February 21, 2017 Commission Minutes

February 21, 2017 Commission Minutes

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Regular Meeting


February 21, 2017                                                                                                                5:00 P.M.

Mayor Brian Linin called meeting to order 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, Dustin Bedore – Director of Electric Utilities, Suzanne McClure – Economic Development Director, Mary Volk – City Clerk, Jake Kling – City Attorney, Andrew Finzen – City Manager and Emily Whisnant – Junior Commissioner.


Mayor Linin led Pledge of Allegiance







  1. 02/06/17 Commission Meeting Minutes
  2. 02/07/17 Joint Commission Meeting Minutes
  3. Appropriation Ordinances, 2017-04, 2017-04A, and 2017-P04

ON A MOTION by Commissioner Garcia to approve Consent Agenda seconded by Commissioner Mai.  MOTION carried on a VOTE of 5-0.



  1. Resolution 1488: Unfit Structure 104 College
  2. Resolution 1489: Unfit Structure 602 Clark
  3. Resolution 1490: Unfit Structure 1619 Kansas
  4. Resolution 1491: Unfit Structure 1529 Broadway
  5. Resolution 1492: Unfit Structure 1008 Main
  6. Resolution 1493: Unfit Structure 811 E. Hwy 24

Mayor Linin stated, these resolutions set a hearing date of April 3, 2017 for each property.  We started process last meeting but need resolution to set hearing.  Vice-Mayor Fairbanks asked, has the City heard from any property owners?  Andrew stated, no, contact would be made after resolution is adopted and served to owner.  ON A MOTION by Vice-Mayor Fairbanks to approve unfit structure resolutions, items A through F, seconded by Commissioner Garcia.  MOTION carried on a VOTE of 5-0.



  1. Board of Zoning Appeals: Chuck Lutters – Andrew stated, Brian James recommends the appointment of Chuck Lutters to the Board of Zoning Appeals for a three-year term. ON A MOTION by Commissioner Garcia to approve the appointment of Chuck Lutters to the Board of Zoning Appeals for a three-year term seconded by Commissioner Mai.  MOTION carried on a VOTE of 5-0.
  2. Cemetery Board: Ronald Weber – Andrew stated, Ronald Weber is recommended for reappointment to Cemetery Board for a three-year term. ON A MOTION by Commissioner Mai to approve the reappointment of Ronald Weber to the Cemetery Board for a three-year term seconded by Vice-Mayor Fairbanks.  MOTION carried on a VOTE of 5-0.



  1. Water Improvement Project Phase I Change Order #5 – Andrew stated, there is no monetary change with this change order; the change is essentially language required by KDHE for our water permit when we encounter bedrock.  ON A MOTION by Commissioner Garcia to approve Change Order #5: Water Improvement Project Phase I seconded by Commissioner Farris. MOTION carried on a VOTE of 5-0.
  2. Water Improvement Project Phase I Change Order #6 – Andrew stated, Change Order #6 is a net increase of $27,349 to include additional work on 15th Street from Cherry to Walnut Avenue. There is reserve money from Phase I; remaining reserve will be used to update the GIS.  Mayor Linin asked, we did not want line included in original project?  Rich stated, we had a water leak and found the line is in poor condition and needs repaired.  ON A MOTION by Commissioner Garcia to approve Change Order #6: Water Improvement Project Phase I in the amount of $27,349 seconded by Commissioner Mai.  MOTION carried on a VOTE of 5-0.



  1. EagleMed Membership Plan – Andrew stated, EagleMed offered the City the opportunity to buy a membership for each employee in the event someone needs air ambulance service.  The financial impact to the City is approximately $3,040 if employer paid or the City can offer as payroll deduction if employees would like to have service.  Mayor Linin stated, at Frontier Ag we have option to have policy as a payroll deduction. With insurance, one will never spend the cost of a flight over their life.  Vice-Mayor Fairbanks asked, if employer pays benefit, it is for all, right?  Andrew stated, yes, if employer pays, the cost is $55 per membership, if not I understand cost is the standard rate of $65.  Mayor Linin stated, it is not a big expense but it is another benefit that we have talked about in past.  Commissioner Mai stated, I feel we can offer payroll deduction if Commission cannot decide to pay benefit.  We can look at it in budget for next year.  Commissioner Garcia stated, Commissioner Mai has a good point.  It is expensive when you have to use the service.  Vice-Mayor Fairbanks stated, I see it as a way to show staff we appreciate them and it does not cost a lot of money.  It is another benefit, but it is inexpensive and says a lot to employee.  Commissioner Garcia stated, take assessment from employees as to who currently has benefit.  Commissioner Mai stated, please confirm what rate the membership is if it is a payroll deduction.
  2. Shredding Day/Community Shred – Andrew stated, there was discussion of the potential to add community shredding during spring cleanup. I received 2 quotes: 1. All American Records Management, Centennial, CO for $1,750 for four-hour “Shred Event”; 2. Shred-It, Denver, CO was a cost of $200 per truck per hour, plus a 9% fuel surcharge.  I was informed that Kit Karson County has shredding capabilities where anyone can take material and shred it for $5.00 per box.  In my opinion, where it is offered this close people are able to take documentation there.  These two companies will limit three boxes per person so it is not a benefit.  Commissioner Garcia asked, what about checking if banks will provide the service.  Mary stated, cross cut shredders are inexpensive and many businesses have sensitive information that cannot be shared.  Mayor Linin stated, Frontier Ag shreds a lot, not sure they would allow people to bring information for a charge by weight.  Options for the Commission to think about it.



  1. City Managers Report- 1. The street bond paid from the Bond and Interest fund pays out this year; doing a new street project will keep debt payment consistent.  Commission asked me to look at a bond that is longer term.  With a fifteen or twenty year bond we can increase size of project, but paying for longer term and accruing new street project needs that cannot address.  The ten-year project more common for infrastructure bonds.  There is a calendar of events if Commission agrees to ten-year project.  I will bring documentation to next meeting for funds to settle and be available in May.  Mayor Linin asked, does the Commission agree to proposed plan?  Commissioner Garcia stated, our priorities are 1A, 1B and 2 from the list with bid alternate to extend Industrial Park Street.  Mayor Linin asked, is there a possibility of adding additional options?  Andrew stated, it depends how bids come in.  Mayor Linin stated, I would like to see another bid alternate if bids come in lower than estimated.  Adam Schart, EBH Engineer stated, the only option I would not recommend bidding as an alternate is 18th Street Ditch.  I also know Rich can find some additional curb/gutter or valley gutters to repair around town.  Rich stated, Eustis traffic is increasing with improvements in that area.  Commissioner Garcia stated, I feel it is the appropriate project to add as an alternate.  Mayor Linin stated, this is a long-term decision for the City, what does everyone think?  Commissioner Farris stated, I do not feel we should be doing anything the way the County raised taxes and everything has increased.  Mayor Linin asked, so what do you feel is the alternative, lower the mill?  Mary stated, if nothing is done to improve the streets I am concerned with the condition of some of our streets.  By doing the project we are keeping the mill levy relatively steady in the Bond and Interest fund.  Rich stated, a few years ago we were evaluating the size of our sewer project.  We ended up with a smaller project that could maintain the City for several years at a reasonable cost.  This is the same idea; the project is reasonable and necessary.  If we do not do something now, there will be nothing left.  Andrew stated, streets that made list were not put on the list lightly.  This is only a portion of the problems; other problems will still need to be addressed.  Mayor Linin stated, I agree, it is nice to lower taxes but if we had to increase them in the future, it would be tough.  This will keep tax relatively stable.  We have to make wise choices when tie money up for 10 years.  Commissioner Garcia stated, we could facilitate project without additional taxes.  Mayor Linin stated, if we have longer-term bond, we have more money to work with but if went shorter would have less money to work with and unsure it will be enough to make a difference.  Consensus of Commission is proceed with ten-year project, adding Pave Eustis as a bid alternate.  2. We are trying to set up a joint hearing with the City, County and School District for the   March 6 meeting will not work since the school does not meet until February 27.  If they agree to a March hearing, we would meet time requirement for hearing if held at County meeting March 14 or next City meeting March 20.  I will attend school meeting and confirm information with the Commission.  Consensus of the City Commission is to hold hearing at County meeting March 14.
  2. Junior Commission – Emily stated, the Junior Commission has started meeting again, with school activities it has been difficult to get the Commission to meet. At our last meeting, we elected Erin Floyd as Mayor and myself as Vice-Mayor.  Then next year I will be Mayor and we will elect a Vice-Mayor.  We would like to start a dry bar club for youth; we will present more information to City Commission in the future.  We will be sending one or two representatives to your meetings then they will report at our next meeting.



  1. Commissioner Reports

Commissioner Mai – 1.  Shout out to Community Foundation on match day presentation at basketball games.

Commissioner Farris – 1.  No Report

Vice-Mayor Fairbanks – 1.  Improvements are being made on Main Street, three new awnings went up today and Peoples State Bank put up a new sign.

Commissioner Garcia – 1.  Thank the City employees for the good job accomplishing projects.

  1. Mayors Report – I felt we had a productive meeting with County Commission.  Look forward to working with them.




ADJOURNMENT WAS HAD ON A MOTION Commissioner Garcia seconded by Commissioner Mai.  Motion carried by unanimous VOTE, meeting Adjourned at 5:55 p.m.





ATTEST:                                                                                Brian Linin, Mayor




Mary P. Volk, City Clerk