December 19, 2016 Commission Minutes

December 19, 2016 Commission Minutes

December 19, 2016 Commission Minutes

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Regular Meeting


December 19, 2016                                                                                                                      5:00 P.M.

Meeting was called to order by Vice-Mayor Annette Fairbanks with Commissioner Gary Farris, Commissioner Gwen Mai and Commissioner John Garcia responding to roll call.  Mayor Brian Linin 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, Alex Weis – Code Enforcement, Brian James – Fire Chief, LeAnn Taylor – Municipal Court Clerk/Judge, Joshua Jordan – IT Director, Sami Philbrick – Museum Director, Mary Volk – City Clerk, and Jake Kling – City Attorney.


Vice-Mayor Fairbanks led Pledge of Allegiance



  1. 2016 Budget Amendment – Vice-Mayor Fairbanks opened public hearing at 5:01 p.m.
    Mary stated, the hearing is required for funds as discussed during budget work session.  Two funds requiring an amendment are Self Insurance because the City started self-funding health insurance and Health and Sanitation since the contract changed on the billing process.  Vice-Mayor Fairbanks closed public hearing at 5:02 p.m.
  2. Approval of Close-out Documents: CDBG #15-PF-048 – Vice-Mayor Fairbanks opened public hearing at 5:02 p.m. Corina Cox, Northwest Kansas Planning and Development Commission stated, City completed Block grant and is required to hold public hearing for public comment.  Project was to construct two community tornado shelters on behalf of the Housing Authority.  Total cost for the project was $275,135.08. Grant funds were in the amount of $202,580; Housing Authority paid local share in the amount of $72,555.08.  Project was over budget because of FEMA 361 guidelines.  Vice-Mayor Fairbanks closed public hearing at 5:04 p.m.



  1. Lincoln Wilson citizen stated, in regards to the Code violations on my property at 1116 Caldwell, I am embarrassed and ashamed with the condition of the property. My tenants agreed to bring property up to standards but have not accomplished.  I have issued an eviction notice which will take time because of the holidays and time involved.  I assure Commission that I will have property reclaimed in thirty days.  Information will be served to my tenant tomorrow.  I apologize to Commission and the community.
  2. Lincoln Wilson stated, on behalf of the Flatlander Festival Committee, I would like to report the festival was a success in terms of the number of people brought to our community.  The event showcases our community pride.  I would like to thank the Commission for their support on behalf of the committee.  Vice-Mayor Fairbanks stated, the event brings a lot of people to our community and I hope we can keep the vitality of the event.  Commissioner Garcia asked, do you have any idea how to bring crowd back up?  Lincoln stated, the issue this year was the weather with storm that went through the community week before.  We are always open to new ideas but are limited by number of motel rooms in our community.  We worked with Burlington to fill their three new motels for the event.



  1. 12/05/16 Commission Meeting Minutes
  2. Appropriation Ordinances, 2016-24; 2016-24A; 2016-P24

ON A MOTION by Commissioner Garcia to approve Consent Agenda seconded by Commissioner Mai.  MOTION carried on a VOTE of 4-0.







  1. Unfit Structure: 408 W. 6thAlex showed Commission pictures of the property as of today.  Alex stated, I continue to have no contact with property owner. I did attempt but was not successful in contacting them after last meeting.  Commissioner Farris stated, if they will not meet with us we just as well condemn the place.  Vice-Mayor Fairbanks asked, compared to last month has anything been done to the outside of the property?  Alex stated, nothing of significance since last meeting.  Vice-Mayor Fairbanks asked, as far as blithe issue, what has been done?  Jake stated, the Commission asked for the blithe issue to be handled through criminal prosecution which cannot be discussed at this point.  Commissioner Garcia asked, Brian have you been in contact with owners?  Brian stated, I have been in contact regarding the violation with chimney, but it has not been corrected.  They have all interior electrical done and burnt wall tore out.  Other than the three code violations for the structure, everything meets code when you remove blithe.  The code violations are the foundation, chimney and roofing on east addition.  The Commission needs to be consistent with what has been done with properties in past.  If it was not for the blithe and three code violations, this property would have been released.  Commissioner Garcia asked, is there a time element to predict when blithe on property will be resolved?  Jake stated, there will be a timing issue but everything in the yard can be removed.  The City has options.  Commissioner Mai asked, I am concerned that if we let the property go it will never get fixed but if it remains on radar there is a good chance it will be completed.  Vice-Mayor Fairbanks stated, I agree but when they do not show up at our meeting it is difficult.  Commissioner Mai stated, they have done a lot of changes to improve neighborhood.  Commissioner Garcia stated, based on Brian’s input, they have done a lot to improve property.  If the aesthetics’ is pushed through the court, I feel we can get them moving forward.  Vice-Mayor Fairbanks stated, it does not take a lot of time or money to come see us, they have our number.  I feel if they do not show up by January meeting, we should be done issuing extensions.  I would like to make sure they come to our first meeting in January.  Commissioner Farris stated, they need to grow up; I feel they need to come to our meeting or we bull doze the place.  Commissioner Garcia stated, I understand the frustration and feel we will move forward with Jake proceeding on the blithe.  Vice-Mayor Fairbanks stated, we cannot be concerned about the outside of property.  We can only address the three code violations at this point.  Jake stated, I recommend the Commission ask for them to attend the second meeting in January.  ON A MOTION by Commissioner Mai to table discussion on the three code violations for property at 408 W. 6th until the second meeting in January seconded by Commissioner Garcia.  MOTION carried on a VOTE of 4-0.
  2. Renewal of CMB Licenses – Mary stated, all licenses have been inspected and approved by the Police Chief and Building Inspector. ON A MOTION by Commissioner Garcia to approve the renewal of CMB Licenses for consumption on premises for Pizza Hut and Seven C’s d/b/a Gambino’s seconded by Commissioner Mai.  MOTION carried on a VOTE of 4-0.  ON A MOTION by Commissioner Garcia to approve the renewal of CMB Licenses in original and unopened containers, not for consumption on premises for Travel Shoppe #6, Circle K, Inc., Wal-Mart Stores, Inc., Casey’s and Cowboy Corner Express seconded by Commissioner Mai.  MOTION carried on a VOTE of 4-0.
  3. Proposal for Airport Fire Building – Suzanne presented a cost estimate for moving the fire building at the airport. Suzanne stated, the City has discussed moving the building since the early 70’s.  The building sits on prime property for development at airport.  Rocky Aviation is interested in starting a business at this location.  The fire building does not show up in the obstruction (approach) zone but at current location it violates the Part 77 Safety Zone.  We cannot use entitlement money and will not qualify for airport Grant because the FAA is not pushing City to move building at this time.  Their focus is on runway and lighting projects.  The City does not qualify for a CDBG.  I am working to see if we qualify for foundation grant.  Suzanne introduced Dustin and Stephanie Stevenson who is interested in building a hangar at this location.  Dustin stated, Rocky Aviation was started ten years ago.  We would like to move our business to Goodland.  Our business is airport brokerage and we have grown to the point in our business that we need to build on a location.  In the last six months we have been asked to incorporate airport insurance and aviation testing in our business.  Right now people have to go to the city to take aviation tests.  This would bring people to the community.  We picked Goodland community because it shares our values for small families and the airport services provided.  We have discussed with Suzanne locations to build hangar needed.  This location is the first choice for our business which is also in line with the Master Plan, if able to move the fire building.  Stephanie stated, our business offers services not offered at Renner Field or in Goodland and would be an asset to the City and everyone involved with aviation.  Vice-Mayor Fairbanks stated, I understand you already have invested in the community as you own a home and brought your personal aircraft to Goodland.  Stephanie stated, we have and are very passionate to Goodland and what brings us here.  You do not find that in a city.  Vice-Mayor Fairbanks asked, what does the board think of this concept?  Larry Dickey, Airport Board Chairman stated, we have needed this for our community and feel it is an answer to our prayer.  With the services they provide, it is a good move for the community and area.  We cannot put a price on this business.  Commissioner Garcia stated, this is an exciting opportunity and appreciate what you bring to the table; we cannot put a price on the business or what you bring to the community.  Dustin stated, we have already helped local people with aviation transactions and continue to work with people in other states.  Vice-Mayor Fairbanks asked, do we have a place to put fire house and what are the costs involved?  Adam Schart, EBH Engineer reviewed cost information and the maps of the area.  Adam stated, we have also been informed a current business user of airport is planning to expand operation’s, which will mean two viable businesses at airport. If the City moves the fire house, Rocky Aviation will have expenses to modify concrete and relocate fencing.  I feel our cost estimate is conservative with City providing most labor costs.  The estimated costs to move building is $15,000, understand this is a conservative estimate.  Material cost for concrete, electric, sewer, water and gas utilities are estimated at $20,000.  Dustin Bedore stated, the electrical will be fairly easy.  Rich stated, we can get the concrete and other utilities done.  Brian stated, the building should have been moved many years ago.  Vice-Mayor Fairbanks stated, right now we are not pushed to move the building but could be in future.  Commissioner Garcia asked, we are in violation right now?  Adam stated, yes for the Part 77 Safety Zone and do not feel it will be pushed but if they do, we will be required to move the terminal building also.  Commissioner Garcia stated, this is a minimal amount of money for the investment in community.  If Suzanne is able to get supplemental help that is a plus.  Suzanne stated, I am certainly trying to get an answer but the building needs to be moved.  Commissioner Garcia asked, how do we materialize and bring this opportunity to fruition to facilitate the expansion.  Larry stated, the project needs to be done, right now we have a business wanting the location.  Mary stated, Suzanne and I discussed where the costs would be paid and she has the money is available in Economic Development program.  ON A MOTION by Commissioner Garcia to accept the proposal to move the fire house and give Suzanne latitude to work with Rocky Aviation to build hanger for business seconded by Commissioner Farris.  MOTION carried on a VOTE of 4-0.
  4. Approve Library Contract – Mary stated, this is the annual contract between Sherman County, the Library Board and the City.  ON A MOTION by Commissioner Garcia to approve the Library Contract with Sherman County, the Library Board and the City seconded by Commissioner Mai. MOTION carried on a VOTE of 4-0.
  5. Approve 2016 Budget Amendment – ON A MOTION by Commissioner Garcia to approve 2016 Budget Amendment seconded by Commissioner Mai. MOTION carried on VOTE of 4-0.
  6. Approval of Close-Out Documents: CDBG #15-PF-048 – ON A MOTION by Commissioner Garcia to approve Close-Out Documents: CDBG #15-PF-048 seconded by Commissioner Mai.  MOTION carried on a VOTE of 4-0.
  7. Approve Renewal BCBS Health Insurance – Rhonda Fernandez from PIC stated, last year the City self-funded with intention to use five-year program to rebuild reserves.  Rhonda provided history of policy with City.  BCBS recommends the City fund an additional 8% in self-funding to cover maximum claims.  This is money that stays in your bank.  Karol Roadhouse, BCBS Agent stated, I approve of Rhonda’s recommendation to fund your insurance.  You want to ensure you fund for maximum claims because it is at that point you are taking no risk.  Rhonda stated, after the five-year plan the City can begin funding at expected claim levels.  I recommend the City renew the BCBS policy as it exists effective March 2017.  PIC will continue providing services for the employees.  Commissioner Garcia stated, I am impressed with the report and 8% is minimal increase.  Our employees are very conscientious. ON A MOTION by Commissioner Garcia to approve the renewal of BCBS policy effective March 1, 2017 seconded by Commissioner Farris.  MOTION carried on a VOTE of 4-0.
  8. Approve Change Order #4: Water Improvement Project – Adam stated, this change order is for Phase II of water improvement project.  Change order is in the amount is $1,045,078 and we were able to maintain Phase I pricing except for a couple small items.  After the change order there is $80,000 remaining for meters and $81,650 for contingency and GIS mapping system that has been discussed in depth with staff. The current GIS system is from the 90’s and is out of date so not efficient to use.  APAC anticipates start date March 2017, depending on weather.  ON A MOTION by Commissioner Mai to approve Change Order #4: Water Improvement Project in the amount of $1,045,078 seconded by Commissioner Garcia.  MOTION carried on VOTE of 4-0.



  1. Request for Sidewalk Obstruction – Brian stated, Rod Cooper is remodeling old Schneider’s building; with the apartment upstairs he cannot put air condition units on the roof. His options are to hang units on side of building or set on sidewalk.  Code does not allow anything on sidewalk or in right of way.  Rod said the units would not take up much of sidewalk.  An option is for the City to sign a variance for him to place units on sidewalk.  Vice-Mayor Fairbanks asked, do we have dimensions of the units?  Brian stated, we do not at this point.  He indicated he would like them on sidewalk with decorative fence.  Vice-Mayor Fairbanks stated, we will work with him but we need size of units to know what we are approving.  Brian stated, Rod does not want to hang unit on side of building as he is concerned with aesthetics of building and something stable to attach unit.  Adam stated, ADA requires four feet of sidewalk for public use.  Brian asked, if Rod can assure me there will be four feet of sidewalk open can we proceed with variance?  Commissioner Garcia stated, please bring dimensions for units to next meeting.  Commissioner Mai stated, I am willing to approve the variance as long as four feet of sidewalk remain.  Brian stated, I will talk to Rod and bring information to next meeting.
  2. Street Improvement Project – Adam stated, our goal is to keep the project moving forward. Rich and I worked on what streets need to be done.  Adam reviewed priority streets with money available, planning a ten-year bond and keeping payment relatively stable.  I recommend the Commission look at costs and determine what they feel are priority items for project.  Vice-Mayor Fairbanks stated, I like the priorities; Commission should review to proceed with project.





  1. Commissioner Reports

Commissioner Mai – 1.  Wish everyone a Merry Christmas.

Commissioner Farris – 1.  No Report

Commissioner Garcia – 1.  Thanks to City crews for taking care of water leak on Main Street.

Vice-Mayor Fairbanks – 1.  Public reception for Andrew Finzen, City Manager is scheduled for Monday January 9 from 3:30 to 5:30 at City Office.  2.  City offices will be closed on Wednesday January 11 from 12:00 to 4:00 for employee team building.  3.  Both Commission meetings in January will fall on Tuesday because of City observed Holidays.  4.  Merry Christmas to everyone.  I would like to thank staff for their hard work.

  1. Mayors Report Absent, No Report




ADJOURNMENT WAS HAD ON A MOTION Commissioner Garcia seconded by Commissioner Mai.  Motion carried by unanimous VOTE, meeting Adjourned at 6:40 p.m.






ATTEST:                                                                               Annette Fairbanks, Vice-Mayor





Mary P. Volk, City Clerk