July 17, 2023 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

July 17, 2023                                                                                                                          5:00 P.M.

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

CONSENT AGENDA

  1. 07/03/23 Commission Meeting Minutes
  2. 07/10/2023 Special Work Session Minutes
  3. Appropriation Ordinances: 2023-14, 2023-14A, and 2023-P14

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

FORMAL ACTIONS

  1. Acceptance of 2022 Audit Report – Harold Mayes from Agler & Gaeddert presented the 2022 Audit Report. Harold stated, the City received a modified opinion where the financial statement presents fairly in all material aspects the cash balances.  There are no statutory violations.  This year we added the schedule of federal awards because the City received more than $750,000 in federal monies.  The Federal Government requires an audit when you receive federal funding of this level.  Cash balance in the General Fund is down because revenues were down and expenses were up.  Special purpose fund balances for CIRF and MERF increased due to transfers in and minimal expenditures.  The Airport Improvement fund shows a negative cash balance because we have to encumber the entire contract.  It is not a statute violation because you will receive federal grant money to reimburse expenditures.  Electric and Water Utility Fund balances are down and Sewer Utility was up a minimal amount.  Utility reserves were up a little with revenues.  Trust fund balances have decreased.  The Museum Endowment has money both in an investment and cash, which is allowed because it is not part of City.  The pension plan is not shown in the financial statements but shown as a foot note.  When you add the utility fund and reserve balance, the City should have three month cash reserve.    In Electric Utility you are close to being below that limit.  Electric, Water and Solid Waste Utility Funds operated at a loss last year.  Sewer Utility revenue increased a minimal amount.  Mayor Thompson stated, I appreciate when you come in with a good report.  Harold stated, we will file the report electronically with the State and Federal Government.  ON A MOTION by Commissioner Redlin to accept the 2022 Audit Report seconded by Commissioner Showalter.  MOTION carried on a VOTE of 4-0. 
  2. Playground Shade Project: Authorize to submit Sherman County Community Foundation Grant – Kent stated, as a citizen Page Ely approached the City requesting a shade structure be built over equipment in Steever or Gulick Park.  She presented information to the Park Board.  After the discussion, the board is in support of project and recommends the commission apply for a grant from Sherman County Community Foundation.  Page stated, we went to a park in another community that had a shade structure over the park equipment and it was a good experience.  Some people cannot do the heat well.  It not only benefits your citizens, but the longevity of your equipment.  I reached out to the foundation about the project; they are in favor of it.  There are many other grants available for this type of structure.  Commissioner Showalter asked, do we have an estimate on cost?  Kent stated, about $15,000 to $25,000.  Commissioner Showalter asked, is this for one or two parks?  Kent stated, at the board meeting we discussed starting with one.  Mayor Thompson asked, how long will the shade last with our winds?  Kent stated, our shades at the pool have been there about twelve years.  The poles will last longer than the shade.  A previous community I was in had pool shades for twenty years.  Mayor Thompson stated, I think this is a cool idea, especially this time of year.  Page stated, after reaching out to the foundation, an individual told me they had same request and asked that I follow up on project.  There is a lot of support.  We do not need one in all parks.  If we start with one park, it will give people options.  Kent stated, the question about the wind was discussed at the board meeting.  In other communities I have been in, they experienced high winds and there was no damage.  The structures in our pool have held up.  The way they are built there is about a 15 to 20 degree difference under the shade.  Commissioner Showalter stated, I feel this is a good idea and need to move ahead.  Consensus of the Commission is to move forward with project. 
  3. Power Plant Compressor Bids – Dustin stated, we started budgeting for the compressors a few years ago.  The price was a lot less then.  Chris Douglas reached out to four vendors and received two responses.  Ingersoll-Rand had a representative visit the plant to determine our needs.  The compressors are required for us to start the generating units.  We have had several issues with existing compressors and have a lot of band aid repairs.  It is hard to find parts for existing equipment.  We budgeted $32,000 but price is higher so we will need to use electric reserve for remaining cost.  Ingersoll-Rand bid the complete system while Gardner Denver bid was missing a part for the unit.  Commissioner Redlin asked, will they install the system?  Dustin stated, yes.  Vice-Mayor Howard asked, is there a good service warranty?  Dustin stated, it is better than what we have and it has been a while since the compressors were replaced.  Commissioner Showalter asked, do we have estimated delivery time?  Dustin stated, I hope sooner than other equipment we have had to wait on.  Vice-Mayor Howard stated, the good thing is they visited and know what equipment we need.  Mayor Thompson asked, if it appears to be extended delivery time, can we run current equipment?  Dustin stated, our issues started a year ago and we keep pushing it down the road but I feel we need to get it done now.  We completed our capacity testing so now will only do maintenance runs.  I believe looking at it, earliest delivery is October and latest delivery is right before Christmas.  ON A MOTION by Commissioner Showalter to approve the bid from Ingersoll-Rand in the amount of $42,274.87 seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0.
  4. Appoint Representatives to LKM Business Meeting – Kent stated, this is the annual league meeting at league conference.  According to bylaws, Goodland can appoint two delegates and two alternate delegates for the business meeting.  Commission is allowed to attend if dates work.  I am attending conference and recommend commission appoint myself unless there are two commissioners attending.  ON A MOTION by Commissioner Showalter to appoint Kent Brown as the City representative for the annual league meeting seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 4-0.

DISCUSSION

  1. 2024 Budget Review: Resolution 1615 A Resolution of the City of Goodland, Kansas Regarding the Governing Body’s Intent to Levy a Property Tax Exceeding the Revenue Neutral Rate – Kent stated, to review the last few budget discussions, staff presented a budget that would require a reduction of $329,000 to meet same advalorem tax as previous budget or $575,000 to meet RNR.  At the second meeting, staff presented a list of recommended cuts from General Fund, Employee Benefits and Airport Fund to get to a reasonable level.  Commission reviewed the cuts, requesting a special meeting July 10th, which resulted in commission removing $87,000 from the list and adjustments to utility (franchise) transfer amounts to the General Fund.   The budget presented is 50.167 mills which is an increase of 1.291 over 2023 budget and in line with levy last twenty years.  Before resolution is considered, does commission have additional changes to budget?  If that is not the case, we can address utility funds later.  Tonight we only have to approve maximum mill levy to submit to the County Clerk for publication.  Mayor Thompson asked, we can always decrease published amount?  Kent stated, yes if the commission sees a need after hearing.  Particular line items in budget do not need to be decided right now.  The state form was included in your packet and funds not affected by mill levy can change until publication in newspaper.  We are presenting the resolution which sets the maximum rate the commission is proposing for submission to County Clerk.  If information in resolution agrees with commission’s intention, resolution is ready for approval.  Mayor Thompson asked, is everyone comfortable with rate set?  ON A MOTION by Vice-Mayor Howard to approve Resolution 1615: A Resolution of the City of Goodland, Kansas Regarding the Governing Body’s Intent to Levy a Property Tax Exceeding the Revenue Neutral Rate seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0. 
  2. 516 W. Hwy 24 #306: Building Official Report – Zach stated, this is only for commission information at this time because property owner is planning on removing the trailer.  A neighbor called regarding odor of deceased animal from the trailer.  The Animal Control Officer has inspected trailer.  I gave owner two weeks to get animals a new home because trailer is not a kennel, his time is up tomorrow.  Commissioner Redlin asked, what is the time table to move trailer?  Zach stated, time is up this Saturday so should be done by next meeting. 
  3. 321 Broadway: Building Official Report – Zach stated, this is the property with shipping container on the property.  He had a permit to build a house on lot but has not started to date.  He has been informed he has to remove container and fill in holes on foundation.  Vice-Mayor Howard stated, that will make neighbors a little happier.  Kent stated, if we proceed on this property it will be through District Court.  Jake stated, if the case is through City Court it is an enforcement issue which is a citation with a warrant.  We will not pick him up for citation.  Through District Court it is a civil matter which allows us to abate property.  Our goal is to get the property removed.  Zach stated, regarding mowing, we have sent 102 letters and will be billing 47 properties for mowing.  Per contract our mower has two days to start and five days to complete list of properties on list. 
  4. Identify Joint Meeting Dates with Hospital Board & County Commission – Kent asked, does the second Monday in August work with commission schedules?  Consensus of Commission is that a joint meeting August 14th will work with schedules.  Kent stated, I will confirm with the hospital administrator and county commission. 

REPORTS

  1. City Manager – 1.  Manager memo is in the packet.  2. June month end financial report is in the packet.  3.  Police monthly activity report in packet.  4.  Neal provided update on sewer repair project.  Neal stated, the liners should be done Tuesday or Wednesday.  Kent stated, they will provide video of before and after.  They completed line under west school today so line is in much better shape. 5.  At planning session the commission wanted to host a community BBQ or something similar.  The last concert in the park is August 11th at Steever Park.  I want to confirm you would like staff to proceed.  I would ask all commissioners to attend the event.  Mayor Thompson stated, event last year went well. Consensus of commission is to proceed with event. 
  2. City Commissioners

Vice-Mayor Howard – 1.  No Report 

Commissioner Showalter – 1.  No Report 

Commissioner Myers – 1.  Absent, No Report.

Commissioner Redlin – 1.  No Report 

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Redlin seconded by Commissioner Showalter.  Motion carried by unanimous VOTE, meeting adjourned at 6:10 p.m.  Next meeting is scheduled for August 7, 2023.

_____________________________

ATTEST:                                                                               Aaron Thompson, Mayor

_______________________

Mary P. Volk, City Clerk

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