City Commission Regular Meeting

City Commission Regular Meeting Tuesday, March 02, 2021 at 6:00 PM Commission Chambers, 124 S Bluff, Anthony, KS 67003 MINUTES OPENING - Welcome / Call to Order - Invocation / Pledge of Allegiance - Roll Call PRESENT Mayor Greg Cleveland Commissioner Sherrie Eaton Commissioner Jan Lanie Commissioner Kenny Hodson Jr. Commissioner Eric Smith (Entered chambers at 6:40 p.m.) City Administrator – Cyndra Kastens Chief of Police – Kenny Hodson Deputy City Clerk - Sherri Miller Water/Wastewater Department Head – Terry Stark Creighton & Teresa Cullop - Approval of Agenda A motion was made to approve the March 2nd agenda. Motion made by Mayor Cleveland, Seconded by Commissioner Lanie. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr. Motion Carried 4-0. PUBLIC COMMENT Gerald Wolff with the Anthony Historic Theatre was present and thanked the City Commission, City Crews, and Chief Hodson for their help. Mr. Wolff also shared the 2021 upcoming events at the theatre and reported that they are still making improvements on the facility. PUBLIC HEARINGS – NONE CONSENT AGENDA 1. Approve Minutes - Regular Meeting Minutes of February 16, 2021 Special Meeting Minutes of February 25, 2021 2. Special Appropriations: Fund 34 Street Capital - EBH S Jennings CCLIP $4,771.21 Fund 34 Street Capital - KMEA Magellan Final $36,488.65 3. Appropriation Ordinance No. 6083 $568,935.28 4. Approve March 2, 2021 Payroll $62,357.89 5. CCLIP FY2024 Application Submission Intersection at Main & Anthony $721,104.00 - Per Commission Submitted February 18, 2021. Needs official action in minutes. The Mayor asked if any consent agenda items should be pulled for further discussion. Having none requested, a motion was made to approve the consent agenda as presented. Motion made by Mayor Cleveland, Seconded by Commissioner Hodson Jr.. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr. Motion carried 4-0. REGULAR BUSINESS 6. Harper County Economic Development Coordinator - Shelly Hansel Shelly Hansel, new Harper County Economic Development Coordinator, was present to introduce herself to the Commission. The Commission and Ms. Hansel had a positive conversation and look forward to working together in the future. 7. CDBG COVID Business Grants Final Reporting Donna Crowe was present to seek guidance from the Commission on final documents she is still waiting for to close the grant. Mrs. Crowe reminded the Commission that CDBG requires funds to be repaid from those that do not provide the documentation. The Commission indicated that legal notifications would have to be sent if there are no documents received after trying to call. 8. Energy Crisis State of Financial Emergency Admin Kastens updated the Commission on the state of the energy crisis. The Commission weighed the need to declare a state of financial disaster or not. The Admin reported that utility costs would not be reimbursable under FEMA disaster funds, only damages from the freeze would be eligible. The Commission guided the Admin to evaluate the costs of damage, any financial hardship to customers, and the details of the FEMA assistance to see if the numbers justify a claim and report back. 9. Lake Camp Host Admin Kastens and Water/Wastewater Dept. Head Stark inquired of the Commission if they wanted to have a Lake Camp Host again this year. After discussion, a motion was made to bring on a camp host from May-September with free camping and $150.00 per month fuel reimbursement as compensation. Motion made by Commissioner Lanie, Seconded by Commissioner Eaton. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr. Motion carried 4-0. At 6:40 p.m. Commissioner Smith entered the chambers. 10. Additional Costs to Convert Campsite B to 50 AMP The Admin reported to the Commission that we will be able to construct two new camp spots in campsite B after losing three to the upgrades currently underway. However, the original approval for the cost of the project did not include these two spots. In addition, the remaining pedestal through Techline is delayed for three months which will extend into camping season. Quotes were presented for the pedestals from Techline ($488.85 each +tax) and Border States ($305.79 +tax), and a quote from Techline for the additional supplies for the two new spots ($493.55). The admin also reported that additional rock (approx. 4 loads) and posts (approx.. 420.00) will be needed. After subtracting a credit for the one remaining pedestal, the additional Techline total to the project would be $271.88 for the supplies. The additional Border State cost would be $1,231.59 for the pedestals. A motion was made to approve an additional $1,923.47 plus rock for the project from Electric Equipment Replacement. Motion made by Commissioner Hodson, Seconded by Commissioner Smith. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr., Commissioner Smith. Motion carried 5-0. 9. Contract for Purchase of Lot 31 W Deer Run to Jim and Carol Gates $10,500 Admin Kastens presented the appraisal and contract for sale of Lot 31W Deer Creek Run to Jim and Carol Gates in the amount of $10,500.00. A motion was made to approve the contract for sale of Lot 31 for $10,500.00 and to authorize the City Administrator to execute all documents at closing. Motion made by Commissioner Lanie, Seconded by Mayor Cleveland. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr., Commissioner Smith. Motion carried 5-0. 10. 2020 Financial Transfer List  Admin Kastens presented the 2020 Transfer list for approval. The Commission reviewed the list as well as additional items for transfer consideration as follows: correcting capital fund deficits due to audit JE's from 2015/2016, deficiencies of the early payoff 138kV Bond Plan, and un-spent funds after the completion of Phase I from the golf irrigation water line project in 2018. After discussion, a motion was made to approve the 2020 transfer list with the following additions: A motion was made to transfer $44,350 from the General fund to Capital Improvement ($27,382) and Municipal Equipment ($16,968) to cover the audit journal entry deficit. Motion made by Commissioner Lanie, Seconded by Mayor Cleveland. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr., Commissioner Smith. Motion carried 5-0. After further discussion, a motion was made to transfer $500,000 from the electric fund to the 2017 Electric Bond Fund to cover bond debt. Motion made by Commissioner Hodson, Seconded by Commissioner Smith. Voting Yea:Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr., Commissioner Smith. Voting Nay: Mayor Cleveland. Motion carried 4-1. After more discussion, a motion was made to transfer $8,973.49 from the Golf Course Irrigation line project back to the Lake Maintenance and Improvement Capital Fund. Motion made by Commissioner Lanie, Seconded by Mayor Cleveland. Voting Yea: Mayor Cleveland, Commissioner Eaton, Commissioner Lanie, Commissioner Hodson Jr., Commissioner Smith. Motion carried 5-0. STAFF REPORTS 11. Administrator Report - No report submitted due to the wedding this weekend. 12. Police Chief Report – The Chief of Police reported on the following police department activity: We helped with a structure fire at 516 N. Anthony We investigated an ID theft and criminal use of a credit card We arrested Blake Manning on a warrant We arrested Loni Krause on a warrant We investigated a forgery case We investigated one minor traffic accident We investigated a criminal damage to property case in the 400 block of S. Penn EXECUTIVE SESSION 13. Executive Session to Discuss Staffing Pursuant to “Personnel Matters of Non-Elected Personnel, K.S.A. 75-4319 (b) (1).” At 7:15 p.m., Mayor Cleveland made a motion to go into Executive Session for thirty minutes until 7:45 p.m. to discuss staffing pursuant to “personnel matters of non-elected personnel, K.S.A. 75- 4319 (b)(1)”. Commissioner Lanie seconded the motion. Motion carried 5-0.  The commission chambers were cleared with the Commissioners, Administrator, and Police Chief remaining present. At 7:45 p.m., Commissioner Lanie made a motion to extend the Executive Session twenty minutes until 8:05 p.m. Mayor Cleveland seconded the motion. Motion carried 5-0. At 8:05 p.m., Mayor Cleveland called the regular meeting back to order. No binding action was taken. ADJOURNMENT Mayor Cleveland made a motion to adjourn the regular commission meeting. Commissioner Hodson seconded. Motion carried 5-0. Cyndra Kastens, City Clerk/Administrator Gregory Cleveland, Mayor