June 20, 2022 Commission Minutes

GOODLAND CITY COMMISSION

Regular Meeting

June 20, 2022                                                                                                                         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, 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, Jake Kling – City Attorney, Mary Volk – City Clerk and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance

PUBLIC COMMENT

CONSENT AGENDA

1. 06/06/22 Commission Meeting Minutes
2. Appropriation Ordinances: 2022-12, 2022-12A, and 2022-P12

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

FORMAL ACTIONS

1. Housing Authority Board Appointment: Timothy Wright – Kent stated, the Housing Authority has requested the appointment of Timothy Wright to replace unexpired term of Traci Hillmer on the board.  ON A MOTION by Mayor Thompson to approve the appointment of Timothy Wright to the Housing Authority Board to fill unexpired term of Traci Hillmer seconded by Commissioner Redlin.  MOTION carried on a VOTE of 5-0. 
2. Resolution 1589: KDOT AV-2023-25 KAIP Pavement Preservation Grant – Kent stated, the City received this grant which will be completed next year.  It does not affect our current project.  Grant amount is $409,100, total project cost is estimated at $454,500.  City is also responsible for design engineering, which should be minimal.  Commissioner Redlin stated, we have invested a lot of money at airport so makes sense.  Mayor Thompson stated, we have been fortunate that many recent grants have been funded at 100%.  ON A MOTION by Commissioner Redlin to approve Resolution 1589: Authorizing the Mayor to sign grant agreement KDOT AV-2023-25 KAIP Pavement Preservation Grant seconded by Commissioner Showalter.  MOTION carried on a VOTE of 5-0.  
3. Resolution 1587: Purchasing Policy – Kent stated, this resolution is a housekeeping matter since two resolutions were approved as resolution 1586.  ON A MOTION by Commissioner Showalter to approve Resolution 1587: Purchasing Policy seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 5-0. 

DISCUSSION

1. Solid Waste Fuel Adjustment – Kent stated, in the contract with In the Can, Section Eight allows for a fuel adjustment.  The contractor agreed on base price for diesel of $3.50 and if six month average increases $.50, the City additional pays $.25 per customer per $.50 increase.  In the code we do not have a provision to pass on fuel adjustment charges.  Diesel fuel has stayed within a moderate price until now.  The average for first five months in 2022 is at $4.25 so it will trigger increase.  The increase could be higher than $.25, but have to wait for six month average at the end of June.  The City can absorb a small amount at this time, which $.25 adjustment will be approximately $600 per month.  Our recommendation is to let public know about increase but not put in effect until January.  Mayor Thompson asked, do we know what increase will be?  Kent stated, I recommend only charging the fuel adjustment charged the City.  Commissioner Showalter stated, I agree that is fairest way we should absorb costs for six months giving public notice of increase effective January 2023.  Kent stated, I know we just increased water rates, but everything is increasing.  Commissioner Redlin stated, we need to ensure information in code allows us to remove charge if City does not pay it.  Mayor Thompson stated, it makes sense and we have gone several years without the increased cost being an issue.  I agree wording in code should mirror contract wording.  Kent stated, we can also allow Commission to decide whether to pass on adjustment.  Vice-Mayor Howard stated, I believe residents will appreciate being consistent and knowing whether cost will be in place.  Commissioner Showalter stated, I feel politics should be kept out of it and code should mirror contract.  Mayor Thompson stated, the consensus is to draft an ordinance to mirror contract, effective January 2023. 
2. Options Domestic & Sexual Violence Services – Mayor Thompson stated, I requested this item on agenda to discuss further.  Mary stated, we have not funded their request in the past.  We have given donations over the years but in current budget all donations were reduced.  Commissioner Showalter asked, how does Police Department use services?  Frank stated, we recently used their services and they do exactly what she described.  It is like car insurance, it is good to have when you need it.  They follow through on the process as presented.  It is a big program that covers all basis for clients.  Mayor Thompson stated, she provided Sherman County numbers, do we refer the clients to them?  Frank stated, any time we go on a domestic call, we offer a packet to the individual and clients will contact on them on their own.  We only get involved when they want immediate service.  In most cases they are left packet to decide what they want to do.  Mayor Thompson asked, do we have other services in the county that people can turn to?  Frank stated, not to the extent of this service.  There is Ministerial Alliance which is mostly for transients.  Commissioner Showalter stated, it is not just law enforcement that uses services, I have used them at the college.  They provide an important service.  Mayor Thompson stated, we have other agencies we donate to, but they are different.  I feel we are doing a disservice if we do not help support cause and that we should donate $3000, or more if we can.  Commissioner Redlin asked, the program is necessary, but does it address the main issue?  Most of the time the person moves back into same type of relationship.  The main focus is to get them out of situation.  I understand purpose, but not sure where we should focus funds.  Frank stated, they provide service client’s need.  The issue of them going back into same situation is beyond our control, but we have to make that individual safe at that time.  If we had that frame of mind, we would not help the first time.  They keep them safe in the existing situation.  Jake stated, I believe Commissioner Redlin is unaware of services provided in situation, but they provide service and follow-up.  Commissioner Showalter stated, in our situation they were able to send a therapist to assist.  I agree with Mayor Thompson and feel we need to support them, just not sure if it should be $3,000 with our budget.  Maybe $1,500 to let them know we appreciate services.  Vice-Mayor Howard stated, I feel same way.  We need service but $3,000 may be too much knowing what budget is going to be like.  I feel more comfortable with $1,500 then increase if can.  Commissioner Myers stated, I agree $1,500.  Mayor Thompson asked, do we want to provide any money this year or are you agreeing to next year?  Kent stated, we will review and bring recommendation back.
3. Park Hours – Kent stated, we have had a number of situations in parks and continue to have graffiti in restrooms.  Danny stated, biggest concern is that vandalism, graffiti, alcohol containers and destroying of City property are getting worse.  Neighbors are getting concerned it is getting worse.  It is a growing problem.  Kent stated, we do prohibit overnight camping.  I have provided examples from other City’s that have restrictions on park hours.  There is no reason to be in park after midnight.  This would give officer the ability to ticket an individual.  They do monitor parks best they can but have other things going on.  Frank stated, we have instituted officer’s getting out to walk through park but sometimes are not able to or when get to it, the damage is done.  If restrooms were locked they cannot damage inside.  They see us coming before we can do anything.  If have an ordinance we can enforce, it could deter activity and vandalism.  Commissioner Myers asked, is locking bathrooms an option?  Danny stated, it would be better to do with electronic device, otherwise have to call out employees.  Kent stated, could be a problem if someone is locked in there.  We have a number of facilities, it is not just at one park, nor just the restroom.  Danny stated, it is a little bit of everything.  Kent stated, this will not prevent everything but they can enforce people being in the parks.  Commissioner Showalter stated, it makes sense and most communities close parks.  This gives officer reason to enforce.  Vice-Mayor Howard stated, I agree, it is just sad there is no respect for other people’s property.  Mayor Thompson stated, appears consensus is to move forward in some regard restricting park hours.  What hours and penalty do you think should be written into code?  Kent stated, we will give suggestions that will be reasonable.  Commissioner Showalter stated, I could see special provisions for special events.  
4. Off Road Motorcycles – Frank stated, I was contacted by an individual that converted a dirt bike into a street bike.  When he went to register at county, he could not because it is titled as off road.  The MUV ordinance does not say anything about motorcycles.  I called treasurer and there is no way to change title.  Depending on inspection, do you want to add motorcycles to MUV ordinance with same restrictions?  It is technically an off road bike converted to motorcycle.  I do not have an issue with it.  Vice-Mayor Howard stated, I have been asked to allow golf carts that have head lights on city streets.  Frank stated, I believe it has to go a certain speed.  Jake stated, it has to have certain horse power to not block street.  You do not want to be that guy, but if not street allowed we are creating our own category of vehicles, then will have children driving.  They do not come with safety features like MUV’s.  If someone has an accident with a golf cart it will not be good.  Frank asked, where does the line stop?  There are some creative minds but does it need to be on the street.  Kent stated, in any event, there has to be a distinction between in town and main highways.  Frank stated, if not registered through State, meaning the treasurer office, it cannot be on a state highway.  We do not have issues with MUV’s because when inspected we inform individual and they understand.  Mayor Thompson stated, in reading through MUV ordinance, the spirit was for work purposes, not recreation, so allowed.  I feel it is suitable the way it is and should not change to modify different forms of travel.  Consensus of Commission is in agreement with Mayor Thompson. 
5. Cemetery Rules & Regulations – Kent stated, there has been discussion by cemetery board with a couple situations at the cemetery lately.  Dick Hayden, Chairman of Board stated, we have people doing their own thing with graves at cemetery.  Some over extend with flowers and items on graves and we have one individual that would like their own park out there.  Board voted not to allow but it was slipped through.  We would like to prohibit overnight stays.  Recently there was a BBQ out there.  We want to inform Commission what is happening.  Kent stated, two main issues in the rules are E6: Planting and Care of Plots and F1: Monuments.  We are not concerned with a number of items if it is temporary.  The concern is items are added to and not eliminated so it becomes too much.  When it starts drifting on neighbor plot, it is too much.  There are going to be discussions with family members.  We know it is a tough time and a delicate situation, but if it becomes more difficult the commission needs to understand the rules are there for us to take care of cemetery.  We need to be consistent and not selective.  The head stone is what honors the individual.  Mayor Thompson stated, I have looked at sights in question and there is a lot of stuff.  I wanted clarification so I am aware what is allowed.  Dick stated, we know this is a very sensitive issue but we have to be able to take care of lots.  We do not want to cause grief, but it is a public place.  Vice-Mayor Howard stated, that is why there are rules.  Kent stated, the other situation are monuments.  It is a public cemetery and there has been an idea put forth that makes the plots a separate area or park for their family.  It has raised some serious concerns with the board.  The lots are for people to be buried, not to develop a park.  We just want to make commission aware, as there will be difficult discussions taking place.  Commissioner Showalter stated, I appreciate your work on delicate subjects.  As far as overnight guests, are hours posted?  Joni Guyer, Cemetery Caretaker stated, those do not apply at cemetery.  Commissioner Showalter stated, please work with police department so they know you have issues.  Frank stated, we drive through cemetery, but time is an element.  Mayor Thompson stated, at one time gates were locked, but that changed.  Joni stated, yes we changed that after the break in. 

REPORTS

1. City Manager – 1.  Manager memo is included in packet.  2.  We received preliminary notification valuation went up.  For 2022, valuation was 35,082,448 and for 2023 estimated valuation is 37,433,732, which is an increase in mill dollars of about $114,000.  If we follow rule for revenue neutral rate (RNR), our mill will go down to 45.811 mills from 48.879 to meet adjustment in valuation.  It is good that valuations have gone up, but so are our costs.  That will be a discussion during budget.  We need to decide by July 20^th whether we will meet RNR rate or not, which will be hardest topic of discussion.  Mayor Thompson asked, can you inform new commissioners about RNR?  Kent stated, the RNR is set so that the monies you get in property taxes this year are same dollars the following year.  If the City exceeds RNR this year we are required to publish notice in newspaper and contact County Clerk to mail each household information of RNR hearing.  It does not mean a decision has been made, just notice to public of hearing for them to be heard.  This process will happen for all taxing organizations that are part of your property tax bill.  A separate public hearing is required for RNR, so we will have two hearings if go that route.  If choose not to exceed RNR, only one hearing is required.  Last year other organizations did not follow RNR, but City did and dropped mill.  Cherise Tieben instructed commission this rule has a compounding effect.  If we follow RNR this year, the City will drop five mills or 10% in two years, which is one of major revenue source for City.  We will have additional discussion later.  Staff has put together budget but still working on recommendations.  We have a long way to go; Commission will have decisions to make.  3.  On the 17^th street project the last 100 feet of north side was poured last week and is open.  Contractor is hoping to set curb tomorrow for that portion, then start working on south half.  They are working to have open by next Tuesday or Wednesday, weather pending.  Trucks are moving in to Scoular at this point without problem.  4.  On the airport project they are at day fourteen of closing main runway.   Contractor poured final section this morning and will open to 24 hour air traffic by Thursday for visual approaches only.  Instruments will not be up until twenty-one day period is over.  Through runway closure, the runway was closed Monday through Friday during the day only, then open at night so Eagle Med was able to operate out of Goodland at night.  We will proceed with phase 3 of project, which is area east toward creek.  There is still a lot of concrete to pour.  5. We had a request for planter on east side of intersection at Highway 24 and Cherry.  It was not in decent shape and plants had died.  Danny has made changes to dress up planter.  He is looking for additional plants to dress up planter on west side also.  6.  We received our dividend check from EMC insurance in the amount of $34,834.64.  7.  Initial discussions have begun with SCCD for community BBQ at final concert in park event at Steever Park.  It is a return to school event that would be a good date for commission.  Mayor Thompson stated, I feel it is a good idea to have in conjunction with concert event.  8.  Our employees continue helping other agencies as needed.  We assisted City of Brewster with equipment for water main break and the electric crew assisted with sign issue at Highway 24/27.  Nice to be able to respond.  Thanks to Dustin, Neal and crews.  8. We have a situation regarding bulk fuel and staff has had conflicting guidance in past.  The City will have to purchase 8,000 gallons of unleaded fuel and 3,000 gallons of diesel.  We got a bid from local vendor and have contacted vendor with small business in Goodland, but fuel comes from out of town.  We want to clarify whether these purchases are to support local only or do we get bids?  Mayor Thompson asked, when do we decide to make purchase; is it when fuel hits a certain point?  Kent stated, usually when we have about 20-30% left in tanks.  Mayor Thompson asked, how often do we fill tanks?  Kent stated, two to three times a year.  Mayor Thompson asked, do we get quotes?  My thoughts are to stay in line with purchasing policy.  Are we looking at dollar amount?  We like to favor local vendors, but we have to watch budget with increased costs, so I feel should go with best price.  Commissioner Myers asked, can we show local vendor competitive quote to see if can meet it?  Vice-Mayor Howard stated, as a business owner I feel you should give best price you can give.  What is difference in bids looking at?  Kent stated, enough for us to ask and we want to be consistent in communication with vendors. 
2. City Commissioners

Vice-Mayor Howard – 1.  No Report 

Commissioner Showalter – 1.  Thank you to Cemetery Board members for service.  Thanks also to members of other boards as we cannot do it without you.  2.  Thank you to City crews for working through heat and wind, it is not easy.

Commissioner Myers – 1.  No Report 

Commissioner Redlin – 1.  No Report 

• Mayor Thompson– 1.  Kathy Schermerhorn contacted me about her contract from 2012 with the City and County that needs reviewed.  We need to meet with County soon on sales tax issue anyway.  Kent stated, I will contact County Clerk again.  Last contact she had not received wording from bond counsel yet.

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Showalter seconded by Vice-Mayor Howard.  Motion carried by unanimous VOTE, meeting adjourned at 6:35 p.m.  Next meeting is scheduled for July 5^th due to July 4^th Holiday.

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ATTEST:                                                                               Aaron Thompson, Mayor

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Mary P. Volk, City Clerk