August 15, 2022 Commission Minutes

Mayor Aaron Thompson called the meeting to order with Vice-Mayor J. J. Howard, Commissioner Jason Showalter, and Commissioner Brook Redlin responding to roll call.  Commissioner Ann Myers was reported absent.

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, Jeff Dinkel – Code Enforcement/Building Official, Mary Volk – City Clerk and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance

PUBLIC COMMENT

  1. Julica Ohara, SCCD Executive Director stated,I would like to update commission on fall community events.  Thanks to the City for the community BBQ, we received good feedback.  It was a great event we want to grow on every year.  The end of this month we start free business workshops through November.  The focus is starting your business to see how to improve your business.  Saturday is the Runway Revelry event with a free pancake feed, vendors for lunch and Butterfly Aviation celebrating 50 years.  The hangars will be open and interacting with public.  September 23rd and 24th is the annual flatlander festival event.  We moved the event to a Friday and Saturday event.  There will be a concert in the park on Friday and the event on Saturday.  Downtown holiday event will start with the Parade of Lights on November 26th.  We will host three weekends of holiday activities this year.  Mayor Thompson stated, I am glad to see the upcoming events, summer events were enjoyed by many in the community. 

CONSENT AGENDA

  1. 08/01/22 Commission Meeting Minutes
  2. Appropriation Ordinances: 2022-16, 2022-16A, and 2022-P16

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

FORMAL ACTIONS

  1. Termination of Lease: MK&T Consultants LLC, DBA Hangar Café – Kent stated, this is termination of the lease agreement for restaurant at airport.  It was an annual lease and Terry Leonhart has requested termination of lease.  He is selling equipment to Bricks by Maria, LLC, who owns restaurant downtown.  They intend to operate café in airport space.  Terry stated, I thank commission for support of operating café but need to terminate lease due to health concerns and relinquish restaurant to Maria.  ON A MOTION by Commissioner Showalter to approve Termination of Lease: MK&T Consultants LLC, DBA Hangar Café seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 4-0. 
  2. New Lease for Hangar Café – Kent stated, this is standard lease in terminal building.  Maria Martinez and interpreter, Paul Peets interpreter are present.  Maria would like to enter into lease to operate restaurant at airport.  Paul stated, we appreciate the opportunity and Maria thanks the Commission.  Mayor Thompson asked, are both restaurants remaining open?  Paul stated, yes, Maria will run one and her daughter Renee will run one.  They are currently hiring to try to open by 20th.  Mayor Thompson asked, what will hours be at airport?  Paul stated, 7:00 a.m. to 5:00 p.m., closed Mondays.  ON A MOTION by Commissioner Showalter to approve new lease with Bricks by Maria, LLC DBA Hangar Café seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0.
  3. Main Street Sound System – Julica stated, as my board visits other communities, they notice a sound system brings a new ambiance to community.  We have a great main street and feel this will help bring people downtown, enhance our events and provide a good experience.  Originally we looked at placing speakers at 13th and 9th Streets, but in talking with other main street businesses, they would like the system to cover Main Street from 8th to 17th Street.  SCCD will cover cost for installation and licensing of system.  We are working with McClelland Inc. from Dodge City on the project.  The sound will be evenly distributed on Main Street and zoned to control when events occur.  The system operates like a Spotify account.  The main unit will be in 1312 Main which is the new SCCD office on Main Street.  I talked to Dustin, it is not an intensive system, weather proof and can be installed on light poles.  We intend to submit a grant application to the Hansen Foundation to help cover costs.  Music downtown changes the entire atmosphere.  I would like Commission support to install system on Main Street.  Mayor Thompson asked, for clarification, the system will play music during business hours and adjusted for events.  Julica stated, yes and we can work with community on hours.  Commissioner Redlin asked, what is the total cost?  Julica stated, I do not have total cost because we revised bid, but estimate is $20,000 to $25,000 with a $35 monthly fee for licensing.  We need to update quote with additional block coverage blocks.  Vice-Mayor Howard asked, who is responsible for maintenance?  Julica stated, SCCD would be, they have a technician assigned to our area.  Mayor Thompson stated, music playing adds to the atmosphere.   ON A MOTION by Mayor Thompson to approve installation of a new sound system on Main Street seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0.
  4. RFP Audit Services FY 2022-FY 2024 – Mary stated, our audit contract has expired.  We sent Audit RFP to five firms to bid completion of the City audit for FY2022 through FY2024.  We received two bids and staff recommends the low bid from Agler & Gaeddert.  The City will require a single audit for FY2022.  Kent stated, a single audit is required when the City expends $750,000 or more in grant funds a year.  Mayor Thompson stated, they have done a good job for the City in recent years.  ON A MOTION by Commissioner Showalter to approve the proposal from Agler & Gaeddert for FY2022 through FY2024 in the amount of $10,875 per year plus $2,000 for single audits when required seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0.
  5.  Resolution 1593: Unfit Structure 1523 Colorado Ave. – Jeff stated, we have discussed property in past and timeline is included in packet.  Homeowner was given thirty days July 5th and there are still no utilities to structure and have not made improvements to property.  A lot of trash has been moved out but no improvements complete.  Mr. Boll is present tonight if you have questions.  Mr. Boll stated, I am doing my best to clean up property.  I have had massive problems with thieves.  It is a lot of work, but got laid up from spider bites while cleaning the buildings.  I feel three solid days of working will clean up outside.  On the good trailer, we need to repair a spot in the roof and get utilities to trailer.  I am looking for work since my restaurant closed with COVID.  I am doing the work myself but no one has done anything to property in nineteen years.  I am also doing side jobs for money.  Mayor Thompson stated, you have cleaned up the property, but I am curious what your goal is for property.  Mr. Boll stated, the one trailer is going to be too much work to revive, the other does not need a lot of work.  My dad lived there until five years ago when he died.  I have no income.  I would like to fix it up for rental property.  The one property has ceiling falling in and walls coming down.  I need someone to look at it.  My life has been restaurant work.  I would like to ask for more time to finish.  Mayor Thompson asked, what time frame do you feel you need?  Mr. Boll stated, to fix up the good trailer and clean up outside, I will have to put in water line to get trailer on own water meter which is $1,500 to $3,000.  I can have the physical stuff done by end of month but I will have to work something out with payments for utilities.  Mayor Thompson stated, in order to be own address, it needs own utilities.  I appreciate work done so far.  I am willing to give you more time if you clean up by end of month and work to get utilities to property, but I am one of five.  Mr. Boll stated, I would like someone to look at other trailer to see if able to be improved.  Mayor Thompson stated, I am open to visiting this again in a month, if you come back.  We need to get property cleaned up and determine what the costs are for improvements and utilities.  You are making an effort and I am willing to work with you if you continue making progress.  At some point it has to be complete.  Vice-Mayor Howard stated, showing up tonight makes a statement you are willing to work to clean up property.  I agree with Mayor Thompson to visit again in a month, but we need to see progress.  I feel the bad trailer is going to be a money pit.  Mayor Thompson asked, resolution sets hearing on the property in October, do we want to give it another month before we set hearing, or go ahead and set hearing?  Jeff stated, I agree to give him month to see what he can complete.  Kent stated, as we go through these cases, the timeframe to approve the resolution and set the hearing is two months.  The resolution only sets hearing, commission determines final status of property at hearing.  Be aware if you do not approve resolution it will be two more months after the thirty days.  Commissioner Showalter asked, can we change hearing date in resolution?  Kent stated, you can delay hearing date.  If you decide to cancel hearing, we will consult attorney on process.  Commissioner Showalter stated, my experience is if you do not have a firm date, it will not happen.  My preference would be set hearing in November.  Kent stated, worse case that can happen is to hold hearing and choose not to take action.  Commissioner Showalter stated, my recommendation is to set hearing date in Resolution 1593 for November 21, 2022.  Mr. Boll stated, I believe that is fair; I feel it will motivate me.  ON A MOTION by Mayor Thompson to approve Resolution 1593: Unfit Structure 1523 Colorado Ave., amending hearing date to November 21, 2022seconded by Commissioner Redlin.  MOTION carried on a VOTE of 4-0.

DISCUSSION

  1. Transportation Van Update – Kent stated, driver had an accident with van and damage is severe.  We have not received estimate yet.  We do not yet know if it is totaled, but van is out of commission.  Mary contacted other communities to come up with van we could use temporarily.  The van is funded by KDOT so their approval is required to use another van and what we do for repairs.  Thomas County has a van they are willing to let us operate with KDOT approval.  KDOT asked for a Memorandum of Understanding (MOU) for temporary operations.  Using another vehicle will cost City.  We are asking commission approval for staff to pursue drafting MOU to be signed by the Mayor.  We have many citizens in community that rely on van service.  Short term this is an option, long term we will have to figure out other options.  Mary stated, my concern is if the van is totaled, KDOT still has people waiting on vans they ordered last year.  Kent stated, another concern is the van must be ADA.  Mayor Thompson stated, I hope a solution comes soon.  I feel we should pursue current option and appreciate Thomas County allowing us to use their van.   Many use the service every day.  Commissioner Showalter asked, can we purchase a van and not operate under grant?  Mary stated, my concern is losing grant when the van becomes operable.  Kent stated, there may come a time for that but we are not there yet.  Vice-Mayor Howard stated, I appreciate Thomas County allowing us use of the van and feel should go this route.  Consensus of commission is to proceed forward with MOU with Thomas County for the Mayor to sign.  Kent stated, once we have MOU, we will take opportunity for Commission to approve MOU.
  2. Wastewater Treatment Plant Repairs – Kent stated, we have a major situation at sewer plant with motor that runs skimmer arm to clarifier at plant. It is a major item in the operation and does not move at all.  It should make a revolution every two hours.  Neal has made contact with State for bypass permit to continue operations while we drain the system to determine cause.  We hired Johnson Services who are cleaning out sludge.  Today it shows a drag off center and cables are facing same direction so we lost one arm.  The down pipe running the skimmer arm is twisted pretty badly.  To begin issue, the skimmer arm fell off track, Neal put it back on track and it snapped all bolts.  We noticed it has a major problem.  We have been on bypass order since last Monday and Johnson Services have been here since last Wednesday.  This issue has taken the plant backwards.  KRWA will be here tomorrow to give guidance on repair.  Johnson Services was going to send more employees but Neal volunteered himself and another employee to save costs.  We are going to try to hire Rod Butts to do welding to fabricate equipment so it will work.  KDHE is monitoring process and we need to move forward.  Kent stated, the top half of clarifier is a shield that should be sand blasted and painted for preservation while it is empty, but we are still evaluating situation.  The plant is fifty one years old and was not repainted when hit last ten year mark.  It is expensive and a main item necessary for plant operations.  Neal has contacted four companies for a quote, the quote we received was much higher than expected.  We are investigating alternatives and looking at options to pay for project.  We feel ARPA money can be used for project but uncertain what will be able to be done now while drained.   The valves are not able to push any water out so we are looking at that issue also.  We may have to schedule a special meeting if we determine what we need to move project ahead.  The additional cost to sandblast and paint has to be researched to make sure that is what we need to do.  At this time, we are not aware if there will be additional significant repairs.  Commissioner Showalter stated, thank you for stepping up to save money, I am sure it is not a fun or easy job.  Neal stated, we will do what we need to resolve issue.  Mayor Thompson stated, we are open to a special meeting if needed.  Andrew Brunner, EBH Engineer stated, we have theories but have to get through sludge to resolve issue. 
  3. 106 N. Caldwell: Building Official Report – Jeff stated, this property was first reviewed in 2017.  Utilities were shut off November 2017.  USDA was mortgagee and aware property was uninhabitable so relinquished mortgage on property June 2019.  In April 2020, Dakota Roubideax, previous Building Inspector completed a title search and presented a statement to Commission to get process started on property.  He completed title search and presented property to commission then process stopped.  I started on property again early summer.  Mr. Barnhart is in a care home and feels he does not own property anymore.  In completing recent title search, it is in the name of Mr. Barnhart and his deceased mother.  The house is in bad shape with quite a few mice and has had recent damage.  I have received several complaints since we mowed because it needs to be taken care of.  I would like to set a hearing for property.  Taxes on property are delinquent from 2018.  Commissioner Showalter asked, what steps need to be done to proceed.  Jeff stated, if it’s a life and safety hazard we can speed up process.  I am open to options and stuff on property may be a hazard.  Kent stated, I am unsure whether we have authority to board up house. 
  4. 2018 International Mechanical Code – Jeff stated, building board has gone through the book and is ready to approve.  They are requesting minor changes.  They are requesting fees remain as we currently charge and remove the option for a refund of fees since our fees are minimal.  If there is a violation of code, they would like to keep current penalty fees.  They are also requesting to eliminate the required length for routing duct and joints with flex duct of 6’.  With technology the board does not want to set a limit.  We would like to move ahead with code.  Mayor Thompson stated, the board is doing a good job and should keep moving forward. 
  5. Phillips Park Sprinkler System – Kent stated, Phillips Park irrigation system has many deficiencies.  Danny has had several discussions with a supplier that has designed a new system increasing zones from two to ten.  Danny has contacted two local and a Colorado vendor.  Danny stated, the Colorado vendor has designed a new system with ten zones for better coverage and water supply.  Bid is for an entire new system.  Once we start we may have to purchase some material from local vendors and I do have some material on hand, which will save some money.  Vice-Mayor Howard asked, will this save time on changing sprinklers?  Danny stated, it also takes extra time to spray weeds with herbicide that have grown up in park.  Mayor Thompson asked, what is timing for installation?  Danny stated, once materials get approved, I will order materials.  I will have to help drain pool and aerate lawns but will work in stages to complete.  I would like it to be complete before winter.  Mayor Thompson stated, bid was $10,300 plus shipping which follows purchasing guidelines for City Manager to approve.  Kent stated, I want commission to be aware of purchase and that project is funded through Special Park fund.  This is an appropriate project for funding and want to inform public this will improve park.  Danny stated, the school uses the park a lot and many tourists pull off highway to use park. 
  6. Identify Joint Meeting Dates with County & Kanorado: Sales Tax Ballot – Kent stated, we would like to schedule a special meeting with the County and Kanorado regarding the sales tax ballot issue and whether we approve it to be on ballot.  Three entities previously discussed issue and final ballot question was drafted by bond counsel.  Entities need to approve process to move forward.  This issue is to continue one cent road tax with it being split between three entities.  City has dedicated 8th Street as our project.  Percentage split for money is slightly different since Kanorado is participating.  County discussed this morning and are not available August 18th, 26th or 31st. It needs to be discussed before Labor Day if we want issue on ballot.  Mayor Thompson stated, Monday meetings are better.  Consensus of Commission is to schedule meeting on August 29th.   Mayor Thompson stated, I wish we could discuss animal control contract at same time if possible to see if we want to make changes. 

REPORTS

  1. City Manager – 1.  Manager memo is included in packet information.  2.  ME balances and police activity report are in packet.  3.  Frank stated, our newest officer Marvin Reddick started the academy August 8th,.  Officer Mader is in Colorado Springs for Canine training since August 1st.  He is about half way finished and training is going well.  Ready to have both of them back.  4.  Andrew updated commission on the airport.  The concrete plant is back up and running.  Concrete pour on Wednesday will finish concrete on runway.  This week concrete, next week we will have contractors for fencing, dirt work and lighting.  The change order approved last meeting is still in discussions with FAA.  The longer they wait to approve the longer project is delayed.  Kent stated, the majority of work will be done in three weeks, then they will be sealing and painting.  The runway will open up for sight landing until Tech Op’s put the in PAPI.  5. We are working on the KDOT grant share application and will have cost estimate and resolution for next meeting.  Andrew stated, there is a webinar Thursday I want to attend to make sure we cover all details.  We have punched holes in Caldwell for depth check.  6.  They have tentatively scheduled fog seal for August 26th but that can change.  We will let people know through paper.  Kenton stated, there are a couple areas we will have to do half the street at a time to allow traffic flow.   These areas are Steak and Shake and Topside Manor.  There should not be a problem with traffic around college.  7.  Appreciate employees and commission that took part in community BBQ.  We have extra food we are trying to take care of. 
  2. City Commissioners

Vice-Mayor Howard – 1.  Thank employees for help with BBQ and everyone that attended.  It was a good time and we got a lot of people involved with City and students.

Commissioner Showalter – 1.  Sorry I missed BBQ, looked like a good event.  Thanks to SCCD for the events this summer.  I feel these events improve quality of life for community.  2. I have talked to Chief Hayes about lowering speed limit around campus.

Commissioner Myers – 1.  Absent, No Report.

Commissioner Redlin – 1.  Good attendance at the BBQ.  Thanks to people that had a hand in it.    

  • Mayor Thompson– 1.  Thanks to everyone that helped out with BBQ, good community event. 

EXECUTIVE SESSION

  1. Under the Authority of KSA 75-4319 (b) (1) for Personnel Matters for Nonelected Personnel – Mayor Thompson made a motion at 6:43 p.m. to recess into executive session under authority of K.S.A.75-4319 (b) (1) for personnel matters for nonelected personnel not to exceed five minutes.   I request the Commission, City Manager and Jeff Dinkel be present.  Commissioner Redlin seconded the motion.  MOTION carried by a VOTE of 4-0.  Meeting resumed at 6:48 p.m. 

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Showalter seconded by Vice-Mayor Howard.  Motion carried by unanimous VOTE, meeting adjourned at 6:48 p.m.  Next meeting is scheduled for September 6, 2022.

_____________________________

ATTEST:                                                                               Aaron Thompson, Mayor

_______________________Mary P. Volk, City Clerk

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