January 6, 2020 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

January 6, 2020                                                                                                                           5:00 P.M.

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

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

Incoming Commissioners present were J.J. Howard, Gary Farris, and Aaron Thompson.

Mayor Linin led Pledge of Allegiance

PUBLIC COMMENT

CONSENT AGENDA

  1. 12/16/19 Commission Meeting Minutes
  2. Appropriation Ordinances: 2020-01, 2020-01A, and 2020-P01
  3. Appointment of Tamara Hayes to the Cemetery Advisory Board

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

COMMISSION TRANSITION

  1. Recognition of Outgoing City Commissioners – Andrew recognized Commissioner Fairbanks, Commissioner Schields and Mayor Linin and presented plaques for their years of service on the City Commission.  Commissioner Schields stated, it has been a privilege to serve my community.  It has been both informative and educational.  I would like to thank all the employees, you run a tight ship and do a good job.  It has been a good experience and I have enjoyed working with the Commission and encourage anyone that feels the desire to run for Commission to do so.  Mayor Linin stated, I echo Commissioner Schields, it has been a privilege and I appreciate Andrew as City Manager.  I appreciate your approach and that you do not allow yourself to become emotionally attached.  City staff works well with Commission and when performing the search for a new manager the Department Heads stepped up to keep the ship running.  If there is something I can do with my experience to make Goodland better, please contact me.  I hope I did a good job making the City a better place. 
  2. Oath of Office and Installation of New City Commissioners – Mary administered the Oath of Office to Commissioner Farris, Commissioner Thompson and Commissioner Howard. 
  3. Election of Mayor – ON A MOTION by Commissioner Farris to appoint Commissioner Garcia as Mayor seconded by Vice-Mayor Brumbaugh.  MOTION carried on a VOTE of 5-0.  Mary administered Mayor Garcia the Mayor Oath of Office.
  4. Election of Vice-Mayor – ON A MOTION by Vice-Mayor Brumbaugh to appoint Commissioner Thompson as Vice-Mayor seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0.   Mary administered Vice-Mayor Thompson the Vice-Mayor Oath of Office. 

ORDINANCES AND RESOLUTIONS

  1. Resolution 1558: Adoption of Airport Master Plan and Airport Layout Plan – Andrew stated, we received final approval of Airport Master Plan and Airport Layout Plan from FAA.  Present are Airport Board members Ben Schears and Jon Yost and Darin Neufeld, EBH Engineer on project if you have questions.  The plan has gone through a lot of technical meetings and review by administration from FAA.  Mayor Garcia asked Darin to orient the new Commission on the project.  Darin stated, FAA required the Master Plan project about four or five years ago when the City wanted to replace the Crosswind Runway.  FAA would not fund project until we update our Master Plan.  The plan is a road map documenting what the board and staff want to happen at the airport the next 20 years.  There is a lot of input back and forth with FAA.  Since process started, the electronic system allowing review of information has changed a few times.  Much of the process was a large waiting game to get information processed.  We are trying to work out details to make document public as it is a large document.  Commissioner Howard asked, will this make it better for large aircraft to land in Goodland?  Darin stated, the FAA builds to what you have now.  FAA allowed us to use numbers from aircraft used by John Topliff and other transient aircraft using our airport to help us plan for the future.  Our first upcoming project will be to replace Crosswind Runway.  ON A MOTION by Commissioner Howard to approve Resolution 1558: Adoption of Airport Master Plan and Airport Layout Plan seconded by Commissioner Farris.  Mayor Garcia asked, is the board happy with the Master Plan?  Jon Yost stated, yes we are, it has taken a long time but FAA required a lot of detailed steps to get to this point.  EBH has gone so far as to have to measure the height of trees in the cemetery.  FAA has to approve every step of the project.  MOTION carried on a VOTE of 5-0. 

FORMAL ACTIONS

  1. Surface and Avigation Easement Dedication – Darin stated, airport historical information prior to the 1970’s has disappeared from the record documents.  The FAA file records in Kansas City assisted in retrieving and reinstating property delineation.  There is about ninety acres of land on the north part of airport that was considered airport property but was never dedicated for airport purposes by the City.  In discussions with FAA they wanted to dedicate it for airport purposes.  Jason Knipp, FAA Airport Planner noticed the sewer plant sets on this City property and if this property were dedicated as airport property, the airport would have to charge the City sewer utility department rent at a validated rate, which could be excessive.  To resolve the issue, the FAA allowed the City to dedicate one small parcel of land within the Object Free Area of the main runway as airport property, which has nothing sewer related in the area and two other parcels of land within the runway protection zones, as Avigation Easements which do not have to be owned by the airport since it is a non-service airport.  ON A MOTION by Commissioner Brumbaugh to approve Surface and Avigation Easement Dedicationseconded by Commissioner Farris.   MOTION carried on a VOTE of 5-0. 
  2. FY21 Airport Capital Improvement Plan – Darin stated, the City submits the Airport Capital Improvement Plan annually to the FAA.  Jason has informed us he has set aside discretionary funds for Runway 5-23 project in the Federal FY21.  The Airport Board has approved the plan and recommends Commission approval in order to send to FAA for their review and approval.  All projects are funded with a 90/10 split, 90% federal money and 10% local money.  Commissioner Thompson asked, on Runway 5-23 project the City is responsible for 10% or $335,763 and the rest is FAA funding?  Darin stated, yes, FAA will use $600,000 from City entitlement funds and the rest from discretionary money.  Mayor Garcia asked Darin to discuss how funding works with neighboring airports.  Darin stated, FAA allows the City to bank $150,000 a year, up to a maximum of $600,000.  If the City entitlement bank is at the maximum, $150,000 will be turned back to the Federal Government, then the City is entitled to another $150,000 so bank is at maximum level.  KDOT Aviation keeps track of ongoing projects to utilize excess discretionary funding within the State, rather than turning money back to Federal Government.  The state will work to transfer money to projects at other airports in the State so that money stays at local level.  Commissioner Brumbaugh asked, so are we capped at $600,000 with airport money?  Darin stated, no they use your entitlement money, then the FAA can approve the City to use discretionary money and then possibly transferred entitlement funds from other airports.  Commissioner Brumbaugh asked, in FY21 plan, how do we know where we will get money?  Darin stated, Jason reviews all plans and comes up with project list allowed, then coordinates list of big projects with the State and other states within the FAA Central Region to determine discretionary money that can be utilized to fund other local projects in state.  Andrew stated, the Capital Improvement Plan is an annual process approved by the board.  Our next project is Runway 5-23 which is most important for the Commission to understand.  Commissioner Howard asked, is this the runway that has big cracks in it?  Darin stated, yes it has been declared the second worst runway in the Central Region with the size of the cracks, the worst runway is now actually closed.  Commissioner Thompson stated, money is appropriated in budget but there is not much money coming in budget each year.  We will have money for this project, but uncertain for future projects.  The next two projects are runway projects which are higher dollar.  Darin stated, we have the oldest runway white top in the nation; it has been out there over forty years and one day it will need attention but for now it is fine.  The second runway project is the extension of 12-30, not the entire runway.  Mayor Garcia stated, when we sign a grant agreement we certify we have money in budget for project.  Darin stated, authorization will not be given to design project until late 2020 then have to be ready to bid project spring 2021 which may help give you time to budget money.  ON A MOTION by Commissioner Thompson to approve FY21 Airport Capital Improvement Planseconded by Commissioner Farris.  MOTION carried on a VOTE of 5-0.
  3. Contract for Land Acquisition Services with EBH – Darin stated, part of issue with Runway 5-23 project is on the east end, property has been purchased in small chunks over years but we still do not have all property we need.  Property for the safety zone at end of runway will have to have a piece acquired.  Whether we acquire the land on our own or through FAA grant, the City has to follow the FAA process to stay in compliance of the grant assurances the City has signed in the past to receive federal funds.  In the meantime, the land owner has approached the City to purchase approximately seventy acres, half being CRP with a drainage way running through it, the other half is dryland farmland.  We have not had problems with drainage in past.  We discussed the purchase of this property and in addition, the land within 500 feet of the AWOS station, which is a requirement of FAA.  The contract is for EBH to act as agent for the City with the land purchase and to contract for inspections and survey services required.  FAA requires an Archeologist Survey of the extension area and the land purchased.  All of these services are part of the contract price.  Mayor Garcia asked, what is the contract price?  Darin stated, the total dollar is uncertain until the appraiser determines amount for the land.  The property owner has offered the City a price, but we still have to go through the entire federal process.  Commissioner Howard asked, who is the property owner?  What if appraised value is higher than amount owner wants for the property?  Darin stated, property is in the Davis Trust.  You can always pay less but I have never had it happen that way.  FAA has caps required for purchase.  Commissioner Brumbaugh asked, what is the timeframe?  Darin stated, the archeologist can start in a couple days, weather permitting.  They will send a report to State Historical Society for review, which should take a couple weeks.  If something is found it will drag process out but it will depend on whether an Indian tribe wants to make claim on something on the land.  Andrew stated, we have increased costs going this route but we are only responsible for 10% of costs with grant.  Mayor Garcia asked, there are no contract amounts in contract?  Darin stated, not for land purchase but costs for engineering services are outlined in contract.  Maximum costs to acquire property is $30,000, environmental assessment maximum costs are $15,700, a maximum of $1,500 to update map and maximum of $5,500 to update DBE program.  This project is eligible for 90/10 funding.  ON A MOTION by Commissioner Brumbaugh to approve Contract for Land Acquisition Services with EBH, contingent upon approval of federal requirements effective January 1, 2020 by FAA, seconded by Commissioner Farris.  Commissioner Howard asked, where will project be funded?  Mary stated, Airport Fund. MOTION carried on a VOTE of 5-0.

DISCUSSION ITEMS

  1. Schedule a Special Meeting for Commission Goal-Setting – Andrew asked, is the commission interested in a special meeting for goal setting?  Commissioner Brumbaugh stated, it has been helpful in past to know what everyone’s goals are and what direction we want to head.  Mayor Garcia stated, everyone needs to check your calendars for available dates and we will discuss next meeting.

REPORTS

  1. City Manager – 1.  Andrew distributed a resource notebook to all commissioners.  There is so much information available but I tried to make document functional.  2. As a reminder offices are closed January 20th for Martin Luther King Jr. holiday, our next meeting will be January 21st.  3. Brian James has completed an accounting of assets for the City and County with replacement costs.  The information has been handed over to the City and County Attorney’s to build framework for merger.  4.  We had a pre-construction meeting on the Topside Trail walking path.  With the weather, Miller Construction is starting work on the ADA ramps.  5. Free dog and cat tag day is January 15th at City Office.   Pet owners need to bring proof of rabies vaccination.  6. We are having some sandblasting done on Main Street to clean up markings on bricks in the Main Street District.  Commissioner Farris asked, will that blow sand out from between bricks?  Andrew stated, the sand may shift a bit but we do not feel it is an issue.  Andrew Brunner, EBH Engineer stated, I do not see it being a problem but will check but.  7. Our ISO rating went from a 4 to a 3 which is uncommon in communities our size.  There are only about 3,500 communities in U.S. with this rating, many are departments with full time staff.  We are in good shape and insurance companies use the rating when writing insurance policies so it is good for our community.  8.  Commissioner Fairbanks asked that I let you know she is not present to attend a funeral.
  2. Director of Public Power – Dustin stated, I would like to welcome new commissioners.  The power plant is working on end of year reports.  We had a new security system installed, last system was installed after 9-11.  KDHE tested air permit, there were no problems.  The plant has six units with catalyst and two units for emergency use only.  We will be testing three of the units with catalyst this march.  The units are ran to exercise the unit.  Capacity testing in July for Sunflower was 14.7 MWH.  The City’s capacity is just over 12, so there is room for growth.  We give several tours at the plant.  In addition we have assisted other departments, most recently Public Works with concrete at Holiday Inn Express.  We are short one person but interviewing today and Friday in hopes of filling position.  Then we are busy with general maintenance and cleaning of plant and have started the annual maintenance checklist on our units which will take eight weeks.  You are welcome to tour plant anytime; we have one of the cleanest in area.  In near future we will be busy completing end of year EIA reports for federal government.   I am looking into power plant operator classes to train staff.  We utilize the apprentice program for line crew and have interest from plant employees.  It will not be available until next year as it is not in budget.  We do not have final billing from Sunflower but it appears we should see an increase in sales from last year.  We also had an increase in summer and winter peak which will require a discussion with Sunflower.  Distribution is busy with tree trimming and Christmas decorations, both are long processes.  They are working on line maintenance, change-outs and installed new lights at police department.  We are doing a new installation on a residential property and assisted fire department to install poles at training site.  We have had issues with squirrels on south loop so we started a pest repellant program.  We replaced all LED lights on Highways 24 and 27.  I have three linemen in apprentice program.  Two are in second year and one started this month.  I have a good mix of staff to move City forward in future.  I am proud of my crews; they make my job easier.  Mayor Garcia stated, thank you for all you do. 
  3. City Commissioners

Commissioner Farris – 1.  Glad to be on commission, it will be interesting.

Commissioner Howard – 1.  I thank City employees for what you do.  Everyone is needed to run City.  I am here for City of Goodland, let me know what you want.

Commissioner Brumbaugh – 1.  I encourage commission to tour plant, it is amazing.  I like the concept of growing your own to avoid turnover and help with transition.  I appreciate all your work on Christmas lights, it takes a lot of time.  The cemetery is looking good, it is healing.  You can tell a difference.  I appreciate all the hard work. 2.  I appreciate the outgoing commissioners that served Goodland well.  We did not agree on everything but we worked well together.  Look forward to working with new commissioners.

Vice-Mayor Thompson – 1.  I thank the voters for the opportunity to serve.  I ran on a strong platform and plan to work on it.  Thank you to the outgoing commissioners for job well done.

ADJOURNMENT WAS HAD ON A MOTION Vice-Mayor Thompson seconded by Commissioner Farris.  Motion carried by unanimous VOTE, meeting adjourned at 6:25 p.m.  Next meeting is scheduled for January 21, 2020.

_____________________________

ATTEST:                                                                               John Garcia, Mayor

_______________________

Mary P. Volk, City Clerk

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