February 20, 2018 Commission Minutes

February 20, 2018 Commission Minutes

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Regular Meeting


February 20, 2018                                                                                                                       5:00 P.M.

Vice-Mayor Jay Dee Brumbaugh called the meeting to order with Commissioner Annette Fairbanks, Commissioner John Garcia and Commissioner Schields 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, Suzanne McClure – Economic Development Director, Brian James – Fire Chief, Mary Volk – City Clerk, and Andrew Finzen – City Manager.


Vice-Mayor Brumbaugh led Pledge of Allegiance





  1. GRMC Financial Update – Rae Stewart from GRMC presented the latest report from Kansas Hospitals Association on the economic impact of hospitals on their local community.  Rae stated, in 2017 GRMC ended in the black without considering money from the County. We met a goal of the County Commission to allocate County money toward new equipment.  Our largest problem is dealing with infrastructure, which engineers are reviewing to determine best way to proceed to improve facility.



  1. 02/05/18 Commission Meeting Minutes
  2. Appropriation Ordinances, 2018-04, 2018-04A and 2018-P04

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



  1. Review of Board Applicants:

Tree Board – Andrew stated, Dana Belshe is seeking three year appointment to Tree Board.  Currently there are five members on the board; however, City Employee Danny Krayca is willing to resign and allow community volunteers on board.  Dana has done a good job as ex-officio member and I recommend his appointment at next meeting.

KMEA Board of Directors – Andrew stated, Director Appointment of Commissioner Fairbanks expires April 2018.  I attend meetings and am willing to accept appointment.

  1. 2018 City-Wide Cleanup – Andrew stated, we would like to see if Commission has input on City-Wide cleanup. Last year it was first week in May but this year would like to schedule in April.  We will talk to the County Commission about waiving landfill fees.  As in the past we will prohibit tires, grass, paint and household hazardous waste.  Tree branches must be cut in four feet sections.  We do not take phone requests.  Rich stated, we started program to help people who had no way to haul waste.  We have problems now with rental property; landlords get money from rental property, should they be responsible for maintaining property?  We could spend a lot of time in trailer parks.  Most people appreciate the program, but there are some that just use it to haul off all their waste.  Where do you draw the line?  Commissioner Fairbanks asked, will it help to have a meeting with landlords?  We advertise everywhere we can so the public knows what cannot be picked up.  Commissioner Garcia stated, it is a tough spot as they pay property taxes also; we just need to be specific.  Rich stated, I feel we do not pick up if rental property since we do not pick up for commercial.  Vice-Mayor Brumbaugh asked, what percent of population is problem?  Dustin stated, only a handful of landlords but they own a number of properties.  Not everyone abuses program, but need to have parameters because it is a good program.  People know when it is scheduled, but they do not begin to put waste out until we have already started through the town.  Commissioner Schields stated, we need to set a deadline to have stuff out and only one pickup per property.  Rich stated, another idea to address some problems is to ask County Commission to open up landfill for all Sherman County residents to haul waste.  Vice-Mayor Brumbaugh stated, what about setting a drop dead date to have stuff out this year with one pickup and ask County Commission to open up landfill for everyone, then evaluate the landlord problem in a year.  Consensus of Commission is in agreement.
  2. Commissioner Retreat Reschedule Andrew stated, I recommend postpone discussion until all Commissioners are present. Please check your calendars for open dates.



  1. Ordinance 1710: Board Consolidations – Andrew stated, in ordinance we amended minimum liability insurance in the amount of $1,000,000 to get an Arborist License which is in line with City insurance. ON A MOTION by Commissioner Fairbanks to approve Ordinance 1710: Board Consolidations with amendment seconded by Commissioner Garcia.  MOTION carried on a VOTE of 4-0.
  2. Ordinance 1711: K27 ROW, Irvin Annexation – Andrew stated, ordinance is for K-27 ROW and corrects boundary error behind Holiday Inn Express.  ON A MOTION by Commissioner Garcia to approve Ordinance 1711: K27 ROW, Irvin Annexation seconded by Commissioner Schields. MOTION carried on a VOTE of 4-0.



  1. Incentive Agreement: American Implement Expansion – Suzanne stated, American Implement is planning a $1,400,000 expansion to existing structure. They have been approved for the NRP but my incentive calculation does not include those rebates.  They have requested the utility rebate of twelve will get you six which will be an average on the increase on their existing bill after addition has been in operations for one year.  They requested electric savings to install the pad mount and to waive building permit fees.  Expansion is 22,000 square feet and they plan to add five to ten new jobs.  Total incentive package is estimated to be $22,452 without NRP rebates.  Commissioner Garcia asked, the utility rebate will only be on the addition?  Suzanne stated, yes we will set a baseline with existing facility and incentive will only be on increase utility costs.  It will be difficult to break it down.  ON A MOTION by Commissioner Garcia to approve the Incentive Agreement for the American Implement Expansion estimated at $22,452 seconded by Commissioner Fairbanks.  MOTION carried on a VOTE of 4-0.
  2. Bid Award: Street Rehabilitation Project – Adam stated, bids on the street project were open February 15th. We requested bids as two projects, Schedule A and B with several alternates. Schedule A was bid for asphalt or concrete options while Schedule B was bid as concrete only.  We allowed contractors to tie the bids with both projects; one contractor, Sporer Land Development, Inc. submitted both a tied and untied bid.  There are two apparent low bids, Sporer Land Development, Inc. submitted a base bid in the amount of $967,525 for concrete while McCormick Excavating & Paving submitted a base bid of $996,536 for asphalt.  It is unusual to receive concrete bids this close to asphalt bids.  Apparently EBH estimate was high and it appears we should be able to complete most all add alternates on project with money.  Looking at the bids, all concrete work can be done except the 11th Street alternate, leaving $2,125 in contingency, which is not much if there are sub-grade problems.  With asphalt, the same work can be done with about $60,000 in contingency.  The Commission will have to choose what part of project to complete with the $2,235,000 available.    Sporer Land Development, Inc. will be the contractor on Schedule B work as they were the definite low bid.  There are maintenance differences for asphalt and concrete streets, but both types were scheduled to last forty years.  Maintenance is easier on concrete streets.  Rich stated, we are better setup to maintain concrete streets.  Mark Hubert, Sporer Land Development, Inc. stated, we would bring in our own plant for concrete.  We support local businesses and pay taxes in Sherman County.  Vice-Mayor Brumbaugh stated, I would be in favor of all concrete.  Andrew stated, Staff has concrete preference also.  Jim McCormick, McCormick Excavating & Paving stated, our bid will use City’s concrete as base which would be a savings for the City since they hire us to crush the concrete.  It will also cut construction time in half as do not have to let cure like concrete.  Asphalt heats up faster and not as icy in winter time.  Adam stated, asphalt does have quicker turnaround time but I try not to concentrate on that when looking at days versus a street lasting forty years.  There is a big timeline difference if City hires one contractor or two to complete work.  One contractor would extend into next year.  Unique to have concrete and asphalt prices this close.  Vice-Mayor Brumbaugh stated, if we approve concrete project we need to eliminate an alternative.  Adam stated, one option is to take out 14th Street or Industrial Park extension but 11th Street alternative will be eliminated either way at this point.  Another option is eliminate 11th Street and leave only $2,125 contingency if do rest of concrete bid.  Andrew stated, I feel 14th Street is included in project because it is an unpaved street inside the City but there are no homes that face property.  My thought is if we want to see development in Industrial Park we need to invest in it.  This will create more marketable lots in the park and in the future we still need to get utilities extended.  Commissioner Schields stated, I looked at 14th Street and thought we could postpone it since there are no homes facing the street.  Commissioner Fairbanks stated, I concur on 14th  Adam stated, if we see we have money available later, we can even curb and gutter for 14th Street, which would help, it is just not in budget to do both streets.  Jim McCormick stated, if you approve asphalt bids, there is $20,000 left if do all alternatives.  Mark Hubert stated, our base is millings so City would have concrete material to use later at their discretion.  ON A MOTION by Vice-Mayor Brumbaugh to approve the tied bid from Sporer Land Development, Inc., eliminating 11th and 14th Street alternatives in the amount of $2,122,898.90 seconded by Commissioner Fairbanks.  MOTION carried on a VOTE of 3-1 with Commissioner Garcia casting the dissenting vote.



  1. City Managers Report – 1. BANKWEST closed on the Healthful Solutions building today and the City has entered into a Lease-Purchase agreement for the building. We will begin the process of moving into the building and outfitting it. Suzanne will be doing an Economic Development update at the March 5th meeting, at which time we hope to report back with the progress made on the new facility.  We are pursuing volunteer assistance to help man the building.  2. The joint meeting with County and School Board has been scheduled for 5:45pm on February 26th at the School Board Meeting Room.  After we get the NRP changes situated, I will begin working to schedule regular City-County Joint Meetings again.  Bids are currently being accepted for the City’s 2018 Mowing Contract and next week we will start accepting bids for the City’s 2018 Pest Control Contract.  4. We have received confirmation that Goodland has been awarded “Tree City USA” designation again for the 39th year.  Staff is planning Arbor Day celebration.
  2. Department Heads

City Clerk – 1.  Year-end filing is complete.  2.  We are still in process of updating Swift911 system with information.   3.  We attended a 2020 Census meeting as we are in beginning stages of providing information to them.  4.  We attended the District Water meeting in Colby.  Shauna will be attending the State water meeting in March.  5.  With the cold weather, we are estimating water consumption in some routes.

Director of Public Power – 1.  The power plant crew replaced a head on unit 8 and are working with Midwest States on Unit 10 Control Panel.  We will be generating in near future to test for summer load.  We have a lot of young new employees so we will also be using this as a training exercise.  2.  Weekly maintenance and cleaning at plant. 3.  Completing monthly and annual reports required to file.  4.  Assisted Parks Department with some welding on a light pole.  5.  Distribution has completed inventory and submitted requests to suppliers for quotes.  6.  Replaced pole between Main and Center and 15th and 16th Streets.  Our goal is to complete Main Street in two years.  7.  We are preparing for annual truck safety inspections.  8.  Trouble shooting random outages throughout town with wind and weather.  9.  Install motors on retractable roof; our electricians have been sick.  10.  North School requested security lights installed.  11.  Had employees attend UOM lineman school in Garden City.  12.  Working on the lights for crosswind runway controller.  13.  Line and Plant Foremen are attending leadership school through Thursday.  14.  We will be getting back on Highway 24 project this year.  Other upcoming projects are court house and American Implement.

Fire Chief/Building Inspector1.  There is not a lot of building going on this time of year.  Last year there were 1,500 roofing permits issued.  2.  Alex is sending out letters on junk and inoperable vehicles.  3.  Alex completed nine pit bull inspections.  4.  We are inspecting property at 1619 Kansas along with other properties we plan to bring to Commission.  5.  City fire had one hundred five calls last year; there were two hundred thirteen between City and County.  We changed things last year to intermingle City and County crews and partner with another firefighter to insure better response time and that we staff apparatus properly.  On financial side, the entity you are with pays for the call which has helped both budgets.  6.  We have been doing typical training and currently have one spot open on City fire.  Staff see difficult situations that are sometimes difficult to handle.  7.  We just had a significant repair on Engine 2 pump.  8.  I am happy in 2014 the ISO rating went to 4, it will be very difficult to get rating lower.  9.  We have had positive discussion with Fire Board to assist City with equipment costs.

  1. Commissioners

Vice-Mayor Brumbaugh – 1.  I appreciate reports from Department Heads and look forward to tour of facilities tomorrow.

Commissioner Fairbanks – 1.  Thanks for reports from Department Heads and look forward to next reports.  It is educational for Commission.  2.  The sunset of the City sales tax concerns me and I think the Commission needs to discuss it.

Commissioner Garcia – 1.  Thanks for reports from Department Heads.

Commissioner Schields – 1.  Thanks to the Department Heads for reports.  I appreciate what everyone does.  2.  I am pleased we are able to include 25th Street on street project.

  1. Mayors Report Absent, No Report.



  1. Under authority K.S.A. 75-4319 (b)(4) for financial affairs or trade secrets of corporations, partnerships, trusts and individual proprietorships – Vice-Mayor Brumbaugh made a motion at 6:49 p.m. to recess into executive session to discuss the contract of the City Attorney under authority of K.S.A. 75-4319 (b)(4) not to exceed ten minutes.  I request the Commission, Mary and Andrew be present.  Commissioner Fairbanks seconded the motion.   MOTION carried by a VOTE of 4 to 0.  Meeting resumed at 6:59 p.m.
  2. ON A MOTION by Vice-Mayor Brumbaugh to approve increase in City Attorney contract amount from $3,000 to $4,000 per month beginning March 2018 seconded by Commissioner Garcia. MOTION carried on a VOTE of 4-0.


ADJOURNMENT WAS HAD ON A MOTION Commissioner Schields seconded by Commissioner Garcia.  Motion carried by unanimous VOTE, meeting Adjourned at 7:00 p.m.  The Commission has a Special Meeting February 26, 2018 at 5:45 p.m. at School Board Meeting Room and next regular meeting is March 5, 2018.






ATTEST:                                                                               Jay Dee Brumbaugh, Vice-Mayor





Mary P. Volk, City Clerk