October 16, 2017 Commission Minutes

October 16, 2017 Commission Minutes

website_admin Minutes


Regular Meeting


October 16, 2017                                                                                                                         5:00 P.M.

Mayor Brian Linin called the 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, Joni Showalter – Police Chief, Suzanne McClure – Economic Development Director, Mary Volk – City Clerk, and Andrew Finzen – City Manager.  Junior Commission present are Natanya Ordonez, Emily Whisnant and Chelsea Phillips.


Mayor Linin led Pledge of Allegiance





  1. GIS Demonstration: Adam Schart, EBH – Adam gave a brief demonstration of GIS Mapping project.  The intent is to utilize remaining money in water bond project. Old mapping system was used for Code Enforcement but is outdated and obsolete.  This system maps water utilities so information from water infrastructure is input in system and available for City.  System will map zoning, lots and blocks, sewer and water utilities.  There are endless opportunities with system, like adding fire hydrant information, special districts, etc.  Mayor Linin asked, would electrical system be included?  Adam stated, the electrical is set up in own system.  Commissioner Garcia asked, would this expedite trouble shooting since everyone has access to information?  Adam stated, yes, it will help the service crews at any time.  We also plan to scan in the cards the City maintains with utility information so staff has information to review when need it.  Brian James used system for code enforcement questions and has not had information available for number of years.  Darin Neufeld, EBH stated, the system will be used as a planning function for future projects once information is in system.
  2. FAA Funding Structure: Darin Neufeld, EBH – Darin discussed how funding works for airport grant projects.  A list of KDOT and FAA airport projects from the last ten years was provided.  Darin stated, the City completed just over $4,000,000 in projects; FAA funded almost $3,000,000, $564,343 by KDOT, with City share being $651,271.  When ARRA money was available, the City captured money for four projects which required $0 from City since projects were shovel ready.  The City reapplied for KDOT funding for taxiway extension project last month.  Funding split for KDOT projects is based on project category requested with a maximum funding level.  FAA funding are all 90/10 split unless they deem it non-eligible, then it is City responsibility.  You have to have at least $1,500,000 in projects on list to get $150,000 entitlement dedicated to City.  Entitlement money must be used to complete projects on list.  FAA emphasis is on safety and paving with hangars being a low priority because they consider them revenue generating facilities, so tend not to fund them.  An entity can bank entitlement money four years before it rolls back to National Treasury.  In the past, if cannot expend the total annual entitlement, FAA will try to find other airports in State where money can be used to keep money in Kansas. The City was just the donor to Scott City airport, but in past has been recipient of the additional funding.  Other funding is discretionary funding where there is no maximum but competing against four other states in region.  Typically discretionary funding is only used for pavement projects.  Mayor Linin asked, can the annual entitlement amount increase?  Darin stated, no the amount is the same for all airports in U.S.  Discretionary funding is only programmed out three years.  With the new planner in 2014, any airport that did not update master plan in last twenty years has been required to update master plan.  Commissioner Garcia asked, last meeting I questioned the time it has taken to complete master plan.  Darin stated, the actual completion has been delayed because of new system requirements from FAA after contract was signed with City.  Darin went over schedule to complete master plan.  To get information run through the system it is nine to ten months and the type of information requested has changed twice in process.  The master plan used to take eighteen months to complete and now takes three to four years.  Mayor Linin asked, what is expected completion date for master plan project?  Darin stated, with information requesting, anticipate January 2018 as expected completion date; which should not impact current projects they will want us to complete.  Another reason master plan taking so long is planning to extend runway.  We need to get it right the first time because FAA will pay to move navigation aids one time, after that it is City responsibility.  We will be back in near future to discuss priority list required to be submitted first of 2018.



  1. 10/02/17 Commission Meeting Minutes
  2. Appropriation Ordinances, 2017-20, 2017-20A, and 2017-P20

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



  1. T-Hangar Rent – Andrew stated, rent was discussed at last meeting. Again, I do not recommend modifying T-Hangar rent at this time; but feel Commission should evaluate rate with budgeting process in spring.  We should always evaluate the rent, but I am not a fan of modifying in mid-stream.  Commissioner Mai stated, citizens have called me about this and I feel reassured we took right action so I will follow Andrew’s lead to evaluate in budget process.  Commissioner Garcia stated, in checking with neighboring communities I feel we are a little high; $125 appears to be where it should be set.  The Airport Board recommended $125.  As I stated before, I recommend when the FAA is in town the board needs to be involved with discussion.  I feel board should get quarterly reports on status of airport funding.  Vice-Mayor Fairbanks stated, I also received phone calls on this and agree with Andrew; we should table item until budget time.  I do not feel it is an unreasonable decision.  Commissioner Farris stated, the board was open to $125 but we already set rent at $150; I would say either way.  Mayor Linin stated, I share opinion to look at it in budget session.  I am looking to see if some hangars open up with change of rate since we have a waiting list.  No matter what action we take, it should be discussed during budget.  ON A MOTION by Commissioner Mai to table item until budget discussion seconded by Vice-Mayor Fairbanks.  MOTION carried on a VOTE of 5-0.
  2. Parking Restrictions on Sycamore Street – Andrew stated, the hospital recommended a resolution for traffic flow in area.  Citizens in neighborhood concerned about traffic concur with resolution.  ON A MOTION by Commissioner Mai to prohibit parking on north side of Maple Drive from Aspen to Willow Road seconded by Vice-Mayor Fairbanks. MOTION carried on a VOTE of 5-0.
  3. Contract Award: GIS Mapping, EBH – Andrew stated, this is contract for services Adam discussed in presentation.  I recommend table this contract and item D as the contracts were not in packet for Commission to review.  I will send contracts out to Commission tonight. ON A MOTION by Commissioner Garcia to table GIS Mapping Contract and Annual Service Contract until the next meeting seconded by Commissioner Farris.  MOTION carried on a VOTE of 5-0.
  4. Contract Award: GIS Mapping Annual Service, EBH – Item tabled with motion in Item C.
  5. Unfit Structure: 1008 Main – Andrew stated, I recommend the Commission enter into brief executive session before item is discussed. Vice-Mayor Fairbanks made a motion at 6:07 p.m. to recess into executive session to discuss possible acquisition of unfit structures under authority of K.S.A. 75-4319 (b)(6) for preliminary discussions relating to the acquisition of real property under KOMA for fifteen minutes.  I request the Commission, Andrew and Suzanne be present.  Commissioner Garcia seconded the motion.   MOTION carried by a VOTE of 5 to 0.  Meeting resumed at 6:22 p.m.    Vice-Mayor Fairbanks made a motion at 6:22 p.m. to recess into executive session to discuss possible acquisition of unfit structures under authority of K.S.A. 75-4319 (b)(6) for preliminary discussions relating to the acquisition of real property under KOMA for ten minutes.  I request the Commission, Andrew and Suzanne be present.  Commissioner Garcia seconded the motion.   MOTION carried by a VOTE of 5 to 0.  Meeting resumed at 6:32 p.m.  ON A MOTION by Commissioner Mai to authorize Andrew to proceed with negotiations to purchase 1008 Main Street seconded by Vice-Mayor Fairbanks.  MOTION carried on a VOTE of 4-1 with Commissioner Farris casting the dissenting vote.
  6. Unfit Structure: 811 E. Hwy 24 – Andrew stated, this property was discussed in conjunction with 1008 Main property.  I do not know if Commission would like to use remaining professional service funds to address problems or delay property until next year.  We can see if we can address asbestos removal at this time.  There is approximately $36,000 left in budget line item.  Mayor Linin stated, I am in favor of doing as much as we can with remaining funds available this year, then get bill assessed to tax role.  ON A MOTION by Commissioner Mai to proceed with bids for asbestos removal at 811 E. Highway 24 seconded by Commissioner Garcia.  Vice-Mayor Fairbanks asked, we know there is asbestos in structure?  Andrew stated, yes from the engineer study that was completed on property.  Mayor Linin asked, do we want to do more and use as many funds available?  I feel we need to do as much this year as we can.  Commissioner Mai stated, remember we have the Main Street property also.  Commissioner Mai amended motion to proceed with bids for 811 E. Highway 24 in project phases to utilize funds available; Commissioner Garcia amended second to motion.  MOTION carried on a VOTE of 5-0. 



  1. Junior Commission Report – Natanya stated, we would like to discuss the SAFE (Seatbelts Are For Everyone) program we are doing.  We performed a survey at the High School, results show 62.78% of students are wearing seatbelts, while only 28.02% of students were distracted with cell phones. We want the results to be 70%.  We will conduct two more surveys.  Emily stated, the program is funded by State of Kansas to get activities to get youth involved.  We have received $800 to date.  Chelsea stated, we have challenged high school students to sign pledge cards for a drawing for those wearing seat belts.  The students in school are excited about program and we have a lot of student engagement.  We are working to make it a community wide project. It is a fun, educational program and will keep everyone involved with monthly projects. Mayor Linin stated, we appreciate what you are doing.
  2. City Managers Report- 1. The access road paving at the airport should be complete this week with final roadwork being done by next week. Once that happens we will close the temporary road that is currently being utilized.  2. The High Plains Museum will be closing at noon on Friday, October 20th for a Kansas Museums Association (KMA) regional meeting.  We have invited twenty-six counties from Northwest Kansas to be present at the meeting.    We are now advertising our request for bids for Cemetery Caretaker Services.  The current contract will expire February 28, 2018.  Bids will be accepted until November 15th with intent to award a contractor at our December 4th meeting.  4. If we anticipate awarding contract for GIS work, we still estimate having approximately $20,000 remaining on bond money. My intent is to pivot remaining funds to the Brick Street project next year to help pay for waterline improvements done simultaneously with street work which are the City responsibility.  5.  Northwest Tech will be having a groundbreaking for their new softball fields on Wednesday, October 18 at 3:30.



  1. Commissioner Reports

Commissioner Mai – 1.  We are near the end of the watering season for the planters on Main Street.  I want to thank Joyce Sanderson for taking over watering them daily.

Commissioner Farris – 1.  No Report

Vice-Mayor Fairbanks – 1.  No Report

Commissioner Garcia – 1.  No Report

  1. Mayors Report No Report


ADJOURNMENT WAS HAD ON A MOTION Vice-Mayor Fairbanks seconded by Commissioner Garcia.  Motion carried by unanimous VOTE, meeting Adjourned at 6:47 p.m.






ATTEST:                                                                               Brian Linin, Mayor





Mary P. Volk, City Clerk