TUESDAY
September 03, 2013
PRATT CITY COMMISSION – REGULAR COMMISSION MEETING
COMMISSION ROOM – 5:00 P.M.
1.CALL TO ORDER (Remind audience that meeting is being recorded and/or taped.)
2.ROLL CALL
3.INVOCATION & PLEDGE OF ALLEGIANCE
4.MINUTES – August 19, 2013 Regular City Commission Budget Work Session
5.BUSINESS:
5.1Consideration and Approval of 2013 Cereal Malt Beverage for Woody’s – Gary Myers, Police Chief (Jim Woody will be attending the meeting)
5.2 Request for Use of Sixth Street Park – Kurt McAfee, PCC Athletic Dir.; Jerrid Schicke, Women’s Soccer Coach; Kevi Edwards, Men’s Soccer Coach
5.3 Consideration and Approval of Bid for Audit Services – Diana Garten, Finance Director
5.4 Discussion on Progress on Tracks for the Pilot Express Train – Jeanette Gaider, Pilot Club
5.5 Consideration and Approval of Resolution 090313 Providing for a Hearing on the Unsafe and Dangerous Structure at 904 Garfield – Ken Van Blaricum, City Attorney; Brad Blankenship, Building Inspector
5.6 Consideration and Approval of Appointments to the Recreation Advisory Board – Bruce Pinkall, Recreation Director
5.7 Discussion on League Voting Delegates at the League Meeting in October – Mayor, Commission and Staff
6. OPEN AGENDA (City Matters Only) (3 Minute Time Limit)
7. REPORTS
7.1 City Manager
7.2 City Attorney
7.3 Department Superintendents
7.4 Mayor
7.5 City Commission
8. ADJOURN
Friday, August 30, 2013
Tuesday, August 20, 2013
08/05/2013-Approved City Commission Meeting Minutes
MONDAY
August 05, 2013
The Governing Body of the City of Pratt met in Regular session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
Gary Myers Police Chief
Russell Rambat Public Works Director
Brad Blankenship Building Inspector
Kelly Hemphill Dir. of Electric Utilities
Bruce Pinkall Recreation Director
CALL TO ORDER:
The regular meeting was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
MINUTES:
A motion was made by Commissioner Skaggs to approve the minutes of the July 10, 2013 and July 11, 2013 Budget Work Session minutes and the July 15, 2013 regular meeting minutes. The motion was seconded by Commissioner Hlavachick and carried unanimously
BUSINESS:
PUBLIC HEARING ON PROPOSED 2014 CITY OF PRATT BUDGET:
• OPEN PUBLIC HEARING
Mayor Taylor made a motion to open the public hearing on the 2014 proposed City of Pratt Budget. Commissioner Hlavachick seconded the motion and it passed unanimously.
• OPEN DISCUSSION ON PROPOSED 2014 CITY OF PRATT BUDGET:
Mayor Taylor asked if there were any questions concerning the proposed 2014 budget for the City of Pratt. Hearing none, Mayor Taylor made a motion to close the discussion. Commissioner Hlavachick seconded the motion and it passed unanimously.
• CLOSE PUBLIC HEARING:
Mayor Taylor made a motion to close the public hearing on the proposed 2014 City of Pratt budget. The motion was seconded by Commissioner Kumberg and passed unanimously.
CONSIDERATION AND APPROVAL OF ORDINANCE 1306 ATTESTING TO AN INCREASE IN TAX REVENUES FOR 2014 BUDGET YEAR:
Finance Director Garten stated that this ordinance was necessary due to an increase in tax revenues for the 2014 budget year. Ms. Garten reminded the Commission that the 2014 budget was $23,533,090 or 45.027 mills. Mayor Taylor commented that there was no increase in the mill levy, but there was an increase in valuations. Ms. Garten stated that that was correct and it was up about $50,000. Commissioner Hlavachick questioned if there was any money for the maintenance on the Pilot Club train. Ms. Garten stated that most of the minor repairs had gone through Travel and Tourism dollars. City Manager Howard added that there was nothing specific in this budget. Commissioner Detwiler questioned if the 61% less in the employees paychecks was a typo when discussing the cost of living raise on page 3 of the budget minutes. Ms. Garten stated that that should be 6%.
The following Ordinance 1306 was then presented to the Commission for their approval: AN ORDINANCE ATTESTING TO AN INCREASE IN TAX REVENUE FOR BUDGET YEAR 2014 FOR THE CITY OF PRATT, KANSAS. Commissioner Hlavachick made a motion to approve Ordinance 1306 attesting to an increase in tax revenues for the 2014 budget year. Commissioner Kumberg seconded the motion and it passed unanimously.
DISCUSSION ON THE PARKING LOT FOR THE FILLEY ART MUSEUM:
Mr. Stan Reimer thanked the Commission for working him into the agenda. Mr. Reimer stated that he was here representing four institutions, which were the library, Blythe Family Fitness, USD #382 and the museum. Mr. Reimer commented that they had spent around $945,000 this year on the building and architect fees, which left them with $117,000 and they had hoped to have around $200,000. Mr. Reimer commented that were looking at an annual operating budget of $92,000 starting in January 2014. Mr. Reimer mentioned that there were several income sources that make up the $92,000, such as memberships, admission donations, sale of courtyard bricks and art, gifts, fundraisers, art class tuitions and grants.
Mr. Reimer explained that they were in an ideal location, but they were short parking and were looking for a source of funding to clear the shared garage, run a concrete parking lot and sidewalk and pave the alley. Mr. Reimer stated that Mr. Doug Knight had gotten the bid for the museum and the $55,000 for the parking lot work was part of the museum contract. Mr. Reimer stated that they had hoped that the City would help them out. Mr. Reimer explained that they had no funds for a court yard, but they did have a good source of financing there.
Commissioner Hlavachick questioned if they had a bid for a regular blacktop area since concrete was so expensive. Mr. Reimer stated that Mr. Knight had said that it would be about the same cost. Commissioner Skaggs questioned how many parking spaces there would be on that surface. Mr. Reimer explained that there would be two rows on a 50’ lot. Commissioner Skaggs commented that the Historical Museum had about four or five parking spaces, so he was not sure how many parking spots they felt that they would need. Commissioner Skaggs questioned how many hours they would be open. Mr. Reimer stated that the spots would not be filled regularly, but they would be renting out the facility for events and the auditorium events would need additional parking as well as the tournaments at Blythe Fitness Center and the school. Commissioner Kumberg questioned if they had visited with Blythe or the school to see if they would share in the cost. Mr. Reimer stated that he had talked to the Blythe Fitness Center and they could not share in that cost right now. USD 382 Superintendent Patton commented that the overflow parking was a want and a need and would be a bonus for the school.
Commissioner Kumberg questioned again how many spaces there would be. Building Inspector Blankenship commented that it would be around sixteen spaces. Public Works Director Rambat stated that there were sixteen spaces in a 300’ block on Main Street. Mr. Reimer commented that there would also be busses bringing in school kids and they could not park on Jackson Street. Mayor Taylor questioned if we could do a curb cut on Jackson. Mr. Rambat stated that there was one there, but they would have to provide something for the shared driveway. Mr. Howard suggested that City staff go analyze the area and look at the best way to enter and exit.
Commissioner Skaggs questioned if the City could do the demo of the garage and the parking lot for less than $55,000. Mayor Taylor commented that we should consider other options that may be cheaper since there was no urgency yet. Commissioner Skaggs commented that we need to consider the demo and leveling plus the demand, but not rush into this. Commissioner Skaggs added that he knew that parking was the life blood of retail. Mr. Reimer stated that they would move in and be open for business in January. Mayor Taylor stated that we would know what the need was going to be once things were in place. Mr. Reimer explained that their current plans were to have a driveway north on Fifth Street and have parking for the employees behind the museum. Mr. Reimer added that the employee parking area would not be paved to keep the budget reasonable. Commissioner Hlavachick commented that this would be a good addition to what Pratt has to offer. Commissioner Kumberg questioned who would be responsible for taking care of the lot. Mr. Reimer stated that it had been deeded to the art museum.
CONSIDERATION AND APPROVAL OF PROPOSAL FOR NEW TRACKS FOR THE PILOT EXPRESS TRAIN:
Ms. Kay Sewell, Chairman of the Pilot Express Committee, addressed the Commission with concerns of the tracks in Sixth Street. Ms. Sewell reminded the Commission of how the train began and stated that the members felt it was a benefit to the community.
Ms. Sewell stated that the tracks were spreading causing the train to derail. Ms. Sewell explained that they had gotten a quote from Crafton Railroad Company for $59,014, which included new treated ties and track spikes and spreading of the supplied rocks. Ms. Sewell stated that it had been discussed doing this over a two year period, but Crafton Railroad Company had told them that it would cost more doing it that way. Ms. Sewell commented that the train was booked through October, but it would then be free to have the work done. Ms. Sewell added that the quote was good until the end of September. Ms. Sewell thanked the City for all that they do for them.
Commissioner Skaggs questioned how long they had used the ties and rails. Ms. Jeanette Gaider stated that it had been eight years. Commissioner Detwiler commented that they had used pressure treated lumber and it was not made to be in contact with the ground. Mr. Howard stated that he had looked at the rails with Public Works Director Rambat and many had split where the bolts went in. Ms. Sewell commented that they would be using spikes instead of bolts. City Attorney Van Blaricum questioned if the company was providing a warranty. Ms. Sewell stated that they would if they were providing new rails, but we were using the existing rails.
Commissioner Skaggs commented that they should think about doing a fund raiser since they were so good at that. Ms. Sewell commented that they had not addressed that. Mayor Taylor suggested checking with our local contractors. Commissioner Kumberg commented that there were several things that were not included in the work such as permits, which would add to the cost. Ms. Gaider stated that it was the City’s train. Mayor Taylor commented that the Commission had just had their budget hearing and there was no money there for this. Ms. Gaider commented that there was the safety factor now. Mayor Taylor stated that $60,000 was a lot of money and Commissioner Skaggs added that the City has a lot of requests. Commissioner Detwiler stated that this would be Travel and Tourism dollars. Ms. Garten commented that a lot of that money was committed to the Main Street project, the pool house and the Main Street Park, so it was going down rapidly.
Mayor Taylor pointed out that the contractor from Crafton Railroad Company was coming from Illinois, so there were mobilization costs and housing costs, so we needed to look at someone locally. Commissioner Skaggs questioned if the train would not run without the $60,000. Ms. Sewell stated that it would run the best it could. Commissioner Kumberg commented that there could be repairs done to make it last until next budget session since the Commission had had no idea about the needed repairs. Ms. Sewell stated that the Pilot Club managed the train, but the train and tracks were owned by the City and they were to come to the City if things needed to be addressed. Mayor Taylor stated that he was in favor of furnishing stop gaps to keep it running because the City had spent a lot of money on it and the Pilot Club. Commissioner Kumberg stated that they would have to be creative so that they could get it into the budget.
Commissioner Hlavachick questioned if they could pick and chose which ties were the worst and just replace those. Mr. Rambat stated that there were pressure points on the curves and that favors the end that had been derailing. Mr. Rambat explained that you could shore up the track to keep it from spreading. Mr. Howard stated that longer ties would help a lot. Mr. Rambat commented that there was a lot of pressure on the 4” ties and the size of the lag bolts, which causes the lumber to split. Mr. Rambat stated that he would get with a couple of contractors and go look at it.
Mr. Howard stated that the City does own the train and we have the insurance on it plus the liability. Mr. Howard explained that we would make it the best that we could, but there were a lot of projects hanging out there. Mayor Taylor questioned if they would know anything by the next meeting. Mr. Howard stated that it would probably be in September.
CONSIDERATION AND APPROVAL OF KDOT’S URBAN AREA CLASSIFICATION CHANGES:
Public Works Director Rambat commented that he had received a letter from KDOT that proposed changes to our urban area boundaries, and the map included in the packet showed the existing boundary in black and the proposed changes were in blue. Mr. Rambat stated that the adjustments to the outside City limits were to the east and south. Mr. Rambat explained that KDOT had looked at how the City was growing and the changes were more for planning and does not change any ownership.
After little more discussion, the following Resolution 080513A was presented to the Commission for their approval: RESOLUTION TO ESTABLISH URBAN AREA BOUNDARY LINES. Commissioner Skaggs made a motion to approve Resolution 080513A that establishes urban area boundary lines. The motion was seconded by Commissioner Hlavachick and carried unanimously.
CONSIDERATION AND APPROVAL OF BID FOR 2013 MILL AND OVERLAY PROJECT:
Mr. Rambat commented that he had gone out for bids for the mill and overlay project and had received two bids back. Mr. Rambat explained that the project would be on Maple Street from Oak Street to Stout Street. Mr. Rambat added that they would leave the concrete curbing area alone on the north side of Maple Street, but Maple Street’s life should be extended if it was milled down and a ½” overlay was done.
Mr. Rambat stated that Heft and Sons out of Greensburg bid $84,108.80 and APAC-Kansas out of Hutchinson bid $65,112.40. Mr. Rambat commented that APAC-Kansas did not have a start date, but the bid request did state that the project had to be completed by October 1. Commissioner Kumberg made a motion to approve the bid from APAC-Kansas in the amount of $65,112.40 for the mill and overlay project. The motion was seconded by Commissioner Detwiler. Mayor Taylor asked how many blocks that was. Mr. Rambat stated that it was eight or nine. Mayor Taylor commented that that was a good bid. With no further discussion, the motion and second passed unanimously.
CONSIDERATION AND APPROVAL OF 2014 KLINK PROJECT BID:
Mr. Alan Luttrell, EBH Engineering, commented that bids had been opened for the 2014 KLINK Project that replaces the middle 24’ of North Main Street between First Street and Blaine Street. Mr. Luttrell stated that Bryant and Bryant Construction were the low bid and they were under his estimate. Mr. Luttrell explained to the Commission that he had done numerous jobs with them and they were an excellent contractor to work with.
Mr. Luttrell stated that KDOT had already authorized the approval of the bid from Bryant and Bryant Construction in the amount of $158,883 and the project would start September 1st. Commissioner Detwiler made a motion to accept the bid from Bryant and Bryant for the 2014 KLINK Project in the amount of $158,883. The motion was seconded by Commissioner Skaggs and carried unanimously.
CONSIDERATION AND APPROVAL OF CONTRACT OF SALE BETWEEN THE CITY OF PRATT AND ELIEZER MANAGEMENT, INC.:
City Attorney Van Blaricum reminded the Commission that this was a contract for the east part of the property in the Sandy Creek Addition that had been done previously. Mr. Van Blaricum added that the buyer wanted to buy the rest of Block 3 and this contract was for all that property. Mr. Van Blaricum explained that the purchase price was $250,000 with $15,000 down and the terms and conditions were the same. Mr. Howard stated that that requires the City to get water and sewer within 360 days. Commissioner Skaggs questioned if the gas was their responsibility. Mr. Howard explained that that had already been extended. Commissioner Skaggs made a motion to approve the contract between Eliezer Management, Inc. and the City as presented in the contract. The motion was seconded by Commissioner Detwiler and carried unanimously.
CONSIDERATION AND APPROVAL OF CONTRACT OF SALE BETWEEN RICK AND DARCI BARKER AND THE CITY OF PRATT:
Mr. Van Blaricum commented that this was a contract that had been discussed before and it was for the property on South Main Street across from Ampride. Mr. Van Blaricum explained that this had been a property that we had been trying to get cleaned up for awhile and now the owner was willing to sell it to us. Mr. Van Blaricum stated that this contract confirms that. Commissioner Kumberg made a motion to approve the contract between the Barkers and the City for lots 1-7, Block 14 for $30,000. The motion was seconded by Commissioner Detwiler. Mayor Taylor clarified that Mr. Barker would be tearing the houses down. Mr. Van Blaricum stated that that was correct. Mr. Van Blaricum commented that he would start the title work tomorrow and would have it done by October 1st. The motion and second passed unanimously.
OPEN AGENDA:
• Vandalism not taken care of:
Mr. Luca Matei stated that the police had taken no action on the vandalism that happened over a month ago in one of his apartments. Mr. Matei commented that the person was known. Mr. Matei explained that the washer and dryer had been destroyed after he had come back to town, but he did not know who did that. Mr. Matei added that he thinks that someone who was evicted from their apartment was the one that did it.
Mr. Matei commented that they go around and do drugs and nothing happens. Mr. Matei explained that they had used a torch to steal the money, but damaged the lock on the machine. Mr. Matei stated that he did not know why the police would not act, but they would do traffic fines. Mayor Taylor questioned if he had proof that the person had done the damage. Mr. Matei stated that there was a young girl and man and she was in jail when he went to collect rent and now they were both missing.
Police Chief Myers stated that Mr. Matei had come in to talk to him about these issues. Chief Myers explained that these cases were civil matters and not criminal. Chief Myers commented that officers are called out there and they do not find proof beyond a reasonable doubt of who was responsible. Chief Myers stated that he knows that that was hard to understand, but that was the law. Mayor Taylor commented that this could be debated for a long time, but the Commission was not Municipal Court. Mr. Matei stated that he was convicted under false pretenses and an innocent man was convicted and he was not a criminal.
REPORTS:
City Manager:
• Update on Sandy Creek:
City Manager Howard commented that the City utilities were in for the most part in the Sandy Creek Addition. Mr. Howard explained that the electric department would bury their lines after the street was done and the gas line was done up to the entry of the street. Mr. Howard stated that they would be putting fly ash down on Monday and start paving the street shortly after. Mr. Howard stated that he had had a couple of people look at the fencing issue and both said that slats would be blown over by the wind, so they were looking at other options.
• Excavator removing trees:
Mr. Howard stated that there was an excavator removing trees east of Hibbetts Sports and the drainage ditch would be made true from north to south. Mr. Howard commented that there was a business looking to possibly put their business on that property, but they were not ready for that to become public. Commissioner Kumberg questioned if they would be lining up Fincham Street. Mr. Howard stated that EBH Engineering had done a traffic survey and the plan was to leave it alone for now and see what develops. Mr. Howard added that they had talked about shifting the intersections, but it would be cheaper to do a traffic light. Mr. Howard stated that no decision had been made yet.
• Surveyors:
Mr. Howard informed the Commission that surveyors were downtown relating to the turn lanes on Highway 54.
Public Works:
• Mosquitoes:
Public Works Director Rambat stated that we were waiting for the weather to clear before spraying for mosquitoes.
• WWTP update:
Mr. Rambat stated that they were moving along on the wastewater treatment plant project. Mr. Rambat commented that they were about done with the shell on the front structure and would move into the process of changing the digesters.
• Arrowhead West:
Mr. Rambat stated that he had helped Street Superintendent Harley Dancaster and Foreman Roy Sinclair put in a 26’ reclaimed asphalt road for Arrowhead West. Mr. Rambat added that that would make a good entrance into their place.
Inspections:
• Weeds:
Building Inspector Blankenship explained that the City does not have an ordinance that specifically deals with noxious weeds and there had been concerns about bind weed. Commissioner Skaggs commented that there was an article in the paper about bind weed. Commissioner Kumberg stated that he thought that applied to the City since it was a County wide deal. Mr. Blankenship stated that we do not have a weed department and the County does. Mr. Rambat added that you had to be careful doing that and the weather conditions had to be right, which was difficult to control. Mayor Taylor questioned if KDOT sprays within the City on First Street. Mr. Rambat commented that it could be part of the KLINK agreement, but he was not sure.
Electric Department:
• Tie on North Main:
Director of Electric Utilities Hemphill stated that the line gang had been building the tie on North Main Street that would connect the Iuka circuit on the east and west loop. Mr. Hemphill explained that that would help give them more options during outages.
Recreation:
• Tournament Season:
Recreation Director Pinkall commented that they were closing the end of the tournament season. Mr. Pinkall stated that the American Legion Tournament had been rained out this weekend, so they had awarded the winners in the finals brackets.
• Home Run Derby:
Mr. Pinkall informed the Commission that there would be a Home Run Derby Friday night and six states would be represented. Mr. Pinkall added that it would be a busy five days starting Wednesday.
• Memorial:
Mr. Pinkall stated that there had been over three hundred people attend the memorial at the Sports Complex for Drake Everet. Mr. Pinkall added that it was a nice event considering the tragedy.
• Phase 2 of the Trails Grant:
Mr. Pinkall stated that we had been approved by Kansas Wildlife and Parks for the project we submitted for the State Recreational Trail Fund. Mr. Pinkall commented that the trail should run from behind Wal-Mart to the Sports Complex down to Country Club Road to the trails. Mr. Pinkall added that this was the beginning of Linear Park. Commissioner Hlavachick questioned if the trail would include room for bikes. Mr. Pinkall stated that there would be 6’ to 10’ path, so it should include bikes. Mr. Pinkall commented that he would be meeting with KDWP to plan the time table.
Power Plant:
• Capacity test:
Power Plant Superintendent Smith commented that they were getting the equipment ready to do a capacity test on three units. Mr. Smith stated that they were tested for performance and to show that we could produce what we say we can. Mr. Smith added that he did not know whether they would test everything together or individually, but we had enough fuel to run all three units at one time.
Finance Department:
• Sales Tax for July:
Finance Director Garten stated that sales tax for July was up $114,555 over last year. Mayor Taylor questioned that this was through July. Ms. Garten stated that that was correct and it was based on May sales.
City Clerk/Utility Department:
• Joint Meeting:
City Clerk Kramer questioned if October 7th at 3:00 p.m. for the City/County meeting was okay with the Commissioners. The Commissioners were in agreement that that would work for them.
Commission:
• Bush Honeysuckle:
Commissioner Hlavachick commented that there was a machine that dealt with bush honeysuckle and he questioned if anyone would be interested in a demonstration. Commissioner Hlavachick stated that bush honeysuckle takes over areas and we were behind the curve along Ninnescah River. Mayor Taylor commented that we had taken a lot out of there. Commissioner Hlavachick commented that there was a lot through the trails. After little more discussion, the Commissioners were in agreement that Commissioner Hlavachick could visit with the gentleman about a demonstration.
• Lemon Park Lake:
Commissioner Detwiler commented that the moss had taken over the lake in Lemon’s Park and she wanted to see if there was something we could do about it.
• Support for train:
Commissioner Detwiler requested support from the Commission for the Pilot Express to get it listed in the Pratt Brochure. Commissioner Detwiler added that the City does own the train.
ADJOURN:
Commissioner Hlavachick made a motion to adjourn. Commissioner Kumberg seconded the motion and it passed unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
____________________________________
LUANN KRAMER, City Clerk
August 05, 2013
The Governing Body of the City of Pratt met in Regular session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
Gary Myers Police Chief
Russell Rambat Public Works Director
Brad Blankenship Building Inspector
Kelly Hemphill Dir. of Electric Utilities
Bruce Pinkall Recreation Director
CALL TO ORDER:
The regular meeting was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
MINUTES:
A motion was made by Commissioner Skaggs to approve the minutes of the July 10, 2013 and July 11, 2013 Budget Work Session minutes and the July 15, 2013 regular meeting minutes. The motion was seconded by Commissioner Hlavachick and carried unanimously
BUSINESS:
PUBLIC HEARING ON PROPOSED 2014 CITY OF PRATT BUDGET:
• OPEN PUBLIC HEARING
Mayor Taylor made a motion to open the public hearing on the 2014 proposed City of Pratt Budget. Commissioner Hlavachick seconded the motion and it passed unanimously.
• OPEN DISCUSSION ON PROPOSED 2014 CITY OF PRATT BUDGET:
Mayor Taylor asked if there were any questions concerning the proposed 2014 budget for the City of Pratt. Hearing none, Mayor Taylor made a motion to close the discussion. Commissioner Hlavachick seconded the motion and it passed unanimously.
• CLOSE PUBLIC HEARING:
Mayor Taylor made a motion to close the public hearing on the proposed 2014 City of Pratt budget. The motion was seconded by Commissioner Kumberg and passed unanimously.
CONSIDERATION AND APPROVAL OF ORDINANCE 1306 ATTESTING TO AN INCREASE IN TAX REVENUES FOR 2014 BUDGET YEAR:
Finance Director Garten stated that this ordinance was necessary due to an increase in tax revenues for the 2014 budget year. Ms. Garten reminded the Commission that the 2014 budget was $23,533,090 or 45.027 mills. Mayor Taylor commented that there was no increase in the mill levy, but there was an increase in valuations. Ms. Garten stated that that was correct and it was up about $50,000. Commissioner Hlavachick questioned if there was any money for the maintenance on the Pilot Club train. Ms. Garten stated that most of the minor repairs had gone through Travel and Tourism dollars. City Manager Howard added that there was nothing specific in this budget. Commissioner Detwiler questioned if the 61% less in the employees paychecks was a typo when discussing the cost of living raise on page 3 of the budget minutes. Ms. Garten stated that that should be 6%.
The following Ordinance 1306 was then presented to the Commission for their approval: AN ORDINANCE ATTESTING TO AN INCREASE IN TAX REVENUE FOR BUDGET YEAR 2014 FOR THE CITY OF PRATT, KANSAS. Commissioner Hlavachick made a motion to approve Ordinance 1306 attesting to an increase in tax revenues for the 2014 budget year. Commissioner Kumberg seconded the motion and it passed unanimously.
DISCUSSION ON THE PARKING LOT FOR THE FILLEY ART MUSEUM:
Mr. Stan Reimer thanked the Commission for working him into the agenda. Mr. Reimer stated that he was here representing four institutions, which were the library, Blythe Family Fitness, USD #382 and the museum. Mr. Reimer commented that they had spent around $945,000 this year on the building and architect fees, which left them with $117,000 and they had hoped to have around $200,000. Mr. Reimer commented that were looking at an annual operating budget of $92,000 starting in January 2014. Mr. Reimer mentioned that there were several income sources that make up the $92,000, such as memberships, admission donations, sale of courtyard bricks and art, gifts, fundraisers, art class tuitions and grants.
Mr. Reimer explained that they were in an ideal location, but they were short parking and were looking for a source of funding to clear the shared garage, run a concrete parking lot and sidewalk and pave the alley. Mr. Reimer stated that Mr. Doug Knight had gotten the bid for the museum and the $55,000 for the parking lot work was part of the museum contract. Mr. Reimer stated that they had hoped that the City would help them out. Mr. Reimer explained that they had no funds for a court yard, but they did have a good source of financing there.
Commissioner Hlavachick questioned if they had a bid for a regular blacktop area since concrete was so expensive. Mr. Reimer stated that Mr. Knight had said that it would be about the same cost. Commissioner Skaggs questioned how many parking spaces there would be on that surface. Mr. Reimer explained that there would be two rows on a 50’ lot. Commissioner Skaggs commented that the Historical Museum had about four or five parking spaces, so he was not sure how many parking spots they felt that they would need. Commissioner Skaggs questioned how many hours they would be open. Mr. Reimer stated that the spots would not be filled regularly, but they would be renting out the facility for events and the auditorium events would need additional parking as well as the tournaments at Blythe Fitness Center and the school. Commissioner Kumberg questioned if they had visited with Blythe or the school to see if they would share in the cost. Mr. Reimer stated that he had talked to the Blythe Fitness Center and they could not share in that cost right now. USD 382 Superintendent Patton commented that the overflow parking was a want and a need and would be a bonus for the school.
Commissioner Kumberg questioned again how many spaces there would be. Building Inspector Blankenship commented that it would be around sixteen spaces. Public Works Director Rambat stated that there were sixteen spaces in a 300’ block on Main Street. Mr. Reimer commented that there would also be busses bringing in school kids and they could not park on Jackson Street. Mayor Taylor questioned if we could do a curb cut on Jackson. Mr. Rambat stated that there was one there, but they would have to provide something for the shared driveway. Mr. Howard suggested that City staff go analyze the area and look at the best way to enter and exit.
Commissioner Skaggs questioned if the City could do the demo of the garage and the parking lot for less than $55,000. Mayor Taylor commented that we should consider other options that may be cheaper since there was no urgency yet. Commissioner Skaggs commented that we need to consider the demo and leveling plus the demand, but not rush into this. Commissioner Skaggs added that he knew that parking was the life blood of retail. Mr. Reimer stated that they would move in and be open for business in January. Mayor Taylor stated that we would know what the need was going to be once things were in place. Mr. Reimer explained that their current plans were to have a driveway north on Fifth Street and have parking for the employees behind the museum. Mr. Reimer added that the employee parking area would not be paved to keep the budget reasonable. Commissioner Hlavachick commented that this would be a good addition to what Pratt has to offer. Commissioner Kumberg questioned who would be responsible for taking care of the lot. Mr. Reimer stated that it had been deeded to the art museum.
CONSIDERATION AND APPROVAL OF PROPOSAL FOR NEW TRACKS FOR THE PILOT EXPRESS TRAIN:
Ms. Kay Sewell, Chairman of the Pilot Express Committee, addressed the Commission with concerns of the tracks in Sixth Street. Ms. Sewell reminded the Commission of how the train began and stated that the members felt it was a benefit to the community.
Ms. Sewell stated that the tracks were spreading causing the train to derail. Ms. Sewell explained that they had gotten a quote from Crafton Railroad Company for $59,014, which included new treated ties and track spikes and spreading of the supplied rocks. Ms. Sewell stated that it had been discussed doing this over a two year period, but Crafton Railroad Company had told them that it would cost more doing it that way. Ms. Sewell commented that the train was booked through October, but it would then be free to have the work done. Ms. Sewell added that the quote was good until the end of September. Ms. Sewell thanked the City for all that they do for them.
Commissioner Skaggs questioned how long they had used the ties and rails. Ms. Jeanette Gaider stated that it had been eight years. Commissioner Detwiler commented that they had used pressure treated lumber and it was not made to be in contact with the ground. Mr. Howard stated that he had looked at the rails with Public Works Director Rambat and many had split where the bolts went in. Ms. Sewell commented that they would be using spikes instead of bolts. City Attorney Van Blaricum questioned if the company was providing a warranty. Ms. Sewell stated that they would if they were providing new rails, but we were using the existing rails.
Commissioner Skaggs commented that they should think about doing a fund raiser since they were so good at that. Ms. Sewell commented that they had not addressed that. Mayor Taylor suggested checking with our local contractors. Commissioner Kumberg commented that there were several things that were not included in the work such as permits, which would add to the cost. Ms. Gaider stated that it was the City’s train. Mayor Taylor commented that the Commission had just had their budget hearing and there was no money there for this. Ms. Gaider commented that there was the safety factor now. Mayor Taylor stated that $60,000 was a lot of money and Commissioner Skaggs added that the City has a lot of requests. Commissioner Detwiler stated that this would be Travel and Tourism dollars. Ms. Garten commented that a lot of that money was committed to the Main Street project, the pool house and the Main Street Park, so it was going down rapidly.
Mayor Taylor pointed out that the contractor from Crafton Railroad Company was coming from Illinois, so there were mobilization costs and housing costs, so we needed to look at someone locally. Commissioner Skaggs questioned if the train would not run without the $60,000. Ms. Sewell stated that it would run the best it could. Commissioner Kumberg commented that there could be repairs done to make it last until next budget session since the Commission had had no idea about the needed repairs. Ms. Sewell stated that the Pilot Club managed the train, but the train and tracks were owned by the City and they were to come to the City if things needed to be addressed. Mayor Taylor stated that he was in favor of furnishing stop gaps to keep it running because the City had spent a lot of money on it and the Pilot Club. Commissioner Kumberg stated that they would have to be creative so that they could get it into the budget.
Commissioner Hlavachick questioned if they could pick and chose which ties were the worst and just replace those. Mr. Rambat stated that there were pressure points on the curves and that favors the end that had been derailing. Mr. Rambat explained that you could shore up the track to keep it from spreading. Mr. Howard stated that longer ties would help a lot. Mr. Rambat commented that there was a lot of pressure on the 4” ties and the size of the lag bolts, which causes the lumber to split. Mr. Rambat stated that he would get with a couple of contractors and go look at it.
Mr. Howard stated that the City does own the train and we have the insurance on it plus the liability. Mr. Howard explained that we would make it the best that we could, but there were a lot of projects hanging out there. Mayor Taylor questioned if they would know anything by the next meeting. Mr. Howard stated that it would probably be in September.
CONSIDERATION AND APPROVAL OF KDOT’S URBAN AREA CLASSIFICATION CHANGES:
Public Works Director Rambat commented that he had received a letter from KDOT that proposed changes to our urban area boundaries, and the map included in the packet showed the existing boundary in black and the proposed changes were in blue. Mr. Rambat stated that the adjustments to the outside City limits were to the east and south. Mr. Rambat explained that KDOT had looked at how the City was growing and the changes were more for planning and does not change any ownership.
After little more discussion, the following Resolution 080513A was presented to the Commission for their approval: RESOLUTION TO ESTABLISH URBAN AREA BOUNDARY LINES. Commissioner Skaggs made a motion to approve Resolution 080513A that establishes urban area boundary lines. The motion was seconded by Commissioner Hlavachick and carried unanimously.
CONSIDERATION AND APPROVAL OF BID FOR 2013 MILL AND OVERLAY PROJECT:
Mr. Rambat commented that he had gone out for bids for the mill and overlay project and had received two bids back. Mr. Rambat explained that the project would be on Maple Street from Oak Street to Stout Street. Mr. Rambat added that they would leave the concrete curbing area alone on the north side of Maple Street, but Maple Street’s life should be extended if it was milled down and a ½” overlay was done.
Mr. Rambat stated that Heft and Sons out of Greensburg bid $84,108.80 and APAC-Kansas out of Hutchinson bid $65,112.40. Mr. Rambat commented that APAC-Kansas did not have a start date, but the bid request did state that the project had to be completed by October 1. Commissioner Kumberg made a motion to approve the bid from APAC-Kansas in the amount of $65,112.40 for the mill and overlay project. The motion was seconded by Commissioner Detwiler. Mayor Taylor asked how many blocks that was. Mr. Rambat stated that it was eight or nine. Mayor Taylor commented that that was a good bid. With no further discussion, the motion and second passed unanimously.
CONSIDERATION AND APPROVAL OF 2014 KLINK PROJECT BID:
Mr. Alan Luttrell, EBH Engineering, commented that bids had been opened for the 2014 KLINK Project that replaces the middle 24’ of North Main Street between First Street and Blaine Street. Mr. Luttrell stated that Bryant and Bryant Construction were the low bid and they were under his estimate. Mr. Luttrell explained to the Commission that he had done numerous jobs with them and they were an excellent contractor to work with.
Mr. Luttrell stated that KDOT had already authorized the approval of the bid from Bryant and Bryant Construction in the amount of $158,883 and the project would start September 1st. Commissioner Detwiler made a motion to accept the bid from Bryant and Bryant for the 2014 KLINK Project in the amount of $158,883. The motion was seconded by Commissioner Skaggs and carried unanimously.
CONSIDERATION AND APPROVAL OF CONTRACT OF SALE BETWEEN THE CITY OF PRATT AND ELIEZER MANAGEMENT, INC.:
City Attorney Van Blaricum reminded the Commission that this was a contract for the east part of the property in the Sandy Creek Addition that had been done previously. Mr. Van Blaricum added that the buyer wanted to buy the rest of Block 3 and this contract was for all that property. Mr. Van Blaricum explained that the purchase price was $250,000 with $15,000 down and the terms and conditions were the same. Mr. Howard stated that that requires the City to get water and sewer within 360 days. Commissioner Skaggs questioned if the gas was their responsibility. Mr. Howard explained that that had already been extended. Commissioner Skaggs made a motion to approve the contract between Eliezer Management, Inc. and the City as presented in the contract. The motion was seconded by Commissioner Detwiler and carried unanimously.
CONSIDERATION AND APPROVAL OF CONTRACT OF SALE BETWEEN RICK AND DARCI BARKER AND THE CITY OF PRATT:
Mr. Van Blaricum commented that this was a contract that had been discussed before and it was for the property on South Main Street across from Ampride. Mr. Van Blaricum explained that this had been a property that we had been trying to get cleaned up for awhile and now the owner was willing to sell it to us. Mr. Van Blaricum stated that this contract confirms that. Commissioner Kumberg made a motion to approve the contract between the Barkers and the City for lots 1-7, Block 14 for $30,000. The motion was seconded by Commissioner Detwiler. Mayor Taylor clarified that Mr. Barker would be tearing the houses down. Mr. Van Blaricum stated that that was correct. Mr. Van Blaricum commented that he would start the title work tomorrow and would have it done by October 1st. The motion and second passed unanimously.
OPEN AGENDA:
• Vandalism not taken care of:
Mr. Luca Matei stated that the police had taken no action on the vandalism that happened over a month ago in one of his apartments. Mr. Matei commented that the person was known. Mr. Matei explained that the washer and dryer had been destroyed after he had come back to town, but he did not know who did that. Mr. Matei added that he thinks that someone who was evicted from their apartment was the one that did it.
Mr. Matei commented that they go around and do drugs and nothing happens. Mr. Matei explained that they had used a torch to steal the money, but damaged the lock on the machine. Mr. Matei stated that he did not know why the police would not act, but they would do traffic fines. Mayor Taylor questioned if he had proof that the person had done the damage. Mr. Matei stated that there was a young girl and man and she was in jail when he went to collect rent and now they were both missing.
Police Chief Myers stated that Mr. Matei had come in to talk to him about these issues. Chief Myers explained that these cases were civil matters and not criminal. Chief Myers commented that officers are called out there and they do not find proof beyond a reasonable doubt of who was responsible. Chief Myers stated that he knows that that was hard to understand, but that was the law. Mayor Taylor commented that this could be debated for a long time, but the Commission was not Municipal Court. Mr. Matei stated that he was convicted under false pretenses and an innocent man was convicted and he was not a criminal.
REPORTS:
City Manager:
• Update on Sandy Creek:
City Manager Howard commented that the City utilities were in for the most part in the Sandy Creek Addition. Mr. Howard explained that the electric department would bury their lines after the street was done and the gas line was done up to the entry of the street. Mr. Howard stated that they would be putting fly ash down on Monday and start paving the street shortly after. Mr. Howard stated that he had had a couple of people look at the fencing issue and both said that slats would be blown over by the wind, so they were looking at other options.
• Excavator removing trees:
Mr. Howard stated that there was an excavator removing trees east of Hibbetts Sports and the drainage ditch would be made true from north to south. Mr. Howard commented that there was a business looking to possibly put their business on that property, but they were not ready for that to become public. Commissioner Kumberg questioned if they would be lining up Fincham Street. Mr. Howard stated that EBH Engineering had done a traffic survey and the plan was to leave it alone for now and see what develops. Mr. Howard added that they had talked about shifting the intersections, but it would be cheaper to do a traffic light. Mr. Howard stated that no decision had been made yet.
• Surveyors:
Mr. Howard informed the Commission that surveyors were downtown relating to the turn lanes on Highway 54.
Public Works:
• Mosquitoes:
Public Works Director Rambat stated that we were waiting for the weather to clear before spraying for mosquitoes.
• WWTP update:
Mr. Rambat stated that they were moving along on the wastewater treatment plant project. Mr. Rambat commented that they were about done with the shell on the front structure and would move into the process of changing the digesters.
• Arrowhead West:
Mr. Rambat stated that he had helped Street Superintendent Harley Dancaster and Foreman Roy Sinclair put in a 26’ reclaimed asphalt road for Arrowhead West. Mr. Rambat added that that would make a good entrance into their place.
Inspections:
• Weeds:
Building Inspector Blankenship explained that the City does not have an ordinance that specifically deals with noxious weeds and there had been concerns about bind weed. Commissioner Skaggs commented that there was an article in the paper about bind weed. Commissioner Kumberg stated that he thought that applied to the City since it was a County wide deal. Mr. Blankenship stated that we do not have a weed department and the County does. Mr. Rambat added that you had to be careful doing that and the weather conditions had to be right, which was difficult to control. Mayor Taylor questioned if KDOT sprays within the City on First Street. Mr. Rambat commented that it could be part of the KLINK agreement, but he was not sure.
Electric Department:
• Tie on North Main:
Director of Electric Utilities Hemphill stated that the line gang had been building the tie on North Main Street that would connect the Iuka circuit on the east and west loop. Mr. Hemphill explained that that would help give them more options during outages.
Recreation:
• Tournament Season:
Recreation Director Pinkall commented that they were closing the end of the tournament season. Mr. Pinkall stated that the American Legion Tournament had been rained out this weekend, so they had awarded the winners in the finals brackets.
• Home Run Derby:
Mr. Pinkall informed the Commission that there would be a Home Run Derby Friday night and six states would be represented. Mr. Pinkall added that it would be a busy five days starting Wednesday.
• Memorial:
Mr. Pinkall stated that there had been over three hundred people attend the memorial at the Sports Complex for Drake Everet. Mr. Pinkall added that it was a nice event considering the tragedy.
• Phase 2 of the Trails Grant:
Mr. Pinkall stated that we had been approved by Kansas Wildlife and Parks for the project we submitted for the State Recreational Trail Fund. Mr. Pinkall commented that the trail should run from behind Wal-Mart to the Sports Complex down to Country Club Road to the trails. Mr. Pinkall added that this was the beginning of Linear Park. Commissioner Hlavachick questioned if the trail would include room for bikes. Mr. Pinkall stated that there would be 6’ to 10’ path, so it should include bikes. Mr. Pinkall commented that he would be meeting with KDWP to plan the time table.
Power Plant:
• Capacity test:
Power Plant Superintendent Smith commented that they were getting the equipment ready to do a capacity test on three units. Mr. Smith stated that they were tested for performance and to show that we could produce what we say we can. Mr. Smith added that he did not know whether they would test everything together or individually, but we had enough fuel to run all three units at one time.
Finance Department:
• Sales Tax for July:
Finance Director Garten stated that sales tax for July was up $114,555 over last year. Mayor Taylor questioned that this was through July. Ms. Garten stated that that was correct and it was based on May sales.
City Clerk/Utility Department:
• Joint Meeting:
City Clerk Kramer questioned if October 7th at 3:00 p.m. for the City/County meeting was okay with the Commissioners. The Commissioners were in agreement that that would work for them.
Commission:
• Bush Honeysuckle:
Commissioner Hlavachick commented that there was a machine that dealt with bush honeysuckle and he questioned if anyone would be interested in a demonstration. Commissioner Hlavachick stated that bush honeysuckle takes over areas and we were behind the curve along Ninnescah River. Mayor Taylor commented that we had taken a lot out of there. Commissioner Hlavachick commented that there was a lot through the trails. After little more discussion, the Commissioners were in agreement that Commissioner Hlavachick could visit with the gentleman about a demonstration.
• Lemon Park Lake:
Commissioner Detwiler commented that the moss had taken over the lake in Lemon’s Park and she wanted to see if there was something we could do about it.
• Support for train:
Commissioner Detwiler requested support from the Commission for the Pilot Express to get it listed in the Pratt Brochure. Commissioner Detwiler added that the City does own the train.
ADJOURN:
Commissioner Hlavachick made a motion to adjourn. Commissioner Kumberg seconded the motion and it passed unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
____________________________________
LUANN KRAMER, City Clerk
08/19/2013 City Commission Meeting Agenda
MONDAY
August 19, 2013
PRATT CITY COMMISSION – REGULAR COMMISSION MEETING
COMMISSION ROOM – 5:00 P.M.
1. CALL TO ORDER Remind audience that meeting is being recorded and/or taped.)
2. ROLL CALL
3. INVOCATION & PLEDGE OF ALLEGIANCE
4. MINUTES – August 05, 2013 Regular City Commission Budget Work Session
5. BUSINESS:
5.1 Discussion on Event in Centennial Park on August 24, 2013 – Ed Gimpel
5.2 Consideration and Approval of Replat of Sycamore Addition – Brad Blankenship, Building Inspector
5.3 Consideration and Approval of Bid for Carpet in the Municipal Building and Community Center – Bruce Pinkall, Recreation Director
6.OPEN AGENDA (City Matters Only) (3 Minute Time Limit)
7.REPORTS
7.1 City Manager
7.2 City Attorney
7.3 Department Superintendents
7.4 Mayor
7.5 City Commission
8. ADJOURN
Monday, August 5, 2013
07/15/13-Approved City Commission Regular Meeting Minutes
MONDAY
JULY 15, 2013
The Governing Body of the City of Pratt met in Regular session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
Gary Myers Police Chief
Russell Rambat Public Works Director
Brad Blankenship Building Inspector
CALL TO ORDER:
The regular meeting was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
MINUTES:
A motion by Commissioner Skaggs to approve the minutes of the July 01, 2013 regular meeting. The motion was seconded by Commissioner Hlavachick and carried unanimously with corrections noted.
BUSINESS:
DISCUSSION AND UPDATE ON ECONOMIC DEVELOPMENT:
Chamber Director Jan Scarbrough told the Commission that the current board members were Mr. Kenton Landenburger, President; Mr. Jack Galle, Secretary; Mr. Steve Mills and Mr. Darrell Stroda, who was the County’s appointment. Ms. Scarbrough stated that the ED Board had an agreement with the Airport for the construction of an additional building for McJunkin Red Man. Ms. Scarbrough commented that they had met the requirements and they would be monitored over five years on the required number of employees they have and to make sure that they do not fall below that number.
Ms. Scarbrough stated that they had finalized an agreement with Prime Hospitality, but it would not be paid out until the project was finished and in operation. Ms. Scarbrough commented that they had also helped SECC, LLC in the form of reimbursement for the work on the water well. Ms. Scarbrough stated that, the renovation to the club house and the portion that would be open to the public, would be a benefit to the community. Commissioner Skaggs questioned if that was the well for irrigation water. Mr. Landenburger stated that it was the well by the club house and was drinking water only.
Ms. Scarbrough stated that the board had recommended a micro loan application by Great Plains Development to the County Commission, which they approved. Ms. Scarbrough commented that they continue to have discussions with other businesses and there were a couple that were serious, but not ready to do the formal paperwork.
Ms. Scarbrough stated that they had reached out to other communities concerning the situation with the Barron Theatre and their experiences with their older theatres closing or needing renovated. Ms. Scarbrough hoped that they would have some suggestions.
Ms. Scarbrough mentioned to the Commission that there would be a Resource Fair presented by the Department of Commerce on August 21st at the Municipal Building. Ms. Scarbrough commented that Stanion Wholesale would be hosting the event and the Department of Commerce would do the invitation and notices.
Mayor Taylor commented that the Commission had been discussing the Barron Theatre and it was mentioned that someone had visited with the Barkers and that it had been awhile since they had received an update from the ED Board and we needed to get back on tract. Mr. Ladenburger stated that he had visited with Mr. Tim Barker about a year ago about what was going on in the movie business. Mr. Landenburger commented that the recent developments had caught Mr. Barker off guard, but he did say that digital would have to be installed by January 2014. Mr. Landenburger added that the Ed Board had looked at the Barron Theatre as a private business and they were running theirs as a non-profit. Mr. Landenburger stated that there were some discussions with the owner and a couple of others in Great Bend and they were aware that we were going to lose our theatre.
Commissioner Kumberg questioned what the oil and gas steering committee was. Ms. Scarbrough stated that this was a committee that was set-up about a year ago and Mr. Paul Olsen was the one member allowed per County. Ms. Scarbrough commented that the Committee had decided to restructure in March and make it more of a structured coalition. Ms. Scarbrough stated that their mission statement and goals were geared around maintaining and improving businesses of South Central Kansas. Commissioner Kumberg questioned where the funding would come from. Ms. Scarbrough stated that there was no funding at this time, but they did want to draw up an interlocal agreement. Ms. Scarbrough stated that they were not asking for monetary help from any Counties and they would be applying for two or three grants. Ms. Scarbrough explained that they had hired a lobbyist, but that was unsuccessful and did not achieve the goal.
Ms. Scarbrough commented that she needed to find out if the County Commissioners were even interested in signing the legal documents. Ms. Scarbrough stated that they would like to double their size or Cowley would outweigh them. Mayor Taylor questioned who the lead was on this. Ms. Scarbrough stated that Barber County and Harper County. Ms. Scarbrough commented that she questioned whether we were a good fit with that group, because of Cowley and Kingman being affected by Wichita and the growth into those Counties. Ms. Scarbrough commented that, in some instances, they look at whether you are willing to work together in the region. Commissioner Skaggs commented that those Counties on the Oklahoma border were oil pushing Counties and those closer to Sedgwick had a whole different set of interests and it could be years before it comes this far west. Mr. Howard stated that he had met with the County Commission about a joint meeting and this could be one of the topics discussed, along with several from Commissioner Borho.
CONSIDERATION AND APPROVAL OF 3 MILLS FOR AIRPORT AUTHORITY (FORMALITY FOR AIRPORT AUTHORITY):
Mr. Howard explained that we usually get this request from the Airport Authority before budget, but we had just received it last Thursday. Commissioner Kumberg questioned if they were going to ask for an additional mill or two after reading in the paper that they were doing some funding cuts. Mr. Howard stated that they were aware of that before the letter, so he would not anticipate them asking for more. Commissioner Kumberg made a motion to approve the 3 mill for the Pratt Airport Authority. The motion was seconded by Commissioner Skaggs and carried unanimously.
OPEN AGENDA:
• Luca’s comments:
Mr. Luca Matei stated that the City was in need of justice from the lowest to the highest in the United States. Mr. Matei commented that people do not know how justice works, even with Zimmerman being acquitted. Mr. Matei stated that the police keep secrets and refuse to investigate. Mr. Matei explained that he had numerous cases of big damages and they do not work for you. Mr. Matei stated that he could not have the addresses of where they moved and justice was a joke. Mr. Matei commented that we had to rethink from the lowest point on how to improve the joke of justice and everybody suffers.
REPORTS:
City Manager:
• Update on Sandy Creek:
Mr. Howard stated that City staff, EBH and the gas company would meet tomorrow to finalize the utilities at Sandy Creek. Mr. Howard commented that the mass grading was finished and Building Inspector Blankenship was checking on fence prices. Commissioner Skaggs questioned what would be done with the areas that we do not initially develop. Mr. Howard stated that they would seed it. Commissioner Skaggs asked if this would be a surface that could be mowed. Mr. Howard stated that it would be.
• KMEA & Garden City issue:
Mr. Howard stated that there was a KMEA Board meeting on Wednesday concerning the response from Sunflower on the Garden City issue. Mayor Taylor questioned if any of the options would allow it to partially move forward. Mr. Howard commented that it might, but he would know more after the meeting. Mr. Howard added that he did not look for something to happen in the time frame he had hoped for.
City Attorney:
• Response to Luca’s comments:
Mr. Van Blaricum stated that Mr. Matei talked about justice being a joke, but he wanted to assure the Commissioners that Municipal Court and the police department work hard to consider these issues and treat them fairly. Mr. Van Blaricum stated that they do the best to assure that justice is done fairly.
• Covenant Housing:
Mr. Van Blaricum stated that he had a check for the City’s share of the settlement through the Board of Tax Appeals concerning Covenant Housing. Mr. Van Blaricum added that the check was for $20,240 and they would be tax exempt from now on.
Public Works:
• Mill and Overlay Project:
Mr. Rambat stated that he had sent out bids for the mill and overlay project that would involve Maple Street to Stout Street and Oak Street. Mr. Rambat commented that they would open those bids at 10:00 a.m. on July 30th.
• Street Dept. Overlaying:
Mr. Rambat commented that the Street Department would be overlaying a couple of blocks on South New Street and West Eighth Street south of Southwest School. Mr. Rambat added that they would chip seal them next year to seal it off.
Inspection Dept.:
• Arrow Head West:
Mr. Blankenship commented that Arrow Head West was getting close to being done and he had done an above grid inspection, the plumbing was almost done and they were getting ready for flooring. Mr. Blankenship added that the driveway was almost done also.
• Hotel:
Mr. Blankenship stated that the hotel had lumber brought in and they would be going back to the engineer to move the sewer and storm drains farther to the south. Mr. Blankenship explained that it had looked good on paper, but they were 5’ from the telephone and electrical poles and KDOT requires that there be a manhole every 300’.
• Hospital:
Mr. Blankenship stated that the hospital project was moving along. Mr. Blankenship commented that he would be doing footing inspections on Thursday or Friday.
• Museum:
Mr. Blankenship stated that the museum was pouring the second half of the slab on Thursday.
• Landscape Ordinance:
Mr. Blankenship stated that the Planning and Zoning meeting was on Thursday and they would discuss the Landscape Ordinance.
Power Plant:
• Maintenance:
Power Plant Superintendent Smith informed the Commission that they were doing maintenance work on the engines. Mr. Smith commented that wind energy was paying off and wind was as high as 14% or as low as 3 ¼% of the total energy being purchased. Mr. Smith added that it had been as low as ½%.
Police Dept.:
• No incidents:
Police Chief Myers commented that they had no incidents over the 4th of July, but had confiscated some fireworks.
• Welfare checks:
Chief Myers stated that, with the hot weather, he wanted everyone to know that they do welfare checks on shut-ins when requested. Chief Myers commented that they also have the fan program and do have some to give out.
Commission:
• Signage in alley:
Commissioner Detwiler questioned the signage at the south end of the alley that she had visited with Mr. Howard about. Mr. Howard stated that there were several alleys that had issues with them being used as streets. Mr. Howard stated that it does not appear as though signage has helped, but we would do what we could. Mr. Howard added that they had not asked for help from the police department yet. Mayor Taylor questioned what alley they were talking about. Commissioner Detwiler stated that it was the 600 block of South Pine.
• Movie in the Park:
Commissioner Kumberg thanked the City staff for getting the park ready for the movie and having it look so nice. Commissioner Kumberg added that they had a good turnout.
ADJOURN:
Commissioner Hlavachick made a motion to adjourn. The motion was seconded by Commissioner Kumberg and passed unanimously.
________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
________________________________
LUANN KRAMER, City Clerk
JULY 15, 2013
The Governing Body of the City of Pratt met in Regular session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
Gary Myers Police Chief
Russell Rambat Public Works Director
Brad Blankenship Building Inspector
CALL TO ORDER:
The regular meeting was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
MINUTES:
A motion by Commissioner Skaggs to approve the minutes of the July 01, 2013 regular meeting. The motion was seconded by Commissioner Hlavachick and carried unanimously with corrections noted.
BUSINESS:
DISCUSSION AND UPDATE ON ECONOMIC DEVELOPMENT:
Chamber Director Jan Scarbrough told the Commission that the current board members were Mr. Kenton Landenburger, President; Mr. Jack Galle, Secretary; Mr. Steve Mills and Mr. Darrell Stroda, who was the County’s appointment. Ms. Scarbrough stated that the ED Board had an agreement with the Airport for the construction of an additional building for McJunkin Red Man. Ms. Scarbrough commented that they had met the requirements and they would be monitored over five years on the required number of employees they have and to make sure that they do not fall below that number.
Ms. Scarbrough stated that they had finalized an agreement with Prime Hospitality, but it would not be paid out until the project was finished and in operation. Ms. Scarbrough commented that they had also helped SECC, LLC in the form of reimbursement for the work on the water well. Ms. Scarbrough stated that, the renovation to the club house and the portion that would be open to the public, would be a benefit to the community. Commissioner Skaggs questioned if that was the well for irrigation water. Mr. Landenburger stated that it was the well by the club house and was drinking water only.
Ms. Scarbrough stated that the board had recommended a micro loan application by Great Plains Development to the County Commission, which they approved. Ms. Scarbrough commented that they continue to have discussions with other businesses and there were a couple that were serious, but not ready to do the formal paperwork.
Ms. Scarbrough stated that they had reached out to other communities concerning the situation with the Barron Theatre and their experiences with their older theatres closing or needing renovated. Ms. Scarbrough hoped that they would have some suggestions.
Ms. Scarbrough mentioned to the Commission that there would be a Resource Fair presented by the Department of Commerce on August 21st at the Municipal Building. Ms. Scarbrough commented that Stanion Wholesale would be hosting the event and the Department of Commerce would do the invitation and notices.
Mayor Taylor commented that the Commission had been discussing the Barron Theatre and it was mentioned that someone had visited with the Barkers and that it had been awhile since they had received an update from the ED Board and we needed to get back on tract. Mr. Ladenburger stated that he had visited with Mr. Tim Barker about a year ago about what was going on in the movie business. Mr. Landenburger commented that the recent developments had caught Mr. Barker off guard, but he did say that digital would have to be installed by January 2014. Mr. Landenburger added that the Ed Board had looked at the Barron Theatre as a private business and they were running theirs as a non-profit. Mr. Landenburger stated that there were some discussions with the owner and a couple of others in Great Bend and they were aware that we were going to lose our theatre.
Commissioner Kumberg questioned what the oil and gas steering committee was. Ms. Scarbrough stated that this was a committee that was set-up about a year ago and Mr. Paul Olsen was the one member allowed per County. Ms. Scarbrough commented that the Committee had decided to restructure in March and make it more of a structured coalition. Ms. Scarbrough stated that their mission statement and goals were geared around maintaining and improving businesses of South Central Kansas. Commissioner Kumberg questioned where the funding would come from. Ms. Scarbrough stated that there was no funding at this time, but they did want to draw up an interlocal agreement. Ms. Scarbrough stated that they were not asking for monetary help from any Counties and they would be applying for two or three grants. Ms. Scarbrough explained that they had hired a lobbyist, but that was unsuccessful and did not achieve the goal.
Ms. Scarbrough commented that she needed to find out if the County Commissioners were even interested in signing the legal documents. Ms. Scarbrough stated that they would like to double their size or Cowley would outweigh them. Mayor Taylor questioned who the lead was on this. Ms. Scarbrough stated that Barber County and Harper County. Ms. Scarbrough commented that she questioned whether we were a good fit with that group, because of Cowley and Kingman being affected by Wichita and the growth into those Counties. Ms. Scarbrough commented that, in some instances, they look at whether you are willing to work together in the region. Commissioner Skaggs commented that those Counties on the Oklahoma border were oil pushing Counties and those closer to Sedgwick had a whole different set of interests and it could be years before it comes this far west. Mr. Howard stated that he had met with the County Commission about a joint meeting and this could be one of the topics discussed, along with several from Commissioner Borho.
CONSIDERATION AND APPROVAL OF 3 MILLS FOR AIRPORT AUTHORITY (FORMALITY FOR AIRPORT AUTHORITY):
Mr. Howard explained that we usually get this request from the Airport Authority before budget, but we had just received it last Thursday. Commissioner Kumberg questioned if they were going to ask for an additional mill or two after reading in the paper that they were doing some funding cuts. Mr. Howard stated that they were aware of that before the letter, so he would not anticipate them asking for more. Commissioner Kumberg made a motion to approve the 3 mill for the Pratt Airport Authority. The motion was seconded by Commissioner Skaggs and carried unanimously.
OPEN AGENDA:
• Luca’s comments:
Mr. Luca Matei stated that the City was in need of justice from the lowest to the highest in the United States. Mr. Matei commented that people do not know how justice works, even with Zimmerman being acquitted. Mr. Matei stated that the police keep secrets and refuse to investigate. Mr. Matei explained that he had numerous cases of big damages and they do not work for you. Mr. Matei stated that he could not have the addresses of where they moved and justice was a joke. Mr. Matei commented that we had to rethink from the lowest point on how to improve the joke of justice and everybody suffers.
REPORTS:
City Manager:
• Update on Sandy Creek:
Mr. Howard stated that City staff, EBH and the gas company would meet tomorrow to finalize the utilities at Sandy Creek. Mr. Howard commented that the mass grading was finished and Building Inspector Blankenship was checking on fence prices. Commissioner Skaggs questioned what would be done with the areas that we do not initially develop. Mr. Howard stated that they would seed it. Commissioner Skaggs asked if this would be a surface that could be mowed. Mr. Howard stated that it would be.
• KMEA & Garden City issue:
Mr. Howard stated that there was a KMEA Board meeting on Wednesday concerning the response from Sunflower on the Garden City issue. Mayor Taylor questioned if any of the options would allow it to partially move forward. Mr. Howard commented that it might, but he would know more after the meeting. Mr. Howard added that he did not look for something to happen in the time frame he had hoped for.
City Attorney:
• Response to Luca’s comments:
Mr. Van Blaricum stated that Mr. Matei talked about justice being a joke, but he wanted to assure the Commissioners that Municipal Court and the police department work hard to consider these issues and treat them fairly. Mr. Van Blaricum stated that they do the best to assure that justice is done fairly.
• Covenant Housing:
Mr. Van Blaricum stated that he had a check for the City’s share of the settlement through the Board of Tax Appeals concerning Covenant Housing. Mr. Van Blaricum added that the check was for $20,240 and they would be tax exempt from now on.
Public Works:
• Mill and Overlay Project:
Mr. Rambat stated that he had sent out bids for the mill and overlay project that would involve Maple Street to Stout Street and Oak Street. Mr. Rambat commented that they would open those bids at 10:00 a.m. on July 30th.
• Street Dept. Overlaying:
Mr. Rambat commented that the Street Department would be overlaying a couple of blocks on South New Street and West Eighth Street south of Southwest School. Mr. Rambat added that they would chip seal them next year to seal it off.
Inspection Dept.:
• Arrow Head West:
Mr. Blankenship commented that Arrow Head West was getting close to being done and he had done an above grid inspection, the plumbing was almost done and they were getting ready for flooring. Mr. Blankenship added that the driveway was almost done also.
• Hotel:
Mr. Blankenship stated that the hotel had lumber brought in and they would be going back to the engineer to move the sewer and storm drains farther to the south. Mr. Blankenship explained that it had looked good on paper, but they were 5’ from the telephone and electrical poles and KDOT requires that there be a manhole every 300’.
• Hospital:
Mr. Blankenship stated that the hospital project was moving along. Mr. Blankenship commented that he would be doing footing inspections on Thursday or Friday.
• Museum:
Mr. Blankenship stated that the museum was pouring the second half of the slab on Thursday.
• Landscape Ordinance:
Mr. Blankenship stated that the Planning and Zoning meeting was on Thursday and they would discuss the Landscape Ordinance.
Power Plant:
• Maintenance:
Power Plant Superintendent Smith informed the Commission that they were doing maintenance work on the engines. Mr. Smith commented that wind energy was paying off and wind was as high as 14% or as low as 3 ¼% of the total energy being purchased. Mr. Smith added that it had been as low as ½%.
Police Dept.:
• No incidents:
Police Chief Myers commented that they had no incidents over the 4th of July, but had confiscated some fireworks.
• Welfare checks:
Chief Myers stated that, with the hot weather, he wanted everyone to know that they do welfare checks on shut-ins when requested. Chief Myers commented that they also have the fan program and do have some to give out.
Commission:
• Signage in alley:
Commissioner Detwiler questioned the signage at the south end of the alley that she had visited with Mr. Howard about. Mr. Howard stated that there were several alleys that had issues with them being used as streets. Mr. Howard stated that it does not appear as though signage has helped, but we would do what we could. Mr. Howard added that they had not asked for help from the police department yet. Mayor Taylor questioned what alley they were talking about. Commissioner Detwiler stated that it was the 600 block of South Pine.
• Movie in the Park:
Commissioner Kumberg thanked the City staff for getting the park ready for the movie and having it look so nice. Commissioner Kumberg added that they had a good turnout.
ADJOURN:
Commissioner Hlavachick made a motion to adjourn. The motion was seconded by Commissioner Kumberg and passed unanimously.
________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
________________________________
LUANN KRAMER, City Clerk
07/11/13-Approved Minutes of Continued City Comm. Budget Worksession Minutes
THURSDAY
JULY 11, 2013
The Governing Body of the City of Pratt met in a Budget Work Session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Diana Garten Finance Director
CALL TO ORDER:
The recessed work session was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
2014 Proposed Budget Discussion cont.:
• Fire Protection (General Fund):
Commissioner Detwiler questioned fire protection in the general fund and whether the $40,000 was going into the truck. Commissioner Detwiler commented that it looked like only $12,500 was in the general fund. Ms. Garten explained that they get one mill or about $37,000, a little bit of the motor vehicle tax, which adds up to about $42,000. Ms. Garten added that these tax revenues go into the equipment fund and any money not spent is transferred to the equipment reserve fund. Ms. Garten explained that the budget was figured as if all taxes coming in were transferred to reserves. Ms. Garten stated that the total transfer to reserves was the $42,000 plus the $12,500 from the general fund. Commissioner Detwiler commented that it looks like all that was going to be spent. Ms. Garten stated that they had prioritized the equipment they needed. Ms. Garten commented that, if they spend more than they have in their general fund budget, it would come out of the reserve balance and prolong the availability of funds needed to purchase a truck.
General Fund (Tax Levied & Special Revenue Funds) cont.:
• Fire Fighting Equipment:
Ms. Garten commented that the firefighting equipment fund was where they get their one mill and any balance was transferred to reserves. Ms. Garten again pointed out the memo from Chief Kramer and that they had listed their priorities as a truck, other equipment and a replacement thermal imaging camera since theirs had quit working. Mayor Taylor questioned if they could raise their mill to two. Mr. Howard stated that they could fund any amount they wanted. Commissioner Detwiler questioned that they had not put the roof being replaced on their priority list. Ms. Garten stated that she had left that on from last year, but it was not on his list this year.
• Special Police:
Ms. Garten stated that this was where the forfeiture funds went. Ms. Garten explained that they had $15,000 in here due to the sale of the plane. Ms. Garten commented that the vehicle inspection fees are also in this fund, but they do not know what would be going in here in the future.
Ms. Garten stated that the remodel of the dispatch area was in fund 411-402. Commissioner Detwiler questioned what they had in storage expense on the plane. Ms. Garten stated that they had to pay to store the plane until they got a clearance on the title and it was $200 a month.
• Employee Health:
Ms. Garten stated that this fund had been established a long time ago. Ms. Garten added that the retirees insurance premium payments are collected and paid from here.
• Bond & Interest:
Ms. Garten explained that the bond and interest fund was a tax levied fund. Ms. Garten commented that we had hit a peak where the payments were going down so we needed less. Mayor Taylor questioned if we should pay off things that have a higher rate and replenish revenue. Ms. Garten stated that Gilmore & Bell discusses that with us when it would be to our advantage. Ms. Garten added that ours were at a low interest rate now.
• Special Parks & Recreation:
Ms. Garten stated that there was a 1/3 of the alcohol tax in this fund. Mayor Taylor questioned that $80,000 in that budget. Ms. Garten explained that $73,000 was cash carry over and we had used these funds to pay for the equipment at the South Main Park.
• Special Alcohol:
Ms. Garten stated that there was a 1/3 of the alcohol tax in this fund and it pays out to South Central Kansas Foundation for Chemical Dependency. Mayor Taylor questioned where the other 1/3 of the alcohol tax goes. Ms. Garten commented that it went in the general fund.
Enterprise Funds:
• Electric:
Mayor Taylor questioned the revenues in this fund of $10 million. Ms. Garten stated that we hope that comes in. Commissioner Skaggs questioned what was normal. Ms. Garten stated that $9 million. Commissioner Detwiler pointed out that we had met more than the budget since 2010. Mr. Howard stated that this was not a guess and there were many variables. Mr. Howard explained that we usually over budget in this fund since one month could blow it out of the water. Commissioner Detwiler questioned if this would be where contract money from Garden City would go. Ms. Garten stated that was correct, but it would show up in purchased power expense. Mr. Howard added that we look at that as revenue.
• Electric Management:
Ms. Garten stated that the salaries and expenses for Director of Electric Utilities Kelly Hemphill and Power Plant Secretary Mary Hammond were in this fund. Mayor Taylor questioned if there were any part-time salaries out of here. Ms. Garten stated that there typically was not. Commissioner Kumberg asked if we paid overtime for storms here. Ms. Garten stated that we should not.
• Production:
Ms. Garten stated that the roof at the steam plant would be getting repaired and purchased power was lowered in case the Garden city contract goes through. Mayor Taylor questioned if there was a chance that it would not. Mr. Howard stated that Sunflower lives in court and KMEA believes it is something to be concerned about. Mr. Howard explained that it could be stopped until it goes to court, but it was to Sunflower’s advantage to drag it out. Commissioner Detwiler clarified that this may not actually happen for years down the road. Mr. Howard stated that the option was up to KMEA, but Sunflower says that they are not going to do it or they go to court. Mr. Howard added that Sunflower’s goal would be to trip this up and make another agreement with Garden City. After a little more discussion, Ms. Garten commented that the budget was higher in case the revenues were higher and we still did not know what was going to happen with second day marketing.
Commissioner Kumberg questioned the increase in surety bonds. Ms. Garten stated that that was the total insurance value of the plant and equipment. Ms. Garten commented that we were eliminating transfers to equipment reserves from the capital outlays, which may keep rates down for another year or two.
Mr. Howard stated that the UN had passed Agenda 21or the green energy initiative, but the United States had not signed in yet. Mr. Howard added that energy prices could go up if there were not going to be any coal fired plants. Mr. Howard stated that the energy industry was going to get interesting in the next five years and it was not going to stay the same or get cheaper.
• Distribution:
Ms. Garten explained that materials had been increased due to the cost of materials and supplies going up. Mr. Howard stated that improvements in the lines were for the purpose of getting electricity up as quick as possible after an outage.
Commissioner Skaggs questioned the meter replacement in line item 314. Ms. Garten explained that we were converting to automated meters; therefore, $35,000 was for the meter replacements. Commissioner Kumberg questioned if those were read at the power plant. Mr. Howard stated that they were drive by. Mr. Howard explained that we had replaced the rural meters and were slowly bringing them into the City. Commissioner Detwiler questioned if they would be read by a tower once they were replaced. Mr. Howard stated that they should be able to. Mr. Howard added that this was a tight budget, but they could pull back some. Ms. Garten stated that they had added equipment tools and a computer to capital outlays, as well as a new roof in buildings and land.
Commissioner Skaggs questioned if there were no bad debts. Ms. Garten explained that the auditors do not budget for that and it was in the non-operating section. Ms. Garten stated that our loan would be paid off in 2018. Mayor Taylor questioned if that was for the most recent generators. Ms. Garten stated that it was and the total amount of that loan was $7.8 million.
• Sanitation:
Ms. Garten stated that the raise in sanitation rates did raise revenue. Ms. Garten added that our cost for the landfill was through a contract with the County and it had stayed the same. Mr. Howard explained that we pay so much a ton and we true-up at the end of the year. Ms. Garten commented that their budget was about the same as last year, but they were going to have to replace their door to get the taller trucks in the shop. Ms. Garten stated that they would be transferring $20,000 to capital equipment reserves for a new packer. Ms. Garten explained that Sanitation Superintendent Wright was going to try to replace the packer and not the whole truck to save money. Mayor Taylor questioned if a packer was about $40,000. Ms. Garten stated that that was what he had put in his budget.
• Wastewater:
Ms. Garten commented that the wastewater plant was an unknown since we were not sure how the new system was going to save us money, so she had budgeted it like the past. Commissioner Skaggs asked what the total cost of the new plant was. Ms. Garten stated that it was around $3 ½ million, but the State would forgive 40% of the first million once the project was complete. Commissioner Kumberg questioned what the storm water fee was. Ms. Garten stated that it was $2 per month per customer and was for a bond payment and for storm water drainage. Ms. Garten pointed out that they had increased their fuel and chemicals and they were planning to purchase a new smaller bar screen.
Ms. Garten stated that 2014 loan payments included the payment for the new treatment plant and we were using capital equipment reserves for the payment.
• Water:
Ms. Garten stated that they had looked at sales optimistically in case the Ethanol Plant would kick in. Ms. Garten pointed out that their health insurance was affected by the turn over of several employees. Mayor Taylor questioned the increase in reimbursed expenses. Ms. Garten stated that they had gotten FEMA money and sold inventory to another contractor. Ms. Garten added that the Ethanol Plant payment of $172,000 was also included.
Ms. Garten commented that their office expenses included their auto cad going to civil 3-D. Commissioner Kumberg questioned if they use volume licensing. Ms. Garten stated that we do not qualify since we use only three licenses. Ms. Garten stated that they had increased their material costs, because costs of supplier were going up and their equipment expenses were to replace inventory, a utility saw and shingles on well 12 and 13.
Ms. Garten stated that they would be transferring funds to capital equipment reserves to sandblast and paint the water tower at the Airport. Commissioner Skaggs questioned if the Airport water tower was contaminated with nitrates. Mr. Howard explained that it could be, but we were not in violation because there were no permanent hook-ups. Mr. Howard added that the tower would be reserved for fire fighting.
Ms. Garten stated that the loans for the water revenue GO bonds would be paid off in 2017. Ms. Garten explained that the customer utility deposits were the deposits on hand.
Agency Trust Funds:
Ms. Garten stated that the rest of the funds were agency trust funds that had no budget and could be spent at anytime.
• Park Improvement Trust:
Ms. Garten stated that the park improvement trust fund had $164,000 and it came from donations for park improvements. Commissioner Hlavachick questioned if that was where Mr. Himmelwright’s money was. Ms. Garten stated that it was and that we occasionally get memorials. Mayor Taylor questioned if some of the money was earmarked. Ms. Garten stated that we encourage them to not specify anything specific and then Park Superintendent Eckhoff gets with them so that they are satisfied.
• Cemetery Trust:
Ms. Garten stated that the cemetery board oversees the trust and makes suggestions. Ms. Garten added that we invest the money in this fund and spend only the interest.
• Recreation Trust:
Ms. Garten stated that some large tournament gate receipts from gate fees in this fund were used for improvements. Mayor Taylor questioned if there was $8,000 in there for this year. Ms. Garten stated that there was.
• Sales Tax Fund:
Ms. Garten stated that we receive funds in and pay out of this fund.
Reserve Funds:
Ms. Garten pointed out that these were non-budgeted funds.
• Water Bond Reserve:
Ms. Garten stated that the water bond reserve was required by bond instrument. Ms. Garten explained that any excess was transferred and put back into the water fund.
• Water Project-Main Street:
Ms. Garten stated that there was no activity in this fund, but would be used for the Streetscape project.
• Electric Debt Service:
Ms. Garten stated that this fund monitors the debt service on the electric bond payments.
• Wastewater Reserves:
Ms. Garten commented that this fund was a reserved for the bond requirements.
• Water Reserves:
Ms. Garten stated that this fund was set-up as a reserve for the unpredicted expenses or emergencies.
• Capital Equipment Reserves:
Ms. Garten stated that this was money that was transferred and would be used in future years. Ms. Garten stated that there was $4 million in there now and half of that was the electric department.
• Special Street Reserves:
Ms. Garten explained that this was a street reserve fund that maintains the north Main Street KLINK project funds and any other future street projects.
• Capital Improvement Fund:
Ms. Garten commented that this fund works the same as the capital equipment reserves, but this would be for permanent repairs and infrastructure rather than equipment.
• Electric Maintenance Reserves:
Ms. Garten stated that this fund was used to save money for big maintenance issues and currently had $394,000. Ms. Garten added that we would need to rely on this for electric contingencies during 2014.
• Fire Fighting Equipment Reserves:
Ms. Garten commented that they would have about $106,000 at the end of 2014 if none of it was used before then.
• Wastewater Project:
Ms. Garten commented that this was for the current project at wastewater and it accounted for how the loan money was being spent.
Discussion:
Ms. Garten stated that this ended her portion of the discussion, unless there were things that the Commission wanted to go back over. Commissioner Kumberg questioned if she was comfortable with the 2014 budget. Ms. Garten stated that she was and Mr. Van Blaricum would work on an ordinance for the wastewater and water rate increases. Ms. Garten commented that installing those increases was a good thing.
• Employee salaries (cont.):
Commissioner Detwiler commented that there was no decision made on employee salaries. Commissioner Hlavachick stated that he had visited with a couple of employees and they prefer the 3% rather than the bonus yearly. Commissioner Detwiler stated that any employee was going to want the 3%, but we needed to look at what it was going to do to the budget in ten years. Commissioner Kumberg suggested running actual for a few years and show that trend. Ms. Garten stated that it would not change this year’s budget in reality, but we did need to decide what to do with the employee’s wages.
Commissioner Detwiler stated that she preferred the 3% bonus since that would not affect the base salary. Ms. Garten commented that that does not take into account attrition and it assumes that the employees stay at the same rate. Commissioner Kumberg added that you cannot assume the social security rates either. Commissioner Detwiler stated that attrition would make it less costly. Commissioner Detwiler explained that, if an employee retires, the new employee was not going to impact it as much. Commissioner Skaggs commented that the costs of someone hired outside the current staff could cost more than the person retiring.
Commissioner Kumberg stated that he was impressed that the City covers all of a single insurance plan. Ms. Garten stated that a lot of Cities do that, as do the oilfields and they were our competitors. Mr. Howard added that a lot of companies were cutting benefits, but the oilfield was reversed. Commissioner Detwiler stated that they were doing a lot of that because they are ‘iffy’. Mr. Howard explained that you had to pay employees specialized to a certain extent and you make adjustments when there were revenue shortfalls by making those adjustment to employees. Mr. Howard commented that he was familiar with Commissioner Detwiler’s proposal, but it was usually done in an economic downturn. Mr. Howard stated that we were not in that position right now.
Commissioner Kumberg questioned if there was any flexibility with KPER’s. Ms. Garten stated that KPER’s was not as attractive as it was. Commissioner Detwiler commented that there was a cap on everything and a salary increase to employees was not going to make that much impact on KPER’s. Commissioner Skaggs questioned if KPER’s was figured on a limited or universal amount. Ms. Garten explained that it was done on the three highest year’s salary. Mayor Taylor commented that we had a lot invested in our employees and we want them to be happy. Mayor Taylor added that if that comes at a cost, so be it. Mayor Taylor stated that this was the cost of doing business. Mr. Howard agreed and added that employees would not respond if they were not treated right. Mr. Howard stated that most of the employees have a good attitude and do not want to have an adjustment. Mr. Howard explained that, if we lose employees, we would have citizens in here in mass.
Commissioner Kumberg questioned what the turnover percentage was. Mr. Howard stated that it was about 20%. Ms. Garten added that the turnover was in the lower labor force and the middle and upper positions were harder to hire and train. Mr. Howard stated that the middle to upper staff were there when you need them and you would soon realize the mistake made if they left. Mr. Howard added that it would fall on the Commission.
Commissioner Skaggs questioned why we do a 3% increase and not 4% or 5%. Ms. Garten stated that the scale was set at 3%, but they could do any percentage they choose. Commissioner Kumberg questioned what the largest percent raise had been. Ms. Garten stated that it was 6% several years ago. After little more discussion, Commissioner Detwiler questioned if we could approve the budget as is and decide later. Commissioner Detwiler added that this would not affect anything until January.
Commissioner Detwiler stated that she had taken the annual total for 2014 and divided it by the population and each employee was costing every citizen $1,000 a year. Commissioner Detwiler explained that she had taken every man, woman and child into consideration. Mr. Howard stated that that was pretty cheap considering what you get. Mr. Howard commented that if you weigh that out and take out cell phone and cable, we provide you with what you need to live. Commissioner Kumberg commented that not everybody was a heavy user, so that was not an accurate way to look at it. Commissioner Skaggs stated that that comes out to about $100 per month to live in Kansas. Commissioner Detwiler stated that that would be $100 per month for salaries. Mr. Howard stated that citizens get electricity, water, their trash picked up and sewer that most of them do not even think about. Ms. Garten added that the salaries also help maintain the pool, parks, recreation, fire, police and streets.
Mayor Taylor stated that he did not want to do this as a trial thing and risk upsetting employees. Commissioner Detwiler reminded the Commission to keep in mind that there had to be something done about employee salaries in an economic downturn. Mr. Howard stated that the difference there was that you would have a reason and they would see that. Mr. Howard commented that, in an economic downturn, he would stand in front of employees and tell them that we were going to have to cut salaries. Mr. Howard added that our sales tax collections show that the economy is good, so telling employees their salaries were going to be reduced would be difficult. Commissioner Detwiler stated that anything paid by sales tax has been paid for by citizens.
Executive Session:
Mayor Taylor made a motion to go into executive session for non-elected personnel to last fifteen minutes. Commissioner Hlavachick seconded the motion and it passed unanimously.
Mayor Taylor made a motion to return from executive session with nothing to report. Commissioner Kumberg made a second to that motion and it passed unanimously.
Budget Publication Approval:
Commissioner Detwiler made a motion to approve the budget for publication as presented. Commissioner Skaggs seconded the motion and it passed unanimously.
Barron Theatre:
Mr. Howard informed the Commission that he had visited with ED Board Member Kenton Landenburger concerning the closing of the Barron Theatre. Mr. Howard stated that Mr. Landenburger had visited with owner Tim Barker and he felt that this theatre needed to close, but they did not know when it would. Mr. Howard added that Mr. Landenburger had told him that the ED Board was looking for someone to come in and take over as a renovation or whatever was necessary to keep a theatre in the community.
ADJOURN:
Commissioner Skaggs made a motion to adjourn that was seconded by Commissioner Hlavachick. The motion and second passed unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
_________________________________
LUANN KRAMER, City Clerk
JULY 11, 2013
The Governing Body of the City of Pratt met in a Budget Work Session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Diana Garten Finance Director
CALL TO ORDER:
The recessed work session was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
2014 Proposed Budget Discussion cont.:
• Fire Protection (General Fund):
Commissioner Detwiler questioned fire protection in the general fund and whether the $40,000 was going into the truck. Commissioner Detwiler commented that it looked like only $12,500 was in the general fund. Ms. Garten explained that they get one mill or about $37,000, a little bit of the motor vehicle tax, which adds up to about $42,000. Ms. Garten added that these tax revenues go into the equipment fund and any money not spent is transferred to the equipment reserve fund. Ms. Garten explained that the budget was figured as if all taxes coming in were transferred to reserves. Ms. Garten stated that the total transfer to reserves was the $42,000 plus the $12,500 from the general fund. Commissioner Detwiler commented that it looks like all that was going to be spent. Ms. Garten stated that they had prioritized the equipment they needed. Ms. Garten commented that, if they spend more than they have in their general fund budget, it would come out of the reserve balance and prolong the availability of funds needed to purchase a truck.
General Fund (Tax Levied & Special Revenue Funds) cont.:
• Fire Fighting Equipment:
Ms. Garten commented that the firefighting equipment fund was where they get their one mill and any balance was transferred to reserves. Ms. Garten again pointed out the memo from Chief Kramer and that they had listed their priorities as a truck, other equipment and a replacement thermal imaging camera since theirs had quit working. Mayor Taylor questioned if they could raise their mill to two. Mr. Howard stated that they could fund any amount they wanted. Commissioner Detwiler questioned that they had not put the roof being replaced on their priority list. Ms. Garten stated that she had left that on from last year, but it was not on his list this year.
• Special Police:
Ms. Garten stated that this was where the forfeiture funds went. Ms. Garten explained that they had $15,000 in here due to the sale of the plane. Ms. Garten commented that the vehicle inspection fees are also in this fund, but they do not know what would be going in here in the future.
Ms. Garten stated that the remodel of the dispatch area was in fund 411-402. Commissioner Detwiler questioned what they had in storage expense on the plane. Ms. Garten stated that they had to pay to store the plane until they got a clearance on the title and it was $200 a month.
• Employee Health:
Ms. Garten stated that this fund had been established a long time ago. Ms. Garten added that the retirees insurance premium payments are collected and paid from here.
• Bond & Interest:
Ms. Garten explained that the bond and interest fund was a tax levied fund. Ms. Garten commented that we had hit a peak where the payments were going down so we needed less. Mayor Taylor questioned if we should pay off things that have a higher rate and replenish revenue. Ms. Garten stated that Gilmore & Bell discusses that with us when it would be to our advantage. Ms. Garten added that ours were at a low interest rate now.
• Special Parks & Recreation:
Ms. Garten stated that there was a 1/3 of the alcohol tax in this fund. Mayor Taylor questioned that $80,000 in that budget. Ms. Garten explained that $73,000 was cash carry over and we had used these funds to pay for the equipment at the South Main Park.
• Special Alcohol:
Ms. Garten stated that there was a 1/3 of the alcohol tax in this fund and it pays out to South Central Kansas Foundation for Chemical Dependency. Mayor Taylor questioned where the other 1/3 of the alcohol tax goes. Ms. Garten commented that it went in the general fund.
Enterprise Funds:
• Electric:
Mayor Taylor questioned the revenues in this fund of $10 million. Ms. Garten stated that we hope that comes in. Commissioner Skaggs questioned what was normal. Ms. Garten stated that $9 million. Commissioner Detwiler pointed out that we had met more than the budget since 2010. Mr. Howard stated that this was not a guess and there were many variables. Mr. Howard explained that we usually over budget in this fund since one month could blow it out of the water. Commissioner Detwiler questioned if this would be where contract money from Garden City would go. Ms. Garten stated that was correct, but it would show up in purchased power expense. Mr. Howard added that we look at that as revenue.
• Electric Management:
Ms. Garten stated that the salaries and expenses for Director of Electric Utilities Kelly Hemphill and Power Plant Secretary Mary Hammond were in this fund. Mayor Taylor questioned if there were any part-time salaries out of here. Ms. Garten stated that there typically was not. Commissioner Kumberg asked if we paid overtime for storms here. Ms. Garten stated that we should not.
• Production:
Ms. Garten stated that the roof at the steam plant would be getting repaired and purchased power was lowered in case the Garden city contract goes through. Mayor Taylor questioned if there was a chance that it would not. Mr. Howard stated that Sunflower lives in court and KMEA believes it is something to be concerned about. Mr. Howard explained that it could be stopped until it goes to court, but it was to Sunflower’s advantage to drag it out. Commissioner Detwiler clarified that this may not actually happen for years down the road. Mr. Howard stated that the option was up to KMEA, but Sunflower says that they are not going to do it or they go to court. Mr. Howard added that Sunflower’s goal would be to trip this up and make another agreement with Garden City. After a little more discussion, Ms. Garten commented that the budget was higher in case the revenues were higher and we still did not know what was going to happen with second day marketing.
Commissioner Kumberg questioned the increase in surety bonds. Ms. Garten stated that that was the total insurance value of the plant and equipment. Ms. Garten commented that we were eliminating transfers to equipment reserves from the capital outlays, which may keep rates down for another year or two.
Mr. Howard stated that the UN had passed Agenda 21or the green energy initiative, but the United States had not signed in yet. Mr. Howard added that energy prices could go up if there were not going to be any coal fired plants. Mr. Howard stated that the energy industry was going to get interesting in the next five years and it was not going to stay the same or get cheaper.
• Distribution:
Ms. Garten explained that materials had been increased due to the cost of materials and supplies going up. Mr. Howard stated that improvements in the lines were for the purpose of getting electricity up as quick as possible after an outage.
Commissioner Skaggs questioned the meter replacement in line item 314. Ms. Garten explained that we were converting to automated meters; therefore, $35,000 was for the meter replacements. Commissioner Kumberg questioned if those were read at the power plant. Mr. Howard stated that they were drive by. Mr. Howard explained that we had replaced the rural meters and were slowly bringing them into the City. Commissioner Detwiler questioned if they would be read by a tower once they were replaced. Mr. Howard stated that they should be able to. Mr. Howard added that this was a tight budget, but they could pull back some. Ms. Garten stated that they had added equipment tools and a computer to capital outlays, as well as a new roof in buildings and land.
Commissioner Skaggs questioned if there were no bad debts. Ms. Garten explained that the auditors do not budget for that and it was in the non-operating section. Ms. Garten stated that our loan would be paid off in 2018. Mayor Taylor questioned if that was for the most recent generators. Ms. Garten stated that it was and the total amount of that loan was $7.8 million.
• Sanitation:
Ms. Garten stated that the raise in sanitation rates did raise revenue. Ms. Garten added that our cost for the landfill was through a contract with the County and it had stayed the same. Mr. Howard explained that we pay so much a ton and we true-up at the end of the year. Ms. Garten commented that their budget was about the same as last year, but they were going to have to replace their door to get the taller trucks in the shop. Ms. Garten stated that they would be transferring $20,000 to capital equipment reserves for a new packer. Ms. Garten explained that Sanitation Superintendent Wright was going to try to replace the packer and not the whole truck to save money. Mayor Taylor questioned if a packer was about $40,000. Ms. Garten stated that that was what he had put in his budget.
• Wastewater:
Ms. Garten commented that the wastewater plant was an unknown since we were not sure how the new system was going to save us money, so she had budgeted it like the past. Commissioner Skaggs asked what the total cost of the new plant was. Ms. Garten stated that it was around $3 ½ million, but the State would forgive 40% of the first million once the project was complete. Commissioner Kumberg questioned what the storm water fee was. Ms. Garten stated that it was $2 per month per customer and was for a bond payment and for storm water drainage. Ms. Garten pointed out that they had increased their fuel and chemicals and they were planning to purchase a new smaller bar screen.
Ms. Garten stated that 2014 loan payments included the payment for the new treatment plant and we were using capital equipment reserves for the payment.
• Water:
Ms. Garten stated that they had looked at sales optimistically in case the Ethanol Plant would kick in. Ms. Garten pointed out that their health insurance was affected by the turn over of several employees. Mayor Taylor questioned the increase in reimbursed expenses. Ms. Garten stated that they had gotten FEMA money and sold inventory to another contractor. Ms. Garten added that the Ethanol Plant payment of $172,000 was also included.
Ms. Garten commented that their office expenses included their auto cad going to civil 3-D. Commissioner Kumberg questioned if they use volume licensing. Ms. Garten stated that we do not qualify since we use only three licenses. Ms. Garten stated that they had increased their material costs, because costs of supplier were going up and their equipment expenses were to replace inventory, a utility saw and shingles on well 12 and 13.
Ms. Garten stated that they would be transferring funds to capital equipment reserves to sandblast and paint the water tower at the Airport. Commissioner Skaggs questioned if the Airport water tower was contaminated with nitrates. Mr. Howard explained that it could be, but we were not in violation because there were no permanent hook-ups. Mr. Howard added that the tower would be reserved for fire fighting.
Ms. Garten stated that the loans for the water revenue GO bonds would be paid off in 2017. Ms. Garten explained that the customer utility deposits were the deposits on hand.
Agency Trust Funds:
Ms. Garten stated that the rest of the funds were agency trust funds that had no budget and could be spent at anytime.
• Park Improvement Trust:
Ms. Garten stated that the park improvement trust fund had $164,000 and it came from donations for park improvements. Commissioner Hlavachick questioned if that was where Mr. Himmelwright’s money was. Ms. Garten stated that it was and that we occasionally get memorials. Mayor Taylor questioned if some of the money was earmarked. Ms. Garten stated that we encourage them to not specify anything specific and then Park Superintendent Eckhoff gets with them so that they are satisfied.
• Cemetery Trust:
Ms. Garten stated that the cemetery board oversees the trust and makes suggestions. Ms. Garten added that we invest the money in this fund and spend only the interest.
• Recreation Trust:
Ms. Garten stated that some large tournament gate receipts from gate fees in this fund were used for improvements. Mayor Taylor questioned if there was $8,000 in there for this year. Ms. Garten stated that there was.
• Sales Tax Fund:
Ms. Garten stated that we receive funds in and pay out of this fund.
Reserve Funds:
Ms. Garten pointed out that these were non-budgeted funds.
• Water Bond Reserve:
Ms. Garten stated that the water bond reserve was required by bond instrument. Ms. Garten explained that any excess was transferred and put back into the water fund.
• Water Project-Main Street:
Ms. Garten stated that there was no activity in this fund, but would be used for the Streetscape project.
• Electric Debt Service:
Ms. Garten stated that this fund monitors the debt service on the electric bond payments.
• Wastewater Reserves:
Ms. Garten commented that this fund was a reserved for the bond requirements.
• Water Reserves:
Ms. Garten stated that this fund was set-up as a reserve for the unpredicted expenses or emergencies.
• Capital Equipment Reserves:
Ms. Garten stated that this was money that was transferred and would be used in future years. Ms. Garten stated that there was $4 million in there now and half of that was the electric department.
• Special Street Reserves:
Ms. Garten explained that this was a street reserve fund that maintains the north Main Street KLINK project funds and any other future street projects.
• Capital Improvement Fund:
Ms. Garten commented that this fund works the same as the capital equipment reserves, but this would be for permanent repairs and infrastructure rather than equipment.
• Electric Maintenance Reserves:
Ms. Garten stated that this fund was used to save money for big maintenance issues and currently had $394,000. Ms. Garten added that we would need to rely on this for electric contingencies during 2014.
• Fire Fighting Equipment Reserves:
Ms. Garten commented that they would have about $106,000 at the end of 2014 if none of it was used before then.
• Wastewater Project:
Ms. Garten commented that this was for the current project at wastewater and it accounted for how the loan money was being spent.
Discussion:
Ms. Garten stated that this ended her portion of the discussion, unless there were things that the Commission wanted to go back over. Commissioner Kumberg questioned if she was comfortable with the 2014 budget. Ms. Garten stated that she was and Mr. Van Blaricum would work on an ordinance for the wastewater and water rate increases. Ms. Garten commented that installing those increases was a good thing.
• Employee salaries (cont.):
Commissioner Detwiler commented that there was no decision made on employee salaries. Commissioner Hlavachick stated that he had visited with a couple of employees and they prefer the 3% rather than the bonus yearly. Commissioner Detwiler stated that any employee was going to want the 3%, but we needed to look at what it was going to do to the budget in ten years. Commissioner Kumberg suggested running actual for a few years and show that trend. Ms. Garten stated that it would not change this year’s budget in reality, but we did need to decide what to do with the employee’s wages.
Commissioner Detwiler stated that she preferred the 3% bonus since that would not affect the base salary. Ms. Garten commented that that does not take into account attrition and it assumes that the employees stay at the same rate. Commissioner Kumberg added that you cannot assume the social security rates either. Commissioner Detwiler stated that attrition would make it less costly. Commissioner Detwiler explained that, if an employee retires, the new employee was not going to impact it as much. Commissioner Skaggs commented that the costs of someone hired outside the current staff could cost more than the person retiring.
Commissioner Kumberg stated that he was impressed that the City covers all of a single insurance plan. Ms. Garten stated that a lot of Cities do that, as do the oilfields and they were our competitors. Mr. Howard added that a lot of companies were cutting benefits, but the oilfield was reversed. Commissioner Detwiler stated that they were doing a lot of that because they are ‘iffy’. Mr. Howard explained that you had to pay employees specialized to a certain extent and you make adjustments when there were revenue shortfalls by making those adjustment to employees. Mr. Howard commented that he was familiar with Commissioner Detwiler’s proposal, but it was usually done in an economic downturn. Mr. Howard stated that we were not in that position right now.
Commissioner Kumberg questioned if there was any flexibility with KPER’s. Ms. Garten stated that KPER’s was not as attractive as it was. Commissioner Detwiler commented that there was a cap on everything and a salary increase to employees was not going to make that much impact on KPER’s. Commissioner Skaggs questioned if KPER’s was figured on a limited or universal amount. Ms. Garten explained that it was done on the three highest year’s salary. Mayor Taylor commented that we had a lot invested in our employees and we want them to be happy. Mayor Taylor added that if that comes at a cost, so be it. Mayor Taylor stated that this was the cost of doing business. Mr. Howard agreed and added that employees would not respond if they were not treated right. Mr. Howard stated that most of the employees have a good attitude and do not want to have an adjustment. Mr. Howard explained that, if we lose employees, we would have citizens in here in mass.
Commissioner Kumberg questioned what the turnover percentage was. Mr. Howard stated that it was about 20%. Ms. Garten added that the turnover was in the lower labor force and the middle and upper positions were harder to hire and train. Mr. Howard stated that the middle to upper staff were there when you need them and you would soon realize the mistake made if they left. Mr. Howard added that it would fall on the Commission.
Commissioner Skaggs questioned why we do a 3% increase and not 4% or 5%. Ms. Garten stated that the scale was set at 3%, but they could do any percentage they choose. Commissioner Kumberg questioned what the largest percent raise had been. Ms. Garten stated that it was 6% several years ago. After little more discussion, Commissioner Detwiler questioned if we could approve the budget as is and decide later. Commissioner Detwiler added that this would not affect anything until January.
Commissioner Detwiler stated that she had taken the annual total for 2014 and divided it by the population and each employee was costing every citizen $1,000 a year. Commissioner Detwiler explained that she had taken every man, woman and child into consideration. Mr. Howard stated that that was pretty cheap considering what you get. Mr. Howard commented that if you weigh that out and take out cell phone and cable, we provide you with what you need to live. Commissioner Kumberg commented that not everybody was a heavy user, so that was not an accurate way to look at it. Commissioner Skaggs stated that that comes out to about $100 per month to live in Kansas. Commissioner Detwiler stated that that would be $100 per month for salaries. Mr. Howard stated that citizens get electricity, water, their trash picked up and sewer that most of them do not even think about. Ms. Garten added that the salaries also help maintain the pool, parks, recreation, fire, police and streets.
Mayor Taylor stated that he did not want to do this as a trial thing and risk upsetting employees. Commissioner Detwiler reminded the Commission to keep in mind that there had to be something done about employee salaries in an economic downturn. Mr. Howard stated that the difference there was that you would have a reason and they would see that. Mr. Howard commented that, in an economic downturn, he would stand in front of employees and tell them that we were going to have to cut salaries. Mr. Howard added that our sales tax collections show that the economy is good, so telling employees their salaries were going to be reduced would be difficult. Commissioner Detwiler stated that anything paid by sales tax has been paid for by citizens.
Executive Session:
Mayor Taylor made a motion to go into executive session for non-elected personnel to last fifteen minutes. Commissioner Hlavachick seconded the motion and it passed unanimously.
Mayor Taylor made a motion to return from executive session with nothing to report. Commissioner Kumberg made a second to that motion and it passed unanimously.
Budget Publication Approval:
Commissioner Detwiler made a motion to approve the budget for publication as presented. Commissioner Skaggs seconded the motion and it passed unanimously.
Barron Theatre:
Mr. Howard informed the Commission that he had visited with ED Board Member Kenton Landenburger concerning the closing of the Barron Theatre. Mr. Howard stated that Mr. Landenburger had visited with owner Tim Barker and he felt that this theatre needed to close, but they did not know when it would. Mr. Howard added that Mr. Landenburger had told him that the ED Board was looking for someone to come in and take over as a renovation or whatever was necessary to keep a theatre in the community.
ADJOURN:
Commissioner Skaggs made a motion to adjourn that was seconded by Commissioner Hlavachick. The motion and second passed unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
_________________________________
LUANN KRAMER, City Clerk
07/10/13-Approived City Commission Budget Worksession Minutes
WEDNESDAY
JULY 10, 2013
The Governing Body of the City of Pratt met in a Budget Work Session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
CALL TO ORDER:
The work session was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
BUSINESS:
• Rate Increases:
Mr. Frank Laubhan addressed the Commission on his concern that the City was not adjusting utility rates. Mr. Laubhan stated that we did not want to be faced with having to make a huge adjustment, because that was a killer for citizens and a terrible adjustment that businesses have to make. Mr. Laubhan commented that there were no small adjustments and a gradual adjustment per year would be easier for everyone than being faced with a large one.
Mr. Laubhan asked that the Commission talk about an increase since it had been almost six years since there had been an increase. Mr. Laubhan stated that he did not know the City’s finances, but he would bet that the reserve funds were starting to go down. Mr. Laubhan commented that reserves were there for a reason and that was for improvements and expansion. Mr. Laubhan explained that there had been two wastewater treatment plant adjustments and this would not be the last one, but those were things that were going to happen. Mayor Taylor commented that inflation takes part of that also.
Mr. Laubhan commented that doing a gradual adjustment would help people absorb it and the City would be far better off. Mr. Laubhan stated that, with term limits in place, Commissioners were going to be forced to step down and new people would come on. Mr. Laubhan added that new people coming on would not know that it takes more than a short term to learn the City’s business and they will not want to do anything because they have fear of the public. Mr. Laubhan stated that the City is in a good financial situation and that was due to a Commission having foresight.
Mr. Laubhan repeated that he just wanted the Commission to consider the increase in utilities. Mayor Taylor commented that it was one of the subjects to discuss under each of the utilities and he thanked Mr. Laubhan for coming forward. Mayor Taylor stated that Commissioner Hlavachick and he had been on the Commission for some time and he felt that the community would understand with the right discussions. Mayor Taylor stated that the last increase was for 2% for five years. Mr. Laubhan stated that 2% per year would help the City stay up with the curve and it was easier to stop then come in with an adjustment. Mr. Laubhan commented that increases were increases, but easier to adjust to little by little and it was hard to realize if you do not know they are coming. Mr. Laubhan added that that was why reserves are there, but the purpose for that stuff was not to delay adjustments. The Commission thanked Mr. Laubhan for his input. Mr. Laubhan wished the Commission good luck on their budget.
2014 BUDGET:
• 2014 Highlights:
Finance Director Garten stated that the budget was a work in progress and changes could be made. Ms. Garten stated that the 2014 budget was $23,533,090, which gives us a mill levy of 45.015 for 2014. Ms. Garten commented that we had worked hard to keep things level and operate the same way as the last few years without increasing taxes or rates. Mayor Taylor questioned if more was going to the general fund and that he had noticed an adjustment in the money. Ms. Garten stated that bond and interest was down so she had used the difference in the general funds. Ms. Garten explained that valuations went up about $2 million and one mill for the City was worth about $40,000.
Ms. Garten stated that the operational expenses had been reduced if money had been in there and not spent in the last five years. Ms. Garten added that there were transfers to the reserves and assured the Commission that there was a healthy cash balance. Ms. Garten commented that the electric fund had a healthy balance, but she had eliminated that. City Manager Howard explained that they do overhauls to the units and we had put more hours on them than we used to, but not as many as we would over ten years. Mr. Howard added that that could change at any time. Mr. Howard stated that he was not concerned, because the overhaul would not be done if we do not put the hours on. Mr. Howard reminded the Commission that it could be sooner if things accelerate. Mayor Taylor questioned if that money was going in reserve funds or capital equipment reserves. Ms. Garten stated that it was in capital reserves and capital equipment reserves. Ms. Garten commented that Director of Electric Utilities Hemphill projected the overhauls very far out in the future and that had been delayed this year. Commissioner Skaggs questioned if we knew how the Garden City deal with KMEA would turn out. Mr. Howard stated that it depends on second day marketing and wind generation nationally. Mr. Howard explained that the Government was planning on shutting down a lot of coal fired plants and we do not know what that is going to do. Mayor Taylor commented that it would increase the cost of electricity. Mr. Howard stated that we need a few more years to see how that was going to play out.
Mayor Taylor stated that we were cheaper than Ninnescah Electric, so it was not a bad time for a small increase if we need to. Ms. Garten stated that it was good to be proactive and the electric utility revenue bond that the City had taken out fifteen years ago would be paid off in 2018 unless we take out another one. Ms. Garten explained that the electric utility fund would increase by the loan payment amount of $1.2 million once the bond was paid. Ms. Garten commented that the auditors had mentioned that we were not meeting the bond requirements and a small increase in 2014 would be needed and to stay proactive. Commissioner Kumberg commented that he would like to see the bond reserve fixed this year and not see it again on the audit. Commissioner Kumberg added that accounting things on an audit do not look right. Ms. Garten explained that they would show up in the 2013 audit, but there have been some adjustments made. Mr. Howard stated that the Garden City deal would be really good if it works out. Mr. Howard commented that the electric fund rolls over to all other utilities and electricity to run the water pumps was one of their biggest expenses; therefore, if we do well with the electrical it helps the other utilities.
• Cost of Living or Bonus’ for Employees:
Ms. Garten stated that she had worked in a 3% cost of living increase for the employees, but that was up to the Commission how that would be handled. Commissioner Detwiler shared a spread sheet that she had put together showing the affects that a cost of living raise had on KPERS, Social Security, Workers Compensation and other expenses. Commissioner Detwiler suggested that the Commission consider a 3% bonus, which would freeze salaries but employees would get a 3% bonus on their gross base salary. Commissioner Detwiler commented that a bonus system would save the City over $2 million dollars over a ten year period. Commissioner Detwiler stated that it would not make that much difference for the employee, because if they overpay, they get that back when they file their taxes.
Commissioner Detwiler stated that they needed to get salaries down, because employees in charge of maintenance were going to be making a lot more money. Ms. Garten explained that the beginning salary scale had been increasing, so you had to pay more to get employees. Ms. Garten added that the market was tight and, if you do not increase the people that had been here awhile, the newer employees will be passing them. Commissioner Detwiler commented that the salaries would be frozen so the 3% would not take place. Mr. Howard explained that the City rarely hires a person at minimum because of the competitive job market.
Mayor Taylor questioned if Social Security and Medicare were taken into consideration on the employee portion. Commissioner Detwiler stated that they pay out of their gross salary and the employer portion of Social Security and Medicare was 7.65% and KPERS was 9.69% of the employee’s salary. Ms. Garten questioned if that 3% was figured on their annual based salary and not taking into consideration part-time seasonal. Commissioner Detwiler stated that part-time were not getting a salary increase. Mayor Taylor questioned if we pay part-time help less. Ms. Garten stated that it depends on what job they were doing. Ms. Garten explained that some pool, fire and recreation employees were repeat employees and they get a 3% since they come back year after year. Commissioner Detwiler commented that Cities should not have to have the highest salaries. Mr. Howard commented that the oil boom was not happening State wide and oilfields were not paying benefits thirty years ago. Commissioner Detwiler questioned what happens when the oil boom was over. Mr. Howard stated that he was not against what she was suggesting, but in all reality you do not do this when the economy was still competitive. Mr. Howard added that you had to pay to get people to work for you and younger people were not concerned with retirement or benefits, but what was on their paycheck.
Ms. Garten explained that everyone would go to having 6% less in their paycheck in 2014 due to a change in KPERS withholding requirements going from 4% to 5% in 2014 and 6% in 2015. Ms. Garten commented that a current employee would be getting paid less than someone that was hired last year on the bonus system. Commissioner Kumberg commented that we should be in the middle ground with wages, but not be in a position that we were overpaying. Commissioner Hlavachick questioned what the employees would think of this and he could see a major problem if we freeze salaries. Commissioner Kumberg explained the Kansas Hospital Association’s market rate study to see what the base rate was. Commissioner Kumberg commented that certain levels were increased to base pay and some moved up by merit. Ms. Garten explained that a lot of upper management in the City are close to retirement and we would be losing our knowledge base.
Commissioner Skaggs questioned if we were losing trained employees to other Cities. Mr. Howard commented that we were not losing our upper level, but those were the employees that you count on in a snow storm or in an emergency, because you do not have to tell them what needs done. Mr. Howard added that a new employee lacks the knowledge in those situations. Commissioner Detwiler questioned if we were not training anyone to take over those positions. Mr. Howard stated that we were, but it takes time to learn some of those jobs and to be able to do it without being told what needs done.
Commissioner Skaggs questioned if we should try the bonus plan on a yearly basis and let the employees see it. Commissioner Skaggs commented that they may think it is great at first glance, but see if it is different later. Mr. Howard explained that this was done when the economy was down so that you do not have to cut wages. Mr. Howard stated that key people would look to go somewhere else if their salaries were frozen. Commissioner Kumberg commented that employer insurance costs could double or triple, so that was something we needed to keep in mind. Mr. Howard stated that, if that were to happen, we would look at shifting more of that burden on the employee.
After more discussion, Ms. Garten stated that nothing would change in 2014 no matter what decision the Commission made on the salaries. Ms. Garten stated that the total increase, whether paid as a raise or a bonus, was $140,000 and the change would come in subsequent years. Ms. Garten explained that that would affect part-time firefighters and pool employees and might affect different enterprise funds. Mr. Howard stated that he did not disagree with part-time employees, but firemen and some others were not typical part-time employees. Ms. Garten added that you would have to look at the pool manager as well. Commissioner Detwiler agreed that Ms. Trimpe was not typical since she had been there for quite awhile.
Commissioner Skaggs questioned how many firemen get paid by their employers when they are on a call. City Clerk Kramer stated that she did not think that many of them did. Mr. Howard stated that they get $25 per fire call and $10 per training meeting. Commissioner Detwiler commented that you would take into consideration any employee figured as permanent, whether that was summer help for recreation or mowing. Mr. Howard added that you would have to put lifeguards in there. Commissioner Detwiler clarified that it would be any return employee each year. Ms. Garten questioned if we would figure the bonus on their base salary or on hours worked the prior year including any overtime. Commissioner Skaggs asked if you would include overtime as part of their gross. Mr. Howard answered that it would 3% on their base salary. After little more discussion, Mr. Howard suggested that they go through the rest of the budget and come back to this.
• KPERS, Health Insurance, etc.:
Ms. Garten stated that the current KPERS rate was 8.94%, but would go to 9.69% in 2014. Ms. Garten explained that employees who had been with KPERS awhile would be given an option to have 6% withheld from their paycheck to achieve a higher benefit multiplier rating or they could stay with 4% and get a lower multiplier. Ms. Garten commented that this had not been approved by the IRS yet. Ms. Garten stated that tier 1 employees that currently have the 4% taken from their check will have to go to 6% on January 01, 2014, tier 2 was already at 6% and they would be doing away with the 85 point system.
Ms. Garten stated that there was no increase in health insurance for this benefit year and worker’s compensation continued to increase due to the number of claims. Ms. Garten commented that the City has continued their monthly safety trainings. Commissioner Kumberg questioned who our carrier was. Ms. Garten stated that it was EMC Insurance through Sanders Agency. Commissioner Kumberg suggested looking at others and explained that the hospital had experienced the same thing and they were not paying what they had been before.
Ms. Garten commented that she had left the fuel costs at $4 per gallon. Ms. Garten explained the contracted services with the Humane Society and other donations that were paid with City funds. Commissioner Skaggs questioned Commissioner Detwiler on whether the Humane Society was viable now or not. Commissioner Detwiler stated that they were and that there was a board member that was kicking in some money. Commissioner Skaggs asked if the employees pay the $437 for their health insurance. Ms. Garten stated that there were four tiers to our health insurance and the City covers 100% for the employee and 83% of the other tiers.
Ms. Garten stated that the unemployment benefit cost rate for 2013 was at .12%. Ms. Garten commented that the contingencies had been eliminated in the electric, water and sanitation. Commissioner Skaggs commented that the tort liability had jumped up. Ms. Garten stated that this was something that we had to budget, but do not expect to spend and that there was $700,000 currently in that fund. Ms. Garten added that you had to meet budget laws. City Attorney Van Blaricum commented that tort liability was covered by insurance and this was our deductable or attorney fees.
DISCUSSION TOPICS:
• Sandy Creek:
Mr. Howard commented that the contractor was about 80% done with the mass grading and EBH should be restaking the water line. Mr. Howard stated that we should be done with our utilities in August, but we did not have a date from the gas company yet. Mr. Howard explained that he had been talking to realtors and contractors who think that we should ask anywhere from $33,000 to $35,000 per lot. Mr. Howard added that we could do $20,000 per lot and do specials for the remaining balance over a ten year period. Mr. Howard stated that there did not need to be a decision today, but we needed to be ready to sell the lots and recoup our money so that we could go on to the next phase. The Commissioners were all in agreement to pursue the specials option. Mr. Howard added that the option would be for ten years, but they could decide to pay off sooner if they wanted to. Mr. Howard questioned if they should get a discount if they pay all of it. Commissioner Kumberg stated that he thought that we should. Mayor Taylor commented that we bought this property for $185,000 and had spent $110,000, so we would not have to add all that into the cost since we had already sold part of that land. Mr. Howard informed the Commission that the developer that had purchased the two acres had decided that they did want the third acre. Commissioner Detwiler commented that we needed to recoup some of that cost or we would not have the money to go on to another phase. Mayor Taylor stated that we should cut back on the cost of a lot since we made more money on those two lots than it cost us for the entire acreage.
Commissioner Detwiler questioned if we were disregarding the land purchased from Mr. Kenny Gates since it was in a flood plain. Mr. Howard stated that we had purchased Mr. Gates’ property to have the bridge, but not as part of the development. Mr. Howard added that Mr. Gates had wanted to sell all that was there. Mr. Howard commented that he did not know how long it would be before the City would recoup their money, but they would eventually. Mayor Taylor stated that we had already recouped the money spent on the land and the utilities.
Mr. Howard stated that the area would be zoned R-1 and have no minimums. Mr. Howard added that Cities usually do not do covenants, but there was nothing that said we could not. Mr. Van Blaricum commented that we could do covenants or revise the zoning. Commissioner Skaggs stated that putting in a prefab could kill this project pretty quick.
Commissioner Skaggs questioned if there was a cost on a barrier fence on the Withers’ property. Mr. Howard stated that Mr. Withers had given his permission to put something up. Mr. Howard explained that the prefab walls were expensive, so trees were the best way to go. Commissioner Hlavachick commented that trees and slats would work. Mr. Howard added that that would hide it most and the houses would eventually hide it. Commissioner Skaggs requested that it be a lighter color and not one that stands out. Mayor Taylor questioned if we could get the trees going now and keep them watered. Mr. Howard stated that that was part of the land planning and we did have water because of this development. Mr. Howard commented that a berm would be expensive unless the hospital would have dirt left over.
• Wal-Mart property:
Mr. Howard informed the Commission that Mr. Adam Deda was interested in the three acres behind Wal-Mart to put in his own body shop. Mr. Howard explained that there would have to be something in the contract that any salvage vehicles would have to be behind a fence or inside the shop. Mayor Taylor stated that he had talked to Mr. Kenny Roberts and he told him that there would be two buildings, which one area would be for wrecked vehicles or ones waiting to be worked on. Mr. Howard stated that we could put that in the zoning since this land had not been zoned yet.
Mr. Howard commented that Mr. Deda had offered $10,000 per acre. Mr. Howard stated that Mr. Brian Simpson would do the dirt work, so the City would not have to come in and do it. Mr. Howard explained that Mr. Deda wanted to get moving on this and he knew that he would run a clean operation and generate a lot of sales tax. Commissioner Skaggs commented that Mr. Roberts does not do anything that is not clean and he uses his money wisely.
Commissioner Detwiler questioned if there would be a public hearing on this. Mr. Howard stated that there would not be since you were allowed a one-time lot split, but we would have to notify home owners in the area. Commissioner Kumberg questioned if they would be on the tax revitalization program. Mr. Howard stated that it would have to be annexed, but it would be part of that program. Mr. Howard added that, if the Commission did not want to do this, the City needed to get it annexed anyway. Mayor Taylor stated that that would get it back on the tax rolls.
• Freddy’s:
Mr. Howard commented that he had been contacted by a restaurant named Freddy’s and they were interested in the other acre by the motel in the Sandy Creek Addition. Mr. Howard added that we had the approval of the site plan for the motel and this was in the contract, so we should be moving forward on that.
• Purchasing Property:
Mr. Howard commented that there was property on South Jackson that had been foreclosed on and they were asking $10,000, but no one knows who has the title.
Mr. Howard stated that Mr. Rick Barker was asking $30,000 for the property south of the park on South Main and he was willing to tear down the houses and tear the foundation out. Mr. Howard commented that we would have to follow asbestos guidelines if we tore it down, but the homeowner does not. Mr. Howard suggested that the property could be used for a mechanics shop or an expansion of the park. Mr. Howard added that this would be cleaning up some of the worst houses in the area. The Commissioners were all in agreement to get a contract going with Mr. Barker. Commissioner Skaggs requested that there be a time frame for this to be done. Mr. Howard stated that he had been told that it had to be done by October 1st.
• Tribune parking lot:
Commissioner Skaggs commented that he was curious where people that park in the lot south of the Barron Theatre were going to park once the Leadership group gets the park in there. Commissioner Skaggs suggested the Pratt Tribune lot, but he was not sure they wanted to sell it, but it should be looked into. Mr. Howard stated that he would look into that.
• Barron Theatre:
Ms. Garten stated that there was a Facebook page requesting help for the Barron Theatre and there were rumors that they would be coming to a Commission meeting with their concerns. Commissioner Kumberg stated that it was fine if they want to come, but the fact of the matter was that they had not talked to Mr. Tim Barker yet. Ms. Garten stated that the comments were that Mr. & Mrs. Barker would keep it if it was upgraded to digital. Mr. Howard commented that Mr. Barker had never asked the City for anything.
Mr. Howard stated that Mr. Barker had explained to the ED Board that there were less Barkers now and his family needed his time. Mr. Van Blaricum commented that he had visited with Mr. Barker and he had said that he was going to close the Barron, but he was not sure when. Mr. Van Blaricum added that the Facebook comments were unsolicited and unknown to Mr. Barker, but forced him to the interview with the TV station. Mr. Van Blaricum stated that Mr. Barker had told him that this building was not conducive to digital.
• Comprehensive Plan:
Ms. Garten stated that Planning and Zoning were working on the Comprehensive Plan. Mr. Howard commented that it was going slow, but they were reviewing it. Mr. Howard stated that there were a number of things mentioned and about 80% of that plan had been addressed. Commissioner Kumberg questioned what all was in the plan. Mayor Taylor explained that it was a comprehensive wish list. Mr. Howard commented that it was amazing how much had been accomplished and the next one would have more detail added to it. Commissioner Kumberg questioned how the citizens were involved. Mayor Taylor stated that there were five or six groups involved last time and everybody in the community could come and give their ideas. Mr. Howard stated that there were twenty-two meetings with citizens on this last one.
• Electric Department:
• KMEA/Garden City:
Ms. Garten commented that the electric department fund was an enterprise fund. Mr. Howard stated that he was the only executive board member that was not surprised when KMEA received a letter that they were going to be sued. Mr. Howard explained that the Sunflower load following agreement stated that you had to give three years notice if you wanted out and KMEA staff and board thought the agreement to sell GRDA was not part of that agreement, but he knew that it was.
Mr. Howard stated that he felt that Sunflower had a case, but he was not sure what would come out of this. Mr. Howard added that Garden City was the biggest one with Sunflower and he did not think Sunflower would let them go without a fight. Mr. Howard commented that KMEA was going to approve the contract that we did, but he had stopped that. Mr. Howard explained that KMEA would still pay us whether we sell to Garden City or not.
Mr. Howard stated that KMEA would not sign the agreement until this was all cleared up, but, if the agreement happens, we would not have a need to increase our electrical rates. Mr. Howard commented that there had been a lot done to keep the electric costs down. Mr. Howard stated that Mr. Laubhan’s point was right and we should do increases in small increments. Mr. Howard reminded the Commission that they had approved a 2% increase in all utility rates automatically for five years starting in 2003.
Commissioner Kumberg questioned what the cost per kilowatt was for our customers. Mr. Howard stated that it was on a tiered scale and the more they use the cheaper it is and it could be anywhere from 6.8 cents to .17 cents per kilowatt. Mr. Howard explained that the City pays about .7 cents per kilowatt if you average it over a year and around .10 or .11 cents with the fuel adjustment. Mr. Howard commented that the City averages our fuel adjustment costs and monitors it so that we do not have to change it. Mr. Howard explained that we could be overcharging from January to April, but we would be undercharging from May to October. Mr. Howard added that we do not make any money off of the fuel adjustment, but we do keep some in reserves so that we do not have to jump up the cost of the fuel adjustment.
• Water Department:
• Water rates:
Mr. Howard commented that, if we need to increase a utility rate, than this would be the one. Commissioner Detwiler commented that our rates were cheap because we were not getting it from a lake and having to treat it before using it. Mr. Howard explained that we only use surface water. Commissioner Kumberg stated that Sawyer’s water rates were twice what ours were, but they had all new water mains. Mr. Howard stated that, half of the cost of the waterline to the Ethanol Plant, was improvements to the City’s system and they paid for it. Mr. Howard reminded the Commission that all of the utilities were affected by whatever happens with electrical expenses.
• Street projects:
• Main Street Streetscape project:
Ms. Garten reviewed upcoming projects, such as the Main Street Streetscape project and the turn lanes on First Street. Ms. Garten commented that the turn lanes project was a 90/10 split with KDOT. Mr. Howard added that it would be about 20% since we were responsible for the engineering costs. Mayor Taylor questioned where the funds were coming from for the Streetscape project. Ms. Garten stated that tourism funds would be used as much as possible. Commissioner Kumberg questioned how much was in that fund now. Ms. Garten stated that there was about $600,000 and that $400,000 was from guest tax last year. Mr. Howard commented that this was not part of the money that we give them. Ms. Garten explained that this was a fund that replenishes itself.
Mr. Howard commented that we need to prioritize projects and some projects would have to take a back seat if we used a majority of tourism funds for the Streetscape project. Ms. Garten stated that the top three projects would be about $400,000 to $450,000. Commissioner Skaggs questioned if the sidewalk project could be cut back to do a 3’ sidewalk on First Street instead of the 6’, but make plans to expand it later. Mr. Howard stated that KDOT would not fund us if we do not do a 6’ sidewalk. Commissioner Skaggs commented that a 3’ sidewalk would not be that expensive if it was only done where the walking path is. Commissioner Detwiler stated that she worried about women walking with strollers on Sixth Street and the number of people talking on their cell phone and not paying attention. Mr. Howard commented that Sixth Street was the City’s so we could do what we want there. Mayor Taylor stated that no one walks on Sixth Street and First Street were people getting to work. Mayor Taylor added that the workers should be taken care of first before people walking for pleasure. Commissioner Detwiler stated that there were workers from McDonalds and Dillons that walk on Sixth Street. Commissioner Skaggs commented that they were both right and he requested that we get a cost for both areas doing a 3’ sidewalk. Commissioner Skaggs added that it should not go beyond Country Club Road.
Commissioner Hlavachick commented that he had been trying to get a bike path for years and questioned if that could be included. Commissioner Skaggs stated that that would make the cost go up. Mr. Howard stated that KDOT would make us have 6’ sidewalks for bikes. Commissioner Kumberg suggested that there could be paint on the streets that were wide enough and forego the wider sidewalks. Mr. Howard stated that Sixth Street would have to be made ‘No Parking’, but it was wide enough.
• Municipal Building:
Commissioner Skaggs questioned if they had not authorized the City Manager to hire an architectural firm to see what it would take to get the Municipal Building into the 20th century. Mr. Howard stated that he had visited with architects and $5,000 was not going to be enough. Ms. Garten stated that there was money in reserves to do the study, but not the work. Ms. Garten added that the work would take a bond issue. Mr. Howard commented that it would cost $10,000 to $20,000 for a study that would be worth anything.
Mr. Howard stated that this building was getting old fast and needed upgraded, but it was hard to commit to doing something until we know the costs of renovating the Municipal Building. Commissioner Skaggs commented that we could make use of the upper floor of the Municipal Building if the City offices moved there. Commissioner Detwiler questioned if they would leave the basketball court and kitchen. Mr. Howard stated that you could, because there was a lot of room in that building.
Mr. Howard stated that he had some money in professional services, but he needed to know what to tell the architect if the Commission was serious about moving the City offices. Ms. Garten stated that there was about $5,000 to $10,000 put back for Municipal Building improvements and that could go towards the study. After little more discussion, Mayor Taylor stated that he would go with the $20,000 figure for the architectural study. Mr. Howard commented that he would get bids by the end of the year.
• Wastewater Treatment Plant project:
Mr. Howard stated that the wastewater treatment plant project was moving along even though they were a little behind due to all of the rain. Mr. Howard commented that any problems that would affect the plant were a couple months out. Commissioner Skaggs questioned when this phase was supposed to be completed. Mr. Howard explained that it was set to be done in June, so they were not so far behind that it was a concern. Ms. Garten commented that there would be a need to talk about an increase here also since it goes hand in hand with water. Ms. Garten added that they would need some kind of revenue for the loan payments.
• Water Department:
• Sunflower R C & D:
Mr. Howard explained that the City had made the first phase payment to Sunflower R C & D, but had not given them anymore. Mr. Howard commented that they had not been spending it and he questioned if we wanted to continue with the funding after the report came out saying that the cost would be around $350 million. Mr. Howard added that the report showed that no community was having a problem with water and he did not see the return, especially since we had looked at it more for recreational purposes.
Commissioner Hlavachick commented that Mr. Mayberry was an optimistic guy. Mr. Howard stated that they were working on site selection and it would be a deal killer if the dam had to be moved or if the highway had to be moved, which would cost twice as much. Commissioner Kumberg questioned if we could say no to helping with the funding. Mr. Howard stated that we should. Mr. Howard explained that we would not be able to afford it even if we made a $1 million a year because of it. Mr. Howard commented that, if we had to meet 10% to 20% of that figure, the payback was not there. Commissioner Skaggs questioned if we were not obligated by contract. Mr. Howard stated that we were not and we could go after the money that we had put in. Mayor Taylor stated that the Federal government does not ask for a 10% cost share because they do not have that kind of money. Mayor Taylor commented that this was throwing good money after bad. Commissioner Hlavachick commented that there were twenty-four reservoirs in the State and water was not going to be a major factor forty or fifty years from now.
• Water rates:
Ms. Garten stated that this was another place that we needed to be proactive concerning a rate increase. Mayor Taylor commented that they could look at a 1% increase for five years. Mayor Taylor questioned what the gross receipts were for water. Ms. Garten stated that they were $743,000 and 1% would bring in $7,000. Mr. Howard explained that the upkeep of the wells were the biggest expense in the water department. Ms. Garten stated that a 1% increase for five years would not raise it much and would bring in about $35,000. Ms. Garten added that it was the same in wastewater. Mayor Taylor suggested a 2% increase.
Mr. Howard commented that the new EPA regulations go into effect in 2014, but he was not sure that it would affect us. Mr. Howard added that there were lobbies against this from the smaller Cities since the meters were more expensive. Ms. Garten added that materials, fuel and insurance had all gone up, but our rates had not. Ms. Garten stated that Mr. Van Blaricum would do an ordinance for a 2% increase for the next five years consecutively, unless the Commission would decide to lower or raise the rates during that five year period. Ms. Garten questioned if they wanted to include the electric or wait. Commissioner Kumberg suggested waiting to see what happens.
• Ethanol Plant:
Ms. Garten stated that the Ethanol Plant waterline’s original cost was $1.9 million and they were current on their payments. Ms. Garten added that their payments were $14,388 per month and their remaining balance was $485,000.
• Parks:
• Sprinkler systems:
Ms. Garten stated that there were several potential park improvement projects and they needed to be prioritized. Mr. Howard commented that they had a preliminary layout for the sprinkler system in Lemon Park, but they had not moved forward because of the Sandy Creek project. Mr. Howard added that they had not yet purchased the property from the Konkels on the layout, but Mr. Himmelwright would like to replant some trees. Mr. Howard commented that there were the two additions to Lemon’s that we needed to decide what to do with.
Commissioner Kumberg questioned if the sprinkler system in Sixth Street Park had gotten repaired. Mr. Howard stated that the meters were intact and working, but they had not been activated yet or needed to be until now.
• Main Street Park:
Mayor Taylor questioned if there had been any tests done on how far east they were going to dig on the Main Street Park. Mr. Howard answered that we were not going to be doing the digging and that Smiley Construction was going to dig it out and take it to the grade of the bricks. Mr. Howard explained that Mr. Rambat, EBH and he had met with the Leadership group and it was a bad time for Smiley Construction, so they set another meeting for around August 1st.
Mayor Taylor questioned what they would be doing with all that rock. Mr. Howard stated that they would work on the road through the Konkel property and several other dirt roads that could use it.
• Dog run:
Mr. Howard stated that he had been impressed with a dog run that he had seen in California and that it was about the size of a ball field. Mr. Howard explained that there was a gate you walked in, another gate to get to the dog run and there were private areas for two or three dogs. Mr. Howard added that he was amazed at how much it was being used. Commissioner Detwiler questioned if they had a separation for big and small dogs. Mr. Howard stated that they did not. Commissioner Hlavachick commented that it would not be that expensive to build and people walk on the sidewalk and the dogs run anywhere. Commissioner Hlavachick stated that a few benches and tables could be added.
Commissioner Skaggs questioned where a dog park could be located. Mr. Howard stated that it could be in one of the ball diamonds in Sixth Street Park or May Dennis Park. Commissioner Detwiler suggested the east end of the Konkel property. Mr. Howard commented that the only complaint he heard about in California was about other dogs. Commissioner Hlavachick commented that he thought that we should consider it.
• Water Splash Park:
Mr. Howard commented that Mr. Kyle McCawley, engineer for the pool project, had suggested the location of a water park be where the fountain was now. Mr. Howard stated that we could close off that little short drive and tie it into the pool. Mr. Howard explained that there could be smaller wading pools and a slide in the area where the steps are now. Commissioner Detwiler questioned if it could be maintained so that it would be free to the public. Mr. Howard stated that they had not gotten into that. Mayor Taylor commented that you would have a bunch of older kids dominate that area if it was free and then the kids would not come.
• Pool House Renovation:
Mr. Howard stated that the pool house renovation would be a major update and he recommended that as the next phase for the pool. Mr. Howard commented that the renovation funds would partially come from tourism and would be done next spring. Commissioner Kumberg questioned if it would be cheaper to tear down and build new. Ms. Garten stated that Mr. McCawley suggested a pool house that would be the sized according to the capacity of the pool and that would be a big pool house. Mr. Howard explained that, if you gut the whole thing, you would be regulated by the size of the pool and Mr. McCawley thought it would be cheaper to renovate the current one. Mr. Howard commented that they would probably strip the inside and leave the building.
• Fire Department:
Ms. Garten stated that Fire Chief Kramer had a memo that she had copied for the Commission. Ms. Garten commented that it outlined their priorities to start funding for a new truck and their need to replace their SCBA’s. Commissioner Kumberg questioned if they had not already done that. Ms. Garten explained that these would be to replace more of them.
• Police Department:
Ms. Garten stated that Chief Myers was interested in remodeling the dispatch area and that it was congested and there was a lot of new equipment. Ms. Garten added that he also wants to carpet the City side of the LEC. Ms. Garten commented that Chief Myers had mentioned using forfeiture funds. Mr. Howard commented that the whole LEC building had seen its better days and it was about time to do a big renovation of that entire building. Mr. Howard stated that we need to get with the County, because this would be big dollars and we were doing our thing and they were doing theirs.
Commissioner Kumberg questioned if this was not long term with both departments. Mr. Howard stated that we need to be talking to the County Commission and Sheriff Chinn to make up a plan, but he added that he did not disagree with what Chief Myers wants to do. Commissioner Detwiler commented that there was friction between the departments. Mr. Howard stated that the County Commission was responsible for that building. Commissioner Kumberg questioned if we lease or rent our part of the building. Ms. Garten stated that we share the utility expenses, but not a set amount month to month. Mr. Howard explained that the City does all the dispatching.
Mr. Van Blaricum stated that there was an LEC Committee, but it was dysfunctional. Commissioner Kumberg stated that we needed to have a joint meeting with the County. Mr. Howard explained the phone system that had been purchased by the Sheriff’s department and the conflicts it has caused the City side. Commissioner Detwiler suggested that the police department be moved to something that the City already owns. Commissioner Detwiler added that maintenance of the jail was the responsibility of the County. Commissioner Kumberg stated that there was a need to approach the subject. Commissioner Detwiler stated that the City Commission should have been contacted on the phone system and paid for our portion.
Mr. Van Blaricum stated that there were a number of issues. Mr. Van Blaricum explained that, if somebody in Pratt is brought into the jail drunk, they will not take him without a certificate from a doctor. Mr. Van Blaricum commented that that means the City has to take them to the hospital before they can go to jail and that is an added expense on the City. Commissioner Skaggs questioned if the County follows the same procedure. Mr. Van Blaricum stated that they could, but he did not know what they do. Mr. Howard stated that it makes sense to work together on any improvements to the LEC and he would check with the County about when they could meet.
• Indigent Services:
Ms. Garten commented that Ms. Candace Lattin was our indigent services attorney and she was over booked. Ms. Garten explained that we needed to look at options to help her out. Mayor Taylor questioned who else was out there. Mr. Van Blaricum stated that John and Tracy Beverlin helped sometimes. Mr. Howard stated that there was a pool of attorneys that worked for so much an hour, so we could see if there was a pool that would work for our fee. Mr. Howard reminded the Commission that Ms. Lattin gets paid $2,000 a month and he questioned if a pool of attorneys would relieve the situation. Mr. Howard commented that Chief Myers’ complaints were the back log and the jail being full.
Ms. Garten commented that one of the options suggested by Chief Myers was to hire a second attorney and that might cut down on continuances in court. Commissioner Detwiler questioned if that was the reason that the pit bull was still being boarded at Skaggs. Mr. Van Blaricum stated that he had talked to Chief Myers and that was going to be resolved. Mr. Van Blaricum explained that, if a dog that was picked up as a vicious dog, it cannot be taken to the Humane Society. Commissioner Detwiler commented that she thought that pit bulls could go out to the Humane Society. Mr. Van Blaricum stated that the owner of the dog does not understand that they need to find someone to take it that was outside the City of Pratt.
Mr. Van Blaricum stated that there were too many people charged with crimes and there were thirty cases on the docket and only one indigent attorney. Mr. Van Blaricum added that the officers were inundated with cases, the jail was full; therefore, the system was working. Mr. Howard questioned if some of the offenses could be changed to being cited instead of an arrest. Commissioner Kumberg suggested that ‘failure to appear’ be one of those. Mr. Van Blaricum stated that a lot of people that have been charged with something that Ms. Lattin is appointed to, do something else and it gets overlooked that they are already in jail and two-thirds of the reasons they do not show up for court is because they are too stoned.
Mr. Howard commented that something needs to be done to speed things up and that could be either having two or three different attorneys or do some type of adjustment in citations vs. arrests. Mr. Van Blaricum stated that Ms. Lattin was good at what she did and it was a thankless job that she was underpaid for. Mayor Taylor questioned how many hours Ms. Lattin puts in. Mr. Van Blaricum stated that she works as hard as he does. The Commissioners were in agreement that Ms. Lattin’s salary would be looked into. Commissioner Detwiler suggested asking her about $75 per hour. Ms. Garten commented that we could advertise to attorneys that we were going to pay $75 per hour and see if they would like to be included in the list. Mr. Van Blaricum commented that we would get a few. Mr. Van Blaricum added that Ms. Lattin was not the problem, but it was the volume. Mr. Van Blaricum stated that he would visit with her and see what she feels would be best.
TAX REVENUE INFORMATION:
Ms. Garten stated that the tax revenue section was for informational purposes. Ms. Garten explained that she receives the valuations from the County by July 1st. Ms. Garten commented that there were the motor vehicle taxes for 2014 that come from the County Treasurer’s office, the City and County Highway Fund report that was money that we get from the State and a copy of the second class Cities tax rates and what they were. Ms. Garten pointed out the chart that showed what the total tax revenues were in 2012 and who it was allocated to. Ms. Garten explained that the City gets a small portion of the $22 million collected, which was $1.7 million, and the school got $4.4 million, the airport got $115,000, $5.5 million goes to the college, the County got $8.2 million and the State keeps $208,000. Ms. Garten explained the mill levies and the taxes collected and that the City’s sales tax rate increased from 8.05% to 8.65% on July 1st.
CAPITAL OUTLAY:
Ms. Garten stated that the City Clerk had budgeted to replace two computers and one printer and Municipal Court had included a laptop and software for the courtroom in their 2014 budget. Ms. Garten commented that they had already visited about the Fire Department’s need for more bunker gear, SCBA’s and they had also included a replacement for their thermal camera that was not working. Ms. Garten explained that other proposed purchases from departments included a computer replacement for Code Enforcement, backhoe repairs, tree replacements and repair of the low water crossing at Mae Dennis Park for the Parks Department and replacement of chairs and tables at the Municipal Building.
Ms. Garten reviewed other equipment purchases and improvements that were in the current budget proposal. Ms. Garten stated that any purchases over $10,000 would come before the Commission for their approval.
• Reserve Accounts:
Ms. Garten stated that items purchased from the reserve accounts were a vehicle for the Police Department, the needs and wants from the Fire Department mentioned in the Chief’s memo and the Electric Department was starting to save for a new digger truck.
Commissioner Detwiler commented that they had talked about a 3% increase for employees, but according to Chief Kramer’s memo, they were going to take a 17.8% cut. Ms. Garten stated that that was their idea. Mr. Howard commented that he had told Chief Kramer that he did not like their idea. Mayor Taylor stated that he had visited with Chief Kramer at the Miss Kansas parade and the guys were going to voluntarily give up their $10 per training session and hoped that it would go towards the purchase of a new fire truck.
Ms. Garten stated that they currently had $40,000 for reserves; however, if they use it for other equipment, they would not have that much. Mayor Taylor commented that the memo shows the priorities in order and the truck is first on that list. Commissioner Hlavachick questioned if they had put back one mill for their truck before. Ms. Garten stated that that was correct and they would have $100,000 at the end of 2014 for the purchase of a truck.
Ms. Garten stated that they were going to give up their Wednesday night training pay of $10 per fireman to go towards the purchase of a new truck. Mr. Howard explained that they get $10 per weekly training and $25 per fire call. Mayor Taylor stated that their list for 2014 were priorities that they put in there knowing that it may not happen, but the truck was more of a priority than the camera.
ANALYSIS:
Ms. Garten stated that she had charted the total cash for all funds for all services since 2001 and we were at an all time low of $12.8 million. Ms. Garten commented that there were several projects done that had been saved for; therefore, we had spent down our cash reserves. Commissioner Kumberg questioned if that concerned her. Ms. Garten stated that it was starting to, but we were where we wanted to be. Ms. Garten added that she did not want the downward trend to continue.
Ms. Garten explained the list of funds and their dollar amount that added up to the $13.6 million. Ms. Garten commented that the general fund and the enterprise funds were a concern, because we need cash to operate. Ms. Garten stated that we were healthy in the reserves and agency funds. Ms. Garten commented that $13 million sounds like a lot of money, but it was not when you start breaking things out between funds.
Ms. Garten commented that the debt chart shows that it was decreasing and most of it would be paid off by 2018. Commissioner Kumberg stated that the cash to debt ratio was very good. Mr. Howard stated that the biggest project on the books would be the Main Street project. Ms. Garten added that the electrical plant was updated and money had been spent on that the last couple of years. Commissioner Kumberg stated that this would be a good recharge period.
PROPOSED LEGAL BUDGET:
Ms. Garten stated that the next section was the proposed legal budget and what would be published and sent to the State.
DETAIL:
• General Fund:
Ms. Garten explained the financial summary of revenue and expenditures for the general fund and that the total for the year was about $5 million.
• City Commission:
Ms. Garten commented that there was not a lot of difference in this fund. Commissioner Kumberg questioned what the $2,500 was for in line item 411-402. Ms. Garten stated that that was for the update to the audio system in the Commission room.
• City Manager:
Ms. Garten stated that they had decreased the building and lands from $20,000 to $15,000. Commissioner Detwiler questioned what the expense was in line 412-202. Mr. Howard stated that that was for the repairs to his vehicle.
• City Attorney:
Ms. Garten stated that she had reduced the part-time salary a little bit, but there was built in money in case we needed additional attorney work done. Mr. Van Blaricum stated that some of this would be covered under insurance. Mayor Taylor questioned if we should leave the part-time at $10,000. Mr. Van Blaricum commented that we might keep something in there even though it was seldom used.
• City Clerk/Utility Billing:
Ms. Garten stated that equipment expenses had been increased due to fees and contracts going up. Ms. Garten commented that they would be replacing computers and printers and the City Clerk had been putting back $5,000 in capital equipment reserves for a new truck for the meter readers.
• Finance:
Ms. Garten stated that she had increased her professional services, because this was the last year on the audit contract. Ms. Garten added that that would go out to bid, so she was not sure of what the cost would be. Commissioner Kumberg commented that it had been going up every year. Ms. Garten explained that we do a three year bid for the audit and it had gone up drastically if you look back another three years. Ms. Garten commented that there was also a transfer to capital equipment reserves for software and hardware purchases. Ms. Garten added that there was about $66,000 in there.
• Police:
Ms. Garten stated that the police department was full staff now, so salaries were a little higher. Commissioner Kumberg questioned the amount of overtime salaries and whether that could be better mediated. Ms. Garten commented that they were working on that and the hard part was that they had to have coverage. Ms. Garten stated that the challenge was having all shifts covered and not paying overtime. Mr. Howard commented that dispatch was sometimes covered by officers and that challenges the budget. Commissioner Kumberg questioned if we went by the rule of thumb that, if you are paying 10% of actual wages, you need to hire another person. Mr. Howard explained that Chief Myers was aware of the overtime and it was a lot more under control than it used to be. Ms. Garten pointed out that a new hire with benefits could cost more than overtime. Mr. Howard stated that Chief Myers had visited with him about having to have another full time officer if Pratt continues to grow. Commissioner Kumberg questioned the decrease in unemployment. Ms. Garten stated that their rating went down.
• Animal Control:
Ms. Garten stated that she had taken out the line items that had not been used in the last five years, so it reduced it a little bit. Ms. Garten pointed out that they were saving for a new truck, but it would not be funded this year.
• Municipal Court:
Ms. Garten commented that line item 204 had been increased for the indigent attorney issue that had been discussed earlier. Commissioner Kumberg questioned why the line item for medical insurance jumped up so quickly. Ms. Garten stated that Ms. Walker had changed her status from single to employee/child.
Ms. Garten stated that there was a new State law requiring $250 go to the State for every DUI conviction, so that has to be budgeted. Ms. Garten explained that she had based the budget on the past three year average. Ms. Garten commented that they were reserving funds to purchase a laptop and software for the court clerk.
• Fire:
Ms. Garten stated that the part-time salary had been reduced by the $10 training session fees that were paid to the volunteers and that money would be applied to capital equipment reserves for a future truck purchase.
• Code Enforcement:
Ms. Garten stated that code enforcement’s budget had no changes.
• Parks:
Ms. Garten commented that line item 402 had the backhoe repairs and the purchase of two weed eaters. Ms. Garten stated that there were funds to do something with the low water crossing at Mae Dennis Park and $7,000 was transferred to reserves for a 2015 mower replacement and Mr. Eckhoff had delayed the purchase of a new truck. Commissioner Hlavachick commented that $3,500 does not buy many trees. Mr. Howard explained that they could use some of Mr. Blake Himmelwright’s donations since he did not have a problem using those funds outside of Lemon Park. Mr. Howard added that Mr. Himmelwright had expressed that he would prefer the purchase of more mature trees. Ms. Garten commented that they could also tap into the special parks and recreation fund.
• Pool:
Ms. Garten stated that the pool had a younger lifeguard staff this year, so their salary line item stayed the same as last year. Ms. Garten explained that the equipment expenses had been lowered since there had already been some updates done. Commissioner Skaggs questioned the matting around the pool. Mr. Howard stated that it had been used when the fiberglass liner failed to prevent injuries to anyone’s feet. Mr. Howard added that they had bolted the matting down over the fiberglass and then removed it when the repairs started.
• Municipal Building:
Ms. Garten stated that the general fund was for the utilities and some equipment. Ms. Garten commented that they transfer $5,000 to $10,000 for any renovations.
• Recreation:
Mayor Taylor commented that he had gotten some complaints about the Sports Complex. Mayor Taylor stated that there may need to be an adult out there to better utilitize the summer help. Mayor Taylor suggested Mr. Ron Hill for that position and thinks that he had the knowledge to keep the diamonds in good shape. Commissioner Detwiler questioned if that was not already being done by Mr. George Brown. Mr. Howard stated that this should be a topic for an executive session.
• Executive Session:
Mayor Taylor made a motion to enter into executive session to discuss non-elected personnel to last 15 minutes. The motion was seconded by Commissioner Kumberg and carried unanimously.
Mayor Taylor made a motion to return from executive session with nothing to report. The motion was seconded by Commissioner Hlavachick and carried unanimously.
• Recreation cont.:
Ms. Garten stated that they had an increase in concession sales and had made money even after the cost of supplies. Ms. Garten commented that there was also money in the budget to upgrade the scoreboard. Commissioner Detwiler questioned which scoreboard they were talking about. Mayor Taylor stated that it was the one on Smokey Ford Field, because they had had electricians out and replaced parts. Mayor Taylor added that they could keep score, but there still were no ball and strikes. Mayor Taylor stated that we wanted it fixed before the American Legion State tournaments.
• Public Works:
Ms. Garten stated that Mr. Rambat had not changed anything. Mayor Taylor questioned where his salary was. Ms. Garten stated that it was taken out of wastewater, water, street and sanitation.
• Maintenance:
Ms. Garten stated that this department was down a bit due to the vacant position not being used.
• Cemetery:
Ms. Garten commented that the salaries for the cemetery were taken out of the general fund. Ms. Garten explained that they had paid for their fuel expenses out of the general fund, but had put it back here this year. Commissioner Kumberg questioned the increase in their insurance. Ms. Garten stated that Mr. Jeff Gilmore had gotten married and went to the family plan.
• Special Street:
Ms. Garten stated that the street salaries were paid out of the general fund, but overtime and benefits were taken out of the street fund and some out of the general fund. Ms. Garten pointed out that the loan on Fincham Street would be paid off in 2013, which allowed the overtime and benefits to be moved.
• Industrial Development:
Ms. Garten commented that this was where Economic Development committee gets their quarterly allotment. Commissioner Kumberg questioned if we were supposed to get quarterly updates on what they were doing. Mr. Howard stated that Ms. Siemens used to do a quarterly report to the Commission. Commissioner Skaggs questioned what Ms. Scarbrough’s salary was. Mr. Howard stated that she was paid by the Chamber and Tourism, so he was not sure. After more conversation, Mr. Howard stated that he would visit with Ms. Scarbrough to see when she could give the Commission an update on what they had been up to.
• Transfers:
Ms. Garten stated that capital outlays were for unexpected requests and donations.
General Fund (Tax Levied & Special Revenue Funds):
• Library:
Ms. Garten stated that the library fund was the four mils and that we collect and distribute to them. Ms. Garten added that they have their own budget.
• Cemetery:
Ms. Garten stated that the sale of cemetery lots and services were in this fund. Ms. Garten commented that salaries were in the general fund. Mayor Taylor questioned if there was any way they could water the trees and bushes plus trim some of them back. Mr. Howard stated that he would talk to Mr. Simpson. Ms. Garten pointed out that they were saving for a truck and mower replacement in reserves.
• Noxious Weeds:
Ms. Garten stated that this fund was for chemicals to control mosquitoes and weeds. Mayor Taylor commented that there were areas on City property that had pretty bad cases of bind weed. Mr. Howard stated that we were addressing that.
• Tort Liability:
Ms. Garten explained that this fund had a healthy balance, so it was not levied.
• Special Streets:
Ms. Garten stated that ¼ cent sales tax money was in this fund along with gas tax and the special highway revenue. Ms. Garten commented that she had put the overtime and benefits back into this fund since Fincham Street would be paid off. Ms. Garten added that that was approximately $65,000. Ms. Garten explained that there were more streets to maintain than money available, but building and lands had been increased to replace the roof on their south building. Ms. Garten stated that they would transfer $65,000 to capital reserves for the purchase of a new street sweeper to replace the current 2002, replace the 1979 loader tractor and the 1987 dump truck. Ms. Garten added that these were the first transfers to begin saving for these items.
• Convention & Tourism:
Ms. Garten stated that this was guest tax revenue. Mayor Taylor questioned the $664,000 and if that was budgeted. Ms. Garten explained that that was total revenues with cash carry over. Ms. Garten commented that line item 204 for $80,000 was Ms. Scarbrough’s salary and requests. Ms. Garten also explained that there was $75,000 for advertising in item 209. Mayor Taylor commented that they had talked about needing more. Mr. Howard explained that they were confused and Ms. Scarbrough had thought they were taking advertisement out of their $80,000 budget. Mr. Howard added that the City does most of the advertising. Ms. Garten stated that advertising had been increased for Sandy Creek.
Commissioner Detwiler questioned, if a part of Ms. Garten’s and Mr. Pinkall’s salary were in the regular employee salary amounts, why we budgeted $94,000 in 2014 and $92,500 this year when only $25,000 was used. Ms. Garten explained that an additional employee to promote activities was discussed a few years ago, but Mr. Pinkall had taken on that position, but the funds had been left in there in case things changed. Commissioner Kumberg questioned taking that out unless we see adding that position in the future. Ms. Garten stated that that could be reduced because it was still in the cash balance. Mayor Taylor questioned if it was not general fund money. Ms. Garten stated that the Commission had the authority if that was the direction they chose to go. Commissioner Kumberg questioned if there was any money from Travel and Tourism that had been held over. Ms. Garten stated that the money stays in that fund if it was not spent.
Mayor Taylor questioned if $94,000 was a safe number in there. Mr. Howard stated that the City does a lot of promotion and not the Chamber. Mr. Howard explained that we had stepped in on the street project or it was not going to get done. Mr. Howard added that the Chamber had not helped with the Withers project.
After some discussion, Commissioner Kumberg questioned why more people were not interested in Pratt, which concerned him. Commissioner Kumberg added that he felt we were missing the bus and it was too important to not get on it. Mayor Taylor agreed that we were missing the tourism aspect. Mr. Howard stated that the motels were full and not just with the oilfields. Mayor Taylor commented that we should do bus tours one day a week down to Buster’s, the museum or the Gyp hills. Mr. Howard stated that the Sports Complex had tournaments Thursday thru Sunday, Miss Kansas was a big draw as was hunting season. Mr. Howard commented that there was a nine month stretch that we do not have something every weekend.
Mr. Howard stated that tourism was a lot of promotional things that could be advanced. Mr. Howard commented that the Farmer’s Market should be in a big area and not the little block that they were in now. Commissioner Kumberg stated that Ms. Jan Luttrell was trying to get a Farmer’s Market board put together. Mr. Howard stated that the City should not have to enhance those things and that we should stay focused on sports. Commissioner Kumberg commented that he felt that we were missing a piece of the puzzle. Mayor Taylor agreed that there were areas that were not being touched. Mr. Howard stated that the detailed events were not happening and there was a lot that could be done.
RECESS:
Commissioner Detwiler made a motion to recess until Thursday at 9:00 a.m. The motion was seconded by Commissioner Kumberg and carried unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
_________________________________
LUANN KRAMER, City Clerk
JULY 10, 2013
The Governing Body of the City of Pratt met in a Budget Work Session in the Commission Room located in City Hall.
PRESENT:
Jeff Taylor Mayor
Bill Hlavachick Commissioner
Gary Skaggs Commissioner
Karen Detwiler Commissioner
Lucus Kumberg Commissioner
ALSO PRESENT:
Dave Howard City Manager
LuAnn Kramer City Clerk
Ken Van Blaricum City Attorney
Diana Garten Finance Director
CALL TO ORDER:
The work session was called to order by Mayor Taylor. The Mayor instructed the Clerk to note that all Commissioners were present.
The Mayor reminded the audience that this meeting may be taped and/or recorded.
INVOCATION AND PLEDGE OF ALLEGIANCE:
Mayor Taylor led the staff and audience in the invocation and Pledge of Allegiance.
BUSINESS:
• Rate Increases:
Mr. Frank Laubhan addressed the Commission on his concern that the City was not adjusting utility rates. Mr. Laubhan stated that we did not want to be faced with having to make a huge adjustment, because that was a killer for citizens and a terrible adjustment that businesses have to make. Mr. Laubhan commented that there were no small adjustments and a gradual adjustment per year would be easier for everyone than being faced with a large one.
Mr. Laubhan asked that the Commission talk about an increase since it had been almost six years since there had been an increase. Mr. Laubhan stated that he did not know the City’s finances, but he would bet that the reserve funds were starting to go down. Mr. Laubhan commented that reserves were there for a reason and that was for improvements and expansion. Mr. Laubhan explained that there had been two wastewater treatment plant adjustments and this would not be the last one, but those were things that were going to happen. Mayor Taylor commented that inflation takes part of that also.
Mr. Laubhan commented that doing a gradual adjustment would help people absorb it and the City would be far better off. Mr. Laubhan stated that, with term limits in place, Commissioners were going to be forced to step down and new people would come on. Mr. Laubhan added that new people coming on would not know that it takes more than a short term to learn the City’s business and they will not want to do anything because they have fear of the public. Mr. Laubhan stated that the City is in a good financial situation and that was due to a Commission having foresight.
Mr. Laubhan repeated that he just wanted the Commission to consider the increase in utilities. Mayor Taylor commented that it was one of the subjects to discuss under each of the utilities and he thanked Mr. Laubhan for coming forward. Mayor Taylor stated that Commissioner Hlavachick and he had been on the Commission for some time and he felt that the community would understand with the right discussions. Mayor Taylor stated that the last increase was for 2% for five years. Mr. Laubhan stated that 2% per year would help the City stay up with the curve and it was easier to stop then come in with an adjustment. Mr. Laubhan commented that increases were increases, but easier to adjust to little by little and it was hard to realize if you do not know they are coming. Mr. Laubhan added that that was why reserves are there, but the purpose for that stuff was not to delay adjustments. The Commission thanked Mr. Laubhan for his input. Mr. Laubhan wished the Commission good luck on their budget.
2014 BUDGET:
• 2014 Highlights:
Finance Director Garten stated that the budget was a work in progress and changes could be made. Ms. Garten stated that the 2014 budget was $23,533,090, which gives us a mill levy of 45.015 for 2014. Ms. Garten commented that we had worked hard to keep things level and operate the same way as the last few years without increasing taxes or rates. Mayor Taylor questioned if more was going to the general fund and that he had noticed an adjustment in the money. Ms. Garten stated that bond and interest was down so she had used the difference in the general funds. Ms. Garten explained that valuations went up about $2 million and one mill for the City was worth about $40,000.
Ms. Garten stated that the operational expenses had been reduced if money had been in there and not spent in the last five years. Ms. Garten added that there were transfers to the reserves and assured the Commission that there was a healthy cash balance. Ms. Garten commented that the electric fund had a healthy balance, but she had eliminated that. City Manager Howard explained that they do overhauls to the units and we had put more hours on them than we used to, but not as many as we would over ten years. Mr. Howard added that that could change at any time. Mr. Howard stated that he was not concerned, because the overhaul would not be done if we do not put the hours on. Mr. Howard reminded the Commission that it could be sooner if things accelerate. Mayor Taylor questioned if that money was going in reserve funds or capital equipment reserves. Ms. Garten stated that it was in capital reserves and capital equipment reserves. Ms. Garten commented that Director of Electric Utilities Hemphill projected the overhauls very far out in the future and that had been delayed this year. Commissioner Skaggs questioned if we knew how the Garden City deal with KMEA would turn out. Mr. Howard stated that it depends on second day marketing and wind generation nationally. Mr. Howard explained that the Government was planning on shutting down a lot of coal fired plants and we do not know what that is going to do. Mayor Taylor commented that it would increase the cost of electricity. Mr. Howard stated that we need a few more years to see how that was going to play out.
Mayor Taylor stated that we were cheaper than Ninnescah Electric, so it was not a bad time for a small increase if we need to. Ms. Garten stated that it was good to be proactive and the electric utility revenue bond that the City had taken out fifteen years ago would be paid off in 2018 unless we take out another one. Ms. Garten explained that the electric utility fund would increase by the loan payment amount of $1.2 million once the bond was paid. Ms. Garten commented that the auditors had mentioned that we were not meeting the bond requirements and a small increase in 2014 would be needed and to stay proactive. Commissioner Kumberg commented that he would like to see the bond reserve fixed this year and not see it again on the audit. Commissioner Kumberg added that accounting things on an audit do not look right. Ms. Garten explained that they would show up in the 2013 audit, but there have been some adjustments made. Mr. Howard stated that the Garden City deal would be really good if it works out. Mr. Howard commented that the electric fund rolls over to all other utilities and electricity to run the water pumps was one of their biggest expenses; therefore, if we do well with the electrical it helps the other utilities.
• Cost of Living or Bonus’ for Employees:
Ms. Garten stated that she had worked in a 3% cost of living increase for the employees, but that was up to the Commission how that would be handled. Commissioner Detwiler shared a spread sheet that she had put together showing the affects that a cost of living raise had on KPERS, Social Security, Workers Compensation and other expenses. Commissioner Detwiler suggested that the Commission consider a 3% bonus, which would freeze salaries but employees would get a 3% bonus on their gross base salary. Commissioner Detwiler commented that a bonus system would save the City over $2 million dollars over a ten year period. Commissioner Detwiler stated that it would not make that much difference for the employee, because if they overpay, they get that back when they file their taxes.
Commissioner Detwiler stated that they needed to get salaries down, because employees in charge of maintenance were going to be making a lot more money. Ms. Garten explained that the beginning salary scale had been increasing, so you had to pay more to get employees. Ms. Garten added that the market was tight and, if you do not increase the people that had been here awhile, the newer employees will be passing them. Commissioner Detwiler commented that the salaries would be frozen so the 3% would not take place. Mr. Howard explained that the City rarely hires a person at minimum because of the competitive job market.
Mayor Taylor questioned if Social Security and Medicare were taken into consideration on the employee portion. Commissioner Detwiler stated that they pay out of their gross salary and the employer portion of Social Security and Medicare was 7.65% and KPERS was 9.69% of the employee’s salary. Ms. Garten questioned if that 3% was figured on their annual based salary and not taking into consideration part-time seasonal. Commissioner Detwiler stated that part-time were not getting a salary increase. Mayor Taylor questioned if we pay part-time help less. Ms. Garten stated that it depends on what job they were doing. Ms. Garten explained that some pool, fire and recreation employees were repeat employees and they get a 3% since they come back year after year. Commissioner Detwiler commented that Cities should not have to have the highest salaries. Mr. Howard commented that the oil boom was not happening State wide and oilfields were not paying benefits thirty years ago. Commissioner Detwiler questioned what happens when the oil boom was over. Mr. Howard stated that he was not against what she was suggesting, but in all reality you do not do this when the economy was still competitive. Mr. Howard added that you had to pay to get people to work for you and younger people were not concerned with retirement or benefits, but what was on their paycheck.
Ms. Garten explained that everyone would go to having 6% less in their paycheck in 2014 due to a change in KPERS withholding requirements going from 4% to 5% in 2014 and 6% in 2015. Ms. Garten commented that a current employee would be getting paid less than someone that was hired last year on the bonus system. Commissioner Kumberg commented that we should be in the middle ground with wages, but not be in a position that we were overpaying. Commissioner Hlavachick questioned what the employees would think of this and he could see a major problem if we freeze salaries. Commissioner Kumberg explained the Kansas Hospital Association’s market rate study to see what the base rate was. Commissioner Kumberg commented that certain levels were increased to base pay and some moved up by merit. Ms. Garten explained that a lot of upper management in the City are close to retirement and we would be losing our knowledge base.
Commissioner Skaggs questioned if we were losing trained employees to other Cities. Mr. Howard commented that we were not losing our upper level, but those were the employees that you count on in a snow storm or in an emergency, because you do not have to tell them what needs done. Mr. Howard added that a new employee lacks the knowledge in those situations. Commissioner Detwiler questioned if we were not training anyone to take over those positions. Mr. Howard stated that we were, but it takes time to learn some of those jobs and to be able to do it without being told what needs done.
Commissioner Skaggs questioned if we should try the bonus plan on a yearly basis and let the employees see it. Commissioner Skaggs commented that they may think it is great at first glance, but see if it is different later. Mr. Howard explained that this was done when the economy was down so that you do not have to cut wages. Mr. Howard stated that key people would look to go somewhere else if their salaries were frozen. Commissioner Kumberg commented that employer insurance costs could double or triple, so that was something we needed to keep in mind. Mr. Howard stated that, if that were to happen, we would look at shifting more of that burden on the employee.
After more discussion, Ms. Garten stated that nothing would change in 2014 no matter what decision the Commission made on the salaries. Ms. Garten stated that the total increase, whether paid as a raise or a bonus, was $140,000 and the change would come in subsequent years. Ms. Garten explained that that would affect part-time firefighters and pool employees and might affect different enterprise funds. Mr. Howard stated that he did not disagree with part-time employees, but firemen and some others were not typical part-time employees. Ms. Garten added that you would have to look at the pool manager as well. Commissioner Detwiler agreed that Ms. Trimpe was not typical since she had been there for quite awhile.
Commissioner Skaggs questioned how many firemen get paid by their employers when they are on a call. City Clerk Kramer stated that she did not think that many of them did. Mr. Howard stated that they get $25 per fire call and $10 per training meeting. Commissioner Detwiler commented that you would take into consideration any employee figured as permanent, whether that was summer help for recreation or mowing. Mr. Howard added that you would have to put lifeguards in there. Commissioner Detwiler clarified that it would be any return employee each year. Ms. Garten questioned if we would figure the bonus on their base salary or on hours worked the prior year including any overtime. Commissioner Skaggs asked if you would include overtime as part of their gross. Mr. Howard answered that it would 3% on their base salary. After little more discussion, Mr. Howard suggested that they go through the rest of the budget and come back to this.
• KPERS, Health Insurance, etc.:
Ms. Garten stated that the current KPERS rate was 8.94%, but would go to 9.69% in 2014. Ms. Garten explained that employees who had been with KPERS awhile would be given an option to have 6% withheld from their paycheck to achieve a higher benefit multiplier rating or they could stay with 4% and get a lower multiplier. Ms. Garten commented that this had not been approved by the IRS yet. Ms. Garten stated that tier 1 employees that currently have the 4% taken from their check will have to go to 6% on January 01, 2014, tier 2 was already at 6% and they would be doing away with the 85 point system.
Ms. Garten stated that there was no increase in health insurance for this benefit year and worker’s compensation continued to increase due to the number of claims. Ms. Garten commented that the City has continued their monthly safety trainings. Commissioner Kumberg questioned who our carrier was. Ms. Garten stated that it was EMC Insurance through Sanders Agency. Commissioner Kumberg suggested looking at others and explained that the hospital had experienced the same thing and they were not paying what they had been before.
Ms. Garten commented that she had left the fuel costs at $4 per gallon. Ms. Garten explained the contracted services with the Humane Society and other donations that were paid with City funds. Commissioner Skaggs questioned Commissioner Detwiler on whether the Humane Society was viable now or not. Commissioner Detwiler stated that they were and that there was a board member that was kicking in some money. Commissioner Skaggs asked if the employees pay the $437 for their health insurance. Ms. Garten stated that there were four tiers to our health insurance and the City covers 100% for the employee and 83% of the other tiers.
Ms. Garten stated that the unemployment benefit cost rate for 2013 was at .12%. Ms. Garten commented that the contingencies had been eliminated in the electric, water and sanitation. Commissioner Skaggs commented that the tort liability had jumped up. Ms. Garten stated that this was something that we had to budget, but do not expect to spend and that there was $700,000 currently in that fund. Ms. Garten added that you had to meet budget laws. City Attorney Van Blaricum commented that tort liability was covered by insurance and this was our deductable or attorney fees.
DISCUSSION TOPICS:
• Sandy Creek:
Mr. Howard commented that the contractor was about 80% done with the mass grading and EBH should be restaking the water line. Mr. Howard stated that we should be done with our utilities in August, but we did not have a date from the gas company yet. Mr. Howard explained that he had been talking to realtors and contractors who think that we should ask anywhere from $33,000 to $35,000 per lot. Mr. Howard added that we could do $20,000 per lot and do specials for the remaining balance over a ten year period. Mr. Howard stated that there did not need to be a decision today, but we needed to be ready to sell the lots and recoup our money so that we could go on to the next phase. The Commissioners were all in agreement to pursue the specials option. Mr. Howard added that the option would be for ten years, but they could decide to pay off sooner if they wanted to. Mr. Howard questioned if they should get a discount if they pay all of it. Commissioner Kumberg stated that he thought that we should. Mayor Taylor commented that we bought this property for $185,000 and had spent $110,000, so we would not have to add all that into the cost since we had already sold part of that land. Mr. Howard informed the Commission that the developer that had purchased the two acres had decided that they did want the third acre. Commissioner Detwiler commented that we needed to recoup some of that cost or we would not have the money to go on to another phase. Mayor Taylor stated that we should cut back on the cost of a lot since we made more money on those two lots than it cost us for the entire acreage.
Commissioner Detwiler questioned if we were disregarding the land purchased from Mr. Kenny Gates since it was in a flood plain. Mr. Howard stated that we had purchased Mr. Gates’ property to have the bridge, but not as part of the development. Mr. Howard added that Mr. Gates had wanted to sell all that was there. Mr. Howard commented that he did not know how long it would be before the City would recoup their money, but they would eventually. Mayor Taylor stated that we had already recouped the money spent on the land and the utilities.
Mr. Howard stated that the area would be zoned R-1 and have no minimums. Mr. Howard added that Cities usually do not do covenants, but there was nothing that said we could not. Mr. Van Blaricum commented that we could do covenants or revise the zoning. Commissioner Skaggs stated that putting in a prefab could kill this project pretty quick.
Commissioner Skaggs questioned if there was a cost on a barrier fence on the Withers’ property. Mr. Howard stated that Mr. Withers had given his permission to put something up. Mr. Howard explained that the prefab walls were expensive, so trees were the best way to go. Commissioner Hlavachick commented that trees and slats would work. Mr. Howard added that that would hide it most and the houses would eventually hide it. Commissioner Skaggs requested that it be a lighter color and not one that stands out. Mayor Taylor questioned if we could get the trees going now and keep them watered. Mr. Howard stated that that was part of the land planning and we did have water because of this development. Mr. Howard commented that a berm would be expensive unless the hospital would have dirt left over.
• Wal-Mart property:
Mr. Howard informed the Commission that Mr. Adam Deda was interested in the three acres behind Wal-Mart to put in his own body shop. Mr. Howard explained that there would have to be something in the contract that any salvage vehicles would have to be behind a fence or inside the shop. Mayor Taylor stated that he had talked to Mr. Kenny Roberts and he told him that there would be two buildings, which one area would be for wrecked vehicles or ones waiting to be worked on. Mr. Howard stated that we could put that in the zoning since this land had not been zoned yet.
Mr. Howard commented that Mr. Deda had offered $10,000 per acre. Mr. Howard stated that Mr. Brian Simpson would do the dirt work, so the City would not have to come in and do it. Mr. Howard explained that Mr. Deda wanted to get moving on this and he knew that he would run a clean operation and generate a lot of sales tax. Commissioner Skaggs commented that Mr. Roberts does not do anything that is not clean and he uses his money wisely.
Commissioner Detwiler questioned if there would be a public hearing on this. Mr. Howard stated that there would not be since you were allowed a one-time lot split, but we would have to notify home owners in the area. Commissioner Kumberg questioned if they would be on the tax revitalization program. Mr. Howard stated that it would have to be annexed, but it would be part of that program. Mr. Howard added that, if the Commission did not want to do this, the City needed to get it annexed anyway. Mayor Taylor stated that that would get it back on the tax rolls.
• Freddy’s:
Mr. Howard commented that he had been contacted by a restaurant named Freddy’s and they were interested in the other acre by the motel in the Sandy Creek Addition. Mr. Howard added that we had the approval of the site plan for the motel and this was in the contract, so we should be moving forward on that.
• Purchasing Property:
Mr. Howard commented that there was property on South Jackson that had been foreclosed on and they were asking $10,000, but no one knows who has the title.
Mr. Howard stated that Mr. Rick Barker was asking $30,000 for the property south of the park on South Main and he was willing to tear down the houses and tear the foundation out. Mr. Howard commented that we would have to follow asbestos guidelines if we tore it down, but the homeowner does not. Mr. Howard suggested that the property could be used for a mechanics shop or an expansion of the park. Mr. Howard added that this would be cleaning up some of the worst houses in the area. The Commissioners were all in agreement to get a contract going with Mr. Barker. Commissioner Skaggs requested that there be a time frame for this to be done. Mr. Howard stated that he had been told that it had to be done by October 1st.
• Tribune parking lot:
Commissioner Skaggs commented that he was curious where people that park in the lot south of the Barron Theatre were going to park once the Leadership group gets the park in there. Commissioner Skaggs suggested the Pratt Tribune lot, but he was not sure they wanted to sell it, but it should be looked into. Mr. Howard stated that he would look into that.
• Barron Theatre:
Ms. Garten stated that there was a Facebook page requesting help for the Barron Theatre and there were rumors that they would be coming to a Commission meeting with their concerns. Commissioner Kumberg stated that it was fine if they want to come, but the fact of the matter was that they had not talked to Mr. Tim Barker yet. Ms. Garten stated that the comments were that Mr. & Mrs. Barker would keep it if it was upgraded to digital. Mr. Howard commented that Mr. Barker had never asked the City for anything.
Mr. Howard stated that Mr. Barker had explained to the ED Board that there were less Barkers now and his family needed his time. Mr. Van Blaricum commented that he had visited with Mr. Barker and he had said that he was going to close the Barron, but he was not sure when. Mr. Van Blaricum added that the Facebook comments were unsolicited and unknown to Mr. Barker, but forced him to the interview with the TV station. Mr. Van Blaricum stated that Mr. Barker had told him that this building was not conducive to digital.
• Comprehensive Plan:
Ms. Garten stated that Planning and Zoning were working on the Comprehensive Plan. Mr. Howard commented that it was going slow, but they were reviewing it. Mr. Howard stated that there were a number of things mentioned and about 80% of that plan had been addressed. Commissioner Kumberg questioned what all was in the plan. Mayor Taylor explained that it was a comprehensive wish list. Mr. Howard commented that it was amazing how much had been accomplished and the next one would have more detail added to it. Commissioner Kumberg questioned how the citizens were involved. Mayor Taylor stated that there were five or six groups involved last time and everybody in the community could come and give their ideas. Mr. Howard stated that there were twenty-two meetings with citizens on this last one.
• Electric Department:
• KMEA/Garden City:
Ms. Garten commented that the electric department fund was an enterprise fund. Mr. Howard stated that he was the only executive board member that was not surprised when KMEA received a letter that they were going to be sued. Mr. Howard explained that the Sunflower load following agreement stated that you had to give three years notice if you wanted out and KMEA staff and board thought the agreement to sell GRDA was not part of that agreement, but he knew that it was.
Mr. Howard stated that he felt that Sunflower had a case, but he was not sure what would come out of this. Mr. Howard added that Garden City was the biggest one with Sunflower and he did not think Sunflower would let them go without a fight. Mr. Howard commented that KMEA was going to approve the contract that we did, but he had stopped that. Mr. Howard explained that KMEA would still pay us whether we sell to Garden City or not.
Mr. Howard stated that KMEA would not sign the agreement until this was all cleared up, but, if the agreement happens, we would not have a need to increase our electrical rates. Mr. Howard commented that there had been a lot done to keep the electric costs down. Mr. Howard stated that Mr. Laubhan’s point was right and we should do increases in small increments. Mr. Howard reminded the Commission that they had approved a 2% increase in all utility rates automatically for five years starting in 2003.
Commissioner Kumberg questioned what the cost per kilowatt was for our customers. Mr. Howard stated that it was on a tiered scale and the more they use the cheaper it is and it could be anywhere from 6.8 cents to .17 cents per kilowatt. Mr. Howard explained that the City pays about .7 cents per kilowatt if you average it over a year and around .10 or .11 cents with the fuel adjustment. Mr. Howard commented that the City averages our fuel adjustment costs and monitors it so that we do not have to change it. Mr. Howard explained that we could be overcharging from January to April, but we would be undercharging from May to October. Mr. Howard added that we do not make any money off of the fuel adjustment, but we do keep some in reserves so that we do not have to jump up the cost of the fuel adjustment.
• Water Department:
• Water rates:
Mr. Howard commented that, if we need to increase a utility rate, than this would be the one. Commissioner Detwiler commented that our rates were cheap because we were not getting it from a lake and having to treat it before using it. Mr. Howard explained that we only use surface water. Commissioner Kumberg stated that Sawyer’s water rates were twice what ours were, but they had all new water mains. Mr. Howard stated that, half of the cost of the waterline to the Ethanol Plant, was improvements to the City’s system and they paid for it. Mr. Howard reminded the Commission that all of the utilities were affected by whatever happens with electrical expenses.
• Street projects:
• Main Street Streetscape project:
Ms. Garten reviewed upcoming projects, such as the Main Street Streetscape project and the turn lanes on First Street. Ms. Garten commented that the turn lanes project was a 90/10 split with KDOT. Mr. Howard added that it would be about 20% since we were responsible for the engineering costs. Mayor Taylor questioned where the funds were coming from for the Streetscape project. Ms. Garten stated that tourism funds would be used as much as possible. Commissioner Kumberg questioned how much was in that fund now. Ms. Garten stated that there was about $600,000 and that $400,000 was from guest tax last year. Mr. Howard commented that this was not part of the money that we give them. Ms. Garten explained that this was a fund that replenishes itself.
Mr. Howard commented that we need to prioritize projects and some projects would have to take a back seat if we used a majority of tourism funds for the Streetscape project. Ms. Garten stated that the top three projects would be about $400,000 to $450,000. Commissioner Skaggs questioned if the sidewalk project could be cut back to do a 3’ sidewalk on First Street instead of the 6’, but make plans to expand it later. Mr. Howard stated that KDOT would not fund us if we do not do a 6’ sidewalk. Commissioner Skaggs commented that a 3’ sidewalk would not be that expensive if it was only done where the walking path is. Commissioner Detwiler stated that she worried about women walking with strollers on Sixth Street and the number of people talking on their cell phone and not paying attention. Mr. Howard commented that Sixth Street was the City’s so we could do what we want there. Mayor Taylor stated that no one walks on Sixth Street and First Street were people getting to work. Mayor Taylor added that the workers should be taken care of first before people walking for pleasure. Commissioner Detwiler stated that there were workers from McDonalds and Dillons that walk on Sixth Street. Commissioner Skaggs commented that they were both right and he requested that we get a cost for both areas doing a 3’ sidewalk. Commissioner Skaggs added that it should not go beyond Country Club Road.
Commissioner Hlavachick commented that he had been trying to get a bike path for years and questioned if that could be included. Commissioner Skaggs stated that that would make the cost go up. Mr. Howard stated that KDOT would make us have 6’ sidewalks for bikes. Commissioner Kumberg suggested that there could be paint on the streets that were wide enough and forego the wider sidewalks. Mr. Howard stated that Sixth Street would have to be made ‘No Parking’, but it was wide enough.
• Municipal Building:
Commissioner Skaggs questioned if they had not authorized the City Manager to hire an architectural firm to see what it would take to get the Municipal Building into the 20th century. Mr. Howard stated that he had visited with architects and $5,000 was not going to be enough. Ms. Garten stated that there was money in reserves to do the study, but not the work. Ms. Garten added that the work would take a bond issue. Mr. Howard commented that it would cost $10,000 to $20,000 for a study that would be worth anything.
Mr. Howard stated that this building was getting old fast and needed upgraded, but it was hard to commit to doing something until we know the costs of renovating the Municipal Building. Commissioner Skaggs commented that we could make use of the upper floor of the Municipal Building if the City offices moved there. Commissioner Detwiler questioned if they would leave the basketball court and kitchen. Mr. Howard stated that you could, because there was a lot of room in that building.
Mr. Howard stated that he had some money in professional services, but he needed to know what to tell the architect if the Commission was serious about moving the City offices. Ms. Garten stated that there was about $5,000 to $10,000 put back for Municipal Building improvements and that could go towards the study. After little more discussion, Mayor Taylor stated that he would go with the $20,000 figure for the architectural study. Mr. Howard commented that he would get bids by the end of the year.
• Wastewater Treatment Plant project:
Mr. Howard stated that the wastewater treatment plant project was moving along even though they were a little behind due to all of the rain. Mr. Howard commented that any problems that would affect the plant were a couple months out. Commissioner Skaggs questioned when this phase was supposed to be completed. Mr. Howard explained that it was set to be done in June, so they were not so far behind that it was a concern. Ms. Garten commented that there would be a need to talk about an increase here also since it goes hand in hand with water. Ms. Garten added that they would need some kind of revenue for the loan payments.
• Water Department:
• Sunflower R C & D:
Mr. Howard explained that the City had made the first phase payment to Sunflower R C & D, but had not given them anymore. Mr. Howard commented that they had not been spending it and he questioned if we wanted to continue with the funding after the report came out saying that the cost would be around $350 million. Mr. Howard added that the report showed that no community was having a problem with water and he did not see the return, especially since we had looked at it more for recreational purposes.
Commissioner Hlavachick commented that Mr. Mayberry was an optimistic guy. Mr. Howard stated that they were working on site selection and it would be a deal killer if the dam had to be moved or if the highway had to be moved, which would cost twice as much. Commissioner Kumberg questioned if we could say no to helping with the funding. Mr. Howard stated that we should. Mr. Howard explained that we would not be able to afford it even if we made a $1 million a year because of it. Mr. Howard commented that, if we had to meet 10% to 20% of that figure, the payback was not there. Commissioner Skaggs questioned if we were not obligated by contract. Mr. Howard stated that we were not and we could go after the money that we had put in. Mayor Taylor stated that the Federal government does not ask for a 10% cost share because they do not have that kind of money. Mayor Taylor commented that this was throwing good money after bad. Commissioner Hlavachick commented that there were twenty-four reservoirs in the State and water was not going to be a major factor forty or fifty years from now.
• Water rates:
Ms. Garten stated that this was another place that we needed to be proactive concerning a rate increase. Mayor Taylor commented that they could look at a 1% increase for five years. Mayor Taylor questioned what the gross receipts were for water. Ms. Garten stated that they were $743,000 and 1% would bring in $7,000. Mr. Howard explained that the upkeep of the wells were the biggest expense in the water department. Ms. Garten stated that a 1% increase for five years would not raise it much and would bring in about $35,000. Ms. Garten added that it was the same in wastewater. Mayor Taylor suggested a 2% increase.
Mr. Howard commented that the new EPA regulations go into effect in 2014, but he was not sure that it would affect us. Mr. Howard added that there were lobbies against this from the smaller Cities since the meters were more expensive. Ms. Garten added that materials, fuel and insurance had all gone up, but our rates had not. Ms. Garten stated that Mr. Van Blaricum would do an ordinance for a 2% increase for the next five years consecutively, unless the Commission would decide to lower or raise the rates during that five year period. Ms. Garten questioned if they wanted to include the electric or wait. Commissioner Kumberg suggested waiting to see what happens.
• Ethanol Plant:
Ms. Garten stated that the Ethanol Plant waterline’s original cost was $1.9 million and they were current on their payments. Ms. Garten added that their payments were $14,388 per month and their remaining balance was $485,000.
• Parks:
• Sprinkler systems:
Ms. Garten stated that there were several potential park improvement projects and they needed to be prioritized. Mr. Howard commented that they had a preliminary layout for the sprinkler system in Lemon Park, but they had not moved forward because of the Sandy Creek project. Mr. Howard added that they had not yet purchased the property from the Konkels on the layout, but Mr. Himmelwright would like to replant some trees. Mr. Howard commented that there were the two additions to Lemon’s that we needed to decide what to do with.
Commissioner Kumberg questioned if the sprinkler system in Sixth Street Park had gotten repaired. Mr. Howard stated that the meters were intact and working, but they had not been activated yet or needed to be until now.
• Main Street Park:
Mayor Taylor questioned if there had been any tests done on how far east they were going to dig on the Main Street Park. Mr. Howard answered that we were not going to be doing the digging and that Smiley Construction was going to dig it out and take it to the grade of the bricks. Mr. Howard explained that Mr. Rambat, EBH and he had met with the Leadership group and it was a bad time for Smiley Construction, so they set another meeting for around August 1st.
Mayor Taylor questioned what they would be doing with all that rock. Mr. Howard stated that they would work on the road through the Konkel property and several other dirt roads that could use it.
• Dog run:
Mr. Howard stated that he had been impressed with a dog run that he had seen in California and that it was about the size of a ball field. Mr. Howard explained that there was a gate you walked in, another gate to get to the dog run and there were private areas for two or three dogs. Mr. Howard added that he was amazed at how much it was being used. Commissioner Detwiler questioned if they had a separation for big and small dogs. Mr. Howard stated that they did not. Commissioner Hlavachick commented that it would not be that expensive to build and people walk on the sidewalk and the dogs run anywhere. Commissioner Hlavachick stated that a few benches and tables could be added.
Commissioner Skaggs questioned where a dog park could be located. Mr. Howard stated that it could be in one of the ball diamonds in Sixth Street Park or May Dennis Park. Commissioner Detwiler suggested the east end of the Konkel property. Mr. Howard commented that the only complaint he heard about in California was about other dogs. Commissioner Hlavachick commented that he thought that we should consider it.
• Water Splash Park:
Mr. Howard commented that Mr. Kyle McCawley, engineer for the pool project, had suggested the location of a water park be where the fountain was now. Mr. Howard stated that we could close off that little short drive and tie it into the pool. Mr. Howard explained that there could be smaller wading pools and a slide in the area where the steps are now. Commissioner Detwiler questioned if it could be maintained so that it would be free to the public. Mr. Howard stated that they had not gotten into that. Mayor Taylor commented that you would have a bunch of older kids dominate that area if it was free and then the kids would not come.
• Pool House Renovation:
Mr. Howard stated that the pool house renovation would be a major update and he recommended that as the next phase for the pool. Mr. Howard commented that the renovation funds would partially come from tourism and would be done next spring. Commissioner Kumberg questioned if it would be cheaper to tear down and build new. Ms. Garten stated that Mr. McCawley suggested a pool house that would be the sized according to the capacity of the pool and that would be a big pool house. Mr. Howard explained that, if you gut the whole thing, you would be regulated by the size of the pool and Mr. McCawley thought it would be cheaper to renovate the current one. Mr. Howard commented that they would probably strip the inside and leave the building.
• Fire Department:
Ms. Garten stated that Fire Chief Kramer had a memo that she had copied for the Commission. Ms. Garten commented that it outlined their priorities to start funding for a new truck and their need to replace their SCBA’s. Commissioner Kumberg questioned if they had not already done that. Ms. Garten explained that these would be to replace more of them.
• Police Department:
Ms. Garten stated that Chief Myers was interested in remodeling the dispatch area and that it was congested and there was a lot of new equipment. Ms. Garten added that he also wants to carpet the City side of the LEC. Ms. Garten commented that Chief Myers had mentioned using forfeiture funds. Mr. Howard commented that the whole LEC building had seen its better days and it was about time to do a big renovation of that entire building. Mr. Howard stated that we need to get with the County, because this would be big dollars and we were doing our thing and they were doing theirs.
Commissioner Kumberg questioned if this was not long term with both departments. Mr. Howard stated that we need to be talking to the County Commission and Sheriff Chinn to make up a plan, but he added that he did not disagree with what Chief Myers wants to do. Commissioner Detwiler commented that there was friction between the departments. Mr. Howard stated that the County Commission was responsible for that building. Commissioner Kumberg questioned if we lease or rent our part of the building. Ms. Garten stated that we share the utility expenses, but not a set amount month to month. Mr. Howard explained that the City does all the dispatching.
Mr. Van Blaricum stated that there was an LEC Committee, but it was dysfunctional. Commissioner Kumberg stated that we needed to have a joint meeting with the County. Mr. Howard explained the phone system that had been purchased by the Sheriff’s department and the conflicts it has caused the City side. Commissioner Detwiler suggested that the police department be moved to something that the City already owns. Commissioner Detwiler added that maintenance of the jail was the responsibility of the County. Commissioner Kumberg stated that there was a need to approach the subject. Commissioner Detwiler stated that the City Commission should have been contacted on the phone system and paid for our portion.
Mr. Van Blaricum stated that there were a number of issues. Mr. Van Blaricum explained that, if somebody in Pratt is brought into the jail drunk, they will not take him without a certificate from a doctor. Mr. Van Blaricum commented that that means the City has to take them to the hospital before they can go to jail and that is an added expense on the City. Commissioner Skaggs questioned if the County follows the same procedure. Mr. Van Blaricum stated that they could, but he did not know what they do. Mr. Howard stated that it makes sense to work together on any improvements to the LEC and he would check with the County about when they could meet.
• Indigent Services:
Ms. Garten commented that Ms. Candace Lattin was our indigent services attorney and she was over booked. Ms. Garten explained that we needed to look at options to help her out. Mayor Taylor questioned who else was out there. Mr. Van Blaricum stated that John and Tracy Beverlin helped sometimes. Mr. Howard stated that there was a pool of attorneys that worked for so much an hour, so we could see if there was a pool that would work for our fee. Mr. Howard reminded the Commission that Ms. Lattin gets paid $2,000 a month and he questioned if a pool of attorneys would relieve the situation. Mr. Howard commented that Chief Myers’ complaints were the back log and the jail being full.
Ms. Garten commented that one of the options suggested by Chief Myers was to hire a second attorney and that might cut down on continuances in court. Commissioner Detwiler questioned if that was the reason that the pit bull was still being boarded at Skaggs. Mr. Van Blaricum stated that he had talked to Chief Myers and that was going to be resolved. Mr. Van Blaricum explained that, if a dog that was picked up as a vicious dog, it cannot be taken to the Humane Society. Commissioner Detwiler commented that she thought that pit bulls could go out to the Humane Society. Mr. Van Blaricum stated that the owner of the dog does not understand that they need to find someone to take it that was outside the City of Pratt.
Mr. Van Blaricum stated that there were too many people charged with crimes and there were thirty cases on the docket and only one indigent attorney. Mr. Van Blaricum added that the officers were inundated with cases, the jail was full; therefore, the system was working. Mr. Howard questioned if some of the offenses could be changed to being cited instead of an arrest. Commissioner Kumberg suggested that ‘failure to appear’ be one of those. Mr. Van Blaricum stated that a lot of people that have been charged with something that Ms. Lattin is appointed to, do something else and it gets overlooked that they are already in jail and two-thirds of the reasons they do not show up for court is because they are too stoned.
Mr. Howard commented that something needs to be done to speed things up and that could be either having two or three different attorneys or do some type of adjustment in citations vs. arrests. Mr. Van Blaricum stated that Ms. Lattin was good at what she did and it was a thankless job that she was underpaid for. Mayor Taylor questioned how many hours Ms. Lattin puts in. Mr. Van Blaricum stated that she works as hard as he does. The Commissioners were in agreement that Ms. Lattin’s salary would be looked into. Commissioner Detwiler suggested asking her about $75 per hour. Ms. Garten commented that we could advertise to attorneys that we were going to pay $75 per hour and see if they would like to be included in the list. Mr. Van Blaricum commented that we would get a few. Mr. Van Blaricum added that Ms. Lattin was not the problem, but it was the volume. Mr. Van Blaricum stated that he would visit with her and see what she feels would be best.
TAX REVENUE INFORMATION:
Ms. Garten stated that the tax revenue section was for informational purposes. Ms. Garten explained that she receives the valuations from the County by July 1st. Ms. Garten commented that there were the motor vehicle taxes for 2014 that come from the County Treasurer’s office, the City and County Highway Fund report that was money that we get from the State and a copy of the second class Cities tax rates and what they were. Ms. Garten pointed out the chart that showed what the total tax revenues were in 2012 and who it was allocated to. Ms. Garten explained that the City gets a small portion of the $22 million collected, which was $1.7 million, and the school got $4.4 million, the airport got $115,000, $5.5 million goes to the college, the County got $8.2 million and the State keeps $208,000. Ms. Garten explained the mill levies and the taxes collected and that the City’s sales tax rate increased from 8.05% to 8.65% on July 1st.
CAPITAL OUTLAY:
Ms. Garten stated that the City Clerk had budgeted to replace two computers and one printer and Municipal Court had included a laptop and software for the courtroom in their 2014 budget. Ms. Garten commented that they had already visited about the Fire Department’s need for more bunker gear, SCBA’s and they had also included a replacement for their thermal camera that was not working. Ms. Garten explained that other proposed purchases from departments included a computer replacement for Code Enforcement, backhoe repairs, tree replacements and repair of the low water crossing at Mae Dennis Park for the Parks Department and replacement of chairs and tables at the Municipal Building.
Ms. Garten reviewed other equipment purchases and improvements that were in the current budget proposal. Ms. Garten stated that any purchases over $10,000 would come before the Commission for their approval.
• Reserve Accounts:
Ms. Garten stated that items purchased from the reserve accounts were a vehicle for the Police Department, the needs and wants from the Fire Department mentioned in the Chief’s memo and the Electric Department was starting to save for a new digger truck.
Commissioner Detwiler commented that they had talked about a 3% increase for employees, but according to Chief Kramer’s memo, they were going to take a 17.8% cut. Ms. Garten stated that that was their idea. Mr. Howard commented that he had told Chief Kramer that he did not like their idea. Mayor Taylor stated that he had visited with Chief Kramer at the Miss Kansas parade and the guys were going to voluntarily give up their $10 per training session and hoped that it would go towards the purchase of a new fire truck.
Ms. Garten stated that they currently had $40,000 for reserves; however, if they use it for other equipment, they would not have that much. Mayor Taylor commented that the memo shows the priorities in order and the truck is first on that list. Commissioner Hlavachick questioned if they had put back one mill for their truck before. Ms. Garten stated that that was correct and they would have $100,000 at the end of 2014 for the purchase of a truck.
Ms. Garten stated that they were going to give up their Wednesday night training pay of $10 per fireman to go towards the purchase of a new truck. Mr. Howard explained that they get $10 per weekly training and $25 per fire call. Mayor Taylor stated that their list for 2014 were priorities that they put in there knowing that it may not happen, but the truck was more of a priority than the camera.
ANALYSIS:
Ms. Garten stated that she had charted the total cash for all funds for all services since 2001 and we were at an all time low of $12.8 million. Ms. Garten commented that there were several projects done that had been saved for; therefore, we had spent down our cash reserves. Commissioner Kumberg questioned if that concerned her. Ms. Garten stated that it was starting to, but we were where we wanted to be. Ms. Garten added that she did not want the downward trend to continue.
Ms. Garten explained the list of funds and their dollar amount that added up to the $13.6 million. Ms. Garten commented that the general fund and the enterprise funds were a concern, because we need cash to operate. Ms. Garten stated that we were healthy in the reserves and agency funds. Ms. Garten commented that $13 million sounds like a lot of money, but it was not when you start breaking things out between funds.
Ms. Garten commented that the debt chart shows that it was decreasing and most of it would be paid off by 2018. Commissioner Kumberg stated that the cash to debt ratio was very good. Mr. Howard stated that the biggest project on the books would be the Main Street project. Ms. Garten added that the electrical plant was updated and money had been spent on that the last couple of years. Commissioner Kumberg stated that this would be a good recharge period.
PROPOSED LEGAL BUDGET:
Ms. Garten stated that the next section was the proposed legal budget and what would be published and sent to the State.
DETAIL:
• General Fund:
Ms. Garten explained the financial summary of revenue and expenditures for the general fund and that the total for the year was about $5 million.
• City Commission:
Ms. Garten commented that there was not a lot of difference in this fund. Commissioner Kumberg questioned what the $2,500 was for in line item 411-402. Ms. Garten stated that that was for the update to the audio system in the Commission room.
• City Manager:
Ms. Garten stated that they had decreased the building and lands from $20,000 to $15,000. Commissioner Detwiler questioned what the expense was in line 412-202. Mr. Howard stated that that was for the repairs to his vehicle.
• City Attorney:
Ms. Garten stated that she had reduced the part-time salary a little bit, but there was built in money in case we needed additional attorney work done. Mr. Van Blaricum stated that some of this would be covered under insurance. Mayor Taylor questioned if we should leave the part-time at $10,000. Mr. Van Blaricum commented that we might keep something in there even though it was seldom used.
• City Clerk/Utility Billing:
Ms. Garten stated that equipment expenses had been increased due to fees and contracts going up. Ms. Garten commented that they would be replacing computers and printers and the City Clerk had been putting back $5,000 in capital equipment reserves for a new truck for the meter readers.
• Finance:
Ms. Garten stated that she had increased her professional services, because this was the last year on the audit contract. Ms. Garten added that that would go out to bid, so she was not sure of what the cost would be. Commissioner Kumberg commented that it had been going up every year. Ms. Garten explained that we do a three year bid for the audit and it had gone up drastically if you look back another three years. Ms. Garten commented that there was also a transfer to capital equipment reserves for software and hardware purchases. Ms. Garten added that there was about $66,000 in there.
• Police:
Ms. Garten stated that the police department was full staff now, so salaries were a little higher. Commissioner Kumberg questioned the amount of overtime salaries and whether that could be better mediated. Ms. Garten commented that they were working on that and the hard part was that they had to have coverage. Ms. Garten stated that the challenge was having all shifts covered and not paying overtime. Mr. Howard commented that dispatch was sometimes covered by officers and that challenges the budget. Commissioner Kumberg questioned if we went by the rule of thumb that, if you are paying 10% of actual wages, you need to hire another person. Mr. Howard explained that Chief Myers was aware of the overtime and it was a lot more under control than it used to be. Ms. Garten pointed out that a new hire with benefits could cost more than overtime. Mr. Howard stated that Chief Myers had visited with him about having to have another full time officer if Pratt continues to grow. Commissioner Kumberg questioned the decrease in unemployment. Ms. Garten stated that their rating went down.
• Animal Control:
Ms. Garten stated that she had taken out the line items that had not been used in the last five years, so it reduced it a little bit. Ms. Garten pointed out that they were saving for a new truck, but it would not be funded this year.
• Municipal Court:
Ms. Garten commented that line item 204 had been increased for the indigent attorney issue that had been discussed earlier. Commissioner Kumberg questioned why the line item for medical insurance jumped up so quickly. Ms. Garten stated that Ms. Walker had changed her status from single to employee/child.
Ms. Garten stated that there was a new State law requiring $250 go to the State for every DUI conviction, so that has to be budgeted. Ms. Garten explained that she had based the budget on the past three year average. Ms. Garten commented that they were reserving funds to purchase a laptop and software for the court clerk.
• Fire:
Ms. Garten stated that the part-time salary had been reduced by the $10 training session fees that were paid to the volunteers and that money would be applied to capital equipment reserves for a future truck purchase.
• Code Enforcement:
Ms. Garten stated that code enforcement’s budget had no changes.
• Parks:
Ms. Garten commented that line item 402 had the backhoe repairs and the purchase of two weed eaters. Ms. Garten stated that there were funds to do something with the low water crossing at Mae Dennis Park and $7,000 was transferred to reserves for a 2015 mower replacement and Mr. Eckhoff had delayed the purchase of a new truck. Commissioner Hlavachick commented that $3,500 does not buy many trees. Mr. Howard explained that they could use some of Mr. Blake Himmelwright’s donations since he did not have a problem using those funds outside of Lemon Park. Mr. Howard added that Mr. Himmelwright had expressed that he would prefer the purchase of more mature trees. Ms. Garten commented that they could also tap into the special parks and recreation fund.
• Pool:
Ms. Garten stated that the pool had a younger lifeguard staff this year, so their salary line item stayed the same as last year. Ms. Garten explained that the equipment expenses had been lowered since there had already been some updates done. Commissioner Skaggs questioned the matting around the pool. Mr. Howard stated that it had been used when the fiberglass liner failed to prevent injuries to anyone’s feet. Mr. Howard added that they had bolted the matting down over the fiberglass and then removed it when the repairs started.
• Municipal Building:
Ms. Garten stated that the general fund was for the utilities and some equipment. Ms. Garten commented that they transfer $5,000 to $10,000 for any renovations.
• Recreation:
Mayor Taylor commented that he had gotten some complaints about the Sports Complex. Mayor Taylor stated that there may need to be an adult out there to better utilitize the summer help. Mayor Taylor suggested Mr. Ron Hill for that position and thinks that he had the knowledge to keep the diamonds in good shape. Commissioner Detwiler questioned if that was not already being done by Mr. George Brown. Mr. Howard stated that this should be a topic for an executive session.
• Executive Session:
Mayor Taylor made a motion to enter into executive session to discuss non-elected personnel to last 15 minutes. The motion was seconded by Commissioner Kumberg and carried unanimously.
Mayor Taylor made a motion to return from executive session with nothing to report. The motion was seconded by Commissioner Hlavachick and carried unanimously.
• Recreation cont.:
Ms. Garten stated that they had an increase in concession sales and had made money even after the cost of supplies. Ms. Garten commented that there was also money in the budget to upgrade the scoreboard. Commissioner Detwiler questioned which scoreboard they were talking about. Mayor Taylor stated that it was the one on Smokey Ford Field, because they had had electricians out and replaced parts. Mayor Taylor added that they could keep score, but there still were no ball and strikes. Mayor Taylor stated that we wanted it fixed before the American Legion State tournaments.
• Public Works:
Ms. Garten stated that Mr. Rambat had not changed anything. Mayor Taylor questioned where his salary was. Ms. Garten stated that it was taken out of wastewater, water, street and sanitation.
• Maintenance:
Ms. Garten stated that this department was down a bit due to the vacant position not being used.
• Cemetery:
Ms. Garten commented that the salaries for the cemetery were taken out of the general fund. Ms. Garten explained that they had paid for their fuel expenses out of the general fund, but had put it back here this year. Commissioner Kumberg questioned the increase in their insurance. Ms. Garten stated that Mr. Jeff Gilmore had gotten married and went to the family plan.
• Special Street:
Ms. Garten stated that the street salaries were paid out of the general fund, but overtime and benefits were taken out of the street fund and some out of the general fund. Ms. Garten pointed out that the loan on Fincham Street would be paid off in 2013, which allowed the overtime and benefits to be moved.
• Industrial Development:
Ms. Garten commented that this was where Economic Development committee gets their quarterly allotment. Commissioner Kumberg questioned if we were supposed to get quarterly updates on what they were doing. Mr. Howard stated that Ms. Siemens used to do a quarterly report to the Commission. Commissioner Skaggs questioned what Ms. Scarbrough’s salary was. Mr. Howard stated that she was paid by the Chamber and Tourism, so he was not sure. After more conversation, Mr. Howard stated that he would visit with Ms. Scarbrough to see when she could give the Commission an update on what they had been up to.
• Transfers:
Ms. Garten stated that capital outlays were for unexpected requests and donations.
General Fund (Tax Levied & Special Revenue Funds):
• Library:
Ms. Garten stated that the library fund was the four mils and that we collect and distribute to them. Ms. Garten added that they have their own budget.
• Cemetery:
Ms. Garten stated that the sale of cemetery lots and services were in this fund. Ms. Garten commented that salaries were in the general fund. Mayor Taylor questioned if there was any way they could water the trees and bushes plus trim some of them back. Mr. Howard stated that he would talk to Mr. Simpson. Ms. Garten pointed out that they were saving for a truck and mower replacement in reserves.
• Noxious Weeds:
Ms. Garten stated that this fund was for chemicals to control mosquitoes and weeds. Mayor Taylor commented that there were areas on City property that had pretty bad cases of bind weed. Mr. Howard stated that we were addressing that.
• Tort Liability:
Ms. Garten explained that this fund had a healthy balance, so it was not levied.
• Special Streets:
Ms. Garten stated that ¼ cent sales tax money was in this fund along with gas tax and the special highway revenue. Ms. Garten commented that she had put the overtime and benefits back into this fund since Fincham Street would be paid off. Ms. Garten added that that was approximately $65,000. Ms. Garten explained that there were more streets to maintain than money available, but building and lands had been increased to replace the roof on their south building. Ms. Garten stated that they would transfer $65,000 to capital reserves for the purchase of a new street sweeper to replace the current 2002, replace the 1979 loader tractor and the 1987 dump truck. Ms. Garten added that these were the first transfers to begin saving for these items.
• Convention & Tourism:
Ms. Garten stated that this was guest tax revenue. Mayor Taylor questioned the $664,000 and if that was budgeted. Ms. Garten explained that that was total revenues with cash carry over. Ms. Garten commented that line item 204 for $80,000 was Ms. Scarbrough’s salary and requests. Ms. Garten also explained that there was $75,000 for advertising in item 209. Mayor Taylor commented that they had talked about needing more. Mr. Howard explained that they were confused and Ms. Scarbrough had thought they were taking advertisement out of their $80,000 budget. Mr. Howard added that the City does most of the advertising. Ms. Garten stated that advertising had been increased for Sandy Creek.
Commissioner Detwiler questioned, if a part of Ms. Garten’s and Mr. Pinkall’s salary were in the regular employee salary amounts, why we budgeted $94,000 in 2014 and $92,500 this year when only $25,000 was used. Ms. Garten explained that an additional employee to promote activities was discussed a few years ago, but Mr. Pinkall had taken on that position, but the funds had been left in there in case things changed. Commissioner Kumberg questioned taking that out unless we see adding that position in the future. Ms. Garten stated that that could be reduced because it was still in the cash balance. Mayor Taylor questioned if it was not general fund money. Ms. Garten stated that the Commission had the authority if that was the direction they chose to go. Commissioner Kumberg questioned if there was any money from Travel and Tourism that had been held over. Ms. Garten stated that the money stays in that fund if it was not spent.
Mayor Taylor questioned if $94,000 was a safe number in there. Mr. Howard stated that the City does a lot of promotion and not the Chamber. Mr. Howard explained that we had stepped in on the street project or it was not going to get done. Mr. Howard added that the Chamber had not helped with the Withers project.
After some discussion, Commissioner Kumberg questioned why more people were not interested in Pratt, which concerned him. Commissioner Kumberg added that he felt we were missing the bus and it was too important to not get on it. Mayor Taylor agreed that we were missing the tourism aspect. Mr. Howard stated that the motels were full and not just with the oilfields. Mayor Taylor commented that we should do bus tours one day a week down to Buster’s, the museum or the Gyp hills. Mr. Howard stated that the Sports Complex had tournaments Thursday thru Sunday, Miss Kansas was a big draw as was hunting season. Mr. Howard commented that there was a nine month stretch that we do not have something every weekend.
Mr. Howard stated that tourism was a lot of promotional things that could be advanced. Mr. Howard commented that the Farmer’s Market should be in a big area and not the little block that they were in now. Commissioner Kumberg stated that Ms. Jan Luttrell was trying to get a Farmer’s Market board put together. Mr. Howard stated that the City should not have to enhance those things and that we should stay focused on sports. Commissioner Kumberg commented that he felt that we were missing a piece of the puzzle. Mayor Taylor agreed that there were areas that were not being touched. Mr. Howard stated that the detailed events were not happening and there was a lot that could be done.
RECESS:
Commissioner Detwiler made a motion to recess until Thursday at 9:00 a.m. The motion was seconded by Commissioner Kumberg and carried unanimously.
_______________________________________
JEFF A. TAYLOR, Mayor
(SEAL)
ATTEST:
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LUANN KRAMER, City Clerk
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