March 20, 2023 Commission Minutes

March 20, 2023                                                                                                                      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, Shauna Johnson – Deputy City Clerk and Kent Brown – City Manager.

Mayor Thompson led Pledge of Allegiance

PUBLIC COMMENT

CONSENT AGENDA

  1. 03/06/23 Commission Meeting Minutes
  2. Appropriation Ordinances: 2023-06, 2023-06A, and 2023-P06

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

ORDINANCES AND RESOLUTIONS

  1. Resolution 1612A: KDOT Cost Share Grant Application – Kent stated, KDOT has another round on the grant program for spring 2023.  Staff revised the proposal to increase our chance for a successful application for the driving lanes on Caldwell Avenue.  This application proposes a 20% local match for construction costs and the City will use resources dedicated to the chip and seal program for 2023 for our grant match.  Vice-Mayor Howard asked, instead of doing the driving lanes would it be better to decrease the number of blocks in project?  Kenton stated, when it gets a chip and seal it will look the same.  Commissioner Showalter asked, have other places used this method?  Darin Neufeld with EBH stated, this method has been done on some state highways.  Mayor Thompson stated, if we feel the edges are structurally sound to hold up with chip and seal, I agree with application.  ON A MOTION by Mayor Thompson to approve Resolution 1612A:  KDOT Cost Share Grant Application seconded by Commissioner Showalter.  MOTION carried on a VOTE of 5-0. 

FORMAL ACTIONS

  1. Renewal Property/Vehicle/Liability Insurance – Kent stated, the City’s property and liability insurance is up for renewal April 1.  Jacque Livengood with Eklund Insurance gave the commission a brief overview on the changes.  Commission Showalter asked, if the City split the insurance up to different providers would this help with the cost?  Jacque stated, the price would likely be more, because there is usually a cost savings when you bundle.  Sometimes when you split insurance up you can get a gap in insurance.  Commissioner Myers asked, will changing the deductible bring down the cost?  Jacque stated, it would, but not a large amount like expected.  ON A MOTION by Mayor Thompson to approve the renewal of EMC Insurance with Eklund Insurance in the amount of $422,038 seconded by Commissioner Myers.  MOTION carried on a VOTE of 5-0. 
  2. RFB: Airport Snow Removal Equipment – Darin Neufeld of EBH presented bids received for the Snow Removal Equipment funded by an FAA Grant.  The Base Bid of $701,036.00 and an Add Alternate bid of $237,141.00 for a snow blower was received from Foley Equipment.  The base bid did come in above the projected amount.  Darin explained to the commission how the overage would work out.  The City’s bank balance at FAA would be $619,200.00.  Local share is $73,353.60, which is set aside for the project.  The balance of $40,982.40 would be a 90/10 expense that could come off the FY24 money when received.  I have asked the FAA if they would allow you to use the FY24 and FY25 allocations if the add alternate were to be added.  My recommendation is to accept the base bid contingent upon FAA approval which would get the equipment order in.  Then we can discuss the add alternate when we get an answer from the FAA.   Mayor Thompson asked, is the add alternate of the snow blower really needed?  Kenton stated, the current snow blower is aged and if snow blower is not used the process to remove snow is lengthy due to the amount of snow that can be piled on the sides per FAA regulations.  Commissioner Showalter asked, is this size of loader bid necessary?  Darin stated. FAA sets that requirement based on the size of the airport and the fact they require snow to be moved in a two hour time frame.  ON A MOTION by Mayor Thompson to approve the bid from Foley Equipment Company in the amount of $701,036.00 for airport snow removal equipment contingent upon FAA approval seconded by Commissioner Redlin.  MOTION carried on a VOTE of 5-0.
  3. RFB: Goodland Municipal Airport Seal & Paint – Darin stated, one bid was received for the project in the amount of $245,912.00 from American Pavement Solutions, Inc.  The grant was approved for $409,050.00, therefore there is room to fix more cracks if needed.  ON A MOTION by Commissioner Showalter to approve the bid from American Pavement Solutions, Inc. in the amount of $245,912.00 for airport seal and paint project contingent upon KDOT Aviation approval seconded by Commissioner Redlin.  MOTION carried on a VOTE of 5-0. 
  4. RFP 2023-02: Water Storage Tank Maintenance Inspection Program – Kent stated, the City received four responses.  H2O solutions did not comply with bid request so bid will not be considered.  Commissioner Howard asked, have any of the companies been used in the past?  Neal stated, we have used McGuirre Iron.  Mayor Thompson asked, where is Viking Industrial based?  Neal stated, they are based in Nebraska, and have many other Cities in the state of Kansas.  Staff is recommending the low bid that meets criteria of RFP.  ON A MOTION by Mayor Thompson to approve the bid from Viking Industrial Painting for a three year contract in the amount of $45,540.00 for water storage tank maintenance inspection seconded by Commissioner Myers.  MOTION carried on a VOTE of 5-0.
  5. RFB: Sewer Maintenance Project – Kent stated, this is a project we have had conversations about using the ARPA money.  Johnson Service Company was the only company to submit a bid.  Neal stated there will be some areas that will need repairs before the project starts.  The project was based on camera work done in the past, but there has been a line identified that requires immediate attention.  Staff has started conversations with Johnson Service Company to omit a couple of lines originally put on project to add the line that requires attention. Kent stated, there are more lines that require repair so this will be a continuing expense.  Mayor Thompson stated, I would not be opposed of adding the line requiring attention without omitting any lines considering there is still ARPA money available.  ON A MOTION by Mayor Thompson to approve the bid from Johnson Service Company in the amount of $ 223,653 for sewer maintenance rehabilitation project seconded by Commissioner Redlin.  MOTION carried on a VOTE of 5-0.
  6. Temporary Event Liquor License Permit: Rodney E. Cooper – Kent stated, Rodney Cooper has received the temporary event liquor license from the State for the Comedy Night hosted by Rocking M Radio on April 1, 2023 at the Max Jones Fieldhouse.  The Commission is required to approve a temporary event liquor license for same time frame as the state license.  ON A MOTION by Commissioner Showalter to approve the temporary event liquor license for Rodney E. Cooper for the Comedy Night on April 1, 2023 at the Max Jones Fieldhouse seconded by Vice-Mayor Howard.  MOTION carried on a VOTE of 5-0.

DISCUSSION

REPORTS

  1. City Manager – 1.  Manager memo is in the packet.  2. The joint City-County Commission meeting is Thursday March 23 at 5:00 p.m. in the Wolak Building.  Mayor Thompson asked, is the joint meeting worth having if there is only one agenda item?  Kent stated, I had a few other items that could be discussed, but do not require immediate attention.  I feel we should discuss ownership of City fire vehicles since the department is merged and the FEMA flood plan mapping which has not been updated since 1981 when things have changed.  I had a good conversation with the hospital administrator today and will discuss with him a better date to hold meeting.  3.  KMEA 101 is scheduled for March 29, 2023 at 5:00 p.m. in City Commission meeting.  4.  We had a request from SCCD for a commissioner on the committee to review business incentives.  Vice-Mayor Howard stated, I will volunteer for the committee.
  2. City Commissioners

Vice-Mayor Howard – 1.  No Report

Commissioner Showalter – 1.  No Report

Commissioner Myers – 1.  No Report

Commissioner Redlin – 1.  No Report

ADJOURNMENT WAS HAD ON A MOTION BY Commissioner Showalter seconded by Commissioner Myers.  Motion carried by unanimous VOTE, meeting adjourned at 6:30 p.m.  Next meeting is scheduled for April 3, 2023.

_____________________________

ATTEST:                                                                               Aaron Thompson, Mayor

______­­________________________Shauna Johnson, Deputy City Clerk

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