CITY COMMISSION MEETING Winfield, Kansas AGENDA

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1 Mayor Taggart L. Wall Commissioner G. Thomas McNeish Commissioner Gregory N. Thompson CITY COMMISSION MEETING Winfield, Kansas DATE: Monday, March 19, 2012 TIME: 5:30 p.m. PLACE: City Commission Community Council Room First Floor City Building AGENDA CALL TO ORDER...Mayor Taggart L. Wall ROLL CALL...City Clerk, Brenda Peters MINUTES OF PRECEDING MEETING...Monday, March 05, 2012 BUSINESS FROM THE FLOOR -Citizens to be heard NEW BUSINESS Ordinances & Resolutions Bill No A Resolution Authorizing and directing the Mayor of the City of Winfield, Kansas, to execute a Request to Exchange Federal Funds, between the City and the Secretary of the Kansas Department of Transportation, relating to making state funds available to the City in exchange for the City s allotment of federal funds. Bill No A Resolution Establishing Energy Conservation Practices for City of Winfield facilities. Bill No A Resolution Authorizing improvements to the City Public Water Supply System; and providing for the payment of the costs thereof. OTHER BUSINESS -Consider KMEA Board Appointment for Director #2 ADJOURNMENT -Special Work Session at 4:00 p.m. Thursday, March 22, Next Work Session at 3:00 p.m. Thursday, March 29, Next regular meeting 5:30 p.m. Monday, April 02, Volunteer Dinner 6:30 p.m. Tuesday, April 3, 2012.

2 CITY COMMISSION MEETING MINUTES Winfield, Kansas March 5, 2012 The Board of City Commissioners met in regular session, Monday, March 05, 2012 at 7:00 p.m. in the City Commission-Community Council Meeting Room, City Hall; Mayor Taggart L. Wall presiding. Commissioners G. Thomas McNeish and Gregory N. Thompson were also present. Also in attendance were Warren Porter, City Manager and Brenda Peters, City Clerk. Other staff members present were Anne Jarrett, Director of Finance, Gary Mangus, Assistant to the City Manager and Patrick Steward, Director of Community Development. Commissioner McNeish moved that the minutes of the February 21, 2012 meeting be approved. Commissioner Thompson seconded the motion. With all Commissioners voting aye, motion carried. PUBLIC HEARING Mayor Wall opened a public hearing to consider the issuance of Taxable Industrial Revenue Bonds for the InSite/Rubbermaid Project. With no one present to speak, Mayor Wall closed the public hearing. BUSINESS FROM THE FLOOR Debi Piatt, 212 N Michigan St, appeared on behalf of PC s Saloon, asking the Commission to approve the application for a City Drinking Establishment License for PC s Saloon. PC s has been closed since Friday March 2, 2012 pending correction of licensing issues. Upon motion by Commissioner Thompson, seconded by Commissioner McNeish all Commissioners voting aye, the City Drinking Establishment License was approved for PC s Saloon. NEW BUSINESS Bill No A Resolution of the Governing Body of the City of Winfield, Kansas determining the advisability of issuing Taxable Industrial Revenue Bonds of said City for the purpose of financing the acquisition, construction and equipping of a commercial warehouse facility to be located in said City. This action will approve the process for Insite on behalf of Rubbermaid to acquire taxable IRB funding for expansion of local facilities to be used by Newell Rubbermaid. Sarah Steele representing Gilmore & Bell explained the IRB process and Michael Grant with Newell Rubbermaid explained the project. City Manager Porter explains that this action does not in any way obligate the City financially. Upon motion by Commissioner McNeish, seconded by Commissioner Thompson all Commissioners voting aye, Bill No was adopted and numbered Resolution No Bill No An Ordinance Authorizing the City of Winfield, Kansas, to enter into a lease purchase transaction to finance the construction and equipping of wastewater treatment plant improvements; and to approve the execution of certain documents in connection therewith. This action will pay off KDHE loans to the State of Kansas for the Wastewater Treatment Plant debt. Director of Finance Jarrett and Sarah Steele with Gilmore & Bell explained this process. The interest rate will be 2.22% for the final seven years of debt payments. This transaction is being done as a Lease-Purchase agreement and is a joint effort involving four local banks. Estimated savings will be

3 $75,000 - $100,000 over the next seven year period. Upon motion by Commissioner Thompson, seconded by Commissioner McNeish all Commissioners voting aye, Bill No was adopted and numbered Resolution No Bill No A Resolution Providing for the adoption of Tax-Exempt Financing Compliance procedures relating to Obligations issued and to be issued by the City of Winfield, Kansas. Director of Finance Jarrett explains that the compliance measures approved by this resolution are required to be in place by the Internal Revenue Service in regard to tax exempt financing. Upon motion by Commissioner McNeish, seconded by Commissioner Thompson all Commissioners voting aye, Bill No was adopted and numbered Resolution No Bill No A Resolution Authorizing the adjustment of eligible properties for the Neighborhood Revitalization Plan. Assistant to the City Manager Mangus explained the changes to the Plan to include certain properties both residential and commercial located on or near West 9th Avenue near Country Club Rd. Upon motion by Commissioner Thompson, seconded by Commissioner McNeish all Commissioners voting aye, Bill No was adopted and numbered Resolution No Bill No A Resolution Authorizing and directing the Mayor and Clerk of the City of Winfield, Kansas, to enter into an agreement with, I.B. Dozing, for the demolition and removal of a structure, the South half of a shared garage on a tract of land legally described as: The South 70 feet of Lot 10 and the North 24 feet of Lot 11, in Block 40, Musgrove s Addition to the City Winfield, in Cowley County, Kansas, also known as 328 N. Massachusetts Street, in Winfield, Kansas. Community Development Director Steward explains that this structure was condemned by the Governing Body on July 5, 2011 and was a shared garage with the adjacent property. The adjacent half has been removed by the property owner and this action will proceed with demolition of the rest of the structure. Upon motion by Commissioner McNeish, seconded by Commissioner Thompson all Commissioners voting aye, Bill No was adopted and numbered Resolution No OTHER BUSINESS City Manager Porter expresses condolences to Winfield Police Sergeant Floyd Clarkson s family after his passing on March 3rd. City Manager Porter announced that Work Session scheduled for Thursday March 15, 2012 will begin at 3:00 p.m. ADJOURNMENT Upon motion by Commissioner Thompson, seconded by Commissioner McNeish, all Commissioners voting aye, the meeting adjourned at 6:00 p.m. Signed and sealed this 16th day of March Signed and approved this 19 th day of March Brenda Peters, City Clerk Taggart L. Wall, Mayor

4 BILL NO RESOLUTION NO A RESOLUTION AUTHORIZING and directing the Mayor of the City of Winfield, Kansas, to execute a Request to Exchange Federal Funds, between the City and the Secretary of the Kansas Department of Transportation, relating to making state funds available to the City in exchange for the City s allotment of federal funds. WHEREAS, the Secretary has approved a program to exchange federal funds for state funds to be utilized on local projects; and WHEREAS, the City desires to utilize these funds to enhance the local transportation network; and WHEREAS, the amount of state funds provided by the Secretary will be calculated at an exchange rate of $0.90 of state funds per dollar of federal funds; and WHEREAS, state funds will be paid on a reimbursement basis as the City incurs costs on the project; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF WINFIELD, KANSAS, THAT: Section 1. The Mayor is authorized and directed to execute for and on behalf of the City of Winfield, Kansas, a Request to Exchange Federal Funds between the City and the Secretary of the Kansas Department of Transportation, to obtain for the City such funds as may be available to be utilized for the local transportation network. Section 2. This resolution shall be in full force and effect from and after its passage. ADOPTED this 19 th day of March, (SEAL) ATTEST: Taggart L. Wall, Mayor Brenda Peters, City Clerk Approved as to form: William E. Muret, City Attorney Approved for Commission action: Warren Porter, City Manager/kl

5 BILL NO RESOLUTION NO A RESOLUTION ESTABLISHING Energy Conservation Practices for City of Winfield facilities WHEREAS, the City Commission, in the operation of the City, believe it to be their responsibility to ensure that every effort is made to conserve energy and natural resources while exercising sound financial management in the operations of the City; and WHEREAS, the implementation of this resolution is the joint responsibility of the City Commission, City Manager, Department Heads, and staff of the City. Its success is based on cooperation at all levels; and WHEREAS, the City will maintain accurate records of energy consumption and cost of energy and will provide information to the public on the goals and progress of the energy conservation program; and WHEREAS, Department Heads and their staff will be accountable for energy management on their sites, the judicious use of the various energy systems in each department will be the joint responsibility of the manager and their staff to ensure that an efficient energy posture is maintained on a daily basis; and WHEREAS, an Energy Team will be established to perform building energy assessments, develop energy policies, procedures and implementation plans, review and provide feedback on initiated energy conservation measures and provide training to ensure that every City employee will be a knowledgeable participant in the energy management program as an energy saver ; and WHEREAS, these developed policies and procedures will be adopted, known and utilized as the City of Winfield s Energy Conservation Guidelines. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Winfield that the City Manager and Department Heads in conjunction with the Energy Team develop short and long range strategies in the area of facility management dealing with energy use awareness and conservation.

6 ADOPTED this 19th day of March, (SEAL) Taggart L. Wall, Mayor ATTEST: Brenda Peters, City Clerk Approved as to form: William E. Muret, City Attorney Approved for Commission action: Warren Porter, City Manager

7 City of Winfield Energy Conservation Guidelines The following Energy Conservation Program standards and procedures are designed to achieve the most efficient use of energy (natural gas, electricity, gasoline, diesel, water) for City facilities and fleets while at the same time maintain an environment that is conducive to safe and optimum work performance and are to be followed by all City of Winfield employees. To show the City s commitment towards the efficient use of energy, an energy management component will be made a part of each Department Head s annual evaluation and every employee will be expected to become an energy saver as well as an energy consumer. The City will maintain accurate records of energy consumption, associated costs, perform quarterly reviews, and make that information available for general public inspection and comment. City management will provide any information and necessary resources required to ensure these energy management goals are met as long as they: Comply with any applicable legal, regulatory, or other requirements including, but not limited to, financial constraints under which the City operates. Can be documented and verified to show the good faith use of City funds in regards to energy efficiency and energy conservation projects. Will be prioritized, regularly reviewed and updated as necessary with the results communicated to all managers for dissemination to employees. Encourage the purchase, whenever possible, of energy-efficient products, services, and design future projects with energy conservation or efficiency improvements in mind as long as such purchases do not put an undue strain on City funds or resources. HVAC Systems The HVAC systems and their controls in each facility will be reviewed and evaluated for possible upgrades to conserve energy usage. Space temperatures in all City buildings will be maintained at a high of 68F to 70F during the heating season and a low of 74F to 78F during the cooling season. Programmable setback thermostats or BAS (Building Automation Systems) will be utilized to accomplish this goal in main occupied personnel areas. Setback temperatures for un-occupied hours should be 10F higher for the cooling season and 10F lower for the heating season. Garage, storage and warehouse areas should be set to maintain the minimum required amount of heat for the particular usage of the space; this may mean a setting of 60degF heat setting to no heat required at all. Special consideration will be given to those areas designated as labs, isolation rooms, or special storage areas that require rigid, regulated thermal constraints to insure public, employee and material safety. In these instances, safety and regulatory guidelines should be followed.

8 Where building HVAC controls allow, all hallways, open spaces and restrooms will be maintained at least 2 to 3 degrees lower than workrooms and office temperatures during the occupied heating season and at least 2 to 3 degrees higher during occupied cooling season. For those facilities with automated control systems that shut down operations for official breaks or holidays, (and the weekend immediately following or preceding the break or holiday) building temperatures shall be allowed to drop to 55F during the heating season or rise to 85F during the cooling season. Following the break and in the interests of employee comfort, the heating or cooling systems will be brought on-line early enough to allow the buildings to reach proper occupied temperatures by the time staff report back to work. Determination of Room Temperature Reasonable accuracy of room temperatures will be maintained in all spaces. Tampering with the thermostats will not be permitted. Temperatures may be manually measured as an option to make sure thermostat is functioning properly: Take measurements within 24 inches of the thermostat location and at the thermostat height of 5 feet. To take average readings: Take measurements 24 inches from center of each outside wall and at the center of the room at five foot height. If a totally interior room (no exterior walls present) take measurements at the center of the room at five foot height. Where a single thermostat controls more than one room, the temperature will be measured in the room with the thermostat. Adjustments will be made to the temperatures using the average temperature for the particular zone. Computers and Peripheral Equipment Turn off your computer: Computers are designed so that frequent shut down will not significantly affect them. In fact, turning off a system saves energy and may prolong the life of your computer. Turn off your monitor: Remember to ALWAYS turn off your monitor at night and when it is not being utilized. Even if you have power management enabled for your computer, leaving a monitor on all night uses significant electricity. If you need to leave your computer running for the day, consider turning off your monitor when you are in meetings or away for lunch. All electrical equipment and appliances will be turned off or placed in standby mode whenever possible. This includes cell phone or radio chargers, printers, scanners, etc. Portable Electric or Fuel Heaters Fire regulations do not allow space heaters in city owned facilities.

9 Lighting in all spaces All unnecessary lighting in unoccupied areas will be turned off. Lights will be turned off when employees leave their work stations at the end of the work day and when leaving their workstations for breaks in excess of ten minutes. Lighting levels will be maintained in accordance with the Illuminating Engineering Society (IES) Standards. If sufficient daylight is available it should be utilized as the first option instead of electric light. Occupancy sensors should be installed in areas that see limited occupational use, such as bathrooms, breakrooms, kitchen areas, copy rooms, store rooms, etc. When replacing lamps or ballasts, Energy Star rated products should be used whenever possible and an attempt to upgrade to the most efficient lighting technology available should also be considered Domestic Hot Water Generally hot water will be supplied to lavatories in public restroom, laboratory sinks, custodial sinks, etc., and will be heated no higher than 105F. Those facilities with separate water heaters for kitchen and domestic use will maintain a temperature of 140 degrees. All hot water heaters should be wrapped with a thermal blanket of at least 2 thickness and all exposed hot water lines should be covered with closed cell thermal insulation. Overhead Doors Employees working in heated areas with overhead doors will minimize the time the overhead doors are open to conserve heat in the facility. Auxiliary Fans Ventilating or freestanding fans may be used at any time to increase comfort levels within a space in order to prevent the operation of additional HVAC usage. All fans utilized must have proper factory installed and approved guards to prevent access to rotating fan blades. General Employees in their respective City-owned facilities, who develop ideas for conservation that are not addressed above, may present those ideas in writing to their superior, or to their building administrator, for consideration and implementation.

10 Gilmore & Bell, P.C. 03/09/2012 BILL NO RESOLUTION NO A RESOLUTION OF THE CITY OF WINFIELD, KANSAS, AUTHORIZING IMPROVEMENTS TO THE CITY PUBLIC WATER SUPPLY SYSTEM; AND PROVIDING FOR THE PAYMENT OF THE COSTS THEREOF. WHEREAS, K.S.A d through u, as amended (the "Act"), authorize any municipality to acquire, construct, reconstruct, improve, equip, rehabilitate or extend all or any part of a public water supply system and to issue general obligation bonds to pay all or part of any costs thereof; and WHEREAS, the City of Winfield, Kansas (the "City") is a municipality within the terms of the Act and operates a public water supply system, as said term is defined in the Act (the "System"); and WHEREAS, the governing body of the City hereby finds and determines that it is necessary and advisable to improve the System by making repairs and improvements to an existing water storage tank, including all necessary improvements appurtenant thereto (the "Project"), and to provide for the payment of the costs thereof by the issuance of general obligation bonds. NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF WINFIELD, KANSAS: Section 1. Project Authorization. It is hereby authorized, ordered and directed that the System be improved by constructing the Project. Section 2. Project Financing. The estimated costs of the Project, including construction, engineering fees, acquisition of right-of-way and easements, contingencies and administrative expenses is $562,060. The costs of the Project, interest on interim financing and associated financing costs, shall be payable from the proceeds of general obligation bonds of the City issued under authority of the Act (the "Bonds"). Section 3. Reimbursement. The Bonds may be issued to reimburse expenditures made on or after the date which is 60 days before the date of this Resolution, pursuant to Treasury Regulation Section 4. Effective Date. This Resolution shall take effect and be in full force from and after its adoption by the governing body of the City. [BALANCE OF THIS PAGE INTENTIONALLY LEFT BLANK] JLN\ \PROJAUTH - PUBLIC WATER SUPPLY SYSTEM ( )

11 ADOPTED AND APPROVED by the governing body of the City of Winfield, Kansas, on March 19, (Seal) ATTEST: Mayor Clerk APPROVED AS TO FORM ONLY. City Attorney CERTIFICATE I, hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 12 of the City of Winfield, Kansas adopted by the governing body on March 19, 2012 as the same appears of record in my office. DATED: March 19, Clerk [BALANCE OF PAGE INTENTIONALLY LEFT BLANK] JLN\ \PROJAUTH - PUBLIC WATER SUPPLY SYSTEM (Signature page to Resolution)

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