September 2014 Meeting Minutes

Meeting Minutes for September 4th, 18th and 23rd in 2014.

September 4, 2014

The Jetmore City Council met in regular session on September 4, 2014.  Mayor Bill Goebel called the meeting to order.  Roll call was answered by Michael Hendrickson, Derek Olson, Randy Washburn, Larry Steinbring and Mike Thornburg.  Also attending were City Administrator Grayson Path, City Attorney Craig Crosswhite and City Clerk Deb McKivergan.  Citizens attending were Curt Goebel, Wayne Schwartz, Doug Chaney, Pete Shewry, Ty and Courtney Panzner and Jeff and Michelle Cole.

Minutes of the previous meeting were approved as presented.

Councilman Hendrickson made a motion to approve the claims for August, Appropriation Ordinance #2014-08.  Councilman Washburn seconded the motion; vote unanimous.

HCED REPORT:  Economic development director Lea Ann Seiler invited the council to two upcoming meetings – the Complete Streets workshop on September 24th at the King Center and the meeting with KDOT on September 29 in Garden City to discuss the widening of Highway 156 from Garden City to Larned.  Ms. Seiler updated the council on the Hunting/Outdoor Media Event, the recent “brainstorm” at Horsethief Reservoir and the CDBG surveys.  A new housing initiative will be starting up in the wKREDA region; Lea Ann will attend the meeting on September 10th.  Work Well Kansas has granted an extension for their program; she continues to work on the culinary incubator.  Ms. Seiler hosted the Kansas Sampler writers on their ERV trip, the book will be published in late 2015 or early 2016.  Jetmore will be the spotlight community at the State Fair on Sunday, Sept. 7.  Ms Seiler requested an item for the give-away basked.  The City will donate a free round of golf and the use of a golf cart for two.  Ms. Seiler will be at the Built Environment-Outdoor Summit in mid September and will be looking for possible funding for a pedestrian crossing/walking trail/ golf cart trail combo.  She reported that the Farmers Market is growing and continues to be held on the 1st and 3rd Thursdays.

Ty Panzner met with the council and discussed the sidewalk from the Cheyenne Development to the school property.  Several ideas and options were discussed and the project was postponed and turned over to Ms. Seiler to be included in the Complete Streets discussion on the 24th of September.  The project will be revisited after that meeting.

Kevin Sherrill met with the council requesting a variance to Ordinance #613, Section 3, allowing the rental of a mobile home on his property in the 300 block of West Bramley.  Councilman Thornburg made a motion to approve the variance.  Councilman Steinbring seconded the motion.  The vote was two in favor, and three against with Councilmen Hendrickson, Olson and Washburn voting against.

Dennis Bowman and Pete Earles, from Earles Engineering, presented the preliminary engineering report of the recent water study to the council.  The report included studies on a new water tower, pressure and flow issues, fire suppression, water main rehab, treating well #13, smart meters, VFD’s and other projects with cost estimates.  The report also includes projects that need to be set into a priority list.  The council discussed having someone study our permits and try to get the well #13 permit changed to allow the force main with the blending option.  The City Administrator will begin working on grant applications for a CDBG Grant.

Jesse Roma and Dennis O’Connor, from the KDOT Division of Aviation, met with the council to present the option of upgrading our airport’s approach procedures using a KDOT 90/10 grant.  The airport currently operates under “visual approach procedures” – using landmarks to find the airport.  KDOT is proposing an upgrade to “instrument approach procedures” – using satellites and instruments in the plane to find the airport.  This would benefit all pilots, especially in inclement weather.  Having FAA design and publish the new procedures is free, but the upgrade would require re-marking the runway and the grant monies would be used to cover that cost.  The proposed wind turbines and how they would affect the project was also discussed.  The City Administrator will write a letter to the FAA petitioning for a discretionary review of three of the proposed wind turbines as they are falling within the Airport’s conical surface.

CITY ADMINISTRATOR REPORT:  City Administrator Grayson Path expanded on the presentation of Earles Engineering and in light of their report and the fact that our water tower is over 100 years old, will begin the process of looking into a new water tower for the City of Jetmore.  Mr. Path discussed the lighting at the airport and told of possible funding for the replacement of the current lights.  PEC Engineering offered to prepare an application for a KDOT grant.  Lighting would qualify as a safety issue, thus a 90/10 grant.   These expenses were not considered in the 2015 budget, so the project will be considered again next year for the 2016 budget.  The Geometric Improvement project was discussed and a special meeting was set for September 23rd, at the King Center for the businesses and the public to share concerns and ask questions of the City, KDOT and the design engineers.  A new golf cart shed is being built at Cheyenne Hills Golf Course.  Mr. Path will add insurance to the shed; the cost will be $115 for the year.  Mr. Path informed the council of Kansas Statutes KSA 60-4001-4004, commonly referred as the cowboy statutes, that provide limited coverage for the Saddle Club when holding an event, but provide no coverage for the City.  Councilman Thornburg made a motion to authorize the City Administrator to purchase liability insurance for the arena property.  Councilman Washburn seconded the motion; vote unanimous.  It is time once again to select the annual voting delegates to represent the City of Jetmore in directing and guiding the affairs of the League of Kansas Municipalities.  Jetmore is allowed one voting delegate and one alternate.   Councilman Olson made a motion to appoint City Administrator Grayson Path as the voting delegate.  Councilman Washburn seconded the motion; vote unanimous.  Councilman Thornburg made a motion to appoint City Foreman Brian Beil as the alternate voting delegate.  Councilman Hendrickson seconded the motion; vote unanimous.  KDOT has requested that the City of Jetmore pass a resolution awarding the bid for the Geometric Improvement Project to JAG Construction of Dodge City, Kansas.  Councilman Steinbring made a motion to adopt Resolution #2014-03, Authority to Award Contract: Commitment of City Funds.  Councilman Thornburg seconded the motion; vote unanimous.  The Clerk and the Administrator have finished summarizing and editing the code book.  The final chapters have been e-mailed to the council.  The Administrator asked that the Council look over the chapters and comment or ask any questions they might have, then possibly hold a special meeting for the sole purpose of finalizing the code book.  Mr. Path asked for clarification on the use of radio ads for non-city golf tournaments.  Radio ads will only be used for City sponsored tournaments.  The City Administrator held a bid opening for the power plant engines at 4:00 p.m. on August 20th.  Bids were opened and the totals were scored on a bid tabulation sheet.  The Administrator researched the bids to gather details held within each. There were four bids submitted:  Farabee Mechanical; CAT; Industrial Diesel and Fairbanks Morse.  Farabee Mechanical was listed as the lowest bid.  Mr. Path gave a presentation of his findings and research in to the various bids.  He suggested that a detailed contract with Farabee Mechanical be examined before their bid is approved in order to clarify the contents of the bid.  The council agreed with this and decided to table the bids until clarification regarding Farabee Mechanical’s bid is made. The Council and Administrator discussed the options for removing the current engines and installing the new unit.  The City will need to complete the final paperwork to take out a bond for the Geometric Improvement Project and if applicable the Power Plant.  Councilman Steinbring made a motion to adopt Ordinance #2014-04, a resolution authorizing the offering for sale of General Obligation Bonds, Series 2014, of the City of Jetmore, Kansas.  Councilman Washburn seconded the motion; vote unanimous.  It was noted that the trees in the park are being affected by an elm beetle.  Councilman Washburn made a motion to give the City Administrator authority to spray the affected trees in the park.  Councilman Steinbring seconded the motion; vote unanimous.

CITY ATTORNEY REPORT:  City Attorney Craig Crosswhite reported that the shooting range is getting lots of use.  He reported on Municipal Court.  Mr. Crosswhite further explained the liability insurance at the rodeo arena.  He worked with the City Administrator to complete the sewer maintenance contract.  Mr. Crosswhite will be attending the LKM Attorneys Session on October 10.

CITY FOREMAN REPORT:  City Foreman Brian Beil presented a progress report of the outdoor departments.

CITY CLERK REPORT:  City Clerk Deb McKivergan reported that she will be attending a KMU Customer Service and Accounting workshop in Lindsborg on September 18th and 19th.

The status of the Great American Dirt Contract was discussed and it will be revisited at the end of the year when the contract comes up for renewal.

Councilman Steinbring made a motion to adjourn.  Councilman Washburn seconded the motion; vote unanimous.

September 18, 2014

The Jetmore City Council met in special session on September 18, 2014.  Mayor Bill Goebel called the meeting to order.  Roll call was answered by Michael Hendrickson, Derek Olson, Randy Washburn, Larry Steinbring and Mike Thornburg.  Also attending were City Administrator Grayson Path, City Foreman Brian Beil and Asst. City Clerk Carol Herrmann.

The meeting was called to discuss the General Obligation Bonds for the Geometric Improvement project and to discuss the removal and replacement of the power plant engines.

The bids for the GO Bonds were discussed and the bid of $49,561.47 from Country Club Bank of Prairie Village, KS was the best bid.  At 7:06 p.m. Councilman Thornburg made a motion to approve the bid of $49,561.47.  Councilman Olson seconded the motion; vote unanimous.

At 7:09 p.m. Councilman Steinbring made a motion to pass Ordinance 630, and Ordinance authorizing and providing for the issuance of General Obligation Bonds, Series 2014, of the City of Jetmore, Kansas; providing for the levy and collection of an annual tax for the purpose of paying the principal of and interest on said bonds as they become due; authorizing certain other documents and actions in connection therewith; and making certain covenants with respect thereto.  Councilman Washburn seconded the motion; vote unanimous.

Mr. Path presented Resolution #2014-05, a resolution detailing the General Obligation Bonds authorized by Ordinance #630.    At 7:11 p.m. Councilman Washburn made a motion to approve Resolution 2014-05. Councilman Hendrickson seconded the motion; vote unanimous.

City Administrator Grayson Path provided each council member with a packet of information from his research for the Power Plant demolition.  Mr. Path showed a slide presentation explaining in detail the history of the project, scope of the project; results of the bid opening, removal of old engines, purchasing and installing of a new engine, who will do the installation, who has served as consultants during this process, etc.  Following the bid opening, the City staff and its consultants have been researching the lowest bid option as it was also the only one to meet the requirements of the RFP.  The process has been lengthy and time consuming, but it is moving forward.  Councilman Washburn suggested calling Black Hills Energy to see if there is any possibility of a subsidy for converting an engine to dual fuel and if there will be charges for the use of the meter.  Mr. Path provided information on the removal and installation of the engines.  He also presented several options for removal – pay the company and split for salvage or the company pays the city and keeps all the salvage.  The City of Holton would like to purchase some of the parts.  The council asked the Administrator to get a list of the parts that Holton would like to purchase.  Mr. Path asked the council how they would like to proceed. The council determined that the engines would be sold upfront instead of splitting salvage and for the Administrator to approach vendors who would provide offers as such.  The City Council will consider awarding a bid or rejecting all bids for the engine at the next regular council meeting.

At 9:00 p.m. Councilman Thornburg made a motion to adjourn.  Councilman Steinbring seconded the motion; vote unanimous.

September 23, 2014

The Jetmore City Council met in special session on September 23, 2014 at 5:00 p.m. at the King Center.  Mayor Bill Goebel called the meeting to order.  Roll call was answered by Michael Hendrickson, Derek Olson, Larry Steinbring and Mike Thornburg.  Absent was Randy Washburn.  Also attending were City Administrator Grayson Path and City Clerk Deb McKivergan.

The meeting was called to explain and answer any questions about the upcoming geometric improvement project and to discuss the power plant engine project.

The meeting was turned over to City Administrator Grayson Path who explained the purpose of the meeting and introduced Glen Knak, with Lochner Engineering Co., Dale Luedke, with KDOT and Scott Riederer, with JAG Construction. They went on to explain that the Geometric Improvement Project would consist of taking up the current brick streets and replacing them with concrete in the 300 and 400 Blocks of Main.  The current gutters will stay in place unless they are in need of repair.  The City will also be replacing storm drains, water mains and sewer.   The project will begin in April or May and there is a 60 working day time frame.  There was a discussion of alternate routes to businesses located on either side of the project and of parking during the project.  The meeting was then opened to the public for questions and comments.

Mr. Path then gave a brief overview of the power plant project to the public attending.  He asked the council how they would like to go about the demolition of the current engines from the plant.  The council will accept sealed bids for demolition instead of an auction process.  The City Administrator will attempt to collect the offers by the October 2nd council meeting, but if that isn’t enough time, they will be moved back to a later time.  All seven engines will be sold.  The Council directed the City Administrator to seek a cost quote from Farabee Mechanical, Inc.  to pour and prepare concrete in the power plant following demolition, remove the engine skid from the truck upon delivery, and move the engine skid in to place inside the power plant.

Councilman Thornburg made a motion to adjourn.  Councilman Hendrickson seconded the motion; vote unanimous.