February 16, 2021 Commission Minutes

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 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, Mary Volk – City Clerk and Alan Lanning – City Manager.

Mayor Garcia led Pledge of Allegiance

Approval of Agenda – ON A MOTION by Vice-Mayor Brumbaugh to approve Agenda as presented seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0. 

PUBLIC COMMENT

PRESENTATIONS & PROCLAMATIONS

1. The Goose Has Landed – Alan introduced the new police canine to the Commission.  Canines require commitment, money and time.  Officer Mader stated, I would like to thank the Commission and Chief Hayes for allowing the City to purchase a new canine.  Blade was a good dog, but had issues.  Goose is still a puppy that we got from Colorado Springs. 
2. Sherman County Speedway – Tanner Schmidt, Vice-President of the Speedway Association stated, we would like to ask the City to continue donation to the speedway.  We have a special race scheduled for the fair.  Cost to host the event is $6,000.  Fair board has committed $3,000 and we are asking City for the other half.  The event is Late Models.  Alan asked, is there a deadline you need the money?  Tanner stated, the earlier the better, but at least by August 7^th.  Commissioner Thompson stated, I feel this is a good idea; bring item back to next meeting and determine where we will get the money.  Consensus of Commission is in agreement with Commissioner Thompson.

CONSENT AGENDA

1. 02/01/21 Commission Meeting Minutes
2. Appropriation Ordinances: 2021-04, 2021-04A and 2021-P04
3. Reappointment of Jan Lohr to Goodland Cemetery Board

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

FORMAL ACTIONS

1. Home Rehabilitation Project – Alan stated, I prepared the plan with changes suggested.  Commissioner Thompson stated, I believe the plan looks good.  Alan stated, we will be more formal in the application process defining criteria.  ON A MOTION by Commissioner Howard to approve Home Rehabilitation Project Plan as presented seconded by Commissioner Thompson.  MOTION carried on a VOTE of 5-0.
2. IFB 2021-01: Mini Excavator Bid Award – Alan stated, we accepted bids for a mini excavator that is in budget to assist staff with in house work and excavation.  The bids came in better than expected.  We recommend awarding bid to Yost Farm Supply in the amount of $59,500.   Kenton stated, we would like to add the option of the backup camera in the amount of $593 and the OcaLaser (grade/slope) in the amount of $2,315.  Total cost of mini excavator is $62,408.  Commissioner Howard asked, what is the warranty?  Jason Ketter stated, there is a two year warranty.  ON A MOTION by Commissioner Farris to approve the purchase of the mini excavator from Yost Farm Supply in the amount of $62,408 seconded by Vice-Mayor Brumbaugh.  MOTION carried on a VOTE of 5-0.

DISCUSSION ITEMS

1. Review of Board Applicants – Alan stated, Housing Authority is requesting the reappointment of three board members, Cara Daise, Tracy Hillmer and Harold Gillihan.  Mayor Garcia stated, please review and bring back to next meeting for approval. 

REPORTS

1. City Manager – 1.  Public Water Supply Inspection Report regarding the City water system is included in your packet.  It states the City should train a backup certified water operator as Neal is our only operator.  It also states the operation and maintenance of water system is good.  It is a positive report.  2. Trying to put into context for the Commission the value of utility system’s the City operates.  The Infrastructure Report show the costs to replace the water and sewer systems.  The total value of systems exceed $23,000,000.  Combine that with the cost to replace roads.  Commissioner Thompson stated, that is good information.  Alan stated, we have fifty-three miles of streets.  Cost to replace a block in concrete is $225,000 while asphalt costs $190,000 for one block.  The information shows the financial impact on the business to replace the system. 3.  The Retail Leakage and Surplus Analysis report is from Buxton out of Texas.  I contacted them to get information for the new community development board to know what we should be targeting.  There is power in the data to strategically move forward.  Data presented is for Goodland and shows we have more supply than demand so citizens are under spending in the community.  Out of the $51,000,000 available, citizens only spend $23,000,000 locally.  I am asking Buxton for a meeting with the board to present information.  Their services do not come free.  All three modules are $35,000 annually.  Mayor Garcia stated, it looks like a lot of dollars are leaving the community.  Alan stated, yes, that is the issue in a lot of places.  Commissioner Thompson asked, what did this information cost?  Alan stated, no cost for this report.  Commissioner Thompson stated, so they provide the information in hopes you purchase more modules.  Alan stated, yes, the goal is to get a grip on what your community is trying to accomplish.  Mayor Garcia asked, are there measures in the information to guide us in a strategy to keep the dollars here.  Alan stated, the data is basic, matching and accessing customers for services provided.  4.  I sent out a Governance Policy to Commission, if you have questions feel free to ask. We will discuss as a group later.  Vice-Mayor Brumbaugh asked, I see the County is buying a mini excavator as well.  Is there communication between the City and County so we can work together to purchase larger equipment?  Kenton stated, I talked to Rod Roeder and he indicated they get CAT equipment no matter what and you see it was a higher bid.  There is no issue if it is bigger equipment but purchase will have to go through both commissions.  Vice-Mayor Brumbaugh stated, just a suggestion for future equipment that both entities use. 
2. City Commissioners

Commissioner Thompson – 1.  Thank you to the employees working hard out in the cold these past few days.

Vice-Mayor Brumbaugh – 1.  No Report 

Commissioner Howard – 1.  City crews have been working hard on these cold days.  I appreciate all their hard work. 

Commissioner Farris – 1.  No Report 

• Mayor – 1.  We are fortunate to have our power plant to operate when others are experiencing black outs.  Appreciate the guys out moving snow.

ADJOURNMENT WAS HAD ON A MOTION Vice-Mayor Brumbaugh seconded by Commissioner Farris.  Motion carried by unanimous VOTE, meeting adjourned at 5:27 p.m.  Next meeting is scheduled for March 1, 2021. 

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ATTEST:                                                                                John Garcia, Mayor

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Mary P. Volk, City Clerk