February 3, 2020 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

February 3, 2020                                                                                                                         5:00 P.M.

Mayor John Garcia called the meeting to order with Vice-Mayor Aaron Thompson, Commissioner Jay Dee Brumbaugh, Commissioner J. J. Howard and Commissioner Gary Farris responding to roll call. 

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

Mayor Garcia led Pledge of Allegiance

PUBLIC COMMENT

CONSENT AGENDA

1. 01/20/20 Commission Meeting Minutes
2. 01/27/20 Special Commission Meeting Minutes
3. Appropriation Ordinances: 2020-03, 2020-03A, and 2020-P03
4. Appointment of Jackie Elliott to Cemetery Advisory Board
5. Appointment of Ben Schears to Housing Authority Board
6. Appointment of Andrew Finzen to KMEA Board of Directors

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

ORDINANCES AND RESOLUTIONS

1. Resolution 1560: Cemetery Caretaker Contract – Andrew stated, resolution pertains to renewal of cemetery maintenance agreement with Joni Guyer.  Approval of resolution renews contract for two year term and increases compensation from $41,500 to $44,500.  ON A MOTION by Commissioner Brumbaugh to approve Resolution 1560: Cemetery Caretaker Contract seconded by Vice-Mayor Thompson.  MOTION carried on a VOTE of 5-0. 
2. Resolution 1561: Designating Depositories- Andrew stated, this is an annual resolution designating depositories for City funds.  Resolution designates BANKWEST, People State Bank, Western State Bank, FNB Bank and Designating Institutions using ICS, same as in past years. ON A MOTION by Commissioner Brumbaugh to approve Resolution 1561: Designating Depositories seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0. 
3. Resolution 1562: GAAP Waiver 2020 – Andrew stated, this is annual resolution required to exempt City from GAAP accounting and operate under cash basis of the law.  ON A MOTION by Commissioner Brumbaugh to approve Resolution 1562: GAAP Waiver 2020 seconded by Commissioner Farris.  Vice-Mayor Thompson asked, why does the City elect to exempt, instead of using GAAP?  Andrew stated, exempting from GAAP pertains to what provide in audit and obligations of City.  It is less expensive for the City with the audit and reporting.  Most City’s operate with a GAAP waiver.  Vice-Mayor Thompson stated, I researched it and very few City’s operate under GAAP, overall the big thing is the accounting required by the City.  I would like at some point to have the auditor to explain reasoning.  Andrew stated, the auditor can answer your question.  MOTION carried on a VOTE of 5-0. 

FORMAL ACTIONS

1. Web Hosting Agreement with Sherman County – Andrew stated, agreement has been reviewed by legal; the City Attorney added Section 13 to agreement.  The agreement is for the City to host web services for Sherman County; they have the agreement to approve.  Eric Albright and Josh Jordan have discussed agreement with the County Commission.  ON A MOTION by Commissioner Brumbaugh to approve Web Hosting Agreement with Sherman County seconded by Vice-Mayor Thompson.  MOTION carried on a VOTE of 5-0.  
2. Purchase Approval: Media Replacement for Water Treatment Facility – Andrew stated, the City Water Treatment Plant was constructed in 2009 and went online in 2010 to address high nitrate levels in water.  Through plant process, water runs through media which absorbs nitrates before water is run into distribution system.  When system was installed, it was estimated media would need replaced in six to seven years so it outlasted its life.  We are seeing absorption of nitrates drop which indicates we need to replace material.  We are requesting approval of quote from Layne Christensen in the amount of $104,730 for material.  They also submitted a bid for installation in the amount of $14,650.  Money has been set aside in reserve fund for this purchase.  Staff has discussed pro’s and con’s for provider installation.  We feel we can save money and have comfort level to install media in house.  Scott City has made installation and we can lean on their expertise for installation.  Rich stated, Scott City treatment plant went online after ours but were not able to get life out of their media.  Seeing trends on charts the media is not staying clean as long as it has in past which is an indication we need to replace.  We helped with initial installation and have most of equipment needed, but Scott City has agreed to help us where needed.  If we get into cells and see something we do not like we can shut down one and contact Layne, but do not anticipate a problem.  Commissioner Howard asked, how long is process?  Rich stated, Scott City had five units and completed in one day.  Just need to organize and get a plan of action, ensuring towers full and not a day where a lot of water is going to be pumped.  Mayor Garcia stated, by installing in house we save over $14,000.  Rich stated, there is no other place to purchase media, Layne has exclusive rights.  Commissioner Howard asked, how do you dispose of old media?  Rich stated, it can go to landfill or level out on a road, there is no hazardous waste.  Mayor Garcia stated, for future reference we should have items under discussion before approval for time to review contract.  Andrew stated, if Commission does not feel comfortable, we can wait for vote.  ON A MOTION by Vice-Mayor Thompson to approve the purchase of Media Replacement at Water Treatment in the amount of $104,730 from Layne Christensen seconded by Commissioner Farris.  MOTION carried on a VOTE of 5-0.  Rich stated, the Commission is welcome to visit treatment plant when we are installing.  Commissioner Brumbaugh stated, this is a good example to keep funding reserve because we know it will have to be replaced and need to plan for future. 

DISCUSSION

1. City Commissioners Representatives for Health Insurance – Andrew stated, Rhonda responded with the opportunity to move renewal date but the numbers to extend contract drove up costs.  We need to plan in budget for the extension next year.  During our discussion, we feel health insurance continues to be focal point of Commission as budget continues to be constrained.  We feel when we go into discussion everyone is not on same playing field with information.  Mary and I meet with Rhonda numerous times throughout year and require an update every meeting.  We feel requesting one to two designees from Commission to join meetings will help get a better understanding when renewal discussion takes place.  We feel if there is more knowledge up front, Commissioners can help answer questions.  Rhonda asks us every year what Commission wants to see and having representation in meetings it can help guide discussion.  We feel it will be beneficial going forward and would like Commission to consider.  Vice-Mayor Thompson asked, are meetings during day?  Andrew stated, they have been but willing to work with Commission schedule.  Vice-Mayor Thompson stated, I am willing to volunteer if evening meetings.  Commissioner Farris stated, I am interested in learning more about it.  Commissioner Howard asked, is Rhonda under contract with City?  Andrew stated, yes her contract is for consulting services until 2022.  Her services include insurance information and renewals, open enrollment meetings, employee consulting, insuring compliance with ACA and filing requirements and meets with employees as needed.  Commissioner Howard stated, so basically she is human resources for our insurance benefit.  Andrew stated, yes.  She is in constant contact with someone from the City.  Mayor Garcia stated, I would like Commission to have a copy of her contract.  Consensus of Commission is for Vice-Mayor Thompson and Commissioner Farris to represent the Commission at the meetings.

REPORTS

1. City Manager – 1.  We received a letter from Secretary of Transportation regarding 24/7 property. They recognize the impact it will have on the economy of our community but unable to approve with review by local KDOT engineer.  We had conversation with Mark Augustine and he is satisfied with their decision.  The food vendor has committed regardless of discussion with KDOT.  Mark is not pushing further as has other property where he needs to work with KDOT and has asked the City not to pursue it further.  Commissioner Howard asked, what did he get?  Andrew stated, they widened the existing drive fifteen feet.  Commissioner Howard asked, when will we find out name of food vendor?  Andrew stated, he is corresponding with Suzanne and wants to make a press release when contracts are signed.  2.  Topside Trail has had significant pouring in Steever Park with nice weather, thrilled with progress.  We have added dog waste stations to seven parks this week and received a lot of positive comments on them.  We plan to add some additional stations later in year.  3.  We received the Kansas Airport Improvement Project grant for $310,000 from KDOT to replace Taxiway B portion.  We are waiting on additional information from KDOT on grant.  Commissioner Brumbaugh asked, is this grant share 90/10?  Andrew stated, yes and we would like to complete with Runway 5-23 project to save costs.  Commissioner Brumbaugh asked, will we use airport funds for those grants?  Andrew stated, yes.  Commissioner Brumbaugh stated, we need to begin putting money away for our next grant.  4. I have been researching FEMA and flood plain information.  Flood areas on map are identified on the west and south side of city.  Our last map was updated in 1981.  One of the concerns was the E-Free church is located in flood zone which adds insurance costs for them and we do not know if the maps are current.  In order to update our maps, Goodland and Sherman County are in upper Republican Water Shed area which is currently being studied and mapped by Department of Water Resources.  They believe they will have new information in August but maps will not be updated for four to five years.  The information will provide base flood elevation levels and whether property is below flood zone elevation.  If not, property is not in flood zone and can avoid paying flood insurance.  If someone does not want to wait until August, they can contact Army Core of Engineer and pay to get data and survey.  There is a lot to the process.  Commissioner Brumbaugh asked, the City did drainage work since map was updated, will that be taken into consideration?  Andrew stated, the drainage is coming from the south and coming through the area to get to our pond.  Water has always run this way but levels in the old “Y” got high with a lot of rain and made road impassable.  The drainage pond we put in just slowed water down to make it better.  5.  In the near future we need to look at City parcels located outside City limits, particularly parcels by Water Treatment Plant and Airport.  For some areas it is not a big deal but if the parcels are going to be developed, legislation passed Senate Bill 323 in 2018 that requires Cities to pay 8.5% of utility revenues on land annexed into the City for ten years.  I feel we should start process sooner than later.  Mayor Garcia stated, we need to take measures to get property annexed as that is a big hit for ten years.  6.  I need to curb a couple rumors I heard last week regarding Commission not being in favor of moving ahead with fire merger.  With discussions I feel we are still moving ahead but did not know if we need to get item back on agenda.  Mayor Garcia stated, it has been consensus we are in favor of moving ahead, we are just waiting on attorney’s to complete documentation.

Commissioners

Vice-Mayor Thompson – 1.  I have been approached by an individual about City fuel contracts and would like to be able to bid.  Andrew stated, Rich and I have discussed and in past Rich has called around to get quotes, trying to get ahead of the game with gas prices.  We have been buying from the COOP because cost has been significantly lower. 

Commissioner Brumbaugh – 1.  No Report 

Commissioner Howard – 1.  I would like to know who we have contracts with and general terms.  I would also like information on debt funding and interest so I am informed.  2.  I would like to have more department head reports at Commission meetings.  Commissioner Farris stated, if City makes purchases, feel local business should be considered first.  Andrew stated, we always shop local unless service is not provided. 

Commissioner Farris – 1.  No Report 

• Mayor – 1.  Thank you Andrew for information on FEMA, annexation and dog waste containers.  If the area is zoned a flood zone and someone builds on it, they accept the risk, not the municipality.  Andrew stated, no one can just build in a flood zone. 

EXECUTIVE SESSIONS

1. Under the authority of KSA 75-4319(b)(1) for personnel matters for nonelected personnel –   Mayor Garcia made a motion at 5:56 p.m. to recess into executive session under authority of  K.S.A.75-4319 (b)(1) for personnel matters for nonelected personnelnot to exceed thirty minutes.   I request only the Commission be present. Commissioner Howard seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 6:26 p.m.  Mayor Garcia made a second motion at 6:26 p.m. to recess into executive session under authority of K.S.A.75-4319 (b)(1) for personnel matters for nonelected personnelnot to exceed twenty minutes.   I request only the Commission be present. Commissioner Howard seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 6:46 p.m.

ADJOURNMENT WAS HAD ON A MOTION Commissioner Brumbaugh seconded by Commissioner Farris.  Motion carried by unanimous VOTE, meeting adjourned at 6:47 p.m.  Next meeting is scheduled for February 18, 2020.

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ATTEST:                                                                               John Garcia, Mayor

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Mary P. Volk, City Clerk