March 18, 2019 Commission Minutes

March 18, 2019 Commission Minutes

March 18, 2019 Commission Minutes

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GOODLAND CITY COMMISSION

Regular Meeting

 

March 18, 2019                                                                                                                            5:00 P.M.

Mayor Brian Linin called the meeting to order with Vice-Mayor Jay Dee Brumbaugh, Commissioner John Garcia, and Commissioner Jacque Schields responding to roll call.  Commissioner Annette Fairbanks was reported absent.

 

Also present were Rich Simon – Director of Public Works, Dustin Bedore – Director of Electric Utilities, Joni Showalter-Police Chief, Suzanne McClure – Economic Development Director, LeAnn Taylor – Municipal Court Clerk/Judge, Joshua Jordan – IT Director, Mary Volk – City Clerk and Andrew Finzen – City Manager.

 

Mayor Linin led Pledge of Allegiance

 

PUBLIC COMMENT

 

PRESENTATIONS

  1. Appraisal Questions: Rachelle Standley, Sherman County Appraiser – Rachelle shared two videos with the Commission relating to property tax and what happens when taxes are shifted or imbalanced. Rachelle stated, it is difficult to make up revenues.  The exemptions given by the State just shifts the burden onto other individuals, usually the homeowner.  Appraisers want to determine fair and equitable value on property.  Vice-Mayor Brumbaugh asked, does routine maintenance and upkeep cause property values to go up?  That is the concern by citizens.  Rachelle stated, we look at that because we assume the interior resembles the outside.  People need to consider their house an investment.  Commissioner Garcia stated, we want to offer citizens incentives to improve properties.  Vice-Mayor Brumbaugh stated, we want to help on front end to avoid vacant lots.  You will pay more for property when it looks nice.  Mayor Linin stated, our concern is we do not want it to deter property owners from doing improvements.  Rachelle stated, I am new to town and do not know people.  It is typically based on a drive by and a mass appraisal.  We get building permits but if you shingle your roof, it is considered maintenance.  If your house has layers of shingles with water damage and you put on a new roof, your property value will change.  Mayor Linin stated, our mill levy has been constant, we set budget where mill does not change.  Rachel stated, your mill levy may be constant but budgets are going up.  Taxes are from the budgets, you need to cut taxes if want budgets to go down.  Everyone wants to blame appraisers for taxes but I do not do the budgets.  Currently have nine homes that sold in 2019 for asking price.  Only one home has sold below value.  We have a strong market for real estate, you can do nothing to your house and it may go up because it is based on what properties are selling for.  Rachel stated, if your budget is same, valuation increased; if mill levy decreased, budget should go down.  If citizens disagree with property values, it is important to have hearing on value at this time rather than when you get your tax statement as that money has been allocated.  Currently no money has changed hands.  Commissioner Garcia stated, we know you are not responsible and are aware of what goes on at State level.  Rachelle stated, I contact State legislatures all the time.  It is important since they are not familiar with northwest Kansas.  Mayor Linin stated, we appreciate you coming and sharing your prospective.  Rachelle stated, on the County website there is a wealth of information.

 

CONSENT AGENDA

  1. 03/04/19 Commission Meeting Minutes
  2. Appropriation Ordinances, 2019-06, 2019-06A, and 2019-P06

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

 

ORDINANCES AND RESOLUTIONS

  1. Ordinance 1722: Amending CMB Definition – Andrew stated, ordinance updates definition of CMB in code pertaining to changes at the State level.  No new licenses needed or added fees.  This would go into effect April 1st with law change.  ON A MOTION by Commissioner Garcia to approve Ordinance 1722: Amending CMB Definition seconded by Commissioner Schields. MOTION carried on a VOTE of 4-0.
  2. Resolution 1550: NLC Service Line Warranty – Andrew stated, Commission had a presentation on this at last meeting.  I feel it is a good option to offer community. We need to participate in the public education part of plan.  This service is optional to citizens, not a requirement.  City receives $.50 royalty per participant with plan.  We have discussed some community programs to utilize royalty once fund has built up.  Commissioner Garcia asked, citizens can sign up or terminate program at any point?  Andrew stated, yes and can participate in any or all three programs for less than $20 per month.  ON A MOTION by Vice-Mayor Brumbaugh to approve Resolution 1550: NLC Service Line Warranty seconded by Commissioner Garcia.  MOTION carried on a VOTE of 4-0.

 

FORMAL ACTIONS

  1. IFB 2019-02: Sherman County Communication Center Remodel – Andrew stated, this is basement remodel to expand and add amenities for the Communication Center.  We received one bid from Legacy Construction in the amount of $98,627.60, well below estimate.  Staff has begun prepping area with demolition work so contractor can proceed expediently.  Commissioner Garcia asked, did the bid take into consideration our employees doing demolition work? Andrew stated, yes we bid project that way.  ON A MOTION by Commissioner Garcia to approve the bid from Legacy Construction for the Sherman County Communication Center Remodel in the amount of $98,627.60 seconded by Commissioner Schields.  MOTION carried on a VOTE of 4-0.
  2. IFB 2019-03: Electric and Public Works Pickups – Andrew stated, request is to purchase two pickups and to cycle out existing 1996 and 1997 pickups.  Funds are available in MERF. We solicited for new or used pickups and received one bid for new.  Dan Brenner Ford bid two F-150’s at $26,650 and two F-250’s at $26,550.  We did not receive bids for used pickups.  I recommend the purchase of the two F-250 pickups for towing capacities.  Dan Brenner recommended an upgrade on the tires for each truck due to the weather and work for $165 per pickup.  Total cost for the two pickups with upgrade on tires is $53,430.  Commissioner Garcia asked, what are we doing with old vehicles?  Rich stated, we will see if able to sell, not sure feel safe with age or condition of vehicle.  Dustin stated, my vehicle is in better shape to use if need.  ON A MOTION by Commissioner Schields to approve purchase of two F-250 pickups with tire upgrade in the amount of $53,430 from Dan Brenner Ford seconded by Commissioner Garcia.  MOTION carried on a VOTE of 4-0.
  3. IFB 2019-04: Sale of Residential Lot – Andrew stated, this is sale of property known as Austin Park at 6th and Broadway. We received one bid from a combination of buyers consisting of Carol McClure and Alan Schutte, Kornelia and Gary Schields, and Suzanne and Mike McClure in the amount of $3,000.  Their purpose for purchase is to leave property as is to ensure maintained.  ON A MOTION by Vice-Mayor Brumbaugh to approve the bid from a combination of buyers consisting of Carol McClure and Alan Schutte, Kornelia and Gary Schields, and Suzanne and Mike McClure in the amount of $3,000 for Austin Park seconded by Commissioner Schields.  MOTION carried on a VOTE of 4-0.
  4. RFQ 2019-01: Airport Consultant Services – Andrew stated, this request is solicitation for airport consultant as required by FAA for reconstruction of Runway (RW) 5/23.  We received RFQ from two firms to evaluate qualifications; financial information comes later.  The RFQ’s are from EBH and Olsson.  The selection committee, Jon Yost and Dustin Stephenson from Airport Board, Rich and myself, met this morning.  The committee scored the firms on the scoring matrix provided to you.  As you see it committee is fairly well split on how to proceed.  City representatives recommend EBH who scored 40.5 out of 45, while Board members recommend Olsson, who scored 42 out of 45.  Dustin Stephenson Chairman of Board stated, FAA circular advisor states if a decision cannot be made, the scoring matrix is determining factor.  It is true you do not have to take action, but if that is the case, we have to go back to scoring process again.  Mayor Linin asked, so we do not look at fees or rates but qualifications at this time.  Is it fair to say, whoever we select costs will be similar if governed by FAA?  If we knew costs the decision would be easier to make.  Dustin stated, the FAA regulates maximum charge but we cannot discuss costs at this point.  Mayor Linin asked, would either firm like to address the Commission?  Darin Neufeld from EBH stated, our firm started work in Goodland in 1984 and established a local office under advisement of City in 1990’s.  We have completed approximately fifteen projects at airport for the City, from hangars to lighting on runway.  The FAA allows consultant and City to enter on hourly or lump sum basis.  If contract exceeds $100,000 has to be individual fee assessment done.  If fee cannot be negotiated with consultant awarded, than go to next one list.  In our SOQ project list, we listed FAA airports only, we have completed other KDOT airport projects also.  This RFQ is for RW 5-23, including property acquisition; we targeted airports where performed similar work.  I am surprised EBH scored at same level with other consultants.  Over the years we have established a good relationship with good services to the City.  My goal has been to keep a licensed engineer in Goodland office for the City and projects at airport.  Commissioner Garcia stated, my concern is the $150,000 we bank for four years, is there any way funds can be utilized instead of allowing another community to utilize them?  Darin stated, in annual planning meeting with board, we present the Commission a report of our priority projects which are not what FAA considers priority on their list.  If we need discretionary funding, the City has to wait until available as they allocate that money in advance.  The funds may go away, but your bank still sits at $600,000 with next allocation.  Diane Hofer from Olsson stated, we are full service engineering firm headquartered in Lincoln with offices located in different areas.  My team only works on airports; I have been involved in airport improvement planning for thirty years.  We have been working at airports in area for a number years, St Francis, Atwood, Dighton and Quinter.  Not all are FAA funded airports, but treated same.  FAA regulations have become very complex.  We work in area so we will be efficient with services.  That is correct on fees but rare cannot negotiate costs.  On the $150,000 annual allocation, if you use you will have more money, but I do not know particular circumstances why FAA has not allowed City to use.  In other communities we come up with other projects needed to utilize funding.  If do not use it, can allocate for other airports in state.  Mayor Linin asked, is our airport available for KDOT funding?  Darin stated, we have applied for the funding almost every year.  Diane stated, FAA can fund a project for design only to utilize annual funding.  FAA would like applications by May 1st with a drop dead date of July 1st.  Andrew stated, the selection committee’s role is to provide a recommendation to Commission; the Commission makes decision with most informed recommendation of committee.  We have two really good qualified firms to provide services, do not feel putting out for second solicitation is correct.  Future of airport in good hands either way.  The recommendation of committee is split, staff members recommend continue with EBH due to history and familiarity to airport.  Frustration has been taken with time to complete master plan project.  Dustin stated, I do not disagree with Andrew, but the process was completed and goal of meeting was to come away with recommendation, which we feel was done with scoring matrix.  It is a split decision so matrix is determining factor.  It is not a decision out of frustration; EBH does a lot in community.  Feel for project specific for airport we need business specializing in airport.  Some of the projects we need done, EBH cannot do so they contract with third party.  We will never know how things would have worked if the master plan was complete.  The plan should not have taken four years.  The Board feels it is in best interest of airport to do something different.  Vice-Mayor Brumbaugh stated, the scoring seems subjective but when it comes to us, if we do not follow matrix results then we go through process again.  Dustin stated, we followed the process recommended.  In regards to the RFQ, every member on Board has been wanting to look for another consultant for a while.  Vice-Mayor Brumbaugh asked, will getting Olsson up to date with airport delay project?  Diane stated, no we will plan to go to Kansas City to meet with FAA and discuss projects available.  Jason Knipp with FAA will have most updated master plan.  Darin stated, my background in aviation is twenty-five years with first five to six years working in Air Force doing same work.  We contract with Garver because they are in Kansas City and can meet with FAA as needed.  There are complex items where we bounce ideas off other consultants.  In twenty-one years we have worked with fourteen FAA grants for City, not including KDOT grants.  We have been very successful.  In two of the projects we utilized funding from other airports and we also captured two grants with ARRA money, not only at the airport but also with highway and treatment plant.  Our dedication has always been to aviation and the City airport.  When Vice-Mayor Brumbaugh asked about matrix, those are very subjective scoring.  Commissioner Garcia stated, Dustin indicated if recommendation not unanimous then scoring matrix is determining factor.    Andrew stated, when committee met there was discussion then we scored RFQ’s, there is 1.5 point difference.  My perception is the scores are not gospel but used as a guide.  Looking at the scores, the City has never utilized Olsson services but they are scored at a 4.  Mayor Linin stated, this is a big decision and we are just getting information tonight, but there are times we need to take time.  We have heard information and agree both firms are qualified but feel we need to think about it till next meeting.  Vice-Mayor Brumbaugh asked, if we do not decide tonight, will we be behind in grant process and deadlines?  Dustin stated, it just gives the firm less time going forward.  Mayor Linin stated, the Board looks at airport but Commission has to look at City and community as a whole.  Commissioner Schields stated, I agree.  Dustin stated, we realize Commission is thinking about City but Board has had discussion about this for a long time even though you just received information.  Vice-Mayor Brumbaugh asked, what is deadline?  Diane stated, FAA sets May 1st date to have bids opened then extend process until July 1st.  Darin stated, it does not affect your grant but they probably do it this way to keep from having all application coming in May 1st.  Darin stated, three years ago we submitted a grant for design of RW 5/23 but they indicated they wanted to complete design and construction as one grant.  Now they have come back requesting to have design as one grant and construction another grant.  Commissioner Garcia stated, have to consider a lot of information with two potential firms, but more important have to hear what committee and board is saying.  I am hearing all board members are in tune with decision you want to make?  Rich stated, look at projects EBH has worked on for the City.  They have all been done timely and within engineer estimate with a good product and good relationship.  It is not broke.  My recommendation is to remain with EBH which was my recommendation with committee.  Commissioner Schields stated it is a tough decision and have to depend on recommendation.  Andrew stated, concern from staff is we are work with EBH daily and complete projects timely, the master plan seems to be the issue.  I do not hold EBH responsible for delay.  They have a track record of performing for the City.  EBH does a lot of work outside of airport plus a lot of work they where they do not bill City.  They are a local firm which has always been a very important point to the Commission.  The institutional knowledge is important.  Mary stated, I agree with Andrew.  Goodland is not alone in frustration of time taken for the master plan.  It has been a concern with others across the state completing a master plan.  We are not alone in that the project has taken more time for everyone, be it right or wrong.  Dustin asked, is Andrew going against committee recommendation?   Andrew stated, the committee did not make recommendation, we put together numbers but were split on recommendation.  In the meeting I indicated both firms are qualified but Commission has ultimate decision.  Points do not indicate any clear recommendation, especially since they are close.  Vice-Mayor Brumbaugh asked, if look at points on familiarity with airport, what is that based on?  Diane stated, we feel comfortable with area in general based on our contracts with way things are built and soil.  Vice-Mayor Brumbaugh stated, it is a big decision and we are hearing information for first time.  Consensus of Commission is to review and think about information until next meeting.
  5. Property Insurance Renewal – Andrew stated, Eklund’s provided quotes from EMC and Seville, which is our current provider. Seville is low bid in the amount of $255,019, a decrease from last year.  We have been with them for two years and have not had problems.   ON A MOTION by Commissioner Garcia to approve the insurance bid from Seville in the amount of $255,019 seconded by Vice-Mayor Brumbaugh.  MOTION carried on a VOTE of 4-0.

 

REPORTS

  1. City Managers Report- 1. Staff is currently working on the demolition downstairs to proceed with remodel.  2. Motel 7 will be on April 1st  Next step is to determine action for demolition and asbestos abatement.  I am trying to get quotes for abatement of asbestos, with the thinking we can complete the abatement then demolish property cheaper and quicker.  3.  March 20th is sales tax discussion with County Commission at 8:30 in County Commission room.  Then there is a joint Commission meeting April 16th in Wolak Building at 7:30 a.m.  4. We have a scheduled power outage March 21st at 5:00 a.m. for less than five minutes for Sunflower Electric to hook into wind turbines.  We had this once before without a hitch.  5.  Run for the Wall filed for a grant under the City umbrella.  We received the grant, it is same grant applied for last year to help pay for meals and gas for riders.  6.  We received grant funding for fence and lighting at the fire training facility.  We need to use lot, making it accessible without the burn structure.  7.  The first draft of accessory structure ordinance will be discussed next meeting.  I would like Commission to review the draft and let me know if you have any questions before the meeting.  8.  I will email Commission with follow-up information on some of the junk yards we have been addressing.
  2. Municipal Court Clerk/Judge – LeAnn discussed cases in 2017 compared to 2018. She also informed Commission on the letter received regarding the Ad Hoc Committee recommendations for municipal courts.  At this time it does not involve the legislature.
  3. Commissioners

Vice-Mayor Brumbaugh – 1. No Report   

Commissioner Fairbanks – 1.  No Report

Commissioner Garcia – 1.  No Report

Commissioner Schields – 1.  No Report

  1. Mayors Report – No Report

 

 

ADJOURNMENT WAS HAD ON A MOTION Vice-Mayor Brumbaugh seconded by Commissioner Garcia.  Motion carried by unanimous VOTE, meeting adjourned at 7:30 p.m.  Next meeting is scheduled for April 1, 2019.

 

 

 

 

_____________________________

ATTEST:                                                                               Brian Linin, Mayor

 

 

 

_______________________

Mary P. Volk, City Clerk