November 21, 2022 Commission Minutes

November 21, 2022 Commission Minutes

November 21, 2022 Commission Minutes

website_admin Minutes


Regular Meeting

November 21, 2022                                                                                                              5:00 P.M.

Mayor Aaron Thompson called the meeting to order with Vice-Mayor J. J. Howard, Commissioner Jason Showalter and Commissioner Ann Myers responding to roll call.  Commissioner Brook Redlin was reported absent.

Also present were Dustin Bedore – Director of Electric Utilities, Frank Hayes – Chief of Police, Joshua Jordan – IT Director, Kenton Keith – Director of Streets and Facilities, Neal Thornburg – Director of Water and Wastewater, Danny Krayca – Director of Parks, Jeff Dinkel – Code Enforcement/Building Official, Mary Volk – City Clerk, Jake Kling – City Attorney and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance



  1. 11/07/22 Commission Meeting Minutes
  2. Appropriation Ordinances: 2022-22, 2022-22A, and 2022-P22

ON A MOTION by Commissioner Showalter to approve Consent Agenda seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 4-0. 


  1. Resolution 1603: Unfit Structure 106 N Caldwell Ave. – Jeff stated, property was previously brought before Commission in August then again in September to request boarding up property for safety.  Nothing has been done to the property; we would like to set a hearing for January 3, 2023 to demolish property.   ON A MOTION by Commissioner Showalter to approve Resolution 1603: Unfit Structure 106 N Caldwell Ave.seconded by Commissioner Myers.  MOTION carried on a VOTE of 4-0.
  2. Resolution 1607: Authorizing Redemption and Payment of Industrial Revenue Bonds (IRB), Series 2022 (24/7 Travel Store Project) – Kent stated, the Commission authorized taxable revenue bonds in 2019 then earlier this year authorized bonds.  Bonds were purchased by the company, the City is just a mechanism for the transaction to occur.  The company would like to redeem the bonds with this resolution.  There is no cost to the city; we are just the conduit for the transaction to occur.  Commission Showalter stated, this is a good economic development project.  Kent stated, people may question why we allow this, but State Statute allows this to occur.  The benefit is property valuation increases with improvement.  When project started in 2019, property was valued at $600,000, today property valuation is four times that value.   ON A MOTION by Mayor Thompson to approve Resolution 1607: Authorizing Redemption and Payment of Industrial Revenue Bonds (IRB), Series 2022 (24/7 Travel Store Project)seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 4-0. 


  1. Demolition Bid Award – Jeff stated, we had a public hearing for 1514 Caldwell with no interest.  Property owner has not done anything to property.  We received bids for demolition from Goody’s in the amount of $9,000 and B & K Pumping in the amount of $12,000.  Goody’s anticipated completion date of January 6, 2023.  ON A MOTION by Commissioner Showalter to approve the bid from Goody’s in the amount of $9,000 for the demolition of 1514 Caldwell Avenue seconded by Commissioner Myers.  MOTION carried on a VOTE of 4-0. 
  2. Contract for Engineering Services: EBH – Acquire SRE (Carrier Vehicle and Snow Blade) – Darin Neufeld, EBH Engineer stated, this contract is for the purchase of snow removal equipment (SRE) with an FAA grant.  The City does not need to have an engineer for this project, but it helps to ensure we meet federal requirements.  This is a 90/10 grant.  If you approve agreement we will begin to get documents together for bid request.  We would like to have opening mid-March but with everything the way it is, there could be an extended period of time to receive equipment.  Mayor Thompson asked, how much time and effort is there to go through process?  Darin stated, I contacted Mr. Raby at Rooks County airport who recently went through this process.  He indicated with all paper work required he had over 300 man-hours to complete the process.  We do not know how many man hours it will take.  We can do an hourly contract if you would like, we just do not know how many hiccups we will experience.  Mayor Thompson asked, if hourly what rate will be charged?  Darin stated, our billing sheets show who works on project, hours and their wage, with an audit factor of 10 to 15% profit.  We have a standard rate table for the audit factor which generally ends up close to same cost.  Mayor Thompson asked, FAA wants agreement by end of month?  Darin stated, yes, their letter came out November 15th asking for contract information.  If you want we can change contract to hourly and approve contract with change contingent upon FAA approval.  We do not have all clauses required by FAA as requested for the agreement at this point.  Those will be added to the contract once we receive information from FAA.  We can change contract wording if Commission would like to go that route.  Commissioner Myers stated, I like hourly version for contract.  Mayor Thompson asked, money for contract comes from airport fund?  Mary stated, yes, but keep in mind this qualifies for the grant at 90/10 split.  Kent asked, is that a hard date with FAA?  Darin stated, the hard deadline is May 1st when we turn in grant application, but if we do not hit this date it makes it hard to hit the May 1st deadline.  Commissioner Showalter asked, so our contract is asking you to get SRE worth about $500,000.  Darin stated, yes, we estimated costs based on information from vendors and Rooks County, which is pretty accurate with what we are seeing.  We do not know if the manufacturers will meet buy American requirements.  Commissioner Showalter asked, the equipment is eligible for 90/10 grant split?  Darin stated, yes.  Commissioner Showalter asked, to answer questions from the public, why do we need if we already have snow removal equipment.  Darin stated, the kick broom will be attached to the equipment and has been needed, especially to sweep gravel on runway and to sweep lighter snows.  The blade is only for heavier snows.  This is only equipment for the airport which is high on the list.  With this equipment they can be cleaning airport at same time they clear the rest of town.  Commissioner Showalter asked, where does money come from?  Kent stated, the money is designated through the airport fund.  Darin stated, the City has annual allotments of discretionary funds available from FAA for the grant.  You have to use the money or it is delegated to other Kansas airports and if not, you lose money to federal government.  Kent stated, this is one part of agreement for the equipment.  Darin stated, that is correct, the next grant is to build the building to house the equipment at airport.  We currently will be able to store equipment other places at the airport.  Vice-Mayor Howard asked, what if you exceed $30,000.  Darin stated, we cannot bill you over the maximum amount.  Mayor Thompson stated, I like the hourly rate up to $30,000 maximum.  Darin informed Commission how the contract will be revised for an hourly contract.  Consensus of the Commission is to approve revised hourly contract.   ON A MOTION by Mayor Thompson to approve the revised hourly contract with EBH Engineering for services to acquire SRE (Carrier Vehicle and Snow Blade)through FAA Grant in an amount not to exceed $30,000, contingent upon approval by the FAA seconded by Commissioner Myers.  MOTION carried on a VOTE of 4-0.
  3. 2023 Library Contract – Kent stated, this is the annual contract with Sherman County and Library Board for county funding at Library.  ON A MOTION by Commissioner Showalter to approve 2023 Library Contract seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 4-0.


  1. Sales Tax Ballot Issue: Roads and Next Step – Kent stated, ballot issue was close and it came down to provisional ballots.  Original count was a few votes short but issue passed with provisional ballots by five votes.  Question for Commission is how to proceed with setting up project?  The ballot issue was setup for 8th Street project but we will not see revenues until late 2023 or 2024.  We could start discussions as to whether we do a pay as you go or finance project as one project from Cattletrail to Caldwell Street.  Should we start having discussions with our financial advisor?  Vice-Mayor Howard stated, the pay as you go could save you money but as costs keep going up it will cost us much more.  Mayor Thompson stated, I am more interested in bonding one project with this economic climate.  Feel it will be more fiscal responsible.  Economy may change in future but we do not know.  I feel we should look at options for bonding and project.  There are a lot of issues to include in the discussion.  Kent stated, part of discussion will be getting an engineer involved.  Project is large so it will be done in stages but hopefully all in same construction season.  With financing we would authorize temporary financing then we will have actual costs when project is complete for long term financing.    Consensus of Commission is to begin researching financing and timing for project. 


  1. City Manager – 1.  The manager memo is in your packet.  2. The police monthly activity report is in your packet.  Frank stated, we promoted Officer Mader to Corporal in the department.  We could not find a Sergeant, but Mader will be the supervisor for that shift.  We feel he will do well.   3. Josh worked on equipment for mobile data computers in police department.  We will have to get MIFI to help with communication of equipment to avoid interruption.  This is an additional charge for communication device.  4. High School cleanup went well today.  Kenton stated, we were told we cleaned up 95 yards.  There is no charge for the yard waste at the County.  5.  Danny stated, Parks Department is up to full staff again.  We have been busy with mowing, weed eating, watering and numerous projects for the parks.   New aerator worked well.  All parks and restrooms are winterized.  This year we had about twenty vandalism cases.  The Phillips Park sprinkler system is about 95% complete.  We had assistance from Electric, Water and Street Departments.  The project was done 100% in house.  We are working on getting brighter LED lights for the park.  Kent stated, this was a big project to complete.  It took a while but it is good to see collaboration of all departments.  6.  There was supposed to be a hearing tonight regarding trailers at 16th and Colorado but did not get on agenda.  We will get a resolution to set a new hearing date.
  2. City Commissioners

Vice-Mayor Howard – 1.  Happy Thanksgiving and safe travels everyone.

Commissioner Showalter – 1.  I had a question from a community member regarding LED lights on Highway 24 that turn purple.  Dustin stated, a lot of it has to do with February event, they are damaged and need switched out.  We have replacements but trying to let them go as long as can with lighting.  2.  Crews are putting up Christmas decorations and they look good.

Commissioner Myers – 1.  No Report

Commissioner Redlin – 1.  Absent, No Report. 

  • Mayor Thompson1.  Happy Thanksgiving.

ADJOURNMENT WAS HAD ON A MOTION BY Vice-Mayor Howard seconded by Commissioner Showalter.  Motion carried by unanimous VOTE, meeting adjourned at 5:55 p.m.  Next meeting is scheduled for December 5, 2022.


ATTEST:                                                                               Aaron Thompson, Mayor


Mary P. Volk, City Clerk