10/10/2018-Approved Special Call Commission Meeting Minutes

WEDNESDAY 

OCTOBER 10, 2018 

The Governing Body of the City of Pratt met in a Special Call Session in the Commission Room located at City Hall.

 PRESENT:  

 

Doug Meyer  Mayor
Gary Schmidt  Commissioner
Don Peters  Commissioner
Jason Leslie  Commissioner

 

ALSO PRESENT: 

 

Roy Eckert  City Manager
LuAnn Kramer  City Clerk
Russell Rambat  Public Works Director
Brad Blankenship Building Inspector
Bruce Pinkall  Recreation Director                                              

CALL TO ORDER: 

The Special Call meeting was called to order by Mayor Meyer.  The Mayor instructed the City Clerk to note that all Commissioners were present with the exception of Commissioner Kumberg.

The Mayor reminded the audience that this meeting may be taped and/or recorded. 

CONTINUED DISCUSSION ON IRB’S FOR THE TRACK AT GREEN SPORTS COMPLEX: 

Mayor Meyer stated that there had been some questions come up since the last meeting and the Commission felt it was important to get some of them answered.  Commissioner Schmidt stated that what he was most interested in was not the concept of doing this project or not, but what percentage of the forty acre plot the college wanted and where it was going to be located.   Commissioner Schmidt commented that we needed to know what we would be able to do down the line with the remainder of the forty acre lot.  Commissioner Schmidt mentioned that the suggestions out there were a new swimming pool, water park, go carts and a shooting range.  Commissioner Schmidt stated that the preliminary drawings showed that they would be taking the heart out of the forty acres, which would not leave the City much to work with.  Mr. Kent Adams, PCC Vice-President of Finance and Operations, stated that they would use about 20.25 acres that would be laid out between the parking lot and field events.   

Dr. Mike Calvert, PCC President, stated that they would be more than happy to have conversations to relocate.  Commissioner Schmidt stated that he had visited with Recreation Director Pinkall about the potential for this and there were no concrete plans yet; however, there were a lot of ideas.  Commissioner Schmidt commented that forty acres was a lot of territory, but you did not want to take twenty acres out of the center and end up with a parameter that could not used.  Commissioner Schmidt stated that this needed to be decided before the City made a decision.  Dr. Calvert stated that they would definitely look out for the best interest of the City and that included it needing to be moved.  Dr. Calvert commented that the existing track was in a confined space and there were field events such as javelin and hammer throw at the college level.   Dr. Calvert added that those would be grass areas that could be utilized when it was not track season.  

Mr. Pinkall stated that they had looked at going up toward the very north and going east and west.  Mr. Pinkall commented that the preferred orientation was to go north and south and had angled one that was in between; however, that got nixed pretty quickly.  Mr. Pinkall added that they went forward with the north and south option and the three hundred car parking lot was narrowed down to two hundred.  Mr. Pinkall explained that, moving as far east as they could, there was the potential possibility for ease of some things, such as covering the ditch and having a more seamless connection to the Sports Complex.  Mr. Pinkall commented that he did not know if this was possible, but they were things that City Manager Eckert had brought to the table.  Mr. Pinkall stated that all the water comes from Walmart and the design problems were the flood plain that goes east on Sixth Street and drops off a lot and to the north.  Mr. Pinkall explained that the ditch comes east and goes under railroad tracks and that area between the grass and trees holds water.  Commissioner Peters stated that that takes up twenty acres and the lower part was not anything.  Mr. Pinkall stated that the current layout handles the drainage very well at the Sports Complex.   

Mayor Meyer questioned if the dirt work needed would be a part of the IRB.  Dr. Calvert stated that $200,000 worth of dirt work was in the IRB.  Mayor Meyer asked if the City was doing part of the road.  Mr. Pinkall stated that we maintain all of the street because it could be a connecting piece if we expanded to the east.  Commissioner Peters questioned if that cost would be on the City.  Mr. Pinkall commented that he did not know, but we did not want to lose the right-of-way option.  Mayor Meyer asked if we had to finish a road all the way across.  Dr. Calvert commented that we would if that was the design concept.  Mayor Meyer questioned if we could move some dirt.  Public Works Director Rambat stated that it would depend on whether it was virgin soil or what had been sitting there.  

Dr. Calvert stated that this was 2016 construction that needed to begin calendar year 2018; however, they had asked for an extension.  Commissioner Schmidt stated that he had been on Fincham Street and 6^th Street to see the intersection and he had noticed that the mound of dirt at least halfway through the forty acres was 10’ to 12’ high.  Commissioner Schmidt stated that if it had never been compacted, there could be a problem.  Commissioner Schmidt stated that another thought that made more sense would be to interchange the parking lot, move further north and still accommodate field events.  Dr. Calvert commented that he had no problem with that or the road going farther to the east.  Mr. Eckert suggeseted that they put it up in the northeast corner and put the parking lot in the middle.  Building Inspector Blankenship asked if there was going to be bathrooms.  Dr. Calvert pointed them out on the map.  Mr. Blankenship stated they would need a lift station in there.  Dr. Calvert stated that he believed they would.  Mr. Eckert stated that there would be more usable space if the parking lot was between and that would move the Sport Complex closer.  Mayor Meyer commented that they would have to extend the road and there would be elevation to it.  Mr. Eckert stated that it could be taken down.  Mayor Meyer stated that Mr. Rambat had commented that he would rather curb that and then past that could be open gravel road.   

Mayor Meyer questioned how the Commissioners wanted to do this.  Mayor Meyer commented that they could issue the IRB’s and then get down to the nitty gritty later.    Commissioner Schmidt asked if they would continue the box in there so the Sports Complex could be built farther east.  Commissioner Schmidt added that it would be an additional expense, but it would leave a lot more area to work with.  Mayor Meyer stated that it was unusable land if we did not do that.  Commissioner Schmidt stated that it would also improve pedestrian access.  Commissioner Schmidt questioned if they would match what we had now if they did restrooms and concession stands.  Mr. Pinkall stated that he hoped that would be the theme.   

Commissioner Leslie commented that the anonymous letter was a lot about soccer and since there was no high school soccer we did not want to do this for that purpose.  Dr. Calvert stated that their intent had never been to push soccer on any one.  Dr. Calvert added that they had not done a feasibility study because this would be a multipurpose facility for a variety of events.  Dr. Calvert commented that the high school could introduce soccer at Zerger field if they wanted to.  Dr. Calvert commented that soccer was common whether we wanted it or not.  Mayor Meyer commented that the letter mentioned that there was no support from the college soccer and track coaches; however, they were here at the last meeting.  Dr. Calvert stated that a turf surface could be host to an Oktoberfest event or a lot of other events.  Commissioner Schmidt stated that he was not trying to shove everything off to the college, but there could be plans for that piece of property in the next five to ten years.  Dr. Calvert stated that this was a 2016 drawing and they had never tried to push it one way or another and he understood that the City wanted to be good stewards of the land.  Commissioner Schmidt stated that we had a responsibility as a City and plans could change, so we try to think ahead. 

Mr. Pinkall commented that another piece in the forefront was maintenance in the future.   Mayor Meyer commented that that would fall under the Interlocal Agreement and we had agreed to work on that.  Mayor Meyer added that we needed more information on how we were going to structure the maintenance and the reserve capital fund to replace the surface.  Dr. Calvert stated that they would like to move on the project sooner than later by a level of trust and know that things could change.  Dr. Calvert commented that financially, the college would be engaged in the maintenance costs and the replacement of the surfaces.  Dr. Calvert stated that they had never claimed that the economics would be the same as the Sports Complex and they were probably looking at 10 to 20% of that; however, there was the potential to grow and generate some revenue.   

Dr. Calvert stated that they had $2,000,000 in donations, pledges and grants and reminded the City Commissioners that there was no financial responsibility put on the City.  Dr. Calvert commented that we could get this built and get the Interlocal Agreement done.  Mayor Meyer stated that he agreed, but the Commission had a moral obligation and there was concern moving forward that the college would raise the mill levy.  Dr. Calvert stated that that had never been the college’s intent and the Board did not want to do that.  Mayor Meyer stated that the lawyers from Gilmore and Bell had stated that the Foundation was financially sound and the flow was there to make the bond payments.  Mayor Meyer added that the IRB’s could be paid off in five to seven years, which would save on interest.  Commissioner Leslie stated that the college had been transparent and open to everybody and the public wanted to reflect the same thing.  Commissioner Leslie commented that we all needed to be on the same page.   

Commissioner Leslie stated that whoever wrote the anonymous letter could also be involved in the theatre project.  Commissioner Leslie commented that we needed to know what was going on so that we knew the answers to any questions.  Dr. Calvert stated that we needed to answer them intelligently and he was fine if his phone number was given out.  Mayor Meyer stated that it was not fair to compare the Sports Complex or the theatre, because that was not a fair comparison. Mayor Meyer again asked if the Commission wanted to wait or move forward.  Mayor Meyer added that there were still a lot of questions, but they could give the approval and still massage this process.  Dr. Calvert stated that that was what he understood since they would not be breaking ground until 2019.   

Mayor Meyer questioned what it would cost for sewer, water and electric.  Mr. Pinkall commented that some things were in the floodplain.  Mr. Pinkall added that, once we had artificial surface, they were weather resistant.  Commissioner Schmidt asked if a soccer field had the same slope as football.  Mr. Pinkall explained that artificial surface goes a lot flatter.  Mr. Rambat stated that the City runs from mains to the property lines, so in this case it was our property lines.  Mr. Rambat added that they would set the transformer at the facility.  Mr. Blankenship added that they would get it closer to the need to cut down the cost.    Commissioner Meyer asked if the college would have night events.  Dr. Calvert stated that they play during the daytime, but it could go into the evening.  Dr. Calvert commented that City recreation had all types of night time opportunities.  Commissioner Schmidt asked if there was $250,000 for soccer lighting.  Dr. Calvert stated that they would be putting in original lighting.  Mr. Pinkall added that it would all have to be underground.   

Commissioner Schmidt asked if the bond people that we had talked with agreed that an invoice would go to the Trustees and they would collect from the college.  Mr. Adams stated that typically the bank had an office in Kansas; therefore, the Trustee did not do much.  Mr. Adams stated that whoever Ranson Financial selected would be okay with them and they would pay the debt service to them and then they were responsible for paying interest to the bond holders.  Commissioner Peters stated that he was still bothered with the Interlocal Agreement.  Commissioner Peters added that he did not want the City to get stuck and he did not want the City to have to mow.  Commissioner Peters commented that he did not have a feel of how this works.  Commissioner Leslie stated that there had to be trust amongst each other.  Mayor Meyer stated that the Interlocal Agreement would take time and this was the spirit of coming together. Mayor Meyer stated that USD 382 Superintendent Suzan Patton had stated at the tax entity meeting that they had the lease payment check now, but they did not want to be involved in the process. 

                                                                                                     
ADJOURN:

With no more discussion, Commissioner Peters made a motion to adjourn.  The motion was seconded by Commissioner Leslie and carried unanimously.

                                                          

Doug Meyer, Mayor

                                                           

LuAnn Kramer, City Clerk

10/01/2018-Approved City Commission Meeting Minutes

MONDAY

OCTOBER 01, 2018 

The Governing Body of the City of Pratt met in Regular Session in the Commission Room located at City Hall. 

PRESENT:
 
Doug Meyer  Mayor
Lucus Kumberg  Commissioner
Gary Schmidt  Commissioner
Jason Leslie  Commissioner

ALSO PRESENT:

Roy Eckert  City Manager
LuAnn Kramer  City Clerk
Regina Probst  City Attorney
Diana Garten  Finance Director
Jeff Ward  Interim  Police Chief
Russell Rambat  Public Works Director
Brad Blankenship Building Inspector
Jamie Huber  Dir. of Electric :Utilities
Bruce Pinkall  Recreation Director

                                                   

CALL TO ORDER: 

The regular meeting was called to order by Mayor Meyer.  The Mayor instructed the City Clerk to note that all Commissioners were present with the exception of Commissioner Peters. 

The Mayor reminded the audience that this meeting may be taped and/or recorded.

INVOCATION AND PLEDGE OF ALLEGIANCE:

Commissioner Leslie led the staff and audience in the invocation and Mayor Meyer led the Pledge of Allegiance. 

CONSENT AGENDA: 

·        September 17, 2018 Regular Commission Meeting 

Commissioner Kumberg made a motion to approve the consent agenda.  The motion was seconded by Commissioner Leslie and carried unanimously. 

BUSINESS: 

PUBLIC HEARING TO DETERMINE THE ADVISABLITY OF ISSUING IRB’S FOR FINANCING A RECREATIONAL FACILITY: 

·        Open Public Hearing by Motion: 

Commissioner Leslie made a motion to open the public hearing.  The motion was seconded by Commissioner Schmidt and carried unanimously.

·        Public Discussion:

Mayor Meyer stated that this public hearing was set so anyone wanting to voice their opinion on the track/complex facility and the issuing of IRB’s by the City.  Mayor Meyer commented that comments or questions were limited to three minutes, but questions would be addressed at the time they were asked. 

Pratt Community College volleyball coach, Jenny Meuller, stated that this facility would benefit the schools and they would be able to share resources.  Coach Meuller added that this was a good opportunity.   

Mr. Kent Montei stated that he had been a resident of Pratt since 1979 and lived on West River Road.  Mr. Montei commented that this was something he was interested in and something that Pratt should have.  Mr. Montei stated that he always thought that it was strange that Pratt had a track that did not meet the standards.  Mr. Montei encouraged everyone to find a way to do this and he hoped they would come up with something.

Coach Jamaal Barnes, head track coach at PCC, stated that this would be one of the biggest points that would give an opportunity to the athletes and a good opportunity to host home meets.  Coach Barnes commented that it takes a toll on athletes, coaches and budget when you spend a lot of time on the road.  Coach Barnes stated that this facility would bring people to Pratt through track/field and soccer programs and it was vital that we bring young kids to town.  Coach Barnes added that coming to Pratt could also bring them back to the college and that helps revenue.  Coach Barnes stated that this was an important project that he was looking forward to.

PHS Athletic Director David Swank stated that this facility would give Pratt a great advantage to host regular meets.  Mr. Swank commented that he had been a Greenback for ten years and his family loves Pratt.  Mr. Swank stated that this would be what would attract young families or attract a couple to a business here in town.  Mr. Swank added that the more they see helps sell the entire family. 

Ms. Donna Meier-Pfeifer stated that she had lived in Pratt since 1980 and had served on economic development committees. Ms. Meier-Pfeifer commented that this would be a facility that families needed to see when looking at what Pratt had to offer.  Ms. Meier-Pfeifer stated that track and soccer sports were growing and the recreation department had soccer programs for the youth and they would be able to use this facility. 

Mr. Darrell Shumway, PCC Trustee, stated that they had had a capital campaign for about a year and he felt that there was a lot of support in the community for this program.  Mr. Shumway commented that they felt there was a need for this and it would be a recruiting tool for the college and their track and field program.  Mr. Shumway stated that we used to have football and some of those athletes stayed in Pratt, which was what happens when you had a good program.

Mayor Meyer informed those in attendance that the Commission had received an anonymous letter concerning the track and soccer facility and he had shown it to Dr. Calvert.  Dr. Calvert addressed the Commission and thanked them for holding the hearing and for their support to date.  Dr. Calvert stated that this would benefit the community and would be a collaborative project.  Dr. Calvert added that this would selfishly enhance the college’s enrollment.  Dr. Calvert explained that they felt this would not work on the campus grounds because a community the size of Pratt needed to share resources.  Dr. Calvert commented that the location on campus was in a remote area and not as conducive for community sharing.  Dr. Calvert stated that soccer season was this time of year and track was in the spring; therefore, there would be months when nobody was using the facility and it would be open to the community.  Dr. Calvert stated that they would look at putting it on campus if the Commission told them that this was not going to work.   

Dr. Calvert commented that the college was committed to doing this and the Foundation was unanimously for this project.  Dr. Calvert stated that their goal was to privately fund this project and have this $3.5 million project paid for in five to seven years.  Dr. Calvert commented that they were waiting to hear about a second grant and they had already received a $250,000 donation along with pledges that coincide with the bond payment.  Dr. Calvert stated that they know that this would not be the same as Green Sports Complex in economic development; however, they would start slow and grow.  Dr. Calvert added that this was a win-win for the community and they hoped to see dirt move in 2019. 

Mr. Duane Fischer questioned why they had a rodeo facility that we had paid for and now all it was used for was practice.  Mr. Fischer stated that he felt it was a fact that the only reason there was no rodeo was because nobody wanted to put extra time in.  Mr. Fischer commented that only a few people had not wanted to work on it.  Dr. Calvert stated that the college participates in the collegiate tour with four or five rodeos in the fall and the same in the spring.  Dr. Calvert explained that the college did lose money on the event when they produced the rodeo and also competed.  Dr. Calvert stated that the committee did a study on the rodeo and decided that they needed additional community volunteers and they had also talked to Mr. Bill Keller, who graciously donated $10,000.  Dr. Calvert commented that they had looked at a beer garden, but one year’s livestock rental went up $ 6,500, and that he had then recommended that they not continue with the rodeo, but he had met with the coach and rodeo team to make sure they could still compete if there was no local rodeo.  Mr. Fischer stated that people did miss the rodeo.  Dr. Calvert stated that he did want to respectfully disagree that people were tired of taking on the rodeo responsibilities.  Dr. Calvert ended stating that there was still a team and they still were competing.

Mayor Meyer thanked everybody for coming and that it showed that they care about the community. 

·        Close the public hearing by motion: 

Commissioner Schmidt made a motion to close the public hearing.  The motion was seconded by Commissioner Kumberg and carried unanimously.

PRESENTATION ON MECHANICAL AND ELECTRICAL SYSTEMS CONDITION EVALUATION FOR THE MUNICIPAL BUILDING:

Recreation Director Pinkall stated that the engineers were here to explain what the options were for the Municipal Building and that we were looking at more than the heating and air.  Mr. Chris Sele from Integrated Consulting Engineers, Inc. stated that they had looked at the historical significance and did an overview of the existing boiler that was about thirty years old.  Mr. Sele commented that it did not need to be replaced yet and the pumps were original to the building with modifications.  Mr. Sele explained that the indoor chillers were original to 1963, but the roof unit was in pretty good shape.  Mr. Sele stated that the condensing unit and air handler in the garage were not functioning and had not for some time.  Mr. Sele informed the Commission that there were multiple styles of indoor units and unit ventilators.  Mr. Sele commented that the air handler that served the gym was in pretty decent shape for being fifty years old. 

Mr. Drew Rose, electrical engineer, stated that the municipal building was on one of the old H frame structures and he had observed two separate electrical services to the building.  Mr. Rose commented that there were several panel and distribution boards which had Federal Pacific gears from 1963.  Mr. Rose explained that they were good when they were installed, but they were past their expectancy life.  Mr. Rose added that the breakers would not trip on an overload and caused fires and a lot of inconveniencies.  Mr. Rose recommended they be replaced.  Mr. Sele presented pictures of the existing roof top units and commented that they had no insulation and the windows were steel single pane and not very energy efficient.

Mr. Sele stated that they wanted to maintain the integrity of the facility and improve fresh air quality, improve the control and diagnostics of the HVAC systems, reduce energy consumption, reduce maintenance costs and plan for the future.  Mr. Sele commented that the design considerations would be to improve safety by installing a fire alarm system or sprinkler systems, repair piping and remove asbestos along with improving the sewer drainage in the kitchen and improve the water quality.  Mr. Mike Seiwert, Project Manager for Historic Facilities, stated that questions come up on how this all was going to be paid for.  Mr. Seiwert commented that there were historical tax credits and the Municipal Building was built in the 1920’s.  Mr. Seiwert explained that the State had the historic tax credits for facilities that were listed on the historic register and that would be what we wanted to do.  Mr. Seiwert stated that the credits were created for projects like this and a good option to consider, but this was not free money and you had to follow their guidelines.  Mr. Seiwert commented that the Municipal Building was used for the State beauty pageant and was important to the public. 

Commissioner Kumberg questioned if State tax credits were all we qualified for.  Mr. Seiwert stated that it was.  Mayor Meyer asked if there were limitations if we did this.  Mr. Seiwert stated that there were very few for this project.  Mr. Seiwert explained that you would want to consider a new roof, plumbing and restore the interior and put offices back in.  Mr. Seiwert stated that there was good space in the building that could be put to good use.  Commissioner Leslie asked what would trigger the tax credits.  Mr. Seiwert stated that it would be the presite information form with the history of what the building was and turn that into the State.  Mr. Seiwert added that they would determine whether to move forward and the City should spend a little money and get those forms submitted.  

Commissioner Kumberg stated that we were fortunate to have the historical society and that was where the Parrish Lofts got their information before renovating.  Commissioner Kumberg asked if we would make this ADA compliant.  Mr. Seiwert stated that we could consider an elevator, but it might not be required.  Building Inspector Blankenship stated that the Parrish Lofts would not have been renovated without the tax credits.  Mr. Seiwert stated that a lot of Cities use tax credits.  Commissioner Kumberg asked what type of timeline we were looking at if everything worked as it should.  Mr. Seiwert stated that it would depend on how fast decisions were made; however, it would take six to nine months to get on the State register and about six months for the design and bidding process.  Commissioner Kumberg asked how long it normally took for this size building.  Mr. Seiwert stated that it would be at least a year.  Commissioner Kumberg questioned if we could do work ahead of time, such as the cooling unit.  Mr. Seiwert stated that everything had to be approved.  Mayor Meyer asked if the building was usable during construction.  Mr. Seiwert commented that it should be usable.  Mayor Meyer asked what the next step would be.  Mr. Seiwert explained that it would be the historic tax credit presite investigation and it did not cost very much for the initial answer.   

Mr. Sele stated that the City’s first option was to replace the existing system which would include the air cooled chillers, hydronic pumps and piping and the insulation to replace fresh air quality.  Mr.  Sele explained that the cost for that could be between $85,000 and $90,000.  Mr. Sele went on to explain that a second option was similar to option one but the cost was $100,800 to $110,000.  Mr. Sele commented that option three was for rooftop units for the gym, vrf system for the remaining spaces, remove the boiler, chillers, fresh air quality and provide ddc controls at a cost of $525,000 to $575,000.  Commissioner Schmidt questioned what happened if the temperature was 25° or less.  Mr. Sele explained that, once it gets to 15°, the heat capacity climbs back up.  Commissioner Schmidt asked if the life of the system was less than the boiler system.  Commissioner Schmidt commented that it might cost more, but lasts three times longer.  Mr. Sele commented that this was a great system, but it did not have to be done all at one time.   

Mr. Sele stated that option four was to replace all the domestic water piping and get rid of the steel, replace the water heating at a cost of $55,000 to $65,000.  Mr. Sele commented that option five was to replace the existing roof with tpo membrane at a cost of $275,000 to $325,000 and option six was window improvements.  Mr. Sele stated that the windows would be high efficient storm windows at a repair cost of $300,000 to $325,000 and the inside storm windows would be around $225,000 to $265,000.  Mayor Meyer asked if any of this could be turned into insurance or if it was just old age.  Mr. Pinkall stated that he was not sure how old they were.  Mr. Sele stated that they had not looked for hail damage, but the tar that goes up the walls does break and tear.   

Mr. Sele stated that option seven was the electrical service upgrade that would provide a new 800a 480v/3 phase service rated distribution board, provide new electrical gear in the stage area, provide a new pad mounted utility transformer costing anywhere from $75,000 to $95,000.  Mr. Sele commented that option eight would replace the existing panelboards, provide new feeders and ground wires at $5,500 to $6,500 and option nine was to provide a voice evacuation fire alarm system at $111,000 to $120,000.  Mr. Sele added that option ten was a fire sprinkler upgrade that would provide a wet pipe sprinkler at $120,000 to $135,000.  Mr. Sele stated that the conclusion was to replace the chillers, electrical service upgrade, hvac and plumbing system be repaired or replaced, central control system recommended, historical tax credits considered and life safety items should be considered along with the phasing options to repurpose the facility.  Mr. Sele repeated that empty spaces should be utilized. 

Commissioner Schmidt asked if the control system for the different units would all be computerized.  Mr. Sele stated that they would be.  Commissioner Schmidt questioned if each unit would have that unit or damper that go with it.  Mr. Sele explained that the boiler/chiller option had multiple chillers and the crf option had its own control system.  Mr. Sele commented that it would have a programmable thermostat and a third party control system so you did not have to be in the building to control.  Commissioner Schmidt stated that the church had trouble with theirs, but the chiller/boiler units were more money.  Mr. Sele commented that it was a struggle, but the chiller/boiler units were more dependable.  Commissioner Schmidt agreed and commented that you could do some zoning with that. 

After little more discussion, Commissioner Kumberg made a motion to move forward with the PCIQ for the Municipal Building and to move forward with the tax credits not to exceed $5,000.  Commissioner Schmidt seconded the motion and it carried unanimously. 

CONSIDERATION AND APPROVAL OF THE NEW PUBLIC DEFENDER AGREEMENT: 

City Attorney Probst stated that City Manager Eckert had extended an offer to Ms. Heather Brass for the public defender position.  Ms. Probst explained that this agreement was exactly like Ms. Lattin’s with $36,000 for contract services and administrative expenses.  Ms. Probst commented that, being this late in the year, this would be a fifteen month contract ending December 31, 2019.  Mr. Eckert commented that there would be no increase from 2018 to 2019; therefore, $48,000 for fifteen months.  Finance Director Garten stated that you could not commit funds for more than a year at a time; however, we could make an exception for this.  Ms. Probst stated that her major concern was that it was budgeted.  Ms. Probst added that Ms. Brass had started October 1^st, but a signed contract was not a necessity.  After no more discussion, it was decided to table this until the next meeting. 

CONSIDERATION AND APPROVAL OF BID FOR THE SIDEWALK TRAIL AT JACK EWING PARK:

Public Works Director Rambat stated that Mr. DeWayne Bryan, PHF Executive Director, had some money left over from the East Sixth Street sidewalk project and he wanted to get it committed.  Mr. Rambat explained that he had put together the Jack Ewing Park sidewalk trail project and it had been approved by the Park Board.  Mr. Rambat commented that the sidewalk trail would be on the east side of the stone ditch in Jack Ewing Park.  Mr. Rambat stated that Mr. Bryan had $12,000 left over in funds and the rest would be out of his budget. 

Mr. Rambat stated that three bids had been returned and B & H Builders out of Kingman bid $19,993.75, Smiley Concrete in Pratt bid $19,500 and Arensdorf Construction bid $20,280.  Mr. Rambat stated that he had worked with all three; therefore, he would go with the low bid from Smiley Concrete at $19,500.  Mr. Rambat added that they should finish before the end of the year, weather permitting.  Mr. Rambat commented that the stone bridge was not ADA compliant, so he might look at adding a second bridge that was ADA compliant and go up to the intersection.  With no further discussion, Commissioner Leslie made a motion to approve the bid from Smiley Concrete for $19,500 for the sidewalk project in Jack Ewing Park.  The motion was seconded by Commissioner Schmidt and passed unanimously.

OPEN AGENDA: 

No one wished to address the Commission. 

REPORTS: 

City Manager:

·        League Conference:

City Manager Eckert stated that he would be joining Mayor Meyer at the League Conference in Topeka this weekend.  Mr. Eckert explained that they would be going for the Sunday sessions only, because President Trump would be in Topeka Saturday and there would be a lot of people there to cause problems. 

·        Taxing Entity meeting:

Mr. Eckert stated that there would be a taxing entities meeting on Monday here at City Hall at noon. 

·        Waterline to the lake: 

Mr. Eckert commented that they were doing some preliminary work on the waterline to the lake. 

·        Lemon Park: 

Mr. Eckert stated that Lemon Park was looking good and you could now drive through it. 

·        Paula Downs: 

Mr. Eckert stated that he was going to invite Ms. Paula Downs from WSU back down for the newly elected officials.  Mr. Eckert commented that he would like to do this on an annual basis. 

·        Police Chief position: 

Commissioner Leslie questioned when the police chief position would be filled.  Mr. Eckert stated that they would be putting an ad out in the near future.  Mr. Eckert added that Interim Chief Ward was able to do the job for now and that they wanted to get through the end of the year. 

City Attorney: 

·        Public Defender: 

City Attorney Probst stated that she had been working with the new public defender to get her familiar with how we run Municipal Court.  Ms. Probst explained that they did not have court today because Ms. Brass had just been hired, so next week would be extensive. 

·        Property concerns: 

Ms. Probst stated that she had been working with Building Inspector Blankenship concerning some properties that were unsafe.  Ms. Probst commented that one structure borders City property and the roof had caved in.  Ms. Probst explained that the owners had been contacted a couple of times and the correspondence always came back.  Ms. Probst stated that Kansas State Statute 12-1756 allows Mr. Blankenship to make the call to take down the structure and that cost would then be assessed to the property. 

·        Tortoise contract: 

Ms. Probst commented that she was reviewing a follow up contract with Tortoise.   

·        Legislative updates: 

Mayor Meyer asked if Ms. Probst had any new legislative updates.  Ms. Probst stated that she would have more information after attending the City Attorney’s meeting on Friday in Topeka.  Ms. Probst added that this was part of the League Conference. 

Public Works: 

·        Sign at Lemon Park: 

Public Works Director Rambat stated that they had called in a locate and would be digging out the concrete to replace the sign at Lemon Park.  Mr. Rambat commented that they had purchased new lumber and would get that back in the ground to help out the line guys and get ready for Christmas. 

·        Clean-up continues: 

Mr. Rambat commented that they were working away at Lemon Park and had rented a skid loader.  Mr. Rambat stated that it works well in the soft areas and they would be hauling out river rock and sand soon. 

·        Sanitation Truck: 

Mayor Meyer stated that it was nice of the guys to come and show off the new sanitation truck and new street sweeper.  Mayor Meyer commented that they were impressive and the guys seemed proud of them. 

Building Inspections: 

·        McDonald’s and Americare: 

Director of Electric Utilities Huber stated that he was speaking for Building Inspector Blankenship in his absence.  Mr. Huber commented that Mr. Blankenship wanted the Commission to know that McDonald’s would be opening October 23^rd and Americare would have their bid letting the middle of November. 

Electric Department: 

·        Truck Show:

Director of Electric Utilities Huber reminded the Commission that the Hot and Cold Truck Show was this weekend and they would be having a parade down First Street.  Mr. Huber stated that the traffic lights would be on flash from 9:00 a.m. to noon to help keep the trucks rolling. 

Recreation Department:

·        Oktoberfest:

Recreation Director Pinkall stated that Oktoberfest had gone well.  Mr. Pinkall explained that the line guys got the power going and the parks department had delivered picnic tables. 

·        Farmer’s Market: 

Mr. Pinkall stated that Mr. Huber and his crew had helped break out concrete at the Farmer’s Market where the sign would be going.  Mr. Pinkall commented that R & R Manufacturing would be coming to measure and then get the sign made. 

·        Dog Park: 

Mr. Pinkall stated that there were seven people on the dog park committee and two of those were from the recreation department.  Mr. Pinkall stated that they were looking at spring for their goal to get it done, but time would tell. 

Police Department:

·        Reception: 

Interim Chief Ward stated that the reception for retiring Chief Myers was well attended. 

·        Drug dog training: 

Interim Chief Ward commented that the drug dog training was going well and that Officer McCarley stated that they were about a week ahead of the others. 

Finance Department: 

·        Sales tax:

 

Finance Director Garten stated that sales tax continued to increase and it was up 4% over last year.  Ms. Garten added that this report was based on July sales. 

·        Chamber Gala:

Ms. Garten reminded the Commission that the Chamber Gala was this Thursday evening.  Mayor Meyer commented that he would be giving the ‘State of the City’ address. 

Mayor and Commission: 

·        Executive Sessions:

Mayor Meyer stated that there would be two executive sessions after reports with one being for non-elected personnel to last thirty minutes and the other for data relating to financial affairs or trade secrets of second parties that would last ten minutes. 

·        Solar Farm: 

Commissioner Schmidt stated that he appreciated the solar farm link.  Director of Electric Utilities Huber stated that it updates every five to ten minutes. 

Executive Session:

Mayor Meyer made a motion to enter into executive session for data relating to financial affairs or trade secrets of second parties to last ten minutes.  Mayor Meyer added that he would like for the City Attorney and Director of Electric Utilities to stay for this executive session. The motion was seconded by Commissioner Kumberg and carried unanimously. 

Mayor Meyer made a motion to return from executive session with nothing to report.  The motion was seconded by Commissioner Schmidt and carried unanimously.

Mayor Meyer made a motion to enter into executive session for non-elected personnel to last thirty minutes.  The motion was seconded by Commissioner Leslie and carried unanimously. 

Mayor Meyer made a motion to return from executive session with nothing to report.  The motion was seconded by Commissioner Schmidt and carried unanimously. 

ADJOURN:

Commissioner Kumberg made a motion to adjourn that was seconded by Commissioner Schmidt.  The motion and second passed unanimously.       

APPROVED BY THE MAYOR:

                                                                                                                                                                                                                                                                                                                                                                                               _____________________________________________
DOUG MEYER, Mayor

ATTEST:

____________________________________

LUANN KRAMER, City Clerk