June 5, 2023 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

June 5, 2023                                                                                                                           5:00 P.M.

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

Also present were Dustin Bedore – Director of Electric Utilities, Frank Hayes – Chief of Police, Joshua Jordan – IT Director, Neal Thornburg – Director of Water and Wastewater, Zach Hildebrand – Code Enforcement/Building Official, Jake Kling – City Attorney, Mary Volk – City Clerk and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance

PUBLIC COMMENT

  1. Jay Cotter, 24/7 Assistant Manager stated, I am here to request an ordinance be put in place for public safety.  I would like an ordinance to address concerns with deli food items shipped without an expiration date.  We have to stamp the food upon receipt so we are unable to tell when item actually expires.  I see the solution for the City is to require food to be electronically dated with expiration so it is not stamped upon arrival at the business.  I want to avoid the ability for businesses to select own expiration date.  Mayor Thompson stated, this is a subject I know little about, but I assume there are multiple State and Federal requirements regarding food.  I recommend you discuss this with City Manager during the day to understand what you are requesting.  Commissioner Myers asked, what does the State inspector say?  Jay stated, if meat is not dated and rotated properly, it is difficult to know when expired.  Mayor Thompson stated, I assume your company would take care of this by time product gets to you.  Jay stated, our freezer meat is not dated and when it is taken out of freezer, we have so many days before we have to remove product.   I do not want there to be a misunderstanding.  Mayor Thompson asked, have you discussed this with the company?  Jay stated, multiple times and discussion has not gone well.
  2. Craig Loveless: GRMC Update – Craig provided an update on GRMC year to date finances.  Contract labor is running significantly ahead of budget and has been a high cost for the hospital.  An issue that is important to the board and community is how to align Atwood and Goodland hospitals with communities.  Downside for the two communities is the time staff spends on the road and time zone change.  The community perception is a challenge because there is not a lot of income.  The benefit is to align services of administration, HR and physicians.  If we hire physicians, it is a financial benefit to align hospitals.  Mayor Thompson asked, do you see relief on contract labor?  Craig stated, one of the college students started today in Respiratory Therapy which will help, but do not see relief with radiation tech’s and nursing.  We are short in both positions and news shows this is not just a healthcare issue. 

CONSENT AGENDA

  1. 05/15/23 Commission Meeting Minutes
  2. Appropriation Ordinances: 2023-11, 2023-11A, and 2023-P11

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

PRESENTATION & PROCLAMATIONS

  1. Options: Domestic and Sexual Violence Services Presentation – Andrea Cross, Development Director in charge of fund raising stated, our request is for $2,000.  I submitted the community and Northwest Kansas service profiles.  We are celebrating our 40th year in service which began by FHSU professors.  We cover the eighteen northwest counties.  Andrea discussed services of Options.  Our norm after COVID is to keep moving forward because our numbers have not dropped.  Our director has been with us seven years and spent $4,000 for motels (shelters) when employed.  In 2022, we spent close to $80,000.  We are working with Hays police department for a questionnaire officers can use if called to a domestic.  We have developed a mobile advocacy advocate and campus advocate, which NWKTC utilizes.  We are working to build a shelter in our Colby office rather than transporting victims.  The SANE program is up and running at GRMC to help provide services.  Mayor Thompson asked, how do you get in contact with individuals needing service?  Andrea stated, local officers provide information about services in your area, but it is a personal decision for the individual to contact us.  We also advertise to get word out.  Mayor Thompson stated, your service is invaluable for those needing it.  Andrea stated, so much that happens with domestic violence is not illegal, which is unfortunate.  We make contacts but have to be invited.  Commissioner Redlin asked, do you offer counseling? Andrea stated, we have advocates 24/7, every day.  Commissioner Redlin asked, what have we donated in past?  Mary stated, the City has not donated in past.  Andrea stated, our request amount compares to same size communities.  Commissioner Myers asked, is funding all through fund raising?  Andrea stated, we use grants then fund raise, but our services go beyond grant money.  Mayor Thompson stated, we will discuss during budget work sessions.    
  2. FLOCK Safety: Public Safety Operating System Presentation – Frank stated, I was asked by Commissioner Showalter to get information for commission.  I do not know a lot about the technology so I asked Amy Cornell and Jim Fink from Flock Safety for assistance,   Amy stated, the flock safety system gets a snapshot of vehicle license plate along with the vehicle make and model.  We work with local jurisdiction laws and all data is stored 30 days in the cloud.  The system does not provide facial recognition thus the system mitigates risk because information belongs to agency and takes human bias out of event.  Flock system helps locate suspects using vehicle information.  Cameras can be installed on poles in the city and are powered by solar.  Commissioner Showalter asked, what have other communities done to fund cameras?  Jim stated, there are a variety of different options.  There are technology grants, KDOT click it or ticket campaign may apply, or businesses help fund to prevent crime.  Commissioner Showalter asked, what is cost of system and maintenance?  Jim stated, for your community we propose a five camera package for each entrance to the city.  It is $3,000 per camera and one time implementation fee based on whether use existing poles or our poles.  We do 811 survey, sight survey, solar survey, installation and maintenance.  We offered Chief a two year contract so everything is under two year warranty.  Mayor Thompson asked, how does technology work, is it a video or taking snap shots throughout the day?   Jim stated, if someone enters your town with information provided from a crime, the information would be emailed to Chief and he can search based on information.  You can search by date and time.  The technology takes snap shots all throughout the day.  Amy stated, they have to have a search reason to look at information.  If a license is not part of an investigation, it will be stored for thirty days then disappear.   Frank asked, if I understand, I will have access to information.  Jim stated, your audits are available to you forever.  Commissioner Showalter stated, I see value in system and have seen the value, Chief do you see value of equipment?  Frank stated, I feel it is probably one of the most valuable tools because it can see where we cannot.  Plus the information sinks with flock cameras in other communities, to alert other communities.  KHP has a camera on I-70 for east bound traffic.  Since Goodland is a big stop the information is very useful in our drug investigations.  The equipment does more than just locate stolen vehicles.  Commissioner Showalter stated, I am interested in seeing what it can do for us.  For example looking for information from the amber alert that went out across the state today.  I would like to see us find a place to put this in the budget.  Mayor Thompson asked, does technology work that way with amber alerts? Jim stated, yes with NCIC updates it would hit the system.  Mayor Thompson asked, you quoted a five camera system, where will those be located?  Jim stated, exit 17 and 19, Cattletrail and 8th Street, Highway 27 and 16th Street, and Road 66 at Caldwell to have a gate around the city.  Commissioner Showalter stated, I want to emphasize these are not the cameras that send citizens a ticket in the mail.  These help fight big crimes.  Mayor Thompson stated, it is cool technology with great uses. 

FORMAL ACTIONS

  1. Temporary Liquor Permit: Sherman County Community Foundation – Jessica Cole stated, I am on the Foundation Board.  The Foundation is doing well and has almost reached $1,000,000.  We are trying to build the endowment so hosting our legacy event to inform people of options with their estates.  Our event is June 29th.  We are not selling alcohol it just an option to serve it during the event.  ON A MOTION by Commissioner Redlin to approve the temporary alcoholic liquor permit for Sherman County Community Foundation during the Leave a Legacy Event at the High Plains Museum on June 29th seconded by Commissioner Myers.  MOTION carried on a VOTE of 5-0. 
  2. Water Department Radio Proposal – Kent stated, this is an update on Timberline radio system for the Water Department.  This is the radio communication that gives employees critical information on how the wells and towers interact with water plant.  Existing radio equipment is over twenty years old and is no longer supported.  This proposal is to replace equipment.  We were able to remove one item from previous proposal, so total revised cost is $130,030 for nine well sites, four towers and the plant, or fourteen locations.  There is a delay in delivery of equipment, so estimate fall delivery.  Staff recommends purchase of full system from MERF with funds for this project and other water projects previously approved by the commission.  We can reimburse water projects with budget transfers.  This is a critical component in system.  Commissioner Redlin asked, in our previous discussion Timberline was going to work with us on project for couple years.  Is that still the case?  Neal stated, they will work with us however we would like.  Neal stated, with delivery delay staff recommends purchase full project.  ON A MOTION by Mayor Thompson to approve the quote from Timberline Electric & Control Corp for $130,030 seconded by Commissioner Redlin.  MOTION carried on a VOTE of 5-0.
  3. Engineering Contract: Industrial Park project for BASE grant implementation – Kent stated, we received the BASE grant in of April for $1,800,000 project in Industrial Park.  Department of Commerce asked for pre-award documents for engineering to move forward.  Normally they request an RFQ for engineering, but since EBH acts as City engineer and helped submit application, they approved documents we submitted and waived RFQ.  Andrew Brunner provided a contract to approve for engineering to move project forward.  Mayor Thompson stated, there was an incorrect reference in Section 2.4.3.  Andrew stated, that has been corrected.  Mayor Thompson asked, on your rate schedule what position Project Supervisor Pilot?  Andrew stated, that is the drone for surveys if needed and can use.  With this project we will most likely not be able to use the drone.  Andrew stated, the contract is our standard project where design is a lump sum and construction is time and materials, so if we get a good contractor project will come in under contract.  Kent asked, is there a time constraint to complete engineering plans?  Andrew stated, I do not believe so.  We just bid out a BASE grant where the City required 10% of the fees by a certain time.  My goal is to get project bid and awarded to move forward as quickly as can.  I need to look at the most beneficial package for bidding project.  ON A MOTION by Mayor Thompson to approve the contract from EBH Engineering for the Goodland Industrial Park Improvements 2023 BASE Grant Program as stated in the contract, design at a lump sum of $80,000 and Construction for time and materials not to exceed $120,000 seconded by Commissioner Showalter.  MOTION carried on a VOTE of 5-0.
  4. IFB 2023-07: Demolition Award 1523 Colorado – Zach stated, one trailer remains on the property and there are three sewer taps to be capped.  We put the bid request out again and received one bid.  We recommend commission move ahead with bid.  Mayor Thompson stated, this has been tough situation.  There is a statement on the bid regarding addition of C & D on property after bid will cause change in price.  Zach stated, this bid does not include any C & D on 820 W. 16th Street,   which is where the other trailer went.  ON A MOTION by Vice-Mayor Howard to approve bid from B & K Pumping for the demolition of 1523 Colorado in the amount of $4,850 seconded by Commissioner Showalter.  Mayor Thompson asked, so is there a lot of stuff at neighboring property?  Zach stated, he says he is trying to repurpose property but is at a standstill with property taxes.  MOTION carried on a VOTE of 5-0.
  5. Contract Mowing Bid Award – Kent stated, original bid request received no replies.  Zach contacted people directly and received one bid for $32 per hour.  Zach stated, I recommend approval of the bid.  Kent stated, the process is starting as over sixty properties that need to be mowed have been contacted.  Vice-Mayor Howard asked, do we require liability insurance?  Zach stated, yes and he provided insurance.  Mayor Thompson stated, this has been a contracted service in past, why can it not be done in house?  Kent stated, the city elects to keep service under contract as these properties are different and take more time than a normal yard to mow.  Staff mows a lot of property between the parks, ROW and city lots.  We have five to seven employees already mowing.  Another issue is the equipment needed to mow properties.  It is fairly easy to mess up your equipment mowing these properties and we do not want to misuse equipment.  There is also a liability with other buildings and people passing by.  There may be a property or two the city will need to address because of time.  Once a letter is sent to the property, we do not have to contact property again to be mowed.  Mayor Thompson addressed Damon Rickard, bidder, stating I have an issue with your bid sheet.  Can you state the name on your bid sheet?  Damon stated, All American Services.  Mayor Thompson stated, that is not the name on your bid sheet.  Damon stated, it should have been that or Damon Rickard.  Vice-Mayor Howard stated, that is not the name on bid sheet and shared bid sheet for Damon to review.  Damon stated, I now see the name; that is an automatic sign for some vet messages I send out.  Obviously that is an oversight.  Mayor Thompson stated, not to withhold what we are looking at, if you do not say it, I will.  Damon stated, I address the bid name as Damon Mother Fuckin Rickard.  Mayor Thompson stated, oversight or not, there is a certain level of professionalism I expect when the City is contracting work.  It does seem you were surprised to see that on your bid sheet and did not realize that is what you submitted.  That is the form I have in front of me so that is why I asked if there were other avenues for services.  I was not happy with someone putting that as their name on the bid.  I do not have a problem with the amount of bid, I think that is a fair amount.  In the future I would ask you to double check documents you are submitting.  Commissioner Showalter asked, I would request the bid be redone before we approve and visit it again next meeting.  Kent stated, we will have properties that need mowing before next meeting.  Commissioner Redlin asked, can we ask him to change name on bid to award contract.  Jake stated, the bid amount is not changing, obviously the name is a clerical error.  ON A MOTION by Commissioner Redlin to award mowing contract to All American Services for $32 per hour seconded by Commissioner Showalter.  MOTION carried on a VOTE of 5-0.
  6. Temporary Liquor Permit: Gilliland Wedding Reception – Jade Artzer stated, we would like approval of temporary liquor permit for VFW at our wedding June 10th and 11th.  Commissioner Showalter asked, the permit states on street and road?  Jade stated, alcohol is only allowed in the pavilion not outside of building.  We have signs posted.  ON A MOTION by Commissioner Showalter to approve the temporary liquor permit for VFW at Gilliland Wedding Reception June 10th and 11th seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 5-0. 

DISCUSSION

  1. Traffic Signals: Traffic Cabinet Inventory Report – Kent stated, Dustin has been working with Gades on the inspection of our traffic signals for our three intersections.  Kent discussed the inspection report for cabinets supported by the city.  The signal at Highway 24/27 intersection is shared with the State.  There is no battery backup of system and the systems are no longer maintained by company.  There is no shelf stock inventory for backup either.  The software will continue to work but there will be no updates to the controllers so they recommend updating each of the controllers and instituting a life cycle program for replacement.  They also recommend maintaining shelf stock to avoid catastrophic failures.  There are also issues with conflict monitors, referred to as the malfunction management units (MMU’s) that are older than twelve years and cannot be validated.  Certification of MMU’s is required every twelve months.  Goodland has one MMU and two conflict monitors in place.  A battery backup system will reduce employee overtime of being called out at night.  Cabinet at Highway 24/27 intersection is most liable to be hit and I do not expect the cabinets at 11th and 12th Street intersections being in much danger.  They also reviewed school zone lighting and made recommendations.  Goodland has one state shared site, but city maintains it.  The agreement with KDOT was signed in 1981 where all maintenance of Highway 24 and the intersection were handed over to city.  When stop light was installed the agreement was not updated.  They indicated KDOT will often share or pay upgrade costs.  Dustin stated, because of issues with conflict monitors I did replace the ones on Main Street to limit City liability since they could not be tested.  They discussed the age of the cabinets and indicated they cannot sell us parts for old controllers.  Kent stated, they identify continued maintenance and items we need when address the cabinets.  There is also issue with cameras.  Main Street cameras are on timer so do not recognize vehicles, but the camera at Highway 24/27 intersection is on a black and white camera system.  Dustin stated, we have had several complaints of cars sitting at intersection for extended periods.  We have repaired what we can but the camera system is obsolete.  The cameras work but the monitor it connects to cannot see the zones so that has to be replaced.  There are many options available.  He indicated radar is a good option.  The best option is to cut the concrete and put in sensors but that is not what we need out here.  I have not seen any payments from the state to assist with maintenance.  I always understood the City maintained it until the inspector indicated the intersection should be KDOT.    There will have to be money spent to update equipment.  The inspector questioned the need for two stop lights on Main Street.  Cost for the cabinet at Highway 24/27 intersection is about $65,000.  Mayor Thompson stated, the agreement was signed in the 1980’s.  Dustin stated, in the 1980’s the intersection was controlled by a flashing red light.  Commissioner Showalter stated, I have been asked why we have stop lights on Main Street, do we need them?  Andrew stated, when Andrew Finzen was manager, he requested KDOT do a study to see if they were warranted.  We have not seen information.  Commissioner Showalter stated, we need to research as there may be community support to have them removed, which will save us money.  Dustin stated, the cabinets on Main Street are about $30,000 to $35,000 each.  The battery pack will be a large piece of equipment on a pole downtown.  Mayor Thompson stated, we need to check into it and get a hold of KDOT.  I feel a forty year agreement needs to be addressed because things change.  Kent stated, it will take time and work with the State to get things straightened out.  It needs to be addressed, but right now it is functioning.  Mayor Thompson asked, is the biggest issue the cabinet, camera system or what do you think?  Dustin stated, the device cameras are plugged into because you cannot see what the cameras show and if they are positioned right.  White, silver and black vehicles are hard to be picked up with black and white camera.  Mayor Thompson asked, do we need motion camera for that intersection. Andrew stated, you will have to go through KDOT for a study and get best fit. 
  2. Memory Standpipe Proposal – Kent stated, I want commission to be aware of proposal received from Utility Services Co for Standpipe repairs.  We are not done with the company and do not have good communication with them.  They had maintenance contract on standpipe and roof needs addressed.  We need the standpipe for storage during summer and the system will be affected without using it.  They give us their plan and cost but we have not received drawings or plans for their repairs.  I believe they are basically adding another layer to reinforce roof and assist with drainage.  Amount of proposal is $67,797.  We have identified ARPA money to fund project but need additional information before proceed.  Right now not presenting major problems but again it needs to be addressed.  Neal stated, it was brought to our attention when they inspected the roof three years ago that it has a sag.  The inside supports are bowing.  It is used year around and in the summer has helped get us out of difficult situations.  It stores 90,000 gallons.  Mayor Thompson stated, I hope they get the issue resolved. 

REPORTS

  1. City Manager – 1.  Manager memo is in the packet.  2. May month end financial report is in the packet.  3.  I have been in discussion with KDOT on a Safe Streets 4 All grant.  They had the initial forms of intent for us to complete to apply.  This relates back to the traffic signals and corridor on Highway 27.  There is not a good way to cross either highway.  Mayor Thompson stated, there is a lot of foot traffic out there now.  Kent stated, the grant requires a planning grant the first year, followed by implementation grant next year.  Starting to discuss grant submission with them.  It will be 95% funded for planning and if we can get multiple jurisdictions, remaining 5% could be funded.  Information will be brought back for final submission.  4. Application for next round of MIH grant was submitted.  5.  They are providing award information on cost share grant for Caldwell tomorrow.  6.  Dustin gave an update on the electrical installation at the Diesel Technology Building.  Dustin stated, we started project last Thursday to replace transformers and reset new transformer.  All power was backup by 3:00 pm Friday.  The new feed is off 13.8 that feeds four transformers we replaced.  I feel it will be better for city and college in that area.  New transformer will be energized when contractor completes wiring.  The project went well.  6.  There will be a couple nuisance structures on upcoming agenda.  Mayor Thompson asked, how is Caldwell house coming?  Vice-Mayor Howard stated, the walls are down now. 
  2. City Commissioners

Vice-Mayor Howard – 1.  No Report

Commissioner Showalter – 1.  Thank you to Dustin and crew on college project.  Thank you for your work.  2.  Introduced Matt Price, new editor for Goodland Star News. 

Commissioner Myers – 1.  No Report

Commissioner Redlin – 1.  I like the sound system on Main Street.  I would like to propose getting information to people on who they contact if need to change music on that block or have an upcoming event.    

EXECUTIVE SESSION

  1. EXECUTIVE SESSION – Under the Authority of KSA 75-4319 (b) (5) to discuss matters relating to actions adversely or favorably affecting a person as a student, patient or resident of a public institution – Mayor Thompson made a motion at 7:03 p.m. to recess into executive session under authority of K.S.A.75-4319 (b) (5) to discuss matters relating to actions adversely or favorably affecting a person as a student, patient or resident of a public institutionnot to exceed ten minutes.   I request City Commission, City Manager, City Attorney and City Clerk be present.  Vice-Mayor Howard seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 7:13 p.m.

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Showalter seconded by Commissioner Redlin.  Motion carried by unanimous VOTE, meeting adjourned at 7:14 p.m.  Next meeting is scheduled for June 19, 2023. 

_____________________________

ATTEST:                                                                               Aaron Thompson, Mayor

_______________________

Mary P. Volk, City Clerk

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