April 5, 2021 Commission Minutes

April 5, 2021 Commission Minutes

April 5, 2021 Commission Minutes

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Mayor John Garcia called the meeting to order with Vice-Mayor Jay Dee Brumbaugh, Commissioner Aaron Thompson, 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 and Mary Volk – City Clerk.

Mayor Garcia led Pledge of Allegiance

Approval of Agenda – ON A MOTION by Commissioner Howard to amend agenda adding an executive session under the authority of KSA 75-4319 (b) (1) for personnel matters of nonelected personnel seconded by Commissioner Thompson.  MOTION to amend agenda carried on a VOTE of 5-0.  ON A MOTION by Commissioner Howard to approve Agenda as amended seconded by Commissioner Thompson.  MOTION carried to approve the agenda as amended on a VOTE of 5-0. 

PUBLIC COMMENT

  1. Dale Schields: Strategic Doing – As a board member of the Sherman County Community Foundation, I invite the Commission to our first Strategic Doing meeting this year on April 7th.  We have worked with the Dane Hansen Foundation in the past for City projects that have come out of previous Strategic Doing process.  Dane Hansen Foundation has requested we get involved in the process.  Through this process we are getting things done; it is not just a planning stage.  I am inviting all the Commission or a delegate from the commission.  We are working on projects based on community needs.  Collaboration is more effective than cooperation when you work for a united goal.  The meeting is April 7th at 5:30 p.m. at the Elks Lodge and I encourage participation to help with City needs.  It helps when people see the City and County Commission participating.  Mayor Garcia asked, how long are meetings?  Dale stated, not long, about two hours, but we like them shorter.  Mayor Garcia stated, thank you, we appreciate the presentation and agree it is an important process.  The Foundation has brought a lot of projects in the City to fruition.

PRESENTATIONS & PROCLAMATIONS

  1. Lineman Appreciation Day – Mayor Garcia proclaimed April 18th as Lineman Appreciation Day in the City of Goodland.  The Commission recognized linemen Terry Smith and Dustin Bedore for the City of Goodland present at meeting. 
  2. National 911 Telecommunicator Appreciation Week – Mayor Garcia proclaimed the week of April 11th through 17th as National 911 Telecommunicator Appreciation Week in the City of Goodland.  The Commission recognized Sherman County dispatchers Darcy Weise, Nicole Holub and Hannah Warren present at meeting. 

CONSENT AGENDA

  1. 03/15/21 Commission Meeting Minutes
  2. 03/22/21 Special Commission Meeting Minutes
  3. Appropriation Ordinances: 2021-07, 2021-07A, 2021-07B, 2021-P07and 2021-P07A

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

ORDINANCES AND RESOLUTIONS

  1. Resolution 1571: Hazard Mitigation Plan – Mary stated, the City adopted a resolution in 2016 to become a participating jurisdiction under the Sherman County mitigation plan. The City continues under the County plan with this resolution.  Mayor Garcia asked, this qualifies the City for FEMA money?  Mary stated, yes if the event arises.  ON A MOTION by Commissioner Howard to approve Resolution 1571: Hazard Mitigation Plan seconded by Commissioner Farris.  MOTION carried on a VOTE of 5-0.
  2. Resolution 1572: 2021 GAAP Waiver – Mayor Garcia stated, the City approves this resolution annually for financial purposes.  ON A MOTION by Vice-Mayor Brumbaugh to approve Resolution 1572: 2021 GAAP Waiver seconded by Commissioner Howard.  MOTION carried on a VOTE of 5-0.
  3. Resolution 1573: 2021 Designating Depositories – Mary stated, the State requires the City to designate depositories annually.  ON A MOTION by Commissioner Farris to approve Resolution 1573: 2021 Designating Depositories seconded by Commissioner Thompson.  MOTION carried on a VOTE of 5-0.

FORMAL ACTIONS

  1. Renewal of Property, Casualty and Liability Insurance – Jacque Livengood, owner Eklund Insurance stated, nothing has changed with your policy.  Jeanette Ruddell is the agent doing all the planning.  We met with Alan Lanning in December who said he was not entertaining bids this year.  Jeanette reached out to Saville, your broker a couple years ago.  When we had driver issues the insurance was moved to Saville, then came back to EMC last year.  Nothing really changed, she did increase some liability, renewed cyber liability option and we have to give the drivers to EMC annually to review.  We were informed of the driver violation that occurred so we let EMC know and they asked for the driver to be put on non-driver position.  That is different from three years ago when you had drivers with DUI’s and EMC cancelled the City policy.  I am not sure the Commission understands that EMC has a unique municipality program that provides dividends, risk management, attorney direct and many other services municipalities receive free.  There are not a lot of companies in the country that will write insurance for municipalities.  The biggest holdback for the City of Goodland is the power plant, no one wants to write a policy to insure the power plant, but EMC has and will continue to insure.  The premium did not even increase 4%.  Mayor Garcia stated, the amount of the insurance is $275,967.  Jacque stated, we have been asked the last three years to bid the insurance, which we are happy to do for the City.  However, a bidding process is a big undertaking and every time you request insurance be bid, there is a chance you lose a coverage.  You can never bid apples to apples because every company has something different to offer.  When we were to meet with Alan and Mary over the renewal, we met with Mary.  We stated that we would really like to have an agreement with a three year commitment from the City, similar to what you do with your health insurance.  During the term of the agreement, if your premium increased a lot we know we are going to look for a new market.  Will we get one, we do not know but we would do our best.  There are things we can do with EMC to cut the cost for the City.  We would do what is best for the City; we have even previously given up commission.  We would like to ask the Commission for a three year commitment so we know every year we are not bidding this out trying to find a new market.  Bidding it out is very time consuming and you run the risk of losing something, even coverage when changing companies.  Mayor Garcia stated, in previous discussions by the Commission, I feel that is a good idea but I would ask if you would bring a formal contract for the Commission to review and vote on at a different time.  Mary stated, this request is in the communication form for the Commission.  I agree with the three year agreement to avoid risk of losing coverage, properties or vehicles not transferring to new policy.   ON A MOTION by Commissioner Farris to approve renewal of EMC property, casualty and liability insurance from Eklund Insurance in the amount of $275,967 seconded by Commissioner Howard.  Commissioner Thompson asked, when did we receive information as to what the renewal was going to be?  Jacque stated, because we were not in a bidding year we did not ask for a bid so Jeanette received it the end of March.  She goes through every line and coverage in policy to make sure EMC did not change anything.  This is normal and we usually meet with Mary and the City Manager the middle of March, have ever since 2018.  If it is a bid process we have to ask for information from the company by a specific date.  Timing for this renewal is same as in past.  Commissioner Thompson stated, I was curious because information shows renewal was effective April 1 and we paid first premium tonight but we are approving the policy tonight.  Jacque stated, we are happy to come to the meeting, but we usually do not come to the City meeting unless it is a bidding year.  Commissioner Thompson stated, I am not sure we have to bid on renewal if it falls within the budget line item approved during budget process.  Mayor Garcia stated, I understand what you are saying but it is a formality for the Commissioners.  MOTION carried on a VOTE of 5-0.

REPORTS

  1. City Manager – 1.  Mary stated, in Alan’s report, he needs to inform Commission the City received the Van Transportation Grant.  We will continue operating on COVID funds until expired, then operate on 80/20 share.  2. Alan is also working on renewal of hangar lease with Eagle Med.  Renewal language is same for another five years.  It will come before Commission once Eagle Med approves lease. 
  2. City Commissioners

Commissioner Thompson – 1.  Appreciate Eklund’s providing digital copies of insurance renewal and Mary for following through with my request so Commission can access information.  2.  Next meeting we need to discuss City wide clean up and whether we are doing it this year.

Vice-Mayor Brumbaugh – 1.  Poly Patch is working well on streets.  What is cost of machine; is it worth looking into purchasing a machine?  Kenton stated, a machine is about $80,000, we only use it couple weeks a year, this year was a little more.  The bill for this rental and ten pallets is about $13,000. 

Commissioner Howard – 1.  I see Frisbee golf is in over by the pool.  Dan stated, the City put in four baskets and the College will put in five.  2.  I noticed pictures of sewer project with our lines.  Who all sees the pictures?  Neal stated, we cameraed almost 16,000 feet of lines and found where we need to fix issues and where there are personal lines with issues.  This is a process we do every year and they started digitizing the information to help us know the condition of our lines.  It has saved us money on sewer rodding.  Commissioner Howard stated, it looks like a beneficial project that we need to keep funding.  3.  Thanks to Eklund’s on working on renewal of insurance.  4.  Thanks to the employees and all you do.

Commissioner Farris – 1.  Kansas Street looks good with patching. 

  • Mayor – 1.  Department head reports are in your packets.  I have read through the reports, they have been busy.  I extend appreciation to our employees for the work they do.  2.  Congratulations to Officer Feasel and Officer Luther on graduation from the Academy.  Also good work on drug issue recently. 

EXECUTIVE SESSION

  1. Executive Session KSA 75-4319 (b) (1) for personnel matters of nonelected personnel – Mayor Garcia made a motion at 5:31 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 ten minutes.   I request only the Commission be present. Commissioner Howard seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 5:41 p.m.  Mayor Garcia made a second motion at 5:43 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 ten minutes.  I request only the Commission be present. Commissioner Thompson seconded the motion.  MOTION carried by a VOTE of 5-0.  Meeting resumed at 5:53 p.m. 

ADJOURNMENT WAS HAD ON A MOTION BY Vice-Mayor Brumbaugh seconded by Commissioner Howard.  Motion carried by unanimous VOTE, meeting adjourned at 5:55 p.m.  Next meeting is scheduled for April 19, 2021.

_____________________________

ATTEST:                                                                               John Garcia, Mayor

_______________________Mary P. Volk, City Clerk