December 2, 2019 Commission Minutes

December 2, 2019                                                                                                                        5:00 P.M.

Mayor Brian Linin called the meeting to order with Vice-Mayor Jay Dee Brumbaugh, Commissioner Annette Fairbanks, Commissioner John Garcia, and Commissioner Jacque Schields responding to roll call. 

Also present were Rich Simon – Director of Public Works, Dustin Bedore – Director of Electric Utilities, Joni Showalter-Police Chief, Mary Volk – City Clerk, and Andrew Finzen – City Manager. 

Mayor Linin led Pledge of Allegiance

PUBLIC COMMENT

CONSENT AGENDA

1. 11/18/19 Commission Meeting Minutes
2. Appropriation Ordinances: 2019-23, 2019-23A, and 2019-P23

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

FORMAL ACTIONS

1. RFP 2019-02 Audit Services – Andrew stated, bid opening was held November 21^st for the City’s annual audit.  We received two bids, Agler & Gaeddert, City’s current auditor and Vonfeldt, Bauer & Vonfeldt whom we worked with in the past.  Bids are 1.) Agler & Gaeddert, $10,475 each year for a total of $31,425 for three years; and 2.) Vonfeldt, Bauer & Vonfeldt, $11,900 first year, with an annual increase for a total of $36,900 for three years.  Both firms are certified to perform audit.  Agler & Gaeddert is low bid over three year period by $5,475.  Staff recommends approval of bid from Agler & Gaeddert.  ON A MOTION by Commissioner Garcia to approve the bid from Agler & Gaeddert in the amount of $10,475 each year for three years seconded by Commissioner Fairbanks.  MOTION carried on a VOTE of 5-0.
2. IFB 2019-11 Recreational Trail Construction and Change Order #1 – Andrew stated, bid opening was held November 12^th for the Topside Trail project.  We received one bid from Miller Construction in the amount of $395,283 for base bid, $479,825 for base bid plus alternate bids.  Funding availability from two grants received is $300,000.  Andrew Brunner and I met with Miller Construction to scale project back within available funds.  Dane Hansen Grant funds expire May 31 and since we previously received extensions we do not want to push this timeline.  We agreed to scale trail back to complete Steever Park loop, removing the section connecting skate park and award section at NWKT College to connect trail to their campus.  Unfortunately it will not completely loop around or include the native trail.  This project would be in the amount of $301,541.  The Commission will need to award base bid plus alternate #2 in the amount of $423,307 and approve Change Order #1 reducing contract award by $121,666.  Our goal is to complete other project components down the road but funding will come from private fundraising or other grants.  Mayor Linin asked, with May 31 deadline for Dane Hansen grant, what has to be done by then?  Andrew stated the grant has to be closed out by that date.  Miller Construction feel if award bid, they will have construction completed by deadline.  Mayor Linin asked, so deadline is not an issue with contractor?  Andrew Brunner stated, no they feel they can start February or March depending on weather.  Mayor Linin stated, I do not feel great about approving with only one bid.  I understand deadlines but if cannot start until February should we solicit for additional bids?  I am looking at dollar amount of the project.  Are we sure they will accept Change Order and complete project requested?  Andrew stated, they agreed to the Change Order in our meeting.  One bid is not an ideal situation and we would like to have more options; however, we had interest from other contractors but the timeline prevented them from bidding on project.  I do not feel at this point we will get additional competition.  Vice-Mayor Brumbaugh asked, does this seem to be in the ball park for project?  Andrew Brunner stated, the square yard price is a little higher but this is a different project requiring more handwork.  Sporer would have been cheaper with own plant here, but Miller’s bid is with Schlosser, which is higher.  Both Sporer and Bryant and Bryant were interested but did not bid with time constraint.  Mayor Linin asked, how many yards of concrete is in project?  Matt Miller stated, it was scaled back to 459 cubic yards.  Commissioner Garcia asked, the additional $180,000 has to come from private funds?  Andrew stated, our goal is to complete original project scope with grant funds so in order to complete remaining sections we will need to look at private funding or other grant options.  Mayor Linin asked, does Sunflower Trail Group have funds available to finish scope of project?  Andrew Brunner stated, I believe it is a 50/50 match, with a maximum of $50,000 in grant funds.  Vice-Mayor Brumbaugh stated, it does not appear like we are getting much of original project scope.  Mayor Linin asked, if we apply to Dane Hansen again for this project will it be frowned upon if we previously used funds to complete part of project?  Andrew stated, I feel going back to the Foundation would be better than asking for an extension, which gives the perception we cannot finish a project.  Commissioner Schields stated, Hansen Foundation will never fully fund a project.  Vice-Mayor Brumbaugh asked, will Miller use Schlosser or someone else for concrete?  Matt stated, we will use Schlosser.  Vice-Mayor Brumbaugh stated, I did not know if Sporer plant was set up it would be cheaper.  Matt stated, there is not much difference in price.  The difference used to be larger but not anymore.  Commissioner Schields stated, this project is not being done with tax payer money.  We can finish this segment and would like to proceed with project, obtaining funds to complete original scope of project.  Vice-Mayor Brumbaugh stated, I feel they have done due diligence to award contract and Change Order to Miller Construction.  ON A MOTION by Vice-Mayor Brumbaugh to award Miller Construction the base bid plus alternate #2 in the amount of $423,307 and approve Change Order #1 reducing contract award by $121,666 seconded by Commissioner Garcia.  MOTION carried on a VOTE of 5-0.

DISCUSSION ITEMS

1. Contract Review: Animal Control, Recreation Program, Cemetery Grave Opening/Closing – Andrew stated, contracts are included in packet and would like to award at next meeting.  During budget we incorporated the $100 increase for Animal Control and $4000 increase to recreation program.  Contract for grave opening/closing is not a cost to City but contracted and paid by funeral home and passed onto customer.  There is not a lot of change in contracts other than removing auto renewable clause and a set termination date for contracts to help City.  Language includes termination date in three years, with one renewal of contract for two years.  At that point the contract will need to be renegotiated.  This gives City security of the service and allows City the option to bid out services in the event someone else would like to bid.  All contracts have 90-day termination clause built into contract.  Animal Control contract is being review by Kathy Schermerhorn and Tess Smith has agreed to GAC contract.  Commissioner Garcia asked, is this always on an annual basis?  Andrew stated, not annually and many of the contracts do not have a provision for a price change which requires a new contract.  Commissioner Garcia asked, how did you end up with a $4,000 increase for GAC?  Andrew stated, GAC Board, Tess and I discussed because it has been at $49,000 for a number of years and they have taken on additional responsibilities and need to increase to provide services.  The initial increase requested was $12,000 but we negotiated to $4,000, which we discussed and added to 2020 budget during workshops.  Mayor Linin asked, did the cost for Animal Control service increase recently?  Andrew stated, yes $400 a month since the amount had not been changed for years.  Her request was $1,600 but again we negotiated to $1,400 with a second increase to $1,500.  Mayor Linin stated, my concern is the contract price just keeps going up.  Commissioner Garcia stated, that is my concern with the three year contract and two year renewal, it may be a problem.  I feel we should review them every year to promote spirit of community.  Commissioner Schields stated, the benefit of the contract with terms is that the price is locked for three years where it go up if annual review.  Mayor Linin stated, I agree with Commissioner Schields.  Commissioner Garcia stated, the increases cut into our infrastructure costs and it all will depend on budget numbers.  Andrew stated, there is a 90-day cancellation of contract so if you do not like the services you can get out of contract.  It is different when dealing with contract labor but the cancellation clause provides security to City if cannot budget for service, yet it locks in the fee for three years.  Mayor Linin asked, on the cemetery contract do we have the right to set fees?  Andrew stated, the City bids the service to invite contractors to submit pricing which is then reviewed by Cemetery board and approval recommended to Commission for approval.  Commissioner Garcia stated, this is a pass through cost with funeral home and grave digger.  Mayor Linin stated, I agree and burial services are cheap in Goodland compared to a city.  Vice-Mayor Brumbaugh stated, we are fortunate to have places in town to provide services so we can get them at a cheaper cost.  I feel costs are reasonable for the service.  Andrew stated, these are significantly cheaper than comparable services provided in the city.  Vice-Mayor Brumbaugh asked, the 90-day cancellation is at any time not just before contract is in effect?  Andrew stated, yes and if GAC contract is cancelled a reimbursement would be calculated on a prorated basis.  Commissioner Garcia asked, a reimbursement to the City?  Do you have to cancel for cause to just cancel by providing written notice?  Andrew stated, correct reimbursement to the City and cancellation by written notice.  Mayor Linin stated, if we are not in favor of the contracts we need to let Andrew know concerns to ensure contracts are on next agenda.  Consensus of the Commission is they are comfortable with contracts as presented.

REPORTS

1. City Manager – 1.  Holiday party is December 7^th at VFW at 5:00 p.m.  2. Santa’s School House opened this weekend; we tied it to Museum open house.  Moving the reindeer inside museum worked in our favor as people were able to visit the Museum.  Event was successful, from the sign in sheet we estimated over 300 visitors on Saturday and 200 Sunday.  3.  City Offices are closed for the Holidays December 24^th and 25^th.  4. We received the ossuarium benches last week.  When weather improves we will get them set.  5.  The IT Director updated City website to improve its look and functionality.  It is still a work in progress, but it looks good.  6.  In 2020 we have some training scheduled in Goodland which brings people to our community.  We have National Training for Field Officer at Police Department in February where we will get some free admissions valued at $350 each.  In April we have KMIT Supervisor training and a board meeting.  In August the League is hosting KOMA /KORA Training at Wolak Building where we will get one free admission.  7.  You have an invitation to Library Open House December 10^th from 10:00 a.m. until 3:00 p.m.  8.  YEC has been rescheduled for December 4^th at Wolak Building.  9.  I will be at City Manager meeting in Garden City Wednesday afternoon through Friday.
2. Public Works Director – Rich Simon stated, Street crew has finished hotel road with the help of Electric crew.  We have a couple small pours to match up but will not do until complete entrance.  We finished alley behind post office and are repairing other alleys in town and patching streets.  At the water park we replaced concrete in street and splash pool.  We can get another year without repainting.  We are talking to original slide vendor, which need addressed.  Water crews are working on sewer and water line at gun club.  Park crews are fertilizing parks and cleaning sidewalks. 
3. Commissioners

Commissioner Fairbanks – 1.  Christmas decorations and lights look good around town.

Commissioner Garcia – 1.  Great job on snow removal.  2.  Any response from the State?  Andrew stated, no, but with the Holiday I plan on contacting them this week.  3.  What is going on with the poles being removed at the exits?  Dustin stated, that is a State project.

Commissioner Schields – 1.  Tomorrow is match day at Library if you make donation to local cause or foundation, there will be prorated match of funds.  Andrew stated the City is donating $2,500 to Foundation which was approved in budget process. 

Vice-Mayor Brumbaugh – 1.  Echo comments from Commissioner’s.

• Mayor – 1.  Did we have any power issues during storm?  Dustin stated, no but Colby was out of power.  2.  Echo comments from Commissioner’s.

ADJOURNMENT WAS HAD ON A MOTION Commissioner Garcia seconded by Commissioner Schields.  Motion carried by unanimous VOTE, meeting adjourned at 5:50 p.m.  Next meeting is scheduled for December 16, 2019.

_____________________________

ATTEST:                                                                               Brian Linin, Mayor

_______________________

Mary P. Volk, City Clerk