City Commission - Regular Meeting

All right, we'll call the uh Thursday, February 12, 2026 city commission meeting to order. All four or all five commissioners are present. One is on Zoom. Hello, Sandy. All right. Next up, we have the consideration of the minutes from the meeting of January 22nd, 2026. Changes, comments, or corrections on those? I see none. I see none. And they will stand as presented. Next up, the financial statement from the month of January 2026. Mr. Rub.

Good afternoon, commissioners. Kim Rup, director of finance. Uh, this is a report of financial summaries, revenues, expenditures for the city of Hayes, month ended January 31, 2026. Revenues in January totaled 9,638639. That's a decrease of 291,48 compared to the same period last year. Notable areas of increased revenue compared to January of 2025. Adjusting for the new rate, transient guest tax for the CBB was up 29,677 or 7.4%. Parks improvement revenue increased 20,000 as a result of the reimbursement from women who lead on phase one of the sunrise park project and court costs and fines were up a combined 27,000. Notable areas of revenue decrease. Capital projects was off 347,000 due simply to reimbursements on the 13th Street project as compared to the commission cap reserve transfer a year ago for the 32nd 33rd Street project. Probably could have written that a little better, but it two different transfers, two different years. So threw threw that revenue off.

Expenditures in January totaled 3 3,619 233. That's a decrease of 376,000 as compared to the same period last year. So notable areas of expenditure decrease increase economic development expenditures were up 100,000 due simply to the budgeted allocation to Fort Hay State. uh CDPG pass through payment for the chestnut suite project increased economic development fund 19,317 health insurance and workers comp were up a net 166,000 and the employee benefit fund due to timing of invoicing library and library employee benefit were up 1,111,000 due to the timing of payment for their budgeted allocations and the purchase of a backhoe for the service division this year and the capitalization of a lease on a PD vehicle last year increased new equipment reserves 89,000 notable areas of decreased expenditure commission copper reserve fell 1 million606596 due to the transfer to capital projects at this time a year ago as we mentioned on that 32nd 33rd Street project purchase of Rainbird irrigation parts of the golf course a year ago dropped repairs to buildings and structures 21,700 new equipment for public works service was off 72,000 for the purchase of a new brine production system at this time last year and social services and special alcohol funds expenditures fell 120,000 again just due to timing of their allocations month-to- date general fund sales tax collections were at 847,358 that's an increase of 28,000 or 3.4% 4% compared to last year. The sixmonth average was flat, and that's a year year-over-year decrease of 3%. County sales tax collections were at 98,856. That's a year-over-year increase of

3600. Report of top 10 quarter-to-ate sales tax collections by classification was at 52,500 or 1.65%. That represents 73% of the total sales tax collected for the running quarter. And finally, the total par value of yes treasuries for January 31st was 2 million with a weighted average yield to maturity of 4%. That's down a quarter percent. Total of the portfolio certificates of deposit on January 31 was 74.5 million with a weighted average rate to maturity of 3.86 down 1%. Total balance in the money market account on January 31 was 4,816 219 with a current weighted average yield to maturity of 3.59 down.2 two from a year ago and total investments were up 4,539460.

Make a motion to approve the January 2026 financial statement. I second. Motion by Commissioner Mucil, second by Commissioner Lacing. Uh any questions or comments for Kim?

Kim, can you give me the reader digest version on the pass through the CDBG? How that how does that work? Basically, the funding is paid to us from the state and then we pass it on to the developer or the whatever we're directed. It's really all directed by CDBG and we have to follow certain guidelines, give them a copy of the invoicing, the check, prove that it's deposited. You know, there's quite a bit we go through, but uh it's paid to us and then we pass it on to whoever we're directed. And in this case, it was uh went to the contractor the first couple of times,

contractor themselves. It just depends on whether the developer is paying the contractor and we reimburse them or how how they direct it, but the state dictates how how you do it. Okay, perfect. Questions or comments? Sandy, anything from you? Okay. If not, I will call for a vote on that. All in favor, please say I. I.

Thank you. She's wrapping. Okay. Motion passes 5. Thank you. Thank you, Kim. All right. Next up is citizen comments on non-aggenda items. Anybody from the public who wish to speak? All right. Next up is the consent agenda. Um this is the appointment we talked about um about a month ago now um for the care council. I'll move to approve the consent agenda. Second.

I'll have a motion from Vice Mayor Cunningham and a second from Commissioner Jacobs. Questions, comments on this item hearing? None. We'll call for a vote. All in favor, please say I. I. I. Opposed. Passes 5-0. Next up, 2026 Street Maintenance Projects, award of bid. Colin.

Good afternoon. Colin Belzer, deputy city manager. So, each year staff does evaluate the condition of city streets and develops a maintenance program that is brought forward for commission consideration. The street maintenance program has been funded primarily with special highway funds. In 2026, there is a little under 1.1 million budgeted for street maintenance. On the screen are the various funding sources for the special highway fund. Majority coming from the state or federal government. This slide shows how staff recommends spending those funds budgeted in special highway. When we came to you back in November of 25 before the bids were solicited, approximately 1.15 one 555 million of work was identified. And this is a map that shows the locations of those projects. So a few point about the recent bids. On January 13th, uh the city did receive bids from 11 contractors bidding on seven different projects. bid documents were structured so that contractors could bid on one or more of the various projects and several of these biders bid on more than one of the projects. So the first project would be seal coat. Seal coat is a liquid mixture that is applied to asphalt pavement. Seal coat has a smooth black finish and does not have a rock surface like chip seal. The seal coat will fill the fine cracks developing the asphalt and preserve the life of the street. Here you can see the approximate uh area be The work will be performed. Prim areas for 2026 is bounded by 13th and 27th Vine and Canterbury and the low bidder was Vance brothers from KC who has performed work for us in the past. Poly patch is a treatment that uses a rubberized tar with the aggregates is designed for repairing cracks which are too large for crack sealing and distress surfaces that are too small for repaving. Poly patch will seal

distresses and remain flexible. It's used in advance of surface seals like chip seal seal coat and microsurfacing and a low bidder with stripe and seal of hayes who have performed multi- performed poly patch work for the city for many years. And then for curb and brick repair this project this year's project will focus primarily in the area along forth street between 13th and 15th and areas along west 6. Areas of broken damaged curb and gutter will be replaced and areas of brick selling will be repaired including the concrete base under the brick. area shown in yellow with the red circle. The low bidder was Morgan Brothers of Lacrosse who performed curbon brick work many times including most recently last year. There'll be an asphalt rejuvenator which is also called reclamite. It's a pres preservative seal that is used on newer asphalt streets that do not yet warrant more advanced treatment. The cost is less than seal sil coat or chipsill and helps a new street stay in good condition for a longer period of time delaying for costly maintenance. Since the product goes on clear, pavement markings, if any, are present, are preserved and do not need to be replied. All the streets identified for reclamite were either milled and overlaid in the last couple years or East 17th Street or have new asphalt, East 13th Street. The areas shown in orange and circled in red are the locations where they'll be that work will be done. The low bidder was proal from Augusta, Kansas, and they have applied the product many times for us in the past as well. Two projects for street rehab were selected for bid for 2026. The first is reconstruction of the 500 block of Oak Street. This is currently an asphalt street and in very poor condition and has deteriorated to the point of needing reconstruction. The low bidder for that street segment was a pack of haze in the amount of $95,89. And then the second rehab project is

replacement of several concrete panels on Fort Street between 22nd and 27th. The project focuses on the east twothirds of the street as the west third was replaced in the recent past as part of a waterline project. All deteriorated pavement will be replaced with new concrete pavement and any areas of damaged curb and gutter will also be replaced. And the low bid for that was from Morgan Brothers. Pavement markings are beginning to fade along Hall Street from 27th to 41st. And not only are they beginning to fade, but there's little to no reflectivity, u making nighttime visibility difficult, was last applied in 2016 when the overlay and road diet were done, so it lasted quite a while. The low bid was from H Heartland Traffic Services of KC who have performed this type of work for us in the past with the latest being the 41st Street pavement markings from Hall Street to the Highway 183 bypass. And then for 2026, staff is proposing to continue with the popular sidewalk rebate program. The amount being earmarked from special highway is 10,000, which is our standard practice. And for for sidewalk improvements in 2026 and finally 100,000 will be budgeted to augment the purchase of crack seal material, asphalt to concrete, and other materials for city crews to perform inhouse street. And it's a reminder of the map for the location of all these projects will occur. Here's a breakdown of the various projects and total costs. As you can see, there's a balance remaining of just over 135,000 for additional work or unforeseen change orders. All projects are scheduled to be completed no later than the end of 2026. Several projects, including Seal Coat, Rejuvenator, and Oak Street Rehab, will be accomplished during the summer when warm temperatures are favorable for these services treatments. close out of session. Contact with adjacent property owners and other stakeholders will be made well in advance of any construction

activities. Some of that outreach has already happened. So your options are to award the contracts and approve the funds or alternate direction staff. On the screen is the action requested. I move to authorize the city manager to enter contracts for construction as presented in the amount specified to be paid out of special highway budgeted projects including budget authority for the remaining 2026 budgeted balance of $135,765.88 for additional work or unforeseen change orders.

Second. We have a motion from Commissioner Cunningham and a second from Commissioner Mucil. Questions or comments on this one?

One thing I would comment is we had our city commission retreat this last weekend in Lawrence and driving around on their streets. I'm very thankful that we've been doing this for many years and spend the money because our worst streets are better than their best street in my opinion. So, it's a good project and I think the community uh appreciates what we do by having this, you know, taking care of our streets and like I think Commissioner Jacobs said last week, you know, you go through some of these areas where we've replaced curb and guttering and it just makes the whole area look so much better and it's it's a good thing and it keeps the longevity of that street longer. So I I appreciate the preventative work that we're doing.

Absolutely. Yeah, preventive maintenance saves a lot of money in the long run. That's for sure. Um on the projects themselves, is communication done by the companies or is that done by our staff? It varies by project. So a lot of the seal codes by companies, but obviously we have we're in contact with those companies all the time. So project management will also be part of those conversations a lot of times.

I kind of agree with everybody up here, right? The roads are extremely important. and I travel the country and I'd say Hayes has probably got some of the best roads in the country and I appreciate that very much. My question would be is $135,000 for carryover or unforeseen change orders is that pretty typical year to year or should we be shooting for um you know less or more? What what are we seeing there?

I can answer that because because actually the 135 is on May this year. Um, we typically try to spend our entire budget and that includes we plan enough projects to where if we get really good bids, we can just do more, you know, with the money. Um, for whatever reason this year we had 135 left over. We normally give ourselves a $50,000 contingency just for unforeseen. Um, some years we dip into it, some years we don't. Um last year we were doing a mill and overlay on 17th and we found a soft spot so they had to go in and redo the base and they dipped into the contingency on that you know. Um but for whatever reason this year we didn't plan accordingly to spend at all and I didn't catch it before it got to you. So this isn't a typical occurrence. This is a very atypical occurrence

and this is only for the authority up to that. So if we only spend 35 out of that, the rest of the 1076588 rolls back for next year's projects. Correct. Okay. Questions, Sandy? Anything from you? No. Okay. All right, then I will call for a vote. All in favor, please say I. I. I. Opposed? None. Passes 50. Thank you. Okay, man. Quick. All right, Sandy, you are up on commission inquiries and comments.

Oh, I don't really have anything. I really appreciate the accommodation. I don't often miss a city commission meeting and I appreciate the accommodation of doing it on Zoom. The only thing I might suggest, and Colin, you and I can talk about it, it might be better just to do it on the phone because Zoom tends to be a little um back and forth. It's not quite as easy as phone. So, we might talk about that. Um, and I wish you all sit here with the view that I have at the farm. We're all deer looking back at us. And this morning, a great big coyote had to be chased off by our great Pyrenees. But it's awful nice here. Thank you, Sandy.

It's nice back here, too. Hayes is awesome. It's more awesome. Yeah, it's the It's the bestest. All right, Commissioner Valising.

Uh, got two things. Just one, uh, learned a lot at the commission retreat. Want to say thanks to the city manager's office for putting that on and, uh, bringing in some quality speakers, helping educate us on low-income housing. Um, I think we all walked away that, uh, low-income housing is possible. You just got to have the right knowledge and the right people involved. And I think we're heading in the right direction. I I think there's some light at the end of the tunnel. So, I look forward to seeing what uh we can help bring to the city in that area. So, um, another thought I had was, uh, an area we might try to save the city some effort and time and money in is pet licenses. The city brings in only $14,000 a year in pet license fees. Um, but most pet owners already go out and buy their own pet license or at least a tag that has their name, phone number, or they get their pet shipped and those they're already spending the money on that. But then we're adding to it and having them spend more money to get their pet tagged and it's taking up time and effort and money from the city to do all that when it's already been done by the pet owners. Uh so my thought was maybe rewriting the city ordinance so that instead of having to come to the city to get a pet license, it just simply states that hey, you have to have your pet tagged and that tag needs to have some sort of identifying information. Maybe a a phone number or an address. owner's information so that we can return the pet to them or have a chip in the the animal because all of our ACOs have access to the chip reader and we can find out who the the pet belongs to. It would not only save the city money and time here at city hall, but even the police officers on scene, if they've got a tag on them with the phone number, now they don't have to get on the radio and waste their time calling dispatch and now waste dispatch's time looking up in

the computer and wasting radio time to do, let's face it, animal control. They could just get on there, say, "Oh, this owner has this phone number. Call them real quick and say, "Come pick up your dog." It's going to save everybody time, everybody money. So, I thought that'd be a simple, easy way to give back to the community. No, I think that's I think that's a great option. Um, yeah, if staff's okay to research. Kim was smiling with Glee. Yes. U, we'll absolutely uh the two departments involved is Kim and Dawn. Um, so we'll get with them. We'll put something together as a possible recommendation and put it back on a work session if you guys are okay with it. Yeah, I think so. Everybody else okay? Yep. Okay. Awesome. Thank you, David.

Next up, Commissioner Musel. Kim, I just paid mine. Can I have my $5 back now? No, grandfather. Can't go out to eat tonight.

Um, now I I also want to thank city staff, uh, Colin Jared for putting on the, um, retreat this weekend. I mean, like he said, the speaker we had, that was great information. actually shared it with some people in Hayes and stuff and they were uh you know they were really impressed just the information I could share with them and stuff. So I it was it was a good retreat, good information and it was really neat. I don't know if I agree with all of it, but some of the um housing they do in Lawrence and how they, you know, pay for it and stuff, but just some interesting ideas that I think we could uh, you know, possibly work on or, you know, see and some of them maybe we're already doing it, but uh they're definitely ahead of the curve on, you know, low-income housing there.

Vice Mayor Cunningham. Um, I'll also extend a thank you for the speakers that were at the retreat. I think it's just giving us more tools in our toolbox to see um what our option options are and um how we can try to make some lowincome housing work in Hayes. So, I do greatly appreciate that. And then um I hope everybody's been enjoying the nice weather because I saw the forecast could not be in our favor in the near future. So,

I know, right? But and in fact I didn't look at the forecast until the gentleman at 7 brew informed me that I should look at the forecast. So then I did. So um but no hope everybody's enjoying the weather and uh have a happy Valentine's Day. Oh yeah. Yeah.

Um yeah, thank you guys. Appreciate the retreat. Um it was it was a lot of good information. I mean we spent a lot of time on housing. Uh I know the drive around um looking at all the the different projects that they had had tried with you know different incentive programs or different programs they use um low-inccome both at the state federal and local level. Um it's very very interesting. I know I went back with the the book you had of all the different projects kind of researched those and um and I started having conversations of what works for them, what doesn't work, what could work for us without, you know, spending or wasting a lot of money. There's something that can be done. Um and those kind of conversations that we had were were really good. It was it was a good conversations that we had. Um the morning was wonderful kind of talking about uh things we need to be aware of here in the next 5 10 15 30 years uh of planning and how do we make sure that we don't run into that and overspend ourselves. Um so appreciate all that information as well. Um then I also just wanted to uh thank you all for reaching out to me uh for my grandfather's passing. That was really appreciated. Um he was a great man. I know I know he's proud of me. Um he still never believed that I was mayor. He said, "I don't I don't think that's right." I was like, "I showed you. Here's my name tag. Anyone can make a name tag." But uh so I appreciate you guys uh accommodating me with that and, you know, keeping me informed and having a good time and talking about all the great things the city has. So appreciate all of that. Yes. Have a happy Valentine's Day. If you haven't bought something uh or you have an agreement with your spouse already to not buy anything, I hope that's squared in place.

Any executive session? We will adjourn at 4:23 p.m. We have an We have an agreement, but do I