July 6, 2021 Commission Meeting Minutes

GOODLAND CITY COMMISSION

Regular Meeting

July 6, 2021                                                                                                                            5:00 P.M.

Mayor John Garcia called the meeting to order with Vice-Mayor Jay Dee Brumbaugh, Commissioner Aaron Thompson, Commissioner J. J. Howard and Commissioner Gary Farris responding to roll call. 

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, Mary Volk – City Clerk and Cherise Tieben – Interim City Manager.

Mayor Garcia led Pledge of Allegiance

Approval of Agenda – ON A MOTION by Vice-Mayor Brumbaugh to approve Agenda as presented seconded by Commissioner Farris.  MOTION carried to approve agenda as presented on a VOTE of 5-0. 

PUBLIC COMMENT

CONSENT AGENDA

1. 06/21/21 Commission Meeting Minutes
2. Appropriation Ordinances: 2021-13, 2021-13A, 2021-13B and 2021-P13

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

FORMAL ACTIONS

1. Insurance Request for Proposals – Cherise stated, the City Manager’s office previously issued a request for proposal for property, casualty and health insurance.  I read through the submittals and spoke with a couple of vendors submitting information.  It appears everyone was confused with process.  I recommend we reject all proposals and start over.  Your property and casualty is currently with EMC, the best in the market so I do not feel you should address that at this time.  You have issues with the health insurance.  I recommend Commission separate the request to allow me to work with the benefit committee to work within the budget.   Mayor Garcia asked, do we reissue requests to separate policies?  Cherise stated, I recommend you do one request at a time.  You have EMC now, stay there.  You do not want to move away from KMIT, your workman’s compensation carrier.  We need to focus on health insurance by working with the benefit committee to find a middle ground, then submit a request for proposal.  Mayor Garcia asked, what if we have a provider bid property, casualty and health insurance and wants to keep bid submitted?  Cherise stated, they submitted information for health insurance, then they can submit a proposal for property and casualty at the time the second request is requested.    ON A MOTION by Commissioner Farris to reject current proposals and allow Cherise to work with the benefit committee to proceed toward a request for health insurance that will work within City budget seconded by Vice-Mayor Brumbaugh.  MOTION carried on a VOTE of 5-0. 
2. New Business – Cherise stated, Topside Manor Board has approached me with concerns regarding agreements previously made with City Staff that the City will pay cost of water installation from water main to meter; we would then cover costs from that point.  Current staff is unaware of agreement and billed Topside Manor for the costs.  The Board felt they had the agreement with two different City Managers.  Mayor Garcia stated, it is unfortunate things like this happen when the item is not brought to Commission for approval.  In cooperation with the project, I feel the City should pay for the water installation in the amount of $21,534.51.  It was an understanding by the board that such agreement was made at the meetings that took place, but no one has documentation.  Board was unaware of costs, so it is not in their budget.  We are creating economic development and need to cooperate to move project forward.  Commissioner Thompson asked, where were these discussions that took place?  Gennifer House, Board member stated, we have been working on this project for three years.  We have worked with Andrew Finzen, then Alan Lanning, now Cherise.  We also worked with Suzanne who was on our Board and Rich Simon as Public Works Superintendent.  Kevin Rasure, Board member stated, we originally worked with City Staff.  Gennifer stated, Ron Schilling and I recently met with Neal and Alan again and did not document meeting.  Cherise and Neal met us at the trailer to discuss the issue.  Commission Thompson stated, moving forward we want to make sure large purchases of this nature are documented and brought to Commission.  Commissioner Farris stated, they are on a tight budget and we need to help.  ON A MOTION by Commissioner Farris to waive the water installation fees in the amount of $21,534.51 for Topside Manor seconded by Vice-Mayor Brumbaugh.  MOTION carried on a VOTE of 4-1, with Commissioner Howard casting the dissenting vote. Commissioner Howard asked, where will these costs be paid from?  Cherise stated, the water fund.
3. Request of Assistance from 24/7 – Cherise stated, 24/7 called indicating they are having issues with water pressure on store side and need 55 psi.  I met with staff to check pressure, it was nearly the same inside building and out by hydrant.  24/7 claim they had confirmed 55psi with staff.  Staff has informed me we do not have that pressure anywhere in City.  I checked with Abilene where 24/7 had same project.  Abilene assisted 24/7 with purchasing a pump but they cannot determine amount paid.  This is clearly not a miscommunication from City staff.  Mayor Garcia asked, what is pressure out there?  Neal stated, about 45 psi.  Brian James did a study in town and got at best 51 psi.  When 24/7 did study for their facility, the towers were down so would have less pressure.  When Brian tests pressure in the fall, the towers are up, so pressure is up.  We have never had 55 psi pressure in Goodland.  The maximum we will have anywhere if tower level is up is about 51 psi.  Mayor Garcia stated, Cherise’s memo states it is an error on the side of their engineer.  Commissioner Howard stated, I feel it is the architect that missed it but they want the City to eat the cost.  I feel they should bear the cost.  Another property in the area had same issue and had to buy their pump.  Commissioner Thompson stated, I agree we should not bear costs for their error.  ON A MOTION by Commissioner Thompson to reject the request for assistance from 24/7 on the purchase of their water pump seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0. 
4. Interim Building Official – Cherise stated, the individual we were pursuing to temporarily fill Building Official position called this morning and rejected opportunity. 
5. City Manager Recruitment – Mayor Garcia made a motion at 5:21 p.m. to recess into Executive Session under authority of K.S.A.75-4319 (b) (1) for personnel matters for nonelected personnel not to exceed twenty-five minutes.   I request the Commission, Cherise and Crystal VanVleet, Human Resources be present. Vice-Mayor Brumbaugh seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 5:46 p.m.  Cherise stated, I do not believe you will have a lot of costs with the MPS Contract.  If you test three candidates the cost will be approximately $1,700.  ON A MOTION by Commissioner Thompson to approve the MPS Security Agreement seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0.  If the Commission agrees with the job advertisement, job description and flyer, we will proceed.  I have provided a timeline for the process, if you have concerns we need to discuss them now.  Consensus of Commission is to proceed with timeline.  Cherise stated, advertisements will be placed soon and we can start reviewing applications immediately so no one is overwhelmed.  In the process you can pick a committee or the commission to review applications, I just need direction.  On August 16^th, who do you want on review committee?  I feel you need some Commission, yet other representation.  Commissioner Thompson stated, I would like a couple Commissioner’s and couple staff.  How many applicants do we want to narrow down to?  Cherise stated, I suggest three.  Mayor Garcia stated, I think five candidates.  Commissioner Thompson asked, how will process work?  Will everyone look at all applications that come in and narrow to top three to five?  Consensus of Commission is that Cherise and Crystal can review and narrow applicants for Commission.  Commissioner Thompson stated, I would also like one to two commissioners review applications.  Cherise stated, Crystal, Commissioner Thompson and myself will review applications.&n bsp; Commissioner Farris volunteered to assist.  Cherise stated, I would like to know if Commission is comfortable with the remaining process.  Commissioner Thompson stated, I feel comfortable with members selected for reception.  Cherise stated, we need to have them reserve this date.  Commissioner Thompson stated, I recommend Annette Fairbanks as a past Commissioner at the reception.  Mayor Garcia stated, I also recommend past Commissioner Dave Daniels.  Cherise stated, I will have County Commission pick a member from their body. 

REPORTS

1. Interim City Manager – 1.  As a reminder, there is a special meeting for the budget Monday July 12^th at 5:00 p.m.  2.  We applied for another airport grant I will let Mary inform Commission on grant.  Mary stated, with the American Rescue Plan Act there are additional funds awarded to airports for operations and utilities to provide relief in response to COVID-19.  We are evaluating the HVAC systems at the terminal building as some are very aged and they indicate funds can be used to replace systems.  The application was submitted last week.
2. City Commissioners

Commissioner Thompson – 1.  Freedom Festival was good, even with interruption from rain.  Some enjoyed the additional time for fireworks but may need to restrict size allowed. 

Vice-Mayor Brumbaugh – 1.  No Report 

Commissioner Howard – 1.  Commend City employees on work being done.

Commissioner Farris – 1.  Topside Manor project is progressing quickly. 

• Mayor – 1.  Thank Staff for work, community looks good.  Appreciate you working with Cherise and her keeping us informed. 

ADJOURNMENT WAS HAD ON A MOTION BY Vice-Mayor Brumbaugh seconded by Commissioner Farris.  Motion carried by unanimous VOTE, meeting adjourned at 6:00 p.m.  Next meeting is scheduled as a Special Commission Meeting July 12, 2021 at 5:00 p.m.  Next regular scheduled meeting is July 19, 2021.

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ATTEST:                                                                               John Garcia, Mayor

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Mary P. Volk, City Clerk