City Council - Regular Meeting

Good afternoon. I will call the meeting to order and Crystal Hall will rec to the flag of the United States of America and to the republic for which it stands, one nation under God, [clears throat] indivisible, with liberty and justice for all.

Father, we love you and we thank you for your mercy and your faithfulness. We thank you Lord that you are trustworthy and we ask that you um would help us as we conduct the the business of the city. Um Holy Spirit we know that you are with us in this room and in this space and um be with everyone in here as we um proceed to um love our community well. I ask this in Jesus name. Amen. Before we approve the agenda, I'd like to remove item F1 uh senior senior citizens and advisory board appointment to allow for the board to meet. I'd like to meet with them before we make the final appointment. So, like to get a motion to approve the agenda about F1. I make a motion to approve the agenda uh omitting F1.

We have a motion to approve. Second. Second. A second. So all those in favor say I. I. Carries 4 Z. After C comes D. Citizen comments. I could say this is a time for people in the audience that would like to come comment. John, I'll come up at one. Amanda's son is in the back row and I think he'd probably like to say something, but he's been told he can't. So, he's not to move. Don't encourage him. I would never do that. There's a little grandpa. Yeah.

Is there anyone that like to come forward and speak? If not, we'll close citizen comments. Um, exparte agreement. This gives us a chance to see if there's any uh conversations or conflicts of interest that might have arisen in the last week that would impact your decisions on today's agenda. And a no, no, and no. Okay, we're good on that. Appointments, proclamations, recommendations, and nominations. F2. Council, it is my honor to um recognize somebody very special to us today um for her years of service. We'd like to recognize Lori Deainy. Um Lori has dedicated more than 20 years of outstanding service to the city. Most recently serving as accounts payable clerk and deputy city clerk. Throughout her career, Lori has been an acid in every role that she's held, consistently stepping in wherever she was needed and ensuring that the work of the office never skipped a beat. Although I've only had the privilege of working with Lori about a year and a half, I knew from the very first day that I met her that she was someone special. She quickly earned not only my respect, but also my sincere appreciation and affection. Lori approaches every task with professionalism, kindness, and a tireless work ethic that truly sets her apart. Over the past year, Lori has gone over and beyond to train Kayla and make sure that she is fully supported and up to speed while also stepping in to assist during Sarah's time of leave. At no point did Lorie ever slow down or place limits on what she was willing to do. She simply did what was needed to be done, and often more than what was expected. In the short time I've worked with her, it has been clear that Lori is someone everyone depends on. Not only

here at city hall, but also in her personal life. She plays an incredible important role in caring for her mother and supporting her family. Also, putting others first and giving giving of herself without hesitation. That same compassion and dedication are reflected in the way she serves her community and co-workers. Lor's commitment, reliability, and genuine care for others have left a lasting impression on this organization. While we will greatly miss her presence and steady leadership she brings to the office, we are excited for her as she begins the next chapter of her life. We wish her nothing but happiness, rest, and well-deserved enjoyment in her retirement, and we thank her sincerely for many years of service as she's given to the city and to all of us. So, at this time, I'd like to have Lori come up

and over your 20 years of service, you let me.

Congratulations. All right. [laughter]

We want to play three stages here a little bit. So, Perfect. [applause] Get. Okay. Item F3. Are you doing F3? Somebody else.

All right. All right. We're up again. All right. um that we have deemed it necessary to appoint um Stephanie Guy as our clerk, city clerk designign, just in the absence of um Sarah assignment in the absence of of Lori retirement. So at this time, we'll have Lori come up and swear in Stephanie so she can be on deck when needed in the role of city clerk. Raise your right hand. Repeat after me. I do solemnly swear that you solemnly swear that I will support the Constitution of the United States that I will support the Constitution of the United States

and the Constitution of the State of Kansas and the Constitution of the State of Kansas and faithfully discharge the duties of city clerk design and faithfully discharge the duties of city clerk design. So help me. Okay, we have one item in the consent agenda. Hopefully you all have a chance to take a look at the corner water reports and I'll make a motion to approve the consent agenda. We have a second. Second. There's a second. All those in favor say I.

I. I. Carries 4. Thank you. There's no unfinished business. New business. Here we go. Authorizing advertising North Park playground equipment safety servicing request for proposals. Wanted to say that without reading.

Honorable may city council. One other quick note about uh Lori. We're going to be celebrating her your service to our community this Friday here uh in the council chambers at noon. So, we would love if you or any other members of the community uh to come join us in celebration of Lor's dedication to our community. So, with that, u glad to be here to present this First Avenue business in relation to the North Park project. So, as you guys know, we've been working uh diligently to advance into the construction phase of uh the North Park project. So um you know we started uh late 2023 early 2024 we began with hiring uh professional engineering consultants to go through an over one-year uh long community engagement process to make sure the community's uh fingerprints were all over the design of this park. Uh we engaged at the school district level. We had open houses. We got lots of feedback, lots of surveying. We took tours to uh different park uh amenities uh specifically in the northeast part of the state because uh there's some something to be uh inspired towards with the park amenities up in that neck of the woods. Some of us went down to Tulsa and uh check out some of the park system there and um a culmination of that uh we put together the uh concepts for the park and the overall North Park master plan. So again, that was about a year-long process. And then over the last year, uh we have been working with the uh design firm Schaefer Architecture along with sub consultants Bothman, the civil engineering firm to take that concept and the phase one as part of that North Park master plan and go through the process of developing the design documents and now the construction documents which are nearing completion. um and kind of to the point now where we're just kind of going through and

revising all the the elements in there, getting a fine uh tune on it. So, we're getting really close uh to the part where uh we can actually start building this park. So, uh we put together the RFP for the procurement, installation of the playground equipment and safety surfacing. Uh the thought was that uh it would be more costefficient to have this contract outside to work with a general contractor. We have lots of experience in working with these player equipment vendors and the safety surfacing vendors. Um didn't feel like we should be paying general contractor overhead for the costs associated with these two scopes of work. Uh they will do a fine whoever we select will do a fine job of communicating with the general contractor to make sure the appropriate sequencing of putting the safety surfacing and the playground equipment in when we get into construction. So you guys could see in the agenda packet the proposed playground layout, the equipment list and the different contractual requirements. We actually used the uh mandatory provisions that will be presented to you by the city attorney in a subsequent agenda item here. So we're already we already kind of have that in practice. We included that within the request for proposal. Here is a look at it's a zoomed in look of the area where the playground equipment and safety servicing will be located. If you see my laser here, kind of the areas with these rectangles and even over here, uh that's all going to be your concrete. Uh the areas within here that don't have those rectangular hatches, that's where you're going to have that safety surfacing. Obviously, it's underneath park equipment. So, um you have right here kind of your uh older age group category of playground equipment. Uh you have over here you kind of start working towards some of the areas for younger children. your tots, um your toddlers, and your kind of your um you know, your three to eight, nine, 10 year olds. Um and we we personally put those folks under the uh

outdoor play pavilion. Um so again, this RP is just for the play equipment itself. All that play equipment was selected based off the uh compilation of feedback that we received during that year or two uh process uh with the North Park Committee and the broader public. couple of additional renderings. So, uh, ignore the shade struct the, uh, accessory structure back here. Um, but this piece right here is kind of that bigger piece of equipment that'll go in the middle. Uh, this view is if you were facing west. So, uh, you kind of see the the swing set here. If you see my laser, that's what you can see right there. has the mommy and me swings, the kind of the the regular swings and then there is a inclusive swing um for that way we are addressing for providing a park ready for those with all abilities. You see over here kind of the zipline thing. Um and then this actually I believe has access uh through this walking path here. Uh so you have inclusivity for uh those who uh are immobile so they can also enjoy this play equipment. Um so there's a bunch of other uh play equipment that's under here as well. There's a whole inventory for you on there and if you want to know what any of that looks like you can literally just Google it and it'll come up. So the way we have drafted this RFP is the vendors are supposed to give us a price for the each specific piece of clay equipment. play equipment or something that's likewise to it or better. Um, everyone has a very similar version of the same mergound or swing set. So, they're giving us line item prices for each of those and then a lump sum and that is to furnish and install. Okay.

Uh, some additional renderings here. So, this is a look at the uh this is if you were to be facing the south uh southeast a little bit, mostly south. Uh so you can see the uh pavilion finishings. Uh that some of this equipment is uh from the original um uh design edition. So this equipment and the placement of it will be a little bit different. The purpose of this rendering is really just to show you the building. Here's another look at the building. This is facing uh northeast. So uh over here you have the tractor. So, we have this like whimsical farm theme that came out of our engagement process. Uh, so you you probably saw the windmill topper here. Um, and then you have, of course, when you look at this view, you've got the tractor. Um, we're working on a mural opportunity here hopefully with a naming or with a sponsor that I don't know may or may not be interested in tractors and also is green. Um, inside here is a really nice uh meeting space for private parties. Ever since we remodeled that community center, that thing is booked with private events all the time. And we'd have a lot more quite frankly if we weren't sharing it with the civic groups. And so uh this will create an opportunity for more uh private events and uh corporate events, birthday parties, city events, uh that type of thing. So, uh, again, this is a look to the, uh, northwest. Uh, you can see again, we've got a lot of the younger children play equipment under here, so it's going to be under a lot of shade. Uh, there is some natural sunlight that'll come through up here. There's a a gap there, so that way there's some natural sunlight getting in. And the way this building is designed is so these are all covering so there's not a bunch of spots for birds and um you know bugs and all kinds of

stuff to get up there and cause a mess. Here's a look uh facing uh northeast. So uh Maple Street would be up over here somewhere. Uh kind of running in that direction. Uh the parking lot's going to be off over here somewhere. There's going to be some food truck slots up here. So, you're going to park over here and then you're going to walk up and kind of go along the walking path right there and then uh you'll have the whole park. The pond is over here. On this far end over here next to the moon is going to be the uh pickle ball court and dog park. Is there a zip line from the moon to the river? [laughter]

No, but there is uh this small zip line here similar to the one in your car. Wonder where that connection.

This is the color scheme that the park committee came up with. It's called rainwater and it kind of fits within our uh city of Goddard colors which we like. Uh one thing I want to say about the building. So these are all uh you know it's pretty pretty high quality material here. We have designed this RFP. So we have what I call a bunch of levers or release valves. Let's say the bids come back over budget. We have a lot of ad alternates that will allow us to reduce down uh some of the quality or material type. Um that's just to do with the building as it relates to like the pond uh restoration. We have ad alternate for an 8 foot wide walking path or a gravel walking path or no walking path. We have an ad alternate for two pickle ball courts or three pickle ball courts. So, we would like to be able to build this phase one, the whole enchilada, because we want to get this done and get it done right. We're probably not going to do subsequent phases for 7 to 10 years unless we have another private partner come in that wants to seed it. So, we want to get this done all in one shot, right? But if the bids come back under budget, we've got some levers that we can pull to uh ch select some alternates to save the price. didn't want to get into a situation where, you know, we get bids that are way over and now we got to go back to the drawing board after we've already been beaten the thing to death for two and a half years and it was a concept 10 years ago. Uh, all that to say, the way it's designed now, the design firm tells me is still within our $5.8 million budget that we've been working with, $6 million. We have construction and design costs. Um so we are asking today just for your authorization to advertise the playground equipment and safety servicing request for proposals. Uh we will come back to you on uh Monday, February 16th recommending to you a firm to select. It's two RFPs, one for player

equipment, one for safety surfacing. It'll be different firms um that are that are bidding on those. And then uh we'll ask you for contract approval during the Monday, March 2nd, 2026 council meeting. And it'll be at that same meeting where we're asking you authorization to advertise for bid seeking general contractors to do the entire park. So timeline's starting to compress here a little bit. We're really getting uh close to home base as far as construction's concerned. Craig, sorry. The point of clarification, it'll be February 17th. Excuse me. Yes, we have as a holiday or something. Yeah. Yeah. So, it'll be the seventh Tuesday, February 7th.

I'll make sure that uh we modify that in the RP before we advertise it. Thank you, Ryan.

There's a lot of holidays between Thanksgiving and through President's Day. [laughter] I think we've covered much of this. Um hoping to mobilize to the site in the month of April. Depends on contractor availability, of course, but we see this as a 12-month build. Majority of it will be built this year. Um, but we might be tying up some loose ends next spring and then we'll be ready to uh um do a nice ruin cutting and celebration with the community. I'm sure we'll do some kind of big event hopefully in partnership with the school district even. We've started to have some preliminary conversations with them about that. Uh there's no financial impact associated with the RFP advertisement. um talked about all of these things so far. Uh the total North Park project estimates, we're at about 5.88 million when you include the pond restoration. I've mentioned we have several alternative bid line items. Uh the temporary note that we issued for construction and design is 5.9 million. We're well in excess of that. We include capitalized interest. Uh however, we are partially funded by $1.2 2 million worth of land and wildlife conservation fund grant and then a healthy kids initiative grant. So, um we'll want to keep that in mind as we continue working through the figures as bids start to roll in. So, I spoke with the state of Kansas uh maybe two weeks ago and they said within 30 days we'll have the grant amendment to you. We're already setting up funding lines and things of that nature. So, um I think we have a pretty high level of confidence that uh those grant funds are secured. Um that's if you remember just a quick history on that. We applied for competitive funding and received $450,000 grant. We applied for more funding and got another $550,000 which put us at a million. And then through uh

another application that we submitted, uh we got it's about $194,000 through the healthy uh living kids grant, I want to say. Um we're also working really aggressive to identify uh private partnerships for different naming rights for the park as a whole as well as some of the sub amenities within the park. So um it's not going to be called North Park forever. Um, my hope is is that when we put the monument entryway signage in, we have a naming partner by then, or else the area might just be blank for a little while and we can uh hire someone to come put the name on the sign once we do have naming rights partners. So, we're going to continue aggressively pursuing those opportunities as well. Recommendation is that uh the city council would authorize staff to advertise the North Park playground equipment and safety surfacing request for proposals. We haven't talked about this in a while, so I felt the need to maybe get a little more detail into some of the background and history. Thanks for bearing with me. Glad to stand for questions.

Amanda question. I do actually. I just have one. Um, it actually intrigued me that you know this event space and and bringing in money to the city. My question is is at this point, and I know things change, but tentatively, we're not intending to share this space communitywise. like this will be just for rentals. Is that the hope? I would advise that we reserve this space for private rentals with the exception that if the city wanted to host events there, which I'm sure we will at some point that that we can do that. Now,

you know, we that's a level of detail I haven't given a lot of thought to. It's certainly flexible. just thinking of the revenue that comes in there, especially, you know, you talk about um sharing the community center, but also um we've quit renting out the pavilion and the community center on community event days because they don't coincide well. So, um yeah, just wanted to ask on that, I guess.

Yeah, I think it's a great point. Um there's the opportunity to rent the space we currently have has become very limited just because of the civic group usage, which is great. Um, and so this will give another avenue. And so you might consider, and that'd be a policy we'd work with council on, but only allowing private events with exception of maybe city hosted events that we may want to have out there. So, but that's something we can work through at a later time. And the amount of revenue we make off of facility rentals is very, very small in comparison to the cost to operate these facilities. U, this one be no exception. Gordon, any questions?

I entertain a motion here to [clears throat] get this thing moving. I'll make a motion to move to authorize city staff to advertise the North Park playground equipment and safety servicing RFPs. I second made the motion. Cory seconded. All those in favor say I. I.

Motion carries. 4 Z. Thank you. City attorneys Ryan M. Good afternoon. Over the course of the year, the city is asked to enter into various contracts with vendors, contractors, suppliers, etc. Um, prior to entering into those, that requires myself or somebody in my office to review the contracts. And obviously, you know, many of those contracts are form contracts that we've received from third parties and it just it takes a lot of time to have to go through that. What many cities have done is they have created mandatory contract terms that are required to be inserted into every uh third party vendor contract. The idea is to kind of streamline the review process, but also to bring some level of uniformity to the many contracts that the city is asked to enter into um every year. And so what I have done is put together a set of I want to interrupt you real quick. Councilwoman Leonard would like to enter the meeting remotely. So if we could put that in the minutes that she's entering remotely.

My apologies for the interruption. You're with us, Councilwoman. Thank you. Sorry for being late. No worries.

Okay. Um, thank you. So what I have done is put together a um a uh I think it's two or three page document of boilerplate terms that typically we are specifically reviewing in form contracts or we're insisting on putting those provisions in contracts that we may draft on our own. And so the idea is to authorize the city to use these mandatory contract provisions. we can make reference uh to them in form contracts that we receive from third parties. Just making reference to the fact that we're incorporating these mandatory terms, they trump and supersede anything that might be inconsistent in that vendor's contract. Um and so what we would ask uh the governing body is authority to go ahead and uh use uh those contract terms. We may continue to tweak them from time to time as we see necessary. There may be individual agreements where it makes sense to tweak it. Uh and so we would ask that you also grant uh myself and the city administrator authority to tweak those terms as we see fit for the city's interests.

Any questions? I don't think so. It's exciting. It's exciting stuff if you haven't read through it. So, uh there are no financials. Obviously, it's approved as a form. So, recommended that uh the city council approve use of the mandatory uh contractual provisions attachment um subject to any modifications that myself and city administrator see fit. It's just a voice.

I make a recommendation to move to approve use of the mandatory contractual provisions attachment as a standard exhibit to be incorporated into city contracts, bid documents, and procurement materials with such attachments to control over conflicting vendor supplied terms. We have a motion from Amanda. Do I have a second? Second. Cory seconds. All those in favor say I. I. I. Motion carries 5. Thank you. You bet. Thank you.

Item I3. Um, the city code requires certain city employees to post a bond. Uh, city treasurer, city clerk, assistant city clerk, I think municipal court clerk as well. Um really uh the purpose of those bonds it's it's kind of a a legacy requirement uh that dates back a long time uh it's it's a way of providing financial protection to the city in the event that there was financial uh malfeasants involving those positions. but it really is duplicative of the liability insurance that the city already has. Um that covers a lot of those instances and the amounts that are required by the city code are rather insignificant in comparison to the volume of dollars that are passing through those uh provisions. Not to mention the fact that in managing and maintaining those bonds, you got to get a brand new bond anytime there's a change in personnel in those positions. You also have to track the renewal terms. It just I'm not sure that it is worth it from an administrative standpoint and I'm not sure that it provides any measurable increase in protection for the city over and above the insurance liability insurance that we already have. that likely covers all of the same risk. So, what I have done is prepared an ordinance that eliminates those bond requirements in the city code. The city still has the ability to elect to require a bond if circumstances may dictate it. But what we're looking to do is to eliminate the obligation to obtain a bond.

Um, I could probably touch on that one a bit if you mind. Sorry to interrupt there. So,

one of the reasons that this conversation was brought to light was we have a a third party insurance company that we've worked with for maybe 15 years or more and the necessity of their services, city staff feel like, is is no longer. So, uh, addressing this antiquated code will give us the opportunity to, uh, sever our business relationship with this, uh, brokerage firm, uh, because this was really the only outstanding thing that we had with them, uh, that was providing really value to the city. So, um, it's going to save us, I would say, 12 to $15,000 or more every year as the city grows by no longer having a third party brokerage firm. Um because for our liability insurance with Midwest Public Risk, we are getting charged an extra percentage like I said 12 to $15,000 because they have to pay rent and company a commission for all of our employees that they're providing uh liability insurance coverage for. So excuse me, all of our assets. Um, so addressing this code uh will also allow us to in that uh relationship with renting company. Um, and I would say probably in about 3 years or more, unless there's some kind of consequential change between now and then, we may seek a local third party insurance broker to help us go shop some of our insurance needs. Reason we don't need a broker right now is because Midwest Public Risk is a co-op made up of municipalities. It's already the most competitive rate on the market. It gives us more coverage than we need. Freedom Claims Inc. we work with who helps us shop our insurance every couple years for the health side of things. They will

do price comps with Blue Cross, United Health, Etna, etc. And then uh KNET is our work comp provider and they are a co-op of municipalities in Kansas and you're getting a unique tailored experience with someone who has experience doing work competent municipalities at a competitive rate. So we don't there's no need to have a broker when we can work directly with these firms who provide assistance with the health insurance, the liability insurance, and the work comp. So, another way we're saving the taxpayers a few bucks here by getting this old code off the books and severing our business relationship with our current third party insurance broker.

Well, didn't we in making the shift and changing companies last year? Didn't we save close to one bill reducing the premium? Uh, I I don't want to I can't speak to that with certainty, but it was tens of thousands of dollars. I I could say with confidence, three quarters of a mill. Mhm. You want to hear half of that? We save a lot. We save a chunk of change. We'll leave it at that. And I believe we're getting better service that's tailored specifically towards local governments. Any other comments, Christine? Back to you, Ryan.

Well, so it is recommended that the city move to approve to adopt the ordinance that would amend the city code to remove the mandatory shy bond requirements for city officers. So, first we would need a uh motion to wave the reading of the ordinance. I make a motion to wave the reading of the ordinance. I'll second that. Chris has made the motion. I made the second. All those in favor say I. I.

Passes 50. Okay. Now, we need a motion and a second to approve the ordinance. And that will be a roll call. I make a motion to move to approve adopt the ordinance amending the city code to remove mandatory security bond requirements for city officers. Second. Chris has made the motion. Amanda second. Roll call vote. Council member Durk. Yes. Council member White. Yes. Mayor Lee. Yes. Council member Hall. Yes. Council member Leonard. Yes. Ordinance 10:35. 10:35 pass 5.

Thank you. Thank you. Appreciate it.

Community development director is stuck behind the chairs and tables. He'll be here in a minute. Oh, there he is. Good afternoon, Mike.

May city council. This is I4, which is a petition for annexation. So the city met with Mr. Amir Adazi on January 9th to discuss his acquisition of land generally located north of Maple West 23rd and east of 199. It's right next to the Elbridge subdivision. During this discussion, he described his ideas for development and the city went through the title process with them what that would look like. Uh since this land is outside the city limits, step one of the process is sent to city limits per KSA 125287. If the land is budgeted in city land and the property owner petitions the city for annexation, city council may formally annex land by adoption of ordinance. So that's what you guys are considering today. City council is reviewing a petition ordinance for annexation certain land abundance limits. It's 77.692 acres. It's about 3.3 million. There's a FEMA flood plan on it. Parcel identification number 00252319. Once again, we're referencing KSA 125287. This is the property in question. This dash orange is our is our city limits and so it runs down this way and jogs back around but it is abuing per state law on this side right here and since he's petitioning then we can go ahead and annex the whole in its entirety there will be a small passion ordinance in city newspaper it's approved as form by court slain it is recommended council both wave three ordinance and then approve ordinance next certainly corporate city ordinance with voice plus a roll call so is there any questions about Yes.

Your questions. I did not one for me. Quiet today. Yeah. Cory. Um, well, my question was planning commission doesn't have to look at any annex. Correct. No, just if they zone or and planning zoning and planning. If we annex it, what is it? The default's R1.

Okay. That's our default. Technically, it says the it should be the lowest and and most restrictive zoning classification, which there could be an RMA for R1A or R1B because that has a square footage requirement for minimum building sizes, but we've always done R1 historically. And in previous minutes when I've reviewed what other community developed R1B, so that doesn't exist anymore. There could be an argument made for R1A, but it's R1 is our typical it's our go-to. So that's what we that's what we call zoning. All right. Thank you. Y can you say anything about the general intent?

Yep. [laughter] Uh I mean I don't know if we want to discuss it publicly right now or not or have any comment about that. The the developer is interested in uh estate style lots. So larger single family homes, but that's just a concept at this point. Yeah, the key in that is single family home.

Yeah, he hasn't made any inclination he wants to do anything else other than than R1. There is an existing property there. Um, and he has mentioned the possibility of having it rented for a venue space. If that's the case, we would have to go through a special use. Special uses are treated like reszoning, so you guys have to approve that if you want to treat it as a long-term venue space. If he's using it as a primary residence or a rental residence, he can do that. There's nothing that requires anything for us for short-term rentals like Airbnbs or Verbos. If you want to do that, there's nothing that says that we would have to require to be registered for the city. But as a venue space, if it's treated as a venue space is treated like a commercial, he would have to go through a special use. So that's treated like a resale name. So then we would have to publish in the city newspaper, send it out to everyone, [clears throat] and then you guys would it have to go to planning commission first and then you for final consideration if it's going to be a long-term venue space. But that would be existing for the house.

He he shared with us that that was for temporary revenue generation while they worked through the entitlements of developing the ground. That's not what their intention would be long term. And that was kind of a maybe. Sure. And he's entitled to change his mind on all of this. Yeah. He I I think I am comfortable enough to share that he told us that they're not interested in two family development. It's not not something that they want to do. So, it's good to hear. All right. I make a motion that we wave the reading of the ordinance. Second. Chris has made a motion. Cory seconds. All those in favor say I. I. I. Motion carries. 5 Z.

I make a motion to approve the ordinance annexing certain land into the corporate city limits. I just make a motion. I have a second. Roll call. Council member Durr. Yes. Council member White, yes. Mayor Lee, yes. Council member Hall, yes. Council member Leonard, yes. Motion carries 5 10:36. 10:36. Very much. Very good. Thank you.

Honorable mayor and city council. I am hinch hitting for our colleague Jason Collie who's caught a bug and lots of that stuff and speak from experience. So um I I want to make a quick acknowledgement bringing this agenda item. One of your colleagues had mentioned to me that we need to be uh more respectful of uh the time of our uh consulting partners and when they're here for business, let's try to put them on the front end. And that conversation happened on Friday as this packet was already being published. So, uh, as we look toward the future, we'll make sure our colleagues that we partner with them have to sit through all the business, uh, before we get to theirs, such as this afternoon. But, uh, not always can that be helped because sometimes we have multiple partners in the room, but we'll try to put that business on the front end. That way, they don't have to go through zoning hearings and all the other, uh, fun stuff that we, uh, discuss during our council meeting. So, like I said, I'm stepping in for Jason on this one. and the public works prejunior metal building order. So uh we are getting really close on this project. Very exciting. Uh we're told by uh first of all we have Chase and Chase here with us uh this afternoon with our HUT design build team. Uh they have identified uh through conversations with their metal building suppliers that there's an anticipated uh price increase coming at the end of this month. And so to get ahead of that 10 to 12% increase, we are merely asking the city council to authorize us to put a order in for this building. So, um, that's that's what we're here to discuss today. But a little bit additional info as far as where we're at in the overall process. On the 16th, the council, uh, will consider authorizing entering to an agreement with Hutton Design Build for the actual construction of the building. And it would be at that time that we establish the guaranteed maximum price of the project. Uh we actually met with Hutton's communications team today, promotion team, however you want to call them. Uh we're going to have a

groundbreaking on April 6th. Uh haven't talked to Jason about this yet, but I'm hoping to keep the the new salt building. Doesn't have power to it yet. We're waiting on EverGy, so there nothing in there. It seems like an awesome place to to a uh groundbreaking ceremony uh if we can. So anyway, that's tenly scheduled for [clears throat] April 6th. Uh I think you guys have all seen this rendering a multitude of times now. We made it available to the public as well. But uh this is the uh front uh elevation rendering for the public force facility. Uh you can see over here we got more of the finished space. Uh we got some of the smaller overhead doors here. And then on this side of the building will be the larger overhead doors for like our front loader dump truck. Um those larger pieces of equipment. Uh there'll be a thicker speck of concrete where that heavier equipment goes as well. Here's a look. I just pulled some um uh sheets from the construction document set. Uh some of it still has some comments on it because we're still working through that markup, but this is a look at the site plan. So, this is the city-owned property. Right here is where Everg has a utility easement. That's where those massive overhead lines are uh feeding into their transformer substation over here. So, uh, one of the kinks we've been working through is just kind of the utility layoff for the water and sewer because they're a little particular as to, uh, encroaching our space there, but we actually received an email today that they are in agreement with where our current proposed layout is. Now, we just got to have our, uh, attorneys, uh, work through an encroachment agreement. Uh, here, you'll see up here, this is the potential site of an additional public facility that we've been talking about through our 10ear CIP. Uh it's another public safety oriented building. Uh down here is the proposed public works facility. Our salt shed sits about right here. The lagoons are over there. Here's storm water retention. This is our lot. And of

course, this is the building that you've seen. You can see there's a concrete apron around the building. All of this is gravel. This is going to be page parking. This area right here will be nice landscape. Um I don't know what we're going to do with this field. the farmer is going to want to keep farming it. Uh hopefully he will because that that keeps us from having to do maintenance on it. We do have farm lease revenue off of that. It's it's not really a consequential amount. Uh here is a a look at the floor plan um that I pulled. This is actually from the FFN sheet, but it's a pretty good look at the floor plan. You'll see over here uh we have the training room. Uh we have several individual offices here. Uh, and then one of the things I really like about this building is it allows us to grow without having to subdivide a bunch of additional office space. Each of these chairs can be a communal workstation. To start, we'll probably only put uh computers and phones on these first two, and then as staff grows, we can uh add more workstations at relatively low cost. These are going to be some of those uh large workts that go up and down. So, we can put maps and stuff on there, blueprints. Uh, kind of, uh, work through that. Um, I have a couple TVs in there as well. Um, these tables here are meant to, they can roll around and stuff like that. So, we can set that room up differently if we like. Break rooms over here. Another small conference room here. Locker rooms. Uh, fire room over here. We've got some larger uh, personal protective equipment lockers there. Here's a toilet for uh for members of the public to use. And then this isn't really meant to be a space where you are are having it open to the public. We're not going to be doing utility bills there. Uh things of that nature. So really there's just this vestable here. Um there's not going to be like a welcome desk or anything like that. If you're there for an appointment with one of our staff, they'll just come let you in and uh you'll be in a large conference room, one of the individual

offices in the small conference room. So over here, uh, we actually have an exterior wash bay. So, uh, I think we've covered this before, but members of our city staff went and visited, uh, Derby Public Works, Maze Public Works, uh, kind of steal some of the best ideas. We got a plan set from Bel Air, who I think just cut the ribbon on their new public works building. And so, one of the ideas we took from Derby is we like the outdoor wash bay. Anytime you can have the water outside, it might create some better longevity inside to avoid that moisture.

Yes, it does. Yeah, there's some concerns about uh the amount of sunlight that might get to that and things of that nature, but we feel like we're okay with it. There's a little patio back here to come out of the break room, so they can put a grill back there. There's going to be a a overhead over that so they can be in the shade. We got east is going to be over here, north is over here, west, [laughter] and south Somebody sometimes I don't know what the trying to orient.

Uh this will help too with the elevation. So uh this one up here is if you are uh driving north, this is facing south. So this is what you'll see when you're driving north on 199th. Uh this is what you'll see if you are facing west. Uh but this is facing east itself. [clears throat]

I think that's all I put in there for site. Oh no, I must have missed one. Let's see. Okay. Yeah, this is the uh this is the one that faces 199. So it faces west. So that's what you'll see there. And then this one faces uh to the north. So, in order to replace now for materials, you know, based on the assumptions or the suppliers, we could save over $40,000 because of that potential price increase. Uh, the total estimated price for the preview metal building is about 382,000. Uh, we're kind of uh we've got a couple of design uh variables that we're working through right now. The main ones that are still a little bit loose, but that we're getting really close to refining is the cost for our sewer utility. Uh, super expensive. got to get some depth to it for gravity. Um, that's potentially a couple hundred thousand dollars of our 4.25 million where we're expecting to be now. Cost of extending natural gas with Kansas Gas. We've kind of in a negotiation process with them. Uh, the first quote they gave us was really high. We're kind of working them back from that. Uh, we're going to have to widen the current gravel drive that goes out to the salt shed. That's a cost variable. Those are the three main ones. Um, think sight lining kind of sighting fine a little bit. So, we're in that 4.25 mark. I really expect that and that includes cost for design. I really expect when we uh come back about a month from now u to establish the guaranteed maximum price in the construction contract that we should be around $4 million for construction, maybe 41. Uh that 425 includes our $190,000 design contract with HUD. Of course, we budgeted uh 5 million. So, if we can deliver this project 3/4 million under budget, I'll be real proud of that and I hope the council will be too. Again, the action today is to uh ask to

approve placing the order for the premium metal building. Uh with that, any any of the Hutton team, you want to come up and cover anything I missed or maybe talk about the process from here forward? [clears throat] I guess to follow the theme, we're batting clean up for grade. There you go.

Thank you. Um I would say a couple things. One, um I I think the GMP will be a little closer to that 38 because we're also holding a4 million for furniture and equipment that will actually be purchased under set separate contract in the construction agreement. So just a little caveat to what he said there right at the end. Um really the finish line here you're actually seeing some of the drawings of some of our final QAQC comments. Um our final deadline is midFebruary to be done with those drawings and those will go out to competitive bidding after that. Uh and then the groundbreaking ceremony. I'm glad to hear that that planning is already in motion because from there it starts to get a little more fun because you start seeing stuff come out of the ground eventually. Um but honestly it's been a really rewarding process. Sorry Jason is not able to join us. Uh but really been enjoying the relationship and Chase here is leading the charge for all of the construction efforts. So you can probably talk about what that'll look like for you.

Uh yeah, so I'll probably be the one presenting uh later on in March with the GMP uh with Craig. So I'm looking forward to that getting the project up to bid up until now. We've done uh you know a lot of budgeting exercises and um you know I'm glad we were able to work together as a team and identify this potential price increase and try to get in front of you to avoid a potential increase there. So, uh, we appreciate your time today and working with us to get this moving.

Sorry, I did have one more thing. I was thinking about what he was talking to. I think little things like this are a great testament why design bill works so well. Save $50,000 just because there's a price hike coming. We know that because he's ingrained in this process and it's not we're not just drawing this without involvement from our build teammates. Um, and what I would say too, the underbudget part, I think the one of the reasons I'm really proud of it is we're actually adding stuff to the project. Uh, there's stuff in here that we didn't have before and we're still under the dollar amount, which is I think feels really rewarding. So, it's not like we've been having to exercise a bunch of treming to try and maintain a dollar amount. So,

start date, completion date, park, I mean, write it down and hold you to it, but Yeah. Yeah. So, we uh we talked to Craig about a start date of April 6th. Uh we're we're on track for that. Uh I think we have about a 9-month construction schedule. So, when we come to you with the with the GMP, we will also have the schedule associated with that. Just curiosity question. Mayor, I want to make a budget clarification if you don't mind. So,

kind of the delta between what Josh mentioned with the GMP being closer to 3A excluding FFN. We like our acronyms, right? So FFN is talking about the furnishing. So all the furniture, the lift, the vehicle lift, the the pressure washer, tool boxes, if we have any racks, which that stuff gets expensive, racks and shelving. We'll have a couple TVs in our conference rooms. Um obviously there's going to be some kitchen wear. Um all that type of stuff. So we've got about a quarter million budgeted for that. One of the things that's super nice about coming in 3/4 million under budget is that if we get this thing 99% of way built and we're like, "Holy cow, we forgot we need XYZ." It's not like we're, you know, well, we'll have to budget for that in 2027 because we don't have any money for that. We'll have some um some money left over to complete those purchases for any items that we may have missed. So, um, yeah, but that that difference is that there's 250K there for furnishings that are outside of our contract with Hutton. So, we're working direct with furniture suppliers. Uh, Midwest Single Source and Pure are the two that we're primarily working with. Looking at a couple different companies on the lift um, and those types of things.

Any other questions? Any other questions? Cory, you No, I'm good. [clears throat] Just two comments really. I just want to notate again on the public record how absolutely terrible our public works building currently is. So, um I know that this feels like a really big expense, but I would encourage anyone to ask for a walk through um if they're concerned on what this building is costing us. Um but also I just want to state from like a construction standpoint. I think saving $45,000 before we've even started the project uh sets us on a good trend alone. Um so hopefully no pressure we can keep on that keep on that trajectory. So you good. Thank you. All right.

I make a motion to move to approve the placing of the order of the pre-engineered metal building for the new public works facility. We need a motion. Amanda seconds. All those in favor say I. I. I.

Motion carries 5. Sir, it's one German word I learned from my grandmother. I was a few ho mayor, city council. Um, not a lot of updates here from the version of this that I sent out late last week. We didn't have an administrative report to get for last council meeting because of the flu bug. Um but really the the main uh addition here just want to highlight the efforts of our public works crew. Uh those guys were working 12-hour shifts u for the last few days. Um lots of time and effort goes into that. Uh you wouldn't think plowing is uh that that difficult of a job physically, but it actually really is monotonous. You really uh your mind can get away from you when you're doing that for 12 hours straight. Um and those guys just have done a fantastic job. So, I'm really proud of their work. I appreciate them bringing the efforts. I was told yesterday that over 30 tons of material been applied to the roads. Um, they're going to continue cleaning up. Even today, they're out there uh continuing the cleanup effort. A winter event like this, a cleanup effort can last a long time because these temperatures are so low. You think of a snow that you typically get um you know, maybe early or late season. You're going to have some days where you've got 30, 40, 50 degrees and coming after the fact and you have melt. Well, we don't have a lot of melt going on right now because the temperatures are are still so low. So, hopefully as the temperatures get up today and tomorrow, I think we've got some u some highs in the late 30s, early 40s, we can um see some some more progress on that. But, I just want to note their efforts. They're going to continue working over the next couple of days on this. Uh I'll just submit this report to you in writing. you can look at the rest of these items. Please pay pay special attention to any of the

upcoming agenda items. And with that, I'd be glad to take any questions

questions anyone. Thank you, Craig. Appreciate it. Okay, everybody comments here.

Uh, congratulations, Lori, on a job well done. Thank you. Thank you for your service so much and you'll be missed. Uh, also thank you to um public works for the continued cleanup efforts and um we are very proud of our public works department and for um Hutton for coming and sitting through our agenda items patiently bringing us really good news about our new public works facility. And I echo Amanda's um sentiments about the current uh public works facility. So if you if you do question um please set up a tour with our city administration and um you can go check out what what conditions they're working in. So

very good. Also congratulations to Lori. Um I can see some tears there. I think you've spent a lot of your life here. So I can imagine although you're probably very excited for some free time um definitely hard to leave and we thank you for your years of service to the city and all that you do for us. um and to public works because it was absolutely freezing this weekend and well I think the rest of us were probably at home, you know, under a blanket on the couch. Um and we're away from our families and not only in the snow but just the you know uh negative temps. So um safe travels this week to everyone going to Topeka. Um and also just wanted to give a little plug there is a community events volunteer meeting tomorrow. Reminding the time

6:30 6:30. So, if you've ever wondered what um community events is about or joining and volunteering within the community, that's a really great way to do that. Tomorrow here at 6:30, uh so just echoing on a lot of the same things. Congratulations, Lori. Enjoy your retirement. Um and yeah, thank you to the public works for clearing the roads. I know there was a lot of snow, so it's good to see it all get removed. I was looking at the note of Third Street. Did that actually wrap up all the way right before we got six and a half inches of snow on it? [laughter and clears throat] Yeah,

there's a couple of uh ramps that need to be rebuilt, but that's that's a day half a day and then striping and then they'll do their final walk through. We'll wait till the snow melts. Um so we still have retainage on that contract to my knowledge. Um but yeah, I got an update on that today. So there's a couple of outstanding items. Then they'll do the walk through, develop a punch list of whatever they find on their walk through. Um, and then they'll take care of those items and then we'll close out the project. All right. Well, awesome. All right. I think those Naomi, you still with us?

I am. First, just want to apologize for being late. I had a hour long meeting that went two and a half hours and so I was late

like a council meeting. But thank you for your patience. Um, congratulations, Lori. Um, and totally thank you for your service to our community. Um, and super excited to have Stephanie on board. Um, other than that, I don't have anything that anybody else hasn't said, but I'm super excited about the city building because I have done the tour and it's pretty terrible. So, I'm excited to have um our um city workers have a much healthier and um advanced environment to work in. So, I'm thank you for all the work that you're doing with that. That's all I have. Thank you.

I'm gonna talk to Lori for a second. The rest of you guys can just listen in. Um Lori, congratulations. really uh you're always a bright piece of sunshine when you come through the office. I appreciate the way you've done your work and the way you go about it. Uh I will tell you as someone that has just crossed that bridge to retirement that you will finally wake up one morning and you will ask yourself, "What day is it?" [laughter] and and that's the day when you're fully retired because every day is Saturday except for Sunday when you go to church and the freedom that your time and what you put your efforts into I'm sure will be beneficial and helpful to many people and uh all I can say is congratulations uh but life is good on the other side of this uh retirement thing and work thing so I wish you all the best I know you won't be a stranger Uh, and if you need something to do, let me know because I'm really good at connecting dots and helping people get plugged in in places. So, uh, with that, again, I'll say congratulations and we wish you the very best.

Thank you. Anyone have anything else to add to the order things? So, I'll make a motion to adjurnn. I second. There's a motion and a second. All those in favor say I. I. Meeting is adjourned. Thank you.