City of Arkansas City Board of City Commissioners · The two 2016 Ford Police Pursuit rated Utility...

City of Arkansas City Board of City Commissioners

Agenda

Regular Meeting Tuesday, June 19, 2018 @ 5:30 PM

Commission Room, City Hall — 118 W. Central Ave. — Arkansas City, KS

I. Routine Business

1. Roll Call 2. Opening Prayer and Pledge of Allegiance 3. Additions or Deletions to the Agenda (Voice Vote) 4. Approval of the Agenda (Voice Vote)

II. Awards and Proclamations III. Recognition of Visitors

IV. Comments from the Audience for Items Not on the Agenda

Each speaker will state his or her name and address before making any comments. Each speaker will have three (3) minutes to present his or her comments. Comments or questions will be directed only to the City Commission. Debate or argument between parties in the audience will not be allowed. Repeated reiterations by speakers will not be allowed. Violations of comment procedure will result in being directed to cease speaking or resume sitting.

V. Consent Agenda (Voice Vote)

Note: All matters listed below on the Consent Agenda are considered under one motion and will be enacted by one motion. There will be no separate discussion. If such discussion is desired, that item may be removed from the Consent Agenda and will be considered separately under New Business Section VII.

1. Approve the June 5, 2018, regular meeting minutes as written. 2. A Resolution authorizing the purchase a 1-ton 4x2 dual rear-wheel pickup truck cab and chassis from

Zeller Motor Company, Inc., of Arkansas City, for an amount not to exceed $24,000.00. 3. A Resolution authorizing the purchase of two 2018 Ford Police Pursuit-rated Utility Interceptors from

Reedy Ford, of Arkansas City, for an amount not to exceed $38,258.00. VI. Old Business VII. New Business

1. Consider a Resolution authorizing the City of Arkansas City to execute an agreement with Mize Houser & Company, PA for the provision of audit services for years ending December 31, 2018, 2019, 2020, 2021, and 2022. (Voice Vote)

2. Consider a Resolution authorizing the City of Arkansas City to enter into a Community Development Block Grant (CDBG) Certified Administrator Contract with the South Central Kansas Economic Development District (SCKEDD), of Bel Aire, regarding the administration of the Sleeth Addition Water Line Replacement Project, for an amount not to exceed $20,000.00. (Voice Vote)

3. Consider a Resolution approving a contract with Mahaney Roofing for installation of a 60-mil white reinforced TPO roofing system, for an amount not to exceed $56,425.00. (Voice Vote)

4. Consider a Resolution authorizing the purchase of a St. Andrews 240-niche columbarium with ossuary option from Premier Columbariums, of Centralia, Washington, for an amount not to exceed $33,835.00. (Voice Vote)

5. Consider a Resolution of support for the upcoming City Health Care Sales Tax vote. (Voice Vote) 6. Consider ratifying Mayor Dan Jurkovich’s appointment to Planning Commission and Board of Zoning

Appeals. (Voice Vote) VIII. City Manager Updates

1. Joint Community Band Concerts 2. Movies at Wilson Park 3. Discussion of Agri-Business Building renovations

IX. Other Business

1. Reports: a. City Advisory Board Reports

2. Discuss promotional efforts and town hall meetings for Health Care Sales Tax election.

X. Adjournment

Item for City Commission Action Section V Item 1

Meeting Date 6/19/2018

Department/Division City Manager

Staff Contact Andrew Lawson

Title: Consent Agenda Item: Approve the June 5, 2018, regular meeting minutes as written. Description: Please see attached document. Commission Options: 1. Approve with the consent agenda. 2. Remove item from consent agenda for further consideration. Approved for Agenda by:

City Manager

June 5, 2018 Page 1

, 2018

Dan JurkovichKanyon Gingher Duane L. Oestmann Jay Warren Karen Welch

Nick Hernandez Tamara Niles Lesley Shook Andrew Lawson Kathy Cornwell Mike Crandall Bobby Wolfe Dan Ward

Marla McFarland Josh White

Shawn StewartTroy Wells

Kim Bell Vicki Jackson

Josie Arndt Felipe Escalante Brandon Every Foss Farrar Gary Hale Kevin Horinek Vicki Jackson Karen Legleiter Gareth McGee Dotty Smith Karen Zeller

Jeni McGee John Shelman

June 5, 2018 Page 2

May 15, 2018

Charter Ordinance No. 34

June 5, 2018 Page 3

June 5, 2018 Page 4

June 5, 2018 Page 5

June 5, 2018 Page 6



Department/Division Public Works / Environmental Services

Staff Contact Mike Crandall

Title: Consent Agenda Item: Approve a Resolution authorizing the City of Arkansas City to purchase a 1-ton 4x2 dual rear-wheel truck cab and chassis from Zeller Motor Company, Inc., of Arkansas City, for an amount not to exceed $24,000.00. Description: The City is in need of a new 1-ton dual rear-wheel truck cab and chassis for the Environmental Services Division for water distribution system repairs. This truck, which is included in the 2018 budget, will replace Unit 1016, a 25-year-old 1993 Dodge D250 4x2 truck cab and chassis with 64,830 miles on it. This truck is currently inoperable and it would cost more than it is worth to fix the vehicle. The City requested bids from five potential bidders and received two bids. Staff recommends purchasing this truck from Zeller Motor Company, for an amount not to exceed $24,000.00. The 2018 budget includes $36,000 for replacing this vehicle with a new cab, chassis and utility bed. Instead, the utility bed from Unit 1016 will be transferred to the new truck, saving money. Commission Options: 1. Approve with the consent agenda. 2. Remove item from consent agenda for further consideration. Fiscal Impact: Amount: $24,000.00 Fund: 16 (Water) Department: 653 (Distribution) Expense Code: 7403 (Motor Vehicles)

Included in budget Grant Bonds Other (explain) Approved for Agenda by:

City Manager

RESOLUTION NO. 2018-06-____ A RESOLUTION AUTHORIZING THE CITY OF ARKANSAS CITY TO PURCHASE A 1-TON 4X2 DUAL REAR-WHEEL TRUCK CAB AND CHASSIS FROM ZELLER MOTOR COMPANY, INC., OF ARKANSAS CITY, FOR AN AMOUNT NOT TO EXCEED $24,000.00. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the City to purchase a 1-ton 4x2 dual rear-wheel truck cab and chassis from Zeller Motor Company, Inc., of Arkansas City, for an amount not to exceed $24,000.00. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City Manager of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVE by the Governing Body of the City of Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM. Tamara L. Niles, City Attorney

CERTIFICATE

I, hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 2018-06-____ of the City of Arkansas City, Kansas, adopted by the Governing Body on June 19, 2018, as the same appears of record in my office. DATED: _________________ Lesley Shook, City Clerk


Meeting Date June 19, 2018

Department/Division Police

Staff Contact Chief Dan Ward

Title: Consent Agenda Item: A Resolution approving the purchase of two 2018 Ford Police Pursuit rated Utility Interceptors from Reedy Ford, Arkansas City, KS, for a total cost of $38,258.00.

Description: The two 2016 Ford Police Pursuit rated Utility Interceptors are due for replacement. We will receive $21,700 for our trade in’s which brings our total cost down to $38,258 from $59,958. We budgeted $44,125.00 for these vehicle replacements in 2018.

Commission Options: 1. Approve with the consent agenda. 2. Remove from the consent agenda for further consideration.

Fiscal Impact: Amount: $38,258 Fund: 01 Department: 421 Expense Code: 7403 (Police/Motor Vehicles)


City Manager

RESOLUTION NO. 2018-06-____ A RESOLUTION AUTHORIZING THE PURCHASE OF TWO 2018 FORD POLICE PURSUIT RATED UTILITY INTERCEPTORS FROM REEDY FORD, OF ARKANSAS CITY, FOR AN AMOUNT NOT TO EXCEED $38,258.00. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the purchase of two 2018 Ford Police Pursuit rated Utility Interceptors from Reedy Ford, of Arkansas City, for an amount not to exceed $38,258.00. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City Manager of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVE by the Governing Body of the City of Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM. Tamara L. Niles, City Attorney

CERTIFICATE


2018 ACPD Pursuit Utility Vehicles Bids

Vehicle Type Ford Utility Interceptor Ford Utility Interceptor Ford Utility Interceptor

Reedy Ford Shawnee Mission Ford Rusty Eck Ford

Vehicle Base Price (2 vehicles) 55,760$ 54,096$ No bid

Emergency equipment options (2 vehicles) 4,198$ 4,198$ No bid

Trade In Allowance (2 vehicles) 21,700$ 18,000$ No bid

Total (2 vehicles) 38,258$ 40,294$ No bid

Item for City Commission Action Section VII Item 1


Department/Division Finance

Staff Contact Kathy Cornwell

Title: Consider a Resolution authorizing the City of Arkansas City to execute an agreement with Mize Houser & Company PA for the provision of audit services for years ending December 31, 2018, 2019, 2020, 2021, and 2022. (Voice Vote)

Description: The last Request For Proposal (RFP) for auditing services was sent out in 2013. The audit firm of Jarred, Gilmore & Phillips, PA was selected at that time and have audited our records for the City for the five years of 2013 – 2017. The firm provided a good service and the City has been pleased. Government Finance Officers of America (GFOA) recommend multiyear agreements of at least five years to allow for greater continuity and help to minimize the potential for disruption in connection with the independent audit and to help reduce the costs by allowing auditors to recover certain “startup” costs over several years rather than over a single year. Based on this, City staff was directed to send RFP for auditing services for 5 years. The attached RFP was distributed to 24 firms with 13 submitting bids. The bid summary is attached. After review of the bids, staff recommends selecting Mize Houser & Company PA as auditors for the City’s financial records for the years ending December 31, 2018, 2019, 2020, 2021, and 2022.

Commission Options: 1. Approve resolution to enter into agreement with Mize Houser & Company PA for auditing services. 2. Select another firm for auditing services. 3. Table discussion. Recommended by Staff – Option #1.

Fiscal Impact: Amount: $13,250 to $16,500 per year for 5 years. Fund: 01-General Department: 209-Finance Expense Code: 6211-Auditing


City Manager

RESOLUTION NO. 2018-06- A RESOLUTION AUTHORIZING THE CITY OF ARKANSAS CITY TO EXECUTE AN AGREEMENT WITH MIZE HOUSER & COMPANY PA FOR THE PROVISION OF AUDIT SERVICES FOR YEARS ENDING DECEMBER 31, 2018, 2019, 2020, 2021, AND 2022. WHEREAS, there is a requirement under K.S.A. 75-1122 to retain an independent accountant to conduct an annual audit of the City’s financial statements; and WHEREAS, the City management believes the stewardship of the City’s financial resources is the highest priority and an audit of these practices is in alignment with that priority; and WHEREAS, City management recommends the selection of the accounting firm Mize Houser & Company PA; WHEREAS, Mize Houser & Company PA has proposed to provide the necessary services at an expense not to exceed $68,950 for the City’s audit, $23,415 for Component Units (Library and Firefighter Relief Association), plus Single Audit Fee of $2,000 to $2,160 per year if applicable for five years; and WHEREAS, sufficient funds are available for this purpose. NOW, THEREFORE, IN CONSIDERATION OF THE AFORESTATED PREMISES, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: That the Governing Body of the City of Arkansas City hereby authorizes the Mayor and/or City Manager of the City of Arkansas City to execute an Agreement with Mize Houser & Company PA for the provision of auditing services of the City’s financial records for the years ending December 31, 2018, 2019, 2020, 2021, and 2022 at a cost not to exceed $68,950 for the City’s audit, $23,415 for Component Units (Library and Firefighter Relief Association), plus Single Audit Fee of $2,000 to $2,160 per year if applicable. SECTION TWO: That the Governing Body of the City of Arkansas City hereby authorizes the Mayor and/or City Manager of the City of Arkansas City to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the City Commission of the City of Arkansas City. PASSED AND RESOLVED by the governing body of the Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM Tamara Niles, City Attorney

CERTIFICATE

I, hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 2018-06-____ of the City of Arkansas City, Kansas adopted by the governing body on June 19, 2018 as the same appears of record in my office. DATED: _____________________. Lesley Shook, City Clerk

Notes

City

Component

Units Single Audit Total W/O Single Audit Partner Manager Staff

2018 20,000$ 6,500$ 4,000$ 30,500$

2019 18,000$ 5,100$ 4,000$ 27,100$

2020 18,000$ 5,100$ 4,000$ 27,100$

2021 19,000$ 5,800$ 4,000$ 28,800$

2022 19,000$ 5,800$ 4,000$ 28,800$

Total 94,000$ 28,300$ 20,000$ 142,300$

2018 22,000$ 7,500$ 3,000$ 32,500$

2019 23,500$ 8,000$ 3,500$ 35,000$

2020 25,000$ 8,500$ 4,000$ 37,500$

2021 26,500$ 9,000$ 4,500$ 40,000$

2022 28,000$ 9,500$ 5,000$ 42,500$

Total 125,000$ 42,500$ 20,000$ 187,500$

2018 30,500$ 4,500$ 5,000$ 40,000$

2019 31,500$ 4,650$ 5,100$ 41,250$

2020 32,500$ 4,800$ 5,200$ 42,500$

2021 33,500$ 4,950$ 5,300$ 43,750$

2022 34,500$ 5,100$ 5,400$ 45,000$

Total 162,500$ 24,000$ 26,000$ 212,500$

2018 18,000$ 12,000$ 4,000$ 34,000$

2019 18,000$ 12,000$ 4,000$ 34,000$

2020 18,400$ 12,250$ 4,200$ 34,850$

2021 18,900$ 12,700$ 4,500$ 36,100$

2022 19,000$ 13,000$ 5,000$ 37,000$

Total 92,300$ 61,950$ 21,700$ 175,950$

2018 30,000$ 5,000$ $ 5,000 40,000$

2019 31,000$ 5,000$ $ 5,000 41,000$

2020 32,000$ 5,000$ $ 5,000 42,000$

2021 33,000$ 5,000$ $ 5,000 43,000$

2022 34,000$ 5,000$ $ 5,000 44,000$

Total 160,000$ 25,000$ 25,000$ 210,000$

2018 17,500$ 3,500$ 4,000$ 25,000$

2019 18,000$ 3,750$ 4,200$ 25,950$

2020 18,750$ 3,900$ 4,325$ 26,975$

2021 19,250$ 4,250$ 4,450$ 27,950$

2022 20,000$ 4,500$ 4,575$ 29,075$

Total 93,500$ 19,900$ 21,550$ 134,950$

2018 20,000$ 5,300$ 3,500$ 28,800$

2019 20,000$ 5,300$ 3,500$ 28,800$

2020 20,000$ 5,300$ 3,500$ 28,800$

2021 20,000$ 5,300$ 3,500$ 28,800$

2022 20,000$ 5,300$ 3,500$ 28,800$

Total 100,000$ 26,500$ 17,500$ 144,000$

Fees For Services Fees For Related Services

90$ 55$ 130$

George, Bowerman & Noel, P.A.

Audit Firm Year

Hinkle & Company, PC

Adams, Brown, Beran & Ball, Chtd.

Berberich Trahan & Co., P.A.

BKD, LLP

Cochran Head Vick & Co., P.A.

Edward B. Stephenson & Co.

135$ 115$ 75$

150$ 120$ 90$

$340 - $425 $250 - $340

263$ 161$ 101$

250$ 102$ 165$

*Single Audit fee includes one major program.

Each additional program will be $4000 - $6000

200$ 170$ 95$

$125 - $250

*Single Audit fee is per major program

*Single Audit assumes 2 major programs

Notes

City

Component

Units Single Audit Total W/O Single Audit Partner Manager Staff

Fees For Services Fees For Related Services

Audit Firm Year

Adams, Brown, Beran & Ball, Chtd. 263$ 161$ 101$

*Single Audit fee is per major program2018 18,500$ $ 5,100 1,900$ 25,500$

2019 19,000$ $ 5,200 1,900$ 26,100$

2020 19,500$ $ 5,300 1,900$ 26,700$

2021 20,000$ $ 5,400 1,900$ 27,300$

2022 20,500$ $ 5,500 1,900$ 27,900$

Total 97,500$ 26,500$ 9,500$ 133,500$

2018 19,000$ 2,500$ $5000 - $8000 $26,500 - $29,500

2019 19,000$ 2,500$ $5000 - $8000 $26,500 - $29,500

2020 19,500$ 2,750$ $5000 - $8000 $27,250 - $30,250

2021 19,500$ 2,750$ $5000 - $8000 $27,250 - $30,250

2022 20,500$ 3,000$ $5000 - $8000 $28,500 - $31,500

Total 97,500$ 13,500$ $25,000 - $40,000 $136,000 - $151,500

2018 13,250$ 4,500$ 2,000$ 19,750$

2019 13,515$ 4,590$ 2,040$ 20,145$

2020 13,785$ 4,680$ 2,080$ 20,545$

2021 14,060$ 4,775$ 2,120$ 20,955$

2022 14,340$ 4,870$ 2,160$ 21,370$

Total 68,950$ 23,415$ 10,400$ 102,765$

2018 19,500$ 5,000$ 4,000$ 28,500$

2019 20,085$ 5,150$ 4,000$ 29,235$

2020 20,700$ 5,300$ 4,000$ 30,000$

2021 21,300$ 5,460$ 4,000$ 30,760$

2022 21,900$ 5,625$ 4,000$ 31,525$

Total 103,485$ 26,535$ 20,000$ 150,020$

2018 23,500$ 2,000$ 7,500$ 33,000$

2019 25,000$ 2,000$ 7,500$ 34,500$

2020 26,700$ 2,000$ 7,500$ 36,200$

2021 28,450$ 2,000$ 7,500$ 37,950$

2022 30,300$ 2,000$ 7,500$ 39,800$

Total 133,950$ 10,000$ 37,500$ 181,450$

2018 17,250$ 7,700$ $ 7,500 32,450$

2019 17,750$ 7,900$ $ 7,725 33,375$

2020 18,275$ 8,150$ $ 7,950 34,375$

2021 18,825$ 8,390$ $ 8,175 35,390$

2022 19,400$ 8,640$ $ 8,425 36,465$

Total 91,500$ 40,780$ 39,775$ 172,055$

2013 23,900$ 1,900$ 25,800$

2014 21,600$ 1,900$ 23,500$

2015 18,000$ 1,900$ 19,900$

2016 18,000$ 1,900$ 19,900$

2017 20,300$ 1,900$ 22,200$

Total 101,800$ -$ 9,500$ 111,300$

(Never had a Single Audit Requirement)

150$

165$ 130$

110$ 90$ 150$

250$

265$ 175$

Prior Audit Expense

VonFeldt, Bauer & VondFeldt Chtd.

Jarred, Gilmore & Phillips, PA

Lindburg Vogel Pierce Faris, Chtd.

Summers, Spencer & Company, P.A.

Mize Houser & Company P.A.

Swindoll, Janzen, Hawk & Loyd, LLC

105$ 66$

180$ $97 - $130 $65 - $100

*$1000 per component unit

*Component Units: Library $3600 (add $100/yr)

FFR $1500/yr

$100 - $150

*Component Unit includes Library only. As an

alternative to an audit of the accounting

records of FFR, would compile a financial

statement at an agreed-upon engagement.

*Single Audit: Addt'l $2000-$5000 for each

major program over one.

*Single Audit assumes one federal funding

source and one major program

*Hourly rates vary according to the degree of

responsibility involved and experience level of

personnel assigned to audit



Department/Division Public Works / Environmental Services

Staff Contacts Mike Crandall

Title: A Resolution authorizing the City of Arkansas City to enter into a Community Development Block Grant (CDBG) Certified Administrator Contract with the South Central Kansas Economic Development District (SCKEDD), of Bel Aire, regarding the administration of the Sleeth Addition Water Line Replacement Project, for an amount not to exceed $20,000.00. (Voice Vote) Description: A request for proposals was mailed out to all 15 CDBG Certified Administrators in CDBG Area 5, which includes Cowley County, as is required by the CDBG program. Two proposals were received, with the SCKEDD proposal being recommended by staff based on the selection criteria. The $20,000 administrative fee will not be charged if the CDBG grant is not approved. Commission Options: 1. Approve the Resolution. 2. Table the Resolution for further discussion. 3. Disapprove the Resolution. Fiscal Impact:

Amount: $20,000.00 Fund: 16 (Water) Department: 653 (Distribution) Expense Code: 6214 (Other Professional Services)


City Manager

RESOLUTION NO. 2018-06-____ A RESOLUTION AUTHORIZING THE CITY OF ARKANSAS CITY TO ENTER INTO A COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CERTIFIED ADMINISTRATOR CONTRACT WITH THE SOUTH CENTRAL KANSAS ECONOMIC DEVELOPMENT DISTRICT (SCKEDD), OF BEL AIRE, REGARDING THE ADMINISTRATION OF THE SLEETH ADDITION WATER LINE REPLACEMENT PROJECT, FOR AN AMOUNT NOT TO EXCEED $20,000.00. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the City to enter into a Community Development Block Grant (CDBG) Certified Administrator Contract with the South Central Kansas Economic Development District (SCKEDD), of Bel Aire, regarding the administration of the Sleeth Addition Water Line Replacement Project, for an amount not to exceed $20,000.00. Such Contract is attached hereto and incorporated by reference as if fully set forth herein. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City Manager of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVE by the Governing Body of the City of Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM. Tamara L. Niles, City Attorney

CERTIFICATE


CONTRACT FOR ADMINISTRATIVE SERVICES

CITY OF ARKANSAS CITY, KANSAS

2019 CDBG WATERLINE REPLACEMENT

1

THIS CONTRACT is entered into this ___ day of June, 2018 by and between The City of

Arkansas City, Kansas, Party of the First Part, hereinafter referred to as “City” and the South

Central Kansas Economic Development District, Inc. (SCKEDD) a non-profit Kansas

corporation under the laws of the State of Kansas, Party of the Second Part, hereinafter called

“SCKEDD”.

This contract is contingent upon award of a current Small Cities Community Development Block

Grant (CDBG) application from the State of Kansas Department of Commerce for housing

rehabilitation and reconstruction. If the application is not successful and the grant not funded,

this contract will be declared null and void.

SCKEDD hereby agrees to provide grant administration services to the City in the administration

of the CDBG which may be awarded by the Kansas Department of Commerce to the City for

housing rehabilitation. The services to be provided are outlined in the attached Exhibit “A” and

hereby incorporated into this contract and made a part hereof. SCKEDD’s official agent for this

contract is its Executive Director.

SCKEDD further agrees to the following:

1. SCKEDD will provide the City, the Kansas Department of Commerce, or the

Comptroller General through any authorized representative, the access to, and the

right to examine, SCKEDD’s records, books, papers or documents related to the

contract.

2. SCKEDD will provide safeguards to prohibit employees from using their

positions for a purpose that is, or gives the appearance of being, motivated by a

desire for private gain for themselves, or others, particularly those with whom

they have family, business, or other ties.

SCKEDD further agrees to abide by the following State and Federal Regulations:

1. Title VI of the Civil Rights Act of 1964;

2. Title VIII of the Civil Rights Act of 1968, as amended by the Housing Act of

1974;

3. Section 109, Housing and Community Development (HCD) Act of 1974, as

amended;

4. Section 3 of the Housing and Urban Development Act of 1968, as amended

through 1994, and implemented by 24 CFR 135;

5. Section 503 of Rehabilitation Act of 1973, as amended;

6. Section 504 of the Rehabilitation Act of 1973, as amended;

7. Age Discrimination Act of 1975, as amended;

8. Executive Order 11063 (1962);

9. Executive Order 11246 (1965), as amended;

10. 24 CFR 85, as modified by CFR 570, Subpart J;

11. Title I of the Housing and Community Development Act of 1974, as amended;




2

12. Section 519, Public Law 101-144 (1990 HUD Appropriation Act);

13. Cranston-Gonzales National Affordable Housing Act (Sections 906 and 912);

14. Kansas Act Against Discrimination; and

15. Fair Housing Amendment Act of 1988.

These items are described in more detail in Section 10, Appendix “B” of the Kansas Small Cities

Community Development Block Grant Program Grantee Handbook. These pages are attached

hereto as Exhibit “B” and hereby incorporated into this contract and made a part hereof.

The City agrees, as related to this contract, to assume the following duties and obligations:

1. To pay SCKEDD $20,000.00 for the administration of this contract. Payments

are due to SCKEDD as follows for administrative duties:

$5,000.00 at the completion of the environmental assessment;

$5,000.00 after the first portion of the CDBG funds is requested to pay for

construction;

$5,000.00 after 50% of the total of all money set aside for construction is

spent:

$3,750.00 when the grant is ready for closeout, and clearance of all

monitoring findings is received; and

$1,250.00 when the final closeout paperwork (with the exception of audit) is

submitted to KDOC.

SCKEDD will write the CDBG grant application at no cost to the City.

2. During the course of, and for all activities relating to this contract, to appoint an

authorized grant liaison with whom SCKEDD is to work.

It is further agreed that at any time during the contract, should either party to this contract

become dissatisfied with the provisions of the contract, or the execution of duties as set forth

herein, they may request from, and will be granted by, the other party a renegotiation of terms.

This request must take the form of a written notification detailing the reasons for complaint. If

thirty (30) days after the receipt of the request for renegotiations, the renegotiations have not

been resolved, this contract will be declared null and void from that date, subject to the payment

of SCKEDD's expenses to date by the City.

It is further agreed that in the event the grant is not forthcoming, SCKEDD will be paid by the

Kansas Department of Commerce for its time and expenses up to the date the grant is canceled.




3

It is further agreed that no provision herein set forth shall be construed to mean that SCKEDD

shall assume from the City any direct responsibility to the Kansas Department of Commerce as

detailed in the City’s Grant Agreement for the above-referenced grant, other than that of an agent

of the City.

This contract is in effect until grant closeout procedures, except the audit, have been completed.

SCKEDD and the City have agreed to the terms of this contract executed this __ day of June,

2018, as evidenced by the following affixed signatures.

CITY OF ARKANSAS CITY, KANSAS SOUTH CENTRAL KANSAS ECONOMIC

DEVELOPMENT DISTRICT, INC.

_________________________ _________________________

Dan Jurkovich Steven Wilkinson

Mayor Executive Director




4

EXHIBIT A

ADMINISTRATIVE SERVICES

1. Update Procurement Procedures, as needed.

2. Assist the City in “Furthering Fair Housing” and “Civil Rights” compliance by arranging to

publish the proper notices in the official newspaper for the City, or by performing specific

activities, and documenting them.

3. Complete the notices and prepare the publications required to complete the Environmental

Review process.

4. Prepare all newspaper advertisements that are needed to inform the public about the project and

to solicit construction contractors. The City will pay for all newspaper advertisements.

5. Perform the required notification to Minority-Owned Business Enterprises and Women-Owned

Business Enterprises.

6. Attend the meeting during which the construction bids are opened.

7. Verify the contractor's eligibility with KDOC.

8. Assist the City in setting up and maintaining the required records, including:

a. Prepare signature forms.

b. Establish accounting procedures and books.

c. Maintain a spreadsheet to track expenses for the overall project.

d. Prepare every Request for Payment form (used to draw down grant funds).

e. Prepare each Estimated Cash Disbursement Report.

f. File all Quarterly Progress Reports.

g. Work with auditor on audit, if required by KDOC.

9. These are the Labor Standards activities that will be handled by the administrator:

a. Request for determination of applicable Davis-Bacon Wage Rates.

b. Perform a Wage Survey and request for Davis-Bacon Wage Rates for any labor

classification that does not appear on the original determination.

c. Conduct Pre-Construction Conference.

d. Prepare the Notice of Start of Construction.

e. Prepare the Notice of Completion.

f. Review Weekly Payroll Reports and make sure that all errors are corrected.

g. Perform on-site employee interviews to comply with CDBG requirements.

10. Participate in on-site monitoring visits by KDOC staff.

11. Correct any monitor’s findings.

12. Close out the grant, through:

a. Preparation of all grant closeout documents.

b. Preparation for the Public Hearing for Citizen Participation.

13. Provide other assistance as needed to see that the grant is in compliance with KDOC

requirements.

SCKEDD understands that the above is not an all inclusive list. SCKEDD assures that all

items required by the Kansas Department of Commerce, to be in compliance with their

CDBG Program for grant administration services, will be provided and completed by

SCKEDD to KDOC’s satisfaction.




5

EXHIBIT B SECTION 10, APPENDIX B

CDBG STATE AND FEDERAL REGULATIONS

SUMMARY OF CIVIL RIGHTS LAWS, EXECUTIVE ORDERS, AND REGULATIONS

(Applicable to construction)

CDBG grantees must ensure all project activities will be administered in compliance with all

civil rights laws and regulations. The following are summaries of those parts of the civil rights

laws and regulations applicable to CDBG activities.

Title VI of the Civil Rights Act of 1964 provides that no person in the United States shall, on

the grounds of race, color, or national origin, be excluded from participation in, be denied

benefits of, or be subjected to discrimination under any program or activity receiving federal

financial assistance.

Section 109, Housing and Community Development (HCD) Act of 1974, as amended,

provides that no person in the United States shall, on the grounds of race, color, national origin,

religion, or sex, be excluded from participation in, be denied the benefits of, or be subjected to

discrimination under any program or activity funded in whole or in part with funds made

available under Title I of the Housing and Community Development Act of 1974.

Section 504 of the Rehabilitation Act of 1973, as amended provides for nondiscrimination of

an otherwise qualified individual solely on the basis of his/her handicap in benefiting from any

program or activity receiving federal financial assistance. All recipients must certify to

compliance with all provisions of this Section.

Age Discrimination Act of 1975. No person in the United States shall, on the basis of age, be

excluded from participation in, be denied the benefits of, or subjected to discrimination under,

and program or activity receiving federal financial assistance.

Fair Housing Amendments of 1988 added handicapped (disabled) individuals and families with

children to the list of protected status categories.

Executive Order 11063, as amended, directs all departments and agencies to take all action

necessary and appropriate to prevent discrimination in housing and related facilities owned or

operated by the federal government or provided with federal financial assistance and in the

lending practices with respect to residential property and related facilities (including land to be

developed for residential use) of lending institutions, insofar as such practices relate to loans

insured or guaranteed by the federal government.

Kansas Act Against Discrimination. It is a policy of the State of Kansas that requires all

employers, labor organizations, employment agencies, realtor, financial institutions, or other

persons covered by this Act to assure equal opportunities and encourage every citizen regardless




6

of race, religion, color, sex, age, physical disability, national origin, or ancestry, to secure and

hold – without discrimination, segregation, or separation – employment in any field of work or

labor for which they are properly qualified, the opportunity for full and equal public

accommodations, and to assure full and equal opportunities in housing.

Section 3 of the Housing and Urban Development Act of 1968, as amended, provides that, to

the greatest extent feasible, opportunities for training and employment shall be given to

recipients of public housing and lower income residents of the unit of local government or the

metropolitan area (or non-metropolitan City) in which the project is located, contract work in

connection with such projects shall be awarded to business concerns which are owned in

substantial part by persons residing in the same metropolitan area (or non-metropolitan City) as

the project, employ Section 3 residents in full-time positions, or subcontract with businesses

which provide economic opportunities to lower income persons.

Executive Order 11246, as amended, provides that no person shall be discriminated against on

the basis of race, color, religion, sex, or national origin in any phase of employment during the

performance of federal or federally-assisted construction contracts in excess of $10,000. The

following civil rights requirements also apply to CDBG grantee performance: grantees shall

comply with Executive Order 11246, as amended by Executive Order 12086, and the regulations

issued pursuant thereto (41 CFR Chapter 60) which provide that no person shall be discriminated

against on the basis of race, color, religion, sex, or national origin in all phases of employment

during the performance of federal or federally-assisted construction contracts. As specified in

Executive Order 11246 and the implementing regulations, contractors and subcontractors on

federal or federally assisted construction contracts shall take affirmative action to ensure fair

treatment in employment, upgrading, demotion or transfer, recruitment or retirement advertising,

layoff or termination, rates of pay, or other forms of compensation and selection or training and

apprenticeship.

Section 503 of the Rehabilitation Act of 1973, as amended, provides for the nondiscrimination

in contractor employment. All recipients of federal funds must certify to the following through

all contracts issued:

Affirmative Action for Handicapped Workers

1. The contractor will not discriminate against any employee in regard to any position for

which the employee or applicant for employment is qualified. The contractor agrees to

make affirmative action to employ, advance in employment and otherwise treat qualified

handicapped individuals without discrimination based upon their physical or mental

handicap in all employment practices such as the following: Employment upgrading,

demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or other

forms of compensation, and selection for training, including apprenticeships.

2. The contractor agrees to comply with the rules, regulations, and relevant orders of the

Secretary of Labor issued pursuant to the Act.




7

3. In the event of the contractor’s noncompliance with the requirements of this clause,

action for noncompliance may be taken in accordance with the rules, regulations, and

relevant orders of the Secretary of Labor issued pursuant to the Act.

4. The contractor agrees to post in conspicuous places, available to employees and

applicants for employment, notices in the form to be prescribed by the Director, provided

by or through the contracting officer. Such notices shall state the contractor’s obligation

under the law to take affirmative action to employ and advance in employment qualified

handicapped employees and applicants for employment, and the rights of applicants and

employees.

5. The contractor will notify each labor union or representative of workers with which it has

a collective bargaining agreement or other contract understanding, that the contractor is

bound by the terms of Section 503 of the Rehabilitation Act of 1973, and is committed to

take affirmative action to employ and advance in employment physically and mentally

handicapped individuals.

6. The contractor will include the provisions of this clause in every subcontract or purchase

order of $2,500 or more unless exempted by rules, regulations, or orders of the Secretary

issued pursuant to Section 503 of the Act, so that such provisions will be binding upon

each subcontractor or vendor. The contractor will take such action with respect to any

subcontractor or purchase order as the Director of the Office of Federal Contract

Compliance Programs may direct to enforce such provisions, including action for

noncompliance.

Section 912 of the Cranston-Gonzales National Affordable Housing Act, as amended,

Section 109 (a) of the HCD Act to prohibit discrimination on the basis of religion.




8

EXHIBIT C

TERMS AND CONDITIONS

1. Termination of Contract for Cause: If, through any cause, the Consultant shall fail to

fulfill in a timely manner his/her obligations under this contract, or if the Consultant shall

violate any of the covenants, agreements or stipulations of this contract, the City

shall thereupon have the right to terminate this contract by giving written notice to the

Consultant of such termination and specifying the effective date thereof, at least five days

before the effective date of such termination. In such event, all finished or unfinished

documents, data, studies, surveys, drawings, maps, models, photographs and reports

prepared by the Consultant under this Contract shall, at the option of the City, become its

property and the Consultant shall be entitled to receive just and equitable

compensation for any work satisfactorily completed hereunder.

Notwithstanding the above, the Consultant shall not be relieved of liability to the

City for damages sustained by the City by virtue of any breach of the contract by the

Consultant, and the City may withhold any payments to the Consultant for the purpose of

set-off until such time as the exact amount of damages due the City from the Consultant

is determined.

2. Termination for Convenience of the City: The City may terminate this contract at any

time by giving at least 10 days’ notice in writing to the Consultant. If the Contract is

terminated by the City as provided herein, the Consultant will be paid for the time

provided and expenses incurred up to the termination date. If this contract is terminated

due to the fault of the Consultant, Paragraph 1 hereof relative to termination shall

apply.

3. Changes: The City may, from time to time, request changes in the scope of services of the

Consultant to be performed hereunder. Such changes, including any increase or decrease

in the amount of the Consultant’s compensation, which are mutually agreed upon

by and between the City and the Consultant, shall be incorporated in written

amendments to this Contract.

4. Personnel:

a. The Consultant represents that he/she has, or will secure at his/her own expense,

all personnel required in performing the services under this contract. Such

personnel shall not be employees of, or have any contractual relationship with, the

City.

b. All of the services required hereunder will be performed by the Consultant or

under his/her supervision and all personnel engaged in the work shall be fully

qualified and shall be authorized or permitted under state and local law to perform

such services.




9

c. None of the work or services covered by this contract shall be subcontracted

without the prior written approval of the City. Any work or services subcontracted

hereunder shall be specified by written contract or agreement and shall be

subject to each provision of this contract.

5. Assignability: The Consultant shall not assign any interest on this contract, and

shall not transfer any interest in the same (whether by assignment or invitation),

without the prior written consent of the City thereto; provided, however, that

claims for money by the Consultant from the City under this contract may be

assigned to a bank, trust company or other financial institution without such approval.

Written notice of any such assignment or transfer shall be furnished promptly to the City.

6. Reports and Information: The Consultant, at such times and in such forms as the City

may require, shall furnish the City such periodic reports as it may request pertaining to

the work or services undertaken pursuant to this contract, the costs and obligations

incurred or to be incurred in connection therewith and any other matters covered by this

contract.

7. Records and Audits: The Consultant shall maintain accounts and records,

including personnel, property and financial records, adequate to identify and

account for all costs pertaining to the contract and such other records as may be deemed

necessary by the City to assure proper accounting for all project funds, both federal

and non-federal shares. These records will be made available for audit purposes to the

City or any authorized representative, and will be retained for four years after the

expiration of this contract unless permission to destroy them is granted by the City.

8. Findings Confidential: All of the reports, information, data, etc., prepared or assembled

by the Consultant under this contract are confidential and the Consultant agrees that they

shall not be made available to any individual or organization without prior written

approval by the City.

9. Copyright: No report, maps or other documents produced in whole or in part

under this Contract shall be the subject of an application for copyright by or on behalf of

the Consultant.

10. Compliance with Local Laws: The Consultant shall comply with all applicable

laws, ordinances and codes of the state and local governments, and the Consultant shall

hold the City harmless with respect to any damages arising from tort done in performing

any of the work embraced by this contract.

11. Equal Employment Opportunity: During the performance of this contract, the

Consultant agrees as follows:

a. The Consultant will not discriminate against any employee or applicant for

employment because of race, creed, sex, color or national origin. The Consultant




10

will take affirmative action to ensure that applicants are employed, and that

employees are treated during employment without regard to their race, creed, sex,

color or national origin. Such action shall include, but not be limited to, the

following: employment, upgrading, demotion or transfer; recruitment or

recruitment advertising; layoff or termination; rates of pay or other forms of

compensation; and selection for training, including apprenticeship. The

Consultant agrees to post in conspicuous places, available to employees and

applicants for employment, notices to be provided by the City setting forth the

provisions of this non-discrimination clause.

b. The Consultant will, in all solicitation or advertisements for employees placed by

or on behalf of the Consultant, state that all qualified applicants will

receive consideration for employment without regard to race, creed, color,

sex or national origin.

c. The Consultant will cause the foregoing provisions to be inserted in all

subcontracts for any work covered by this Contract so that such provisions will be

binding upon each subcontractor, provided that the forgoing provisions shall not

apply to contracts or subcontracts for standard commercial supplies or raw

materials.

d. The Consultant will comply with all provisions of Executive Order 11246

of September 24, 1965, and the rules, regulations and relevant orders of the

Secretary of Labor.

e. The Consultant will furnish all information and reports required by Executive

Order 11246 of September 24, 1965, and by the rules, regulations, and

orders of the Secretary of Labor, or pursuant thereto, and will permit

access to his/her books, records and accounts by the City’s Department of

Housing and Community Development and the Secretary of Labor for

purposes of investigation to ascertain with such rules, regulations and orders.

f. In the event of the Consultant’s non-compliance with the non-compliance clauses

of this contract or with any such rules, regulations or orders, this contract

may be canceled, terminated or suspended in whole or in part and the

Consultant may be declared ineligible for further government contracts in

accordance with procedures authorized in Executive Order 11246 of September

24, 1965, and such other sanctions may be imposed and remedies invoked as

provided in Executive Order 11246 of September 24, 1965, or by rule,

regulation, or order of the Secretary of Labor or as otherwise provided by law.

g. The Consultant will include the provisions of paragraphs (a) through (g) in

every subcontract or purchase order unless exempted by rules, regulations or

orders of the Secretary of Labor issued pursuant to Section 204 of Executive

Order 11246 of September 24, 1965, so that such provisions will be binding

upon each subcontractor or vendor. The Consultant will take such action

with respect to any subcontract or purchase order as the City’s Department

of Housing and Community Development may direct as a means of

enforcing such provisions including sanctions for noncompliance; provided,

however, that in the event the Consultant becomes involved in, or is




11

threatened with, litigation with a subcontractor or vendor as a result of such

direction by the City’s Department of Housing and Community Development, the

Consultant may request the United States to enter into such litigation to protect

the interests of the United States.

12. Civil Rights Act of 1964: Under Title VI of the Civil Rights Act of 1964, no person shall,

on the grounds of race, color or national origin be excluded from participation in, be

denied the benefits of, or be subjected to discrimination under any program or activity

receiving federal financial assistance.

13. Section 109 of the Housing and Community Development Act of 1974:

a. a. No person in the United States shall, on the grounds of race, color, national

origin or sex be excluded from participation in, be denied the benefits of or

be subjected to discrimination under any program or activity funded in whole or

in part with funds made available under this title.

14. “Section 3” Compliance in the Provision of Training, Employment and Business

Opportunities: The work to be performed under this Contract is subject to the

requirements of Section 3 of the Housing and Urban Development Act of 1968, as

amended, 12 USC 1701u. The purpose of Section 3 is to ensure that employment

and other economic opportunities generated by HUD assistance or HUD-assisted

projects covered by Section 3 shall, to the greatest extent feasible be directed to low

and very low-income persons, particularly persons who are recipients of HUD

assistance for housing.

The parties to this contract agree to comply with HUD’s regulations in 24 CFR

Part 135, which implement Section 3. As evidenced by their execution of this contract,

the parties to this Contract certify that they are under no contractual or other

impediment that would prevent them from complying with Part 135 regulations.

The Contractor agrees to send to each labor organization or representative of workers

with which the Contractor has a collective bargaining agreement or other understanding,

if any, a notice advising the labor organization or workers’ representative of the

Contractor’s commitments under this Section 3 clause and will post copies of the notice

in conspicuous places at the work site where both employees and applicants for

training and employment positions can see the notice. The notice shall describe the

Section 3 preference, shall set forth minimum number and job titles subject to hire;

availability of apprenticeship and training positions; the qualifications for each; the

name and location of the person(s) taking applications for each of the positions; and

the anticipated date the work shall begin.

The Contractor agrees to include this Section 3 clause in every subcontract subject

to compliance with regulations in 24 CFR Part 135, and agrees to take appropriate

action, as provided in an applicable provision of the subcontract or in this Section

3 clause, upon finding that the subcontractor is in violation of the regulations in




12

24 CFR Part 135. The Contractor will not subcontract with any subcontractor

where the Contractor has notice or knowledge that the subcontractor has been found in

violation of the regulations in 24 CFR Part 135.

The Contractor will certify that any vacant employment positions including

training positions, that are filled (1) after the Contractor is selected but before the

contract is executed, and (2) with persons other than those to whom the regulations of 24

CFR Part 135 require employment opportunities to be directed, were not filled to

circumvent the Contractor’s obligations under 24 CFR Part 135.

The Contractor agrees to submit such reports as required to document compliance with

Part 135. Non-compliance with the regulations in 24 CFR Part 135 may result in

sanctions, termination of this contract for default, and debarment or suspension

from future HUD assisted contracts.

15. Interest of Members of a City: No member of the governing body of the City and no

other officer, employee or agent of the City who exercises any functions or

responsibilities in connection with the planning and carrying out of the program,

shall have any personal financial interest, direct or indirect, in this contract; and the

Consultant shall take appropriate steps to assure compliance.

16. Interest of Other Local Public Officials: No member of the governing body of the locality

and no other public official of such locality, who exercises any functions or

responsibilities in connection with the planning and carrying out of the program,

shall have any personal financial interest, direct or indirect, in this contract; and the

Consultant shall take appropriate steps to assure compliance.

17. Interest of Consultant and Employees: The Consultant covenants that he/she presently

has no interest and shall not acquire interest, direct or indirect, in the study area or any

parcels therein or any other interest which would conflict in any manner or degree

with the performance of their services hereunder.

The Consultant further covenants that in the performance of this contract, no person

having any such interest shall be employed.



Department/Division Police

Staff Contact Chief Dan Ward

Title: A Resolution authorizing a contracting with Mahaney Roofing for installation of a 60 mil white reinforced TPO roofing system, for an amount not to exceed $56,425.00. (Voice Vote)

Description: The roof on the Police Department has been leaking for several years and is in need of replacement. For the 2018 Capital Improvement funds we budgeted $60,000 for this roof replacement. This roofing system does come with a 20 year warranty.

Commission Options: 1. Approve the Resolution. 2. Disapprove the Resolution. 3. Table the Resolution for further consideration.

Fiscal Impact: Amount: $56,425 Fund: 01 Department: 421 Expense Code: 8002 (Capital Improvement)


City Manager

RESOLUTION NO. 2018-06-____ A RESOLUTION APPROVING A CONTRACTING WITH MAHANEY ROOFING FOR INSTALLATION OF A 60 MIL WHITE REINFORCED TPO ROOFING SYSTEM, FOR AN AMOUNT NOT TO EXCEED $56,425.00. WHEREAS, The roof on the Police Department has been leaking for several years and is in need of replacement. The 2018 Capital Improvement funds budgeted $60,000 for this roof replacement. This roofing system does come with a 20 year warranty. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby approves a contracting with Mahaney Roofing for installation of a 60 mil white reinforced TPO roofing system, for an amount not to exceed $56,425.00. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City Manager of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVE by the Governing Body of the City of Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM. Tamara L. Niles, City Attorney

CERTIFICATE


ACPD TPO Roof replacement

Buckley Roofing Mahaney Roofing Ryan Roofing

60 mil TPO roof 53,930$ 56,425$ No Bid



Department/Division City Manager/Cemetery

Staff Contact Nick Hernandez

Title: A Resolution authorizing the purchase of the St. Andrews 240 niche columbarium with ossuary option from Premier Columbariums of Centralia, Washington, for an amount not to exceed $33,835.00. (Voice Vote) Description: Included in the 2018 Budget was $25,000 for the purchase of a Columbarium for Riverview Cemetery. Columbarium Niches provide many benefits for our cemetery:

1. Reinvents an underused section of the cemetery by adding artistically designed columbaria. With imagination and thoughtful design, we can turn this problem area into an eye catching columbarium garden. See attached aerial map of proposed location. Location is the site of where material was dumped previously which has rendered the site useless for traditional burial.

2. Provide family cremation interment options. Smaller family columbaria can be placed within garden settings and along pathways to provide easy access for visitors as well as accommodate the needs of families wishing to be interred together.

a. Costs per niche will be around $250 representing a significant savings as a niche can hold two urns. Traditional cemetery spaces cost $400 per space, and do not include burial costs of $350 for a casket and $100 for ashes. Also with a niche you do not have to pay for a headstone.

b. Another option in the Columbarium is the use of an Ossuary. This is the portion of the columbarium where an urn can be placed in a common area for $100 per urn. I will discuss further at the meeting.

3. Provides citizens a high quality manufactured columbarium designed to accommodate those wishing to reduce the costs of a casket burial and a monument. Attached is the design.

4. Make our cemetery stand apart from others. Few cemeteries provide options for a columbarium and we would be one of the first in our area.

5. Provides cemetery staff with an ease of interment access when opening the columbarium niche. Commission Options: 1. Approve the purchase of the Columbarium in the amount of $33,835, which includes the option of an ossuary. 2. Table the purchase for further consideration. 3. Disapprove the purchase. Fiscal Impact: Included in the 2018 Budget was $25,000 for phase 1 of the Columbarium. Remaining funds will come from cemetery revenues and material costs already budgeted for 2018. This purchase would complete the anticipated improvement, without a need to spend additional funds for the next 5+ years on a columbarium.

Fund: 01 Department: 533 Expense Code: 8002 01 533 7205

Included in budget Grant Bonds Other (explain)

Approved for Agenda by:

City Manager

RESOLUTION NO. 2018-06-____ A RESOLUTION AUTHORIZING THE PURCHASE OF THE ST. ANDREWS 240 NICHE COLUMBARIUM WITH OSSUARY OPTION FROM PREMIER COLUMBARIUMS OF CENTRALIA, WASHINGTON, FOR AN AMOUNT NOT TO EXCEED $33,835.00. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the City to purchase the St. Andrews 240 niche columbarium with ossuary option from Premier Columbariums of Centralia, Washington, for an amount not to exceed $33,835.00. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City Manager of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution will be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVE by the Governing Body of the City of Arkansas City, Kansas, on June 19, 2018. (Seal) Dan Jurkovich, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM. Tamara L. Niles, City Attorney

CERTIFICATE


St. Andrews

240 & 288 niche Cross Configured Columbaria

• Patent Secure-Slide niche door with bronze rosettes.

Easy inurments while the family watches. No awkward

large panels, inner doors or doors that fall out of alignment

• Honed polished granite niche interiors

• Niche interior dimensions 12" x 12" x 12"

• All-granite construction. The only material proven to

stand the test of time. No steel to rust, concrete to fail,

aluminum to rot

• All polished exterior with rock pitched top and bottom edges

• Many granite colors available

• Weight: 35,000 lbs.

In Calico Granite with Premier White niche doors:

240 niche: $22,999

13 yards of concrete approximately $1400.00

Lumber and wire another $400.00

About $1800.00 total

Dawson Monument Price per niche48 Niche $14,250.00 Price included delivery $296.88 We have to provide crane for all of these.72 Niche $20,500.00 Price included delivery $284.72

Premier ColumbariaWindsor 48 Niche $4,399.00 Freight $1,970.00 $132.69 Can hold 2 urns per nicheSouthampton 50 Niche $14,399.00 Freight $3,250.00 $352.98 Can hold 2 urns per nicheOssuary option $995.00

St. Andrews 240 Niche $22,999.00 Freight $6845.00 $137.00 Can hold 2 urns per niche$32840.00 shipping and installation

St. Andrews 288 Niche $28,126.00 Freight $6845.00 $138.00 Can hold 2 urns per niche$39,921.00 Shipping and installation

Ossuary option $995.00Southampton Special 242 Niche $31,995.00 Plus Freight $132.00 Can hold 2 urns per nicheNew Castle Special 312 Niche $31,995.00 Plus Freight $102.55 Can hold 2 urns per niche

Sunset Memorial and StoneGrand Legacy 64 Niche $20,000 $5,000 for shipping and install. $400.00 Can hold 2 urns per nicheEstate II 72 Niche 28,000 $5,000 for shipping and install. $500.00 Can hold 2 urns per niche

Eickhof ColumbariaWinchester 64 Niche $28,400.00 Shipping and installation included $443.00 Can hold 2 urns per niche We provide crane and concreteWinchester 64 Nichewith ossuary $33,200.00 Shipping and installation included $518.00 ossuary in center can hold about 65 socks. They provide socks

$259.00Looks like concrete basewouldn't be over $2000.00for any of these options



Department/Division City Attorney/ City Manager

Staff Contact Tamara Niles/ Nick Hernandez

Title: Consider a Resolution of support for the upcoming City Sales Tax vote. (Voice Vote)

Description: See attached.

Commission Options: 1. Approve the Resolution. 2. Disapprove the Resolution. 3. Table the Resolution for further consideration.

Fiscal Impact: Amount: $56,425 Fund: 01 Department: 421 Expense Code: 8002 (Capital Improvement)


City Manager

RESOLUTION NO. 2018-06-______

A RESOLUTION OF SUPPORT FOR UPCOMING CITY HEALTH CARE SALES TAX VOTE.

WHEREAS, over the course of 17 years, citizens and commissioners of the City of Arkansas City, Kansas, worked to construct and improve the health care facilities in this City, when the existing hospital structure significantly declined; and

WHEREAS, the cost of repairing and updating the previous structure was estimated to be in the millions of dollars, and therefore the better course of action was to build a new hospital to provide modern, professional medical care; and

WHEREAS, in 2008, the citizens of the City of Arkansas City approved a one-half percent (1/2%) city-wide retailers’ general purpose sales tax to pay the costs of constructing and equipping a new hospital facility; and

WHEREAS, shortly thereafter, the City of Arkansas City issued bonds to secure the funds to construct and equip a new hospital (hereafter “Hospital Bonds”); and

WHEREAS, in 2016, after determining the one-half percent (1/2%) sales tax was insufficient to pay the interest and principal payments on the Hospital Bonds, the citizens of the City of Arkansas City approved an additional one percent (1%) city-wide retailers’ sales tax to fund hospital operations and make bond payments; and

WHEREAS, rather than continue the one and one-half percent (1½%) sales tax currently in place for the hospital, after extensive study, the Governing Body of the City of Arkansas City concluded that a new single one percent (1%) sales tax provides (a) the opportunity to re-finance the Hospital Bonds to a lower interest rate with a potential tax savings of $4 million to $8 million over 20 years, and (b) sufficient funds to pay those bonds; and

WHEREAS, because this would both lower the sales tax rate and potentially save up to $8 million of taxpayer funds, the Governing Body approved a mail-in ballot election scheduled for August, 2018, for a new 1-percent sales tax to replace the current 1 ½-percent sales tax, thereby reducing the sales tax rate in the City from 9 percent to 8.5 percent.

NOW, THEREFORE, IN CONSIDERATION OF THE AFORESTATED PREMISES, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS:

SECTION ONE: The Board of City Commissioners of the City of Arkansas City hereby supports the proposed Health Care Sales Tax to support South Central Kansas Medical Center. If approved, the City shall hold these funds on behalf of South Central Kansas Medical Center to pay its debts and obligations, should the hospital be unable to do so out of its own funds; and utilize the guaranteed income from the new sales tax to pursue refinancing of hospital bonds at a lower interest rate to save public funds.

SECTION TWO: Kansas state law does not authorize the City of Arkansas City to schedule the new 1 percent sales tax to expire on the date the Hospital Bonds are paid in full; instead, it requires the 1 percent general sales tax to be perpetual. Even if the citizens approve this perpetual sales tax, the Governing Body of the City of Arkansas City may take action to eliminate this sales tax when the original or

refinanced Hospital Bonds are paid. It is the intent of the Governing Body to eliminate this perpetual sales tax when the hospital’s bonds are paid. While this stated intent cannot bind a future Governing Body of the City of Arkansas City to require it to terminate the sales tax on a specific date, this provides guidance to those future elected officials as to the intent of the Governing Body and the citizens of the City of Arkansas City when they approved and supported this 1 percent sales tax election.

SECTION THREE: This Resolution will be in full force and effect from its date of passage by the City Commission of the City of Arkansas City, Kansas.

PASSED AND RESOLVED by the Governing Body of the City of Arkansas, Kansas this ____th day of June, 2018.

Dan Jurkovich, Mayor ATTEST: Lesley Shook, Clerk DRAFTED AND APPROVED AS TO FORM Tamara L. Niles, City Attorney

CERTIFICATE

I, hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 2018-06-____ of the City of Arkansas City, Kansas adopted by the Governing Body on ___________, 2018, as the same appears of record in my office. DATED: _____________________. Lesley Shook, Clerk




Staff Contact Andrew Lawson / Josh White

Title: Consider ratifying Mayor Dan Jurkovich’s appointment to Planning Commission and Board of Zoning Appeals. (Voice Vote) Description: Gordon Fry — a longtime member of the Arkansas City Planning Commission, Board of Zoning Appeals and Historic Preservation Board — has resigned for health reasons. The City Commission will need to choose an applicant to replace Fry on the Planning Commission and Board of Zoning Appeals. The person selected must live within the corporate City limits of Arkansas City. Once the Planning Commission is fully staffed again, it will designate a new representative to the Historic Preservation Board at its next regular meeting, which currently is expected to occur in August. There currently are six residents who have applied for this board:

1. Ted Kadau 2. Mell Kuhn 3. Sue Lancaster 4. Kayleigh Lawson 5. Dotty Smith 6. Jill Wineinger

Kuhn and Smith are former city commissioners. Smith also served on the Planning Commission before. Kadau also has applied for the Building Trades Advisory Board. Lancaster previously served on the Outstanding Student Award Committee. Lawson currently serves as chair of the Arkansas City Public Library Board of Directors, while Wineinger currently chairs the Beautification and Tree Advisory Board. Staff and the Board/Planning Commission do not have a recommendation for filling this vacancy, so the City Commissioners may appoint whichever applicant they see fit. Commission Options: 1. Ratify Mayor Jurkovich’s appointment to the Planning Commission and Board of Zoning Appeals. 2. Table the appointment for further discussion.

Approved for Agenda by:

City Manager

Board Vacancies as of June 14, 2018

Board, Commission, Committee or Council Board and/or Staff Recommendations

Applications Received (Interest Expressed)

Community Spirit Award Committee Accepting applications Cowley County Council on Aging ― 1 Vacancy Mike Crandall Equal Opportunity and Accessibility Advisory Board

Joaquin Retana, Daniel Yocum

Northwest Community Center Advisory Board Wesley Bradford Planning Commission/Board of Zoning Appeals Ted Kadau, Mell Kuhn, Sue

Lancaster, Kayleigh Lawson, Dotty Smith, Jill Wineinger

Planning Commission (3-Mile Growth Area) Ron Slaven

* Incumbent member

Potential Upcoming Reappointments

Board/Commission/Committee/Council Member(s) / Term Expiration Date Notes

Planning Commission Brian Wells / February 1, 2018 Member from 3-mile growth area outside city

Beautification and Tree Advisory Board Paisley Howerton, Peggy Soule / January 1, 2019 Soule serves as vice chair

Community Spirit Award Committee JoAnn Bierle / January 1, 2019 Appointed to 1-year term

Convention and Visitors Bureau Board of Directors

Carlla Pike / January 1, 2019 At Large / Treasurer Dena Ward / January 1, 2019 Tourism Representative

Equal Opportunity and Accessibility Advisory Board

Ethan Bartlett / January 1, 2019 Member with disability JoAnn Bierle / January 1, 2019 Former HRC member

Arkansas City Public Library Board of Trustees Duane Oestmann / January 8, 2019 City Commission

representative (ex officio) Convention and Visitors Bureau Board of Directors Dan Jurkovich / January 8, 2019 City Commission

representative (ex officio)

Building Trades Advisory Board

Carl Bowman / February 1, 2019 Master Plumber Jace Kennedy / February 1, 2019 At Large (Electrician) Brian Mayfield / February 1, 2019 Master Electrician Ken Miller / February 1, 2019 Master Mechanical

Historic Preservation Board Jean Snell / February 1, 2019 Represents Ark City Arts

Northwest Community Center Advisory Board

Ruben Garcia / February 1, 2019 Serves as board chairman Gary Hale / February 1, 2019 Serves as vice chairman

Outstanding Student Award Committee Tammy Lanman-Henderson, Dennis Rittle / February 1, 2019

Rittle served as co-chair in 2018

Applications Received / No Current Vacancies

Name Interest in serving on:

Tyler Anstine South Central Kansas Medical Center Board of Trustees

Michael Bergagnini South Central Kansas Medical Center Board of Trustees

JoAnn Bierle Convention and Visitors Bureau Board of Directors

Jerry Campbell Convention and Visitors Bureau Board of Directors

Mike Dobson Arkansas City Recreation Commission

Jonathan Hansen South Central Kansas Medical Center Board of Trustees

Nancy Holman Beautification and Tree Advisory Board Historic Preservation Board

Vicki Jackson South Central Kansas Medical Center Board of Trustees

Ted Kadau Building Trades Advisory Board Planning Commission / Board of Zoning Appeals

Derek Koller South Central Kansas Medical Center Board of Trustees

Mell Kuhn Planning Commission / Board of Zoning Appeals South Central Kansas Medical Center Board of Trustees

Sue Lancaster Planning Commission / Board of Zoning Appeals

Kayleigh Lawson Convention and Visitors Bureau Board of Directors Planning Commission / Board of Zoning Appeals

Bob Mathews South Central Kansas Medical Center Board of Trustees

Dotty Smith Planning Commission / Board of Zoning Appeals

Michael Taylor Building Trades Advisory Board South Central Kansas Medical Center Board of Trustees

Charles Tweedy City Commission (if a vacancy occurs by resignation) Convention and Visitors Bureau Board of Directors

Jill Wineinger Historic Preservation Board Planning Commission / Board of Zoning Appeals

City Boards, Commissions, Councils, Committees Volunteer Form

_^ ,/ ***«*• 7<&? AJ~ fName: T hS^S^S2£U^ 9^/?SPhone: , Alternative Phone:Email: Title: _Company: y^^k/f^PU f Jd?n C^DnT Years lived in Arkansas City: KD^^t^t^

Professional Associations/ Honors:

Previous Civic Involvement:

^/^n c C/t>b A<J\/. fbr Co/Aye (?&iry? hc>r)r</

Appointment(s) applying for (please indicate your choice(s)-when a vacancy occurs, you will be

contacted):

I | Accessibility Advisory Board |_J NWCC Building Advisory Boardt^P"" Board ofZoningAppeals LJ Outstanding Young StudentCommitteeI | City Beautification &Tree Advisory Board 4*?T Planning CommissionI | Convention &Tourism Committee Public BuildingCommission

Historical PreservationBoard O Recreation BoardHuman Relations Commission [~] Retired Citizens Advisory Board

Z\ Library Board D SCKRMC Board of Trustees

Reason for interest in appointment:

Signature:

-Applicants must be appointed by the Mayor with the consent of the City Commission'

Mail/Deliver to:Lesley Shook, City Clerk

City of Arkansas City118 West Central

Arkansas City, KS 67005Or you can e-mail to: [email protected]


Name: MfcX-j ^ i\ Up \Jjfi Address: ^Xl uj UTXa) QQ£_Phone: Alternative Phone:Email: Job Title: £&&£,Company: jZ-^JLjiU Years lived inArkansas City: ^2Jz>

Professional Associations/ Honors:

Previous Civic Involvement:

Appointment(s) applying for (please indicate your choice(s)-whena vacancy occurs, you will becontacted):

1 | , Accessibility Advisory Board\T\ Board ofZoning Appeals I If~l City Beautification &Tree Advisory Board 0

Convention & Tourism Committee

Historical Preservation Board I IHuman Relations Commission \\\

I | Library Board \Z\

Reason for interest in appointment:

Signature: 'Ahmm

NWCC Building Advisory Board

Outstanding Young Student CommitteePlanning Commission

Public Building Commission

Recreation Board

Retired Citizens Advisory Board

SCKRMC Board of Trustees

Da.e: 7pj /I/,-Applicants must be appointed by the Mayor with the consent of the City Commission-

Mail/ Deliver to:Lesley Shook, City Clerk




Name: 0^ Zftfrfo^ZK.Phone:

Email:Company: faUtM. CsuthgkM.

Professional Associations/Honors:

stAddress: 22f *ft , />4fas^Alternative Phone:

Job Title:

-

Years lived in Arkansas City: i^r<

Previous Civic Involvement: /

^ g;^ Lrj-zflPtcjLj CouJuL Pte&OeiFC

Appointment(s) applying for (please indicate your choice(s)-when a vacancy occurs, you will becontacted):

•

••••

Accessibility Advisory BoardBoard of Zoning Appeals

City Beautification & Tree Advisory BoardConvention & Tourism Committee fl

Historical Preservation Board I I

Human Relations Commission

Library Board [j

Q NWCC Building Advisory BoardOutstanding Young Student Committee

Planning Commission

Public Building CommissionRecreation Board

Retired Citizens Advisory BoardSCKRMC Board of Trustees

Reason for interest in appointment: ^stf Hv^nA^jL^ l/\kxL

Signature:

~Applicants must be appointed by the Mayor with the consent of the City Commission'

Mail/Deliver to:Lesley Shook, City Clerk



U Date: ff/^J;^

City Boards/Commissions/Councils/Committees Volunteer Form

:lU (A)Name

Phone: .Alternative Phone:

Email:

iac ia. Home Address: IjM £0.& rip\c<^Employment: l>Ovw\^^ fo^Y-V^

MM

c

Job Title: Cbspe rf^[Mjug ^JTYears Lived in Arkaftsas City: /QLftj*U!>Wiy

Community and Professional Activities/Associations/Honors/Organizations:

S=k &

Previous Civic Experience (please list any appointed or elected positions you have held in the past):

Appointment(s) you are applying for [please indicate your choice(s) —when a vacancy occurs, youwill be contacted]:

• ACPL (Public Library) Board ofTrustees •Beautification and Tree Advisory Board

Building Trades Advisory Board* §§City Commission {only if vacancy occurs)Convention and Tourism Committee

Equal Opportunity & Accessibility Board

Historic Preservation Board

Northwest Community Center Board

Outstanding Young Student Committee

Planning Commission / Board of Zoning

Public Building Commission

Recreation Commission

Retired Citizens Advisory Council

SCKMC (Hospital) Board of Trustees'Professional certifications required —call (620)441-4415or (620)441-4420for more information

Please indicate why youareinterested in serving andwhatskills you might contribute: 4- hJV>.a v.

hXEZ

*JL firs ^pt r~\ afrdi S,' £*= a \\ * -S"h^r^\ a i, £or fw^ ^G^LE^LHtj T l/v\c^> R^-h^r^tv^A^^ <v^ cjlaJ*\ pf^p^rt^^ .

Signature: Date: Qvuu i tf& &b\l>~Applican*rTmustbeappointed by the Mayor with the consent of the City Commission'

Mail/Deliver to:Lesley Shook, City Clerk OR Andrew Lawson, Public Information Officer

City of Arkansas City118 W. Central Ave.

Arkansas City, KS 67005Or you can email to: [email protected] or [email protected]

r

V

Item for City Commission Action Section IX Item 1a



Staff Contact Andrew Lawson

Title: City Advisory Board Reports Description: The following approved board minutes are included in this packet:

• April 26 — Beautification and Tree Advisory Board • May 14 — Retired Citizens Advisory Council • May 21 — Arkansas City Public Library Board of Trustees

Commission Options: 1. No action needed. Approved for Agenda by:

City Manager

Arkansas City Beautification and Tree Advisory Board

4/26/2018 Minutes

A regular meeting was held Thursday, April 26, 2018, in the City Manager’s Office. The meeting was called to order at 4 p.m.

Roll Call: Board Members Staff Liaisons

Robin Henderson Katie Coble

Paisley Howerton Nick Hernandez

Brooke Padgett Andrew Lawson

Peggy Soule Tamara Niles

Jessica Taylor Tony Tapia

Jill Wineinger Brian Williams

1. Approve March Meeting Minutes:

Brooke moved to approve the minutes of the March 29 regular meeting. Jessica seconded the motion, which was approved 4-0.

2. ACPL/Rotary StoryWalk Proposal:

Dan Deener, president of the Rotary Club, and Arkansas City Public Library Director Mendy Pfannenstiel presented the item.

Dan said some grant money could be available through Rotary International to help with this project, but it will not be until

next year at the earliest. John Sturd is set to take over as the next local Rotary president later this summer, according to Dan.

Dan and Mendy talked about the StoryWalk installed at Island Park in Winfield by the Winfield Friends of the Library group.

Andrew and Dan said the two likeliest locations for this are the Poplar Walking Trail and the Veterans Memorial Lake trail.

Both trails are about 1 mile long (the former will be exactly 1 mile long after this summer). Mendy said the idea is to promote

the healthy activity of reading with the healthy activity of walking. This is intended to be something for all families to enjoy.

Andrew said the holdup with the Poplar trail is the scheduled resurfacing this summer, as well as the status of the Arkansas

City Middle School KAY Club grant for outdoor exercise and stretching equipment. (This grant was later awarded for 2018.)

Andrew said the Veterans Lake trail could be in flux depending on the planned Red-Wood senior housing development to the

east, which will complete the trail, if approved. (This project did receive tax credits for this year and could proceed in 2018.)

Mendy said each station accommodates a two-page spread and there need to be about 20 stations total, spaced about every

1/20 of a mile. The books cannot be photocopied, she said — they must be deconstructed. She projects quarterly turnover.

Dan said the proposal is for Rotary to provide funds for initial construction and perhaps set aside a little for maintenance,

while the currently defunct ACPL Friends of the Library and/or a combination of other community groups would maintain it.

Andrew said the City can provide labor and equipment for the installation, but should not be responsible for the maintenance.

He said he eventually would love to see StoryWalks on both trails, depending on club interest. The Board liked the proposal.

3. Catalpa Park Adoption Renewal:

Andrew said he had received, earlier on the day of the meeting, new paperwork from the Catalpa Park Committee that

consists of an updated front page with essentially the same information as last year. There is no updated or new proposal.

He said Allen Fisk could not attend this meeting due to a child with medical issues, but he would like to give Allen a chance

at some point to speak about the status of the adoption. Andrew said a new proposal was not initially requested of the group.

The adoption technically lapsed after the City Commission meeting April 17. Andrew said he was willing to backdate the

renewal, but nothing moved forward on the proposal. He related that the group asked the City to remove some tree branches.

To the best of his knowledge, Andrew said, no substantial funds have been raised for improvements at Catalpa Park.

The committee basically consists of the Fisks, he said, while Mike Evinger has been handling all of the volunteer mowing.

Peggy said she does not think the committee has followed through on its promises to try to raise funds for a new rotunda or

new playground equipment. Andrew explained the reasons that the playground grant application from the City fell through.

He said no approved matching funds from the City were requested by the Catalpa Park Committee. Jessica said she thinks the

people who quit being involved with the committee have made it ineffective. Brooke agreed they haven’t followed through.

Andrew said that if the Board does not vote on this issue today, he will consider the renewal to have lapsed and staff will

insist that the adoption process begin all over again with completely new paperwork if the committee wishes to continue this.

Peggy made a motion to reject the one-year adoption renewal for the Catalpa Park Committee and instead require a fresh

start to the adoption process for Catalpa Park. Robin seconded the motion, which was approved 4-0 on a voice vote.

4. Discussion of Brock/Cox/Mills Parks:

Jill had said previously that a group is interested in adopting Mills Park so it can build nature trails in the wooded portion.

Andrew said he is skeptical that a Winfield resident will keep up with adoption responsibilities, but he said he is fine with

letting Mills Park rest for a while to see what might develop. He is sympathetic to the Christian Science church’s concerns.

He said the City probably needs to converse with a civil engineer about drainage and a builder regarding commercial viability

of the red section that would stay with the City. The city attorney suggested giving it to the neighbor to extend their yard.

Andrew said that is probably not a good enough reason to dissolve the park. Of the three parks, he considers this least urgent.

Peggy said she can contact Jill to see if she will ask Willow Smith to be at the next meeting, but Andrew said he will do that.

Andrew brought up the idea of splitting Robert Cox Park, but said he can’t determine a legal path for doing it. He said he

agrees with Richard Hensley that future expansion of the hike-bike trail could drive further attendance at and use of Cox Park.

The Board likes the potential of Cox Park and discussed the possibility of locating a possible nine-hole disc golf course there.

Andrew highlighted questionable ADA compliance and lack of parking or other amenities as challenges to park development.

No Board member present was in favor of retaining Brock Park. Andrew said it is the cleanest Land Bank case of the three.

Peggy made a motion to table discussion of Mills Park until May 31, pending a presentation from the group that might be

interested in adopting the park and developing trails. Jessica seconded the motion, which was approved 4-0 on a voice vote.

Peggy made a motion to request the transfer of Brock Park into the City Land Bank and eliminating it as a park, with the

horseshoe pits possibly being moved to Cox Park. Jessica seconded the motion, which was approved 4-0 on a voice vote.

5. Mayor’s Monarch Pledge Items:

Andrew said he can start on the public notification effort soon using Facebook. He proposed forming a two-person

subcommittee to focus on the monarch butterfly issues, especially with the Farm and Art Market, and suggested Paisley for it.

Peggy said she would be willing to help Paisley. Robin volunteered Jill and herself for a subcommittee to work on the movies.

Andrew said the Public Works Department will work on systems change and identifying possible public planting areas.

6. Nelson Sensation Award for May:

Andrew said Robert and JoLynn Foster will receive this award as soon as the new sign is completed. No vote was necessary.

He said there should be a subcommittee to determine the yard award criteria. Brooke and Jessica volunteered for this group.

7. Spring Cleanup Day Rescheduling:

Andrew and Brian gave a truncated version of their Spring Cleanup Week report to the City Commission. Volunteers were

able to address all of the cases in Zones 6 and 12, half of those in Zone 9, and a scattering of properties in the other zones.

As a result, Andrew asked if the Board wanted to reschedule Spring Cleanup Day and if it should be more of a park cleanup.

He said Paisley still can work in Zone 4, if she likes, and suggested moving the kickoff to the Northwest Community Center.

Andrew suggested moving the event to May 19, which appears to be the only somewhat “free” weekend in May. Robin made

a motion to reschedule for 8 a.m. May 19 at NWCC. Brooke seconded the motion, which was approved 4-0 on a voice vote.

8. Tree Board U Discussion:

Discussion was tabled. The Chapter 1, Chapter 2 and Chapter 3 videos are assigned watching prior to the May 31 meeting.

9. Yard of the Season / Good Neighbor Awards:

Brooke and Jessica are going to work as a subcommittee on better specifying the yard award criteria for these awards.

10. Other Miscellaneous Items:

Andrew asked if Board members can attend the Arbor Day event on April 27. It was set for 2 p.m. at Poplar Walking Trail.

He mentioned that 50 years ago, Ed Gilliland bought 600 trees and gave them to the City to plant. And 25 years ago, Doug

Allison and other ACHS students repainted an underpass mural. He said this illustrates the importance of citizen involvement.

Peggy made a motion to adjourn the meeting. Jessica seconded the motion, which was approved 4-0 on a voice vote. The meeting was

adjourned at 5:24 p.m. The next regular meeting of the Beautification and Tree Advisory Board will be at 4 p.m. Thursday, May 31.

Retired Citizens Advisory Council

Arkansas City, Kansas

Meeting: May 14th, 2018

Meeting was held at the Arkansas City, Kansas Senior Center convening at 1:15pm.

In Attendance: Mrs. Carol Goldwater Mr. Larry Gilmore

Mr. Gary Humiston

Mr. Jerry Campbell Mr. Glen Morrison

Kristin Sparks

Meeting was brought to order with prayer by Carol Goldwater.

Previous meeting minutes were approved with date correction by Gary, 2nd by Jerry. Minutes approved.

Old Business: Discussion on how well the Dances went. Update was given on needed van. Update was given on TV room. Discussion on how well Memorial Flowers have gone.

New Business: Discussion on Rental of building. Participants have asked to have snacks for sale. Kristin will look into getting that started. June 11 will be the last meeting until September.

Update was given on Senior Center events and happenings.

Motion was made by Larry to adjourn meeting, second given by Gary, meeting adjourned.

Next Meeting – June 11, 2018 @ 1:15pm

Submitted by: Kristin Sparks, Director of Senior Services

ARKANSAS CITY PUBLIC LIBRARY Board of Trustees Meeting

7:00 PM, Monday, May 21, 2018 Minutes I. Members Present: Melissa Paton Kayleigh Lawson, President Blanche Schmidt Marilyn Stout Sarah Kate Reilly Duane Oestmann, City Commissioner Staff Present: Mendy Pfannenstiel Arkansas City Public Library Director Others Present: Andrew Lawson, City II. Approval of Minutes Kayleigh called the meeting to order at 7:00 PM. Duane made a motion to approve the April minutes. Blanche Schmidt seconded. Motion passed unanimously. III. Reports a. Director's Report Mendy Pfannenstiel presented the Director's Report to the Board.

b. Treasurer's Report Mendy Pfannenstiel presented the Treasurer's Report. Blanche motioned to approve the March and April Financials. It was approved unanimously.

IV. Unfinished Business - None V. New Business A. 2019 Working Budget - Melissa Paton motioned to accept the 2019 Working Budget. Marilyn Stout seconded. Motion unanimously passed. B. Charter Ordinance Update - Discussion Item C. Personnel Approval - Discussion Item It was discussed to put an announcement out for a part time employee this summer. Several positions had changed and employees been reassigned. D. Andrew Lawson - Public Bicycles Bike Rack - maybe installed this summer. It was designed by a high school student and engineered by Cowley College students. Blanche made a motion to accept the placing of the bike rack at ACPL. Melissa seconded and the motion passed unanimously. 7. Adjournment

Marilyn Stout made the motion to adjourn the meeting. Blanche Schmidt seconded. Motion passed, and the meeting adjourned at 8:03 PM.

Item for City Commission Action Section IX Item 2



Staff Contact Nick Hernandez / Andrew Lawson

Title: Discuss promotional efforts and town hall meetings for Health Care Sales Tax election. (Voice Vote) Description: On June 12, 2018, the South Central Kansas Medical Center Board of Trustees requested that an action item be added to this agenda under New Business to discuss promotional efforts for the Health Care Sales Tax special mail-in election. The Board wishes to coordinate efforts between City and SCKMC staff. Additionally, a proposed calendar of town hall meetings is attached for the Commission’s consideration. These locations are subject to change, depending on availability of venue and scheduling conflicts, but they represent ten (10) facilities spread throughout the town geographically that would maximize the ability for citizens to attend at least one meeting in their area of town. Meetings will be set for 7 p.m. This does not preclude additional meetings as necessary, such as with local community organizations such as the Rotary Club or at other locations, like assisting living facilities such as Presbyterian Manor. Commission Options: 1. Approve/amend the list of town hall meetings. 2. Table this item for further discussion. 3. Disapprove the list of town hall meetings. Approved for Agenda by:

City Manager

2018 HEALTH CARE SALES TAX TOWN HALL MEETINGS

ALL MEETINGS WILL BE AT 7 P.M. ON THURSDAYS

June 28, 2018 — Senior Citizens Center, 320 South A St.

July 5, 2018 — Water Treatment Facility, 400 W. Madison Ave.

July 12, 2018 — Frances Willard Elementary School, 201 N. 4th St.

July 19, 2018 — Northwest Community Center, 615 W. Birch

July 26, 2018 — Adams Elementary School, 1201 N. 10th St.

August 2, 2018 — Arkansas City High School, 1200 W. Radio Ln.

August 9, 2018 — VFW Post 1254, 3212 N. Summit St.

August 16, 2018 — Arkansas City Middle School, 400 E. Kansas

(or Jefferson Elementary School, 130 E. Osage Ave.)

August 23, 2018 — Roosevelt Middle School, 300 North B St.

August 30, 2018 — ??? (Sites east of Walnut River: Great Life Golf &

Fitness? Parkerfield Community Center? C-4 Elementary School?)

Fund

1/1/2018

Beginning Cash

Balance Receipts Disbursements

05/31/2018

Ending Cash

Balance Budget Encumbrances

Budget Variance

Favorable

(Unfavorable)

%

Remaining

(58%)

01 - GENERAL FUND 1,035,742$ 4,069,201$ 3,738,716$ 1,366,228$ 10,558,582$ 34,495$ 6,785,371$ 64%

15 - STORMWATER FUND 382,572$ 125,220$ 70,001$ 437,791$ 606,800$ -$ 536,799$ 88%

16 - WATER FUND 3,309,661$ 4,859,051$ 3,120,270$ 5,048,442$ 5,821,224$ 301,579$ 2,399,376$ 41%

18 - SEWER FUND 3,540,591$ 897,832$ 424,458$ 4,013,964$ 4,341,948$ 29,763$ 3,887,726$ 90%

19 - SANITATION FUND 796,541$ 681,361$ 447,970$ 1,029,932$ 1,771,538$ 25,500$ 1,298,068$ 73%

20 - SPECIAL RECREATION FUND 29,071$ 2,937$ -$ 32,007$ 30,000$ -$ 30,000$ 100%

21 - SPECIAL STREET FUND 342,634$ 398,008$ 280,900$ 459,742$ 772,723$ 491,823$ 64%

23 - TOURISM/CONVENTION FUND 24,462$ 55,072$ 60,491$ 19,043$ 128,500$ -$ 68,009$ 53%

26 - SPECIAL ALCOHOL FUND 74,243$ 4,477$ 1,000$ 77,720$ 20,000$ -$ 19,000$ 95%

27 - PUBLIC LIBRARY FUND -$ 182,756$ 182,756$ -$ 366,250$ -$ 183,494$ 50%

29 -SPECIAL LAW ENF TRUST FUND 11,682$ 3,946$ 894$ 14,735$

42 - HOSPITAL IMPROVEMENT FUND 1,037,162$ 995,603$ 697,753$ 1,335,012$ 2,275,000$ -$ 1,577,248$ 69%

43 - BOND & INTEREST FUND 164,474$ 459,237$ 50,043$ 573,669$ 1,525,185$ -$ 1,475,143$ 97%

51 - DRUG TASK FORCE FUND 33,300$ 9,199$ 2,174$ 40,324$

53 - MUNICIPAL COURT FUND 15,667$ -$ 3,119$ 12,548$

54 - EQUIPMENT RESERVE FUND 200,946$ -$ -$ 200,946$

57 - CID SALES TAX FUND 2,722$ 12,574$ 12,519$ 2,777$ 50,000$ -$ 37,482$ 75%

68 - CAPITAL IMPROVEMENT FUND 499,232$ 1,947,973$ 1,946,590$ 500,615$

TOTALS 11,500,702$ 14,704,446$ 11,039,652$ 15,165,496$ 28,267,750.00$

INDEBTEDNESS:

GO SERIES 2008A BONDS 310,000$

GO SERIES 2009A BONDS 465,000$

GO SERIES 2013A BONDS 3,745,000$

KDHE WATER LOAN 605,532$

2013 PUMPER FIRE TRUCK LEASE 309,999$

TOTAL 5,435,532$

Note: Information is Unaudited


FINANCIAL SUMMARY

Year-To-Date Ending May 31, 2018

Cash Summary Budget Summary

Not a budgeted fund

Not a budgeted fund

Not a budgeted fund

Not a budgeted fund

Not a budgeted fund

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