A.75-4319 (b)(1) for personnel matters for nonelected personnel not to exceed five minutes. I request only the Commission be present. Vice-Mayor Brumbaugh seconded the motion. MOTION carried by a VOTE of 5-0. Meeting resumed at 6:56 p.m. Mayor Linin made a third motion at 6:56 p.m. to recess into executive session under authority of K.S.A.75-4319 (b)(1) for personnel matters for nonelected personnel not to exceed five minutes. I request only the Commission be present. Vice-Mayor Brumbaugh seconded the motion. MOTION carried by a VOTE of 5-0. Meeting resumed at 7:01 p.m. Mayor Linin made a fourth motion at 7:01 p.m. to recess into executive session under authority of K.S.A.75-4319 (b)(1) for personnel matters for nonelected personnel not to exceed five minutes. I request only the Commission be present. Vice-Mayor Brumbaugh seconded the motion. MOTION carried by a VOTE of 5-0. Meeting resumed at 7:06 p.m.
- Action from Executive Session – None
ADJOURNMENT WAS HAD ON A MOTION Commissioner Schields seconded by Commissioner Garcia. Motion carried by unanimous VOTE, meeting adjourned at 7:08 p.m. Next meeting is scheduled for Tuesday January 22, 2019.
ATTEST: Brian Linin, Mayor
Mary P. Volk, City Clerk