May 2, 2016 Commission Minutes
GOODLAND CITY COMMISSION
May 2, 2016 5:00 P.M.
Meeting was called to order by Mayor Brian Linin with Vice-Mayor Annette Fairbanks, Commissioner Gwen Mai and Commissioner John Garcia responding to roll call. Commissioner Gary Farris was reported absent.
Also present were Rich Simon – Director of Public Works, Dustin Bedore – Director of Electric Utilities, Joni Showalter-Police Chief, Suzanne McClure – Economic Development Director, Mary Volk – City Clerk, and Gerry Bieker – City Manager.
Mayor Linin led Pledge of Allegiance
- Arbor Day: May 3, 2016 – Mayor Linin proclaimed May 3, 2016 as Arbor Day in the City of Goodland, Kansas. Arbor Day ceremony is scheduled for May 3rd at 2:00 p.m. in Rosewood Park.
- 04/18/16 Commission Meeting Minutes
- Appropriation Ordinances, 2016-09, 2016-09A, and 2016-P09
ON A MOTION by Commissioner Garcia to approve Consent Agenda seconded by Commissioner Mai. MOTION carried on a VOTE of 4-0.
- Resolution 1476: Unfit Structure 415 Sherman Avenue – Gerry stated, the City has received complaints regarding the poor condition of this property. There is no immediate hazard so Staff is requesting the Commission begin nuisance process on property. ON A MOTION by Vice-Mayor Fairbanks to approve Resolution 1476: Unfit Structure 415 Sherman Avenue seconded by Commissioner Garcia. MOTION carried on a VOTE of 4-0.
- Hawkeye Spraying Lease – Gerry stated, this lease changes name on lease from Bill Ashton to Dave Faust for operation of Hawkeye Spraying at airport. They are expanding to the lot to east. ON A MOTION by Commissioner Garcia to approve the lease with Hawkeye Spraying at the airport seconded by Commissioner Mai. MOTION carried on a VOTE of 4-0.
- Approval of Pay Estimate #2 to APAC: 2015 Waterline Improvement Phase I – Gerry stated, this pay request is from APAC in the amount of $151,662.48 for Phase I Water Improvements. Mike Younger, EBH Engineer, gave an update on project status. APAC brought in a separate concrete paving crew to follow water line crew. Everything is on schedule and project is about 25% complete.
Commissioner Farris reported to meeting.
ON A MOTION by Commissioner Garcia to approve Pay Estimate #2 to APAC in the amount of $151,662.48 seconded by Commissioner Mai. MOTION carried on a VOTE of 5-0.
- Approval of Waterline Improvements: Phase II – Adam Schart, EBH Engineer, gave Commission a presentation showing sequence of water line improvements in Goodland during 1992, 1994, 1996, 1998, 1999, 2010, brick street/water line replacement projects from 1996-2010, and the current project. Gerry stated, over the past twenty-five years the City has made many upgrades to water lines. Adam stated, we met with City Staff regarding Phase II of waterline project. The City received competitive bids for Phase I of project so we would like to recommend extending APAC’s contract to complete Phase II. They indicated they will maintain pricing for Phase I unless they can justify a price change. This will avoid additional expenses with bid process and mobilization and allow us to begin design of Phase II. Gerry stated, by extending contract the City has opportunity to save money. If estimate from APAC is unacceptable we will proceed with bids. We would like to recommend the Commission allow EBH to negotiate with APAC for Phase II and proceed with project design. Mike stated, when we met with City Staff we discussed priority for phase II projects. It is very possible we will have to look at removing items on the list which are lower priority. Commissioner Garcia asked, will you know costs by our next meeting? Gerry stated, the next meeting we will have the EBH contract for the Commission to approve so they can start design. Mike stated, we will have true cost estimate from APAC in month or two based on project design. Commissioner Farris asked, will we be finished with majority of lines that need replaced with this project? Rich stated, yes these are locations we have the most problems. Mayor Linin asked, what is next on list for water? Rich stated, we have a list of projects that we had to remove to keep project within cost and we need to look at wells. Mayor Linin stated, since APAC is here I would think we should get decent cost estimate for Phase II. ON A MOTION by Commissioner Mai to allow EBH to negotiate Phase II Waterline Improvement project with APAC and proceed with design project seconded by Vice-Mayor Fairbanks. MOTION carried on a VOTE of 5-0.
- City Managers Report- 1. The Commission has a copy of the letter we received from County Commission regarding our Economic Development proposal. The Commission needs to discuss what the next step is. Vice-Mayor Fairbanks asked, our letter asked for their partnership in financial support? Mayor Linin stated, yes, to continue the fifty/fifty financial support. Vice-Mayor Fairbanks stated, I do not feel they answered our request. It is worth working together but are we at the point for a joint meeting? Mayor Linin asked, do we want to direct staff to put information together before proceed? Their letter asks for accountability, report updates and Economic Development planning. Vice-Mayor Fairbanks stated, I feel it is between the City and County Commissions so the City Commission needs to sit down with County Commission. Commissioner Garcia stated, they are asking specifically for a line item budget to give them direction. I feel we should try to move forward. Gerry asked, would the Commission like us to schedule a work session to discuss? Mayor Linin stated, they can look at our budget but we have to decide on reporting mechanism that will meet their requirements with goals they have in mind. With a meeting at this point, I see us chasing rabbits but I am willing to do so. Feel we should get information down on paper first so have Commission approval and know we are on same page before meeting. Gerry asked, what matrix for evaluation do you want to see? That is a stumbling block. Mayor Linin stated, that is a stumbling block; I feel it should be based on effort since some efforts do not go anywhere. I feel we need to track number times contact, etc. Gerry stated, I agree it should be based on effort. Mayor Linin stated, I feel we also need to show the value attached to valuation and tax effort. The difficult issue is breaking down the big picture to what is relative. Suzanne stated, I do feel it is unreasonable to question our transparency and accountability. Productivity does take time and record keeping is reasonable and makes sense. It sometimes becomes difficult to document everyone you call or contact but it is not unreasonable for County to ask for information. Mayor Linin stated, it could get overwhelming but if you track new contacts or continued contact. Gerry stated, they need to get rid of accountability or transparency question as it becomes offensive; it is not reasonable since that is not how staff works. Not saying we should not try, but I feel it is going to be hard to find a matrix for it all to come together. Mayor Linin stated, sometimes I feel I am not up to date on our efforts so I understand what they are saying, but door swings both ways. Commissioner Mai stated, I feel we need to get on a regular schedule to provide reports to both City and County Commissions, like quarterly basis. Gerry stated, I just do not want to structure it so that all we are doing is tracking information and not doing economic development. Commissioner Garcia stated, I feel to eliminate pressure from Gerry and Suzanne, we will need to meet with County Commission to come up with workable solution. Mayor Linin stated, if Staff can put the report together then present to the Commission we can discuss a plan. Commissioner Mai stated, we are part of NRP, I feel we should receive a report on the process and information. Gerry stated, we met with a developer last week that was very upset with the commercial cap on the NRP. We did good in getting plan done but feel it is going to hurt us on the Commercial side with cap in place. Gerry stated, we will put information together and bring back to Commission to review. 2. I have been sending tax information to the Commission. It is interesting information and shows we are 50% of tax level for City’s on west side of State. Mayor Linin stated, I appreciate the information; feel it is important to get it out. The information is all over the board with different and same size Cities. We have had some discussion at Staff level to video Commission meetings. I feel it would be better to video and stream to public later. We will need a policy regarding how long videos would be kept. I feel once minutes are approved the video should be deleted. We are looking at a process similar to school with the Cube because feel cost has gotten more reasonable. The up-side is information comes straight from meeting to public and the public can see the vote of the Commission and reaction of the Commission and Staff. Downside the public sees reactions of Commission and Staff. If the Commission would like to video, we just need a policy in place. Mayor Linin stated, when we discussed this before it cost a lot more. I question how many will sit and watch the meeting. Commissioner Mai stated, I think we will be surprised. Mayor Linin stated, maybe we can track it to see number of views. Commissioner Garcia stated, when we videoed the event center meeting I felt the voices were heard. Staff will put together a test run, to see how it works, costs and look at a policy since there is interest from Commission. 4. I have had several compliments on condition of parks; they look nice. Thank you to the Parks crew. We are moving forward on shelters for Chambers Park.
MAYOR AND COMMISSION REPORTS
- Commissioner Reports
Commissioner Mai – 1. No Report
Commissioner Farris – 1. Read letter he received in mail from Larry Larson regarding issues discussed at coffee shop about Police Department operations and moving the department to Armory. Vice-Mayor Fairbanks stated, he keeps making the statement “We have been told”, who is giving them the information? If they have concerns they need to come to our meeting to discuss in an open meeting, the door is always open. Commissioner Garcia asked, does the Police Department patrol on Interstate? Joni stated, the only times we are on the Interstate is 1.) when we are requested by another agency; 2.) a pursuit starts inside City limits and continues on Interstate; or 3.) at night when not KHP and Sheriff’s Department have no one on patrol and there is an emergency, we will notify supervisor we are going to scene and wait at scene till another agency arrives. Commissioner Farris stated, I will be sure to give them correct information.
Vice-Mayor Fairbanks – 1. No Report
Commissioner Garcia – 1. I would like to thank the Commission for attending Chamber of Commerce banquet. We had a good crowd.
- Mayors Report – No Report
ADJOURNMENT WAS HAD ON A MOTION Commissioner Garcia seconded by Commissioner Mai. Motion carried by unanimous VOTE, meeting Adjourned at 6:00 p.m.
ATTEST: Brian Linin, Mayor
Mary P. Volk, City Clerk