October 16, 2023 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

October 16, 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, Jason Erhart – Interim Chief of Police, Joshua Jordan – IT Director, Kenton Keith – Director of Streets and Facilities, Danny Krayca – Director of Parks, Mary Volk – City Clerk and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance

PUBLIC COMMENT

1. Donna Swagger and Janice Shaner: Goodland Child Care – Janice stated, we are here for the Sherman County Childcare Coalition.  We are interested in helping provide childcare so parents can work.  We are in need of land to place the units and would like the City to consider helping us.  We would like to begin with two units, having ability to expand to four.  Looking for help to bring in the utilities and asking City for assistance.  Donna stated, we are starting with smaller units primarily because of regulations for staffing needs.  Each unit is 1,200 square feet and requires 750 square feet for play space.  We hope to expand in future to four units.  Each unit has capability for twelve children.  Our concern is that daycares are not self-sustaining, you cannot charge enough for services to cover costs.  We have to offer a decent wages and benefit packages to maintain employees.  We do not have ability to offer a benefit package so we are inviting the City to provide ideas that might make it work.  We have major employers in the City and at this point we are seeing what we can do to make it work with wages and benefit package, but not charge a lot for services.  We would like to schedule a time where our committee can meet with city to determine what you have to offer.  Mayor Thompson asked, so you are asking for land, you have units?  Donna stated, no we are in process of writing a Dane Hansen grant for the units since they have supplied them to other communities; however, we have to have a place for them.  We have received two operational grants.  A $47,000 grant from Childcare Aware then $49,000 from the Sanderson family.  The monies have to be used by May 2024.  Commissioner Showalter asked, what size of lot do you need?  Donna stated, space to accommodate four 1,200 square feet units plus 750 square feet for play space for each unit.  If we do not have that large of area, it is possible we place two on one property and two on another property, but ideally like them together.  Mayor Thompson stated, we will discuss and get back to you.

CONSENT AGENDA

1. 10/02/23 Commission Meeting Minutes
2. Appropriation Ordinances: 2023-20, 2023-20A, and 2023-P20

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

FORMAL ACTIONS

1. Request to Purchase Materials for South Loop Electrical Project – Dustin stated, we submitted bids for material on south loop project.  We received bids from Stanion Wholesale and Border States Electric.  Materials have gone up.  I do not award the full bid unless all line items on that bid are cheaper.  I have hi-lighted the lower bid for each item.  This is material on north side of interstate for south loop project.  Mayor Thompson asked, will this do both sides of highway?  Dustin stated, for the most part.  I have some stock on hand but I do not want to deplete all my stock if we need for maintenance.  Mayor Thompson asked, we are going to interstate but not crossing yet?  Dustin stated, yes, we are determining what we need to cross interstate.  We will need permission from State to go overhead and will likely have to have metal poles and shut down interstate to cross.  ON A MOTION by Commissioner Showalter to approve staff recommendations for items to purchase from Stanion Wholesale that total $44,898.75 and staff recommendations from Border States for items to purchase that total $15,259.55 seconded by Commissioner Myers.  MOTION carried on a VOTE of 5-0. 
2. Resignation/vacate: Construction Advisory Board Member – Kent stated, Peyton Ortner worked as a realtor in town but has moved out of the area and is no longer able to attend advisory board meetings.  Requesting to approve vacation of his appointment and board is researching for a new member.  Our code state that members must be residents of Sherman County.  ON A MOTION by Commissioner Redlin to approve the vacation of Peyton Ortner on the Construction Advisory Board seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 5-0.

DISCUSSION

1. Letter of Support for Topside Trail grant application – Kent stated, Topside Trail committee and Northwest Kansas Technical College are submitting a grant application under Recreation Trails Program and has requested a letter of support from the City. Grant request is for lighting improvements along the entire trail.  There will be no associated costs for city.  The plan is to use students in the electrical program at the college for hands on training.  Consensus of Commission is to sign the letter of support. 
2. Police Vehicle for 2024 – Kent stated, police department was informed that Ford is not producing police vehicles in 2024 and options are limited with other vendors.  Jason stated, they informed we cannot order police interceptor’s until late 2024 to be received late 2025.  Only availability from Ford is F150 and we do not need a pickup.  From Dodge they have the Durango Pursuit but in limited supply.  I have found two ways to get a vehicle in 2024.  First option is JR Audio in Garden City that will have limited Ford Interceptor’s for $42,750, but they would have to be equipped.  Our second option is KHP vehicles that they retire at 49,999 miles.  The cost is $29,000 and they come equipped with most equipment except the cage and utility box.  Power train warranty remains in effect for vehicles up to 100,000 miles.  We are leaning toward the KHP right now because of availability.  Kent stated, all agencies are scrambling for police vehicles.  We get our name on KHP list but not purchasing until 2024.  Jason stated, I put the department on the KHP list which does not obligate us but we are 80^th on the list.  Next year KHP will retire 245 vehicles and JR Audio vehicles are available next March.  Mayor Thompson asked, what vehicle are you looking to replace?  Jason stated, Unit 9 will be the next unit up for replacement; however, if we get COPS grant, we will transfer to unit to that officer which would be an addition to fleet.  Commissioner Redlin asked, what is cost of vehicle from Ford?  Jason stated, $41,250 then equipment to outfit vehicle.  Commissioner Redlin asked, why is Ford not producing and units?  Jason stated, when we ordered last two vehicles it took a year to get them because they were so far behind and now they have a strike.  They have an issue with receiving the chips.  A Chevy Tahoe costs upper $50,000 but I prefer not to mismatch.  Commissioner Redlin asked, what vehicle does KHP use?  Jason stated. Dodge Durango and some Ford Interceptor’s, but those will be gone by end of year.  Commissioner Showalter asked, will you stick with Dodge going forward if we get one from KHP in 2024 or will you go back to Ford?  Jason stated, it will depend on what is available.  Commissioner Showalter asked, does it concern you not to have a Dodge dealer in town for maintenance?  Jason stated, we would have to take to Colby for warranty work but we have Levi on staff for rest of maintenance.  I do not intend to continue with Dodge but have to see how it works for us as to whether we go back to Ford.  Commissioner Showalter stated, I like using KHP so we do not have to buy new equipment.  Jason stated, with Fords they change units every year so we have to purchase equipment every couple years.  Consensus of commission is keep name on list for KHP vehicles next year and see how they work.  Jason stated, that is my thinking, he will call us when our name comes up. 

REPORTS

1. City Manager – 1.  Manager memo is in the packet.  2. September month end financial report and police activity reports are in the packet.  There is a chart of calls for service showing difference in years.  3.  Jake is working on the Community Matters contract, then they will meet with each of you on housing and codes to form a background for joint meeting of City and Planning Commission.  If there is a better time to contact you let me know, but should get call within two weeks.  4.  In November we will have an invitation for bid on Caldwell Street project with Cost Share Grant.  The project plans and specifications were forwarded to KDOT for approval.  We also should receive the agreement for the Base Grant project in the Industrial Park soon.  We are waiting for the contract agreement from the State to let project for bid.  We continue to contact them on regular basis.  Once we receive contract, EBH can submit plans to KDHE and KDOT for approval.  Andrew Brunner, EBH Engineer stated, I plan to go ahead and get permits from KDHE so we can move forward once contract is received.  Kent stated, if receive contract soon, both projects can be let for bid in November for bid opening in December.  On the Industrial Park project, the water and sewer work can be done over winter.  5. Standpipe project is scheduled for next week, they had a delay.  They are draining tower today.  Kent stated, project should take a week or a little more once start. 
2. City Commissioners

Vice-Mayor Howard – 1.  No Report 

Commissioner Showalter – 1.  No Report 

Commissioner Myers – 1.  No Report 

Commissioner Redlin – 1.  No Report 

• Mayor Thompson– 1.  No Report 

EXECUTIVE SESSION –

1. EXECUTIVE SESSION – Under the Authority of KSA 75-4319 (b) (1) for personnel matters of non-elected personnel – Mayor Thompson made a motion at 5:35 p.m. to recess into executive session under authority of K.S.A.75-4319 (b) (1) to discuss personnel matters of non-elected personnel not to exceed ten minutes.   I request only City Commission be present.  Commissioner Showalter seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 5:45 p.m.

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Redlin seconded by Commissioner Showalter.  Motion carried by unanimous VOTE, meeting adjourned at 5:45 p.m.  Next meeting is scheduled for November 6, 2023.

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ATTEST:                                                                               Aaron Thompson, Mayor

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Mary P. Volk, City Clerk