The city council met in regular session with the following present: Mayor Jack E. Rowden; Councilmen, Dean Banker, Dan Corpening, Brad Niehues, and Frankie Thomas. Absent: Jason Teeter.
Others present were City Clerk Carrie L. Baeza, Electric Systems and Park Supervisor Logan Frederick, City Inspector Josh Grubbs, Outside Utilities Supervisor Paul Nordyke, City Attorney Wayne R. Tate, Kristen Koehn with Pioneer Electric, Lyle Kroeker and Chuck Vaughn with Border States, and Ruthie Winget.
Mayor Jack E. Rowden presided.
Motion by Councilman Dan Corpening, seconded by Councilman Dean Banker, to approve the minutes of August 10, 2020. Motion carried.
Each member of the governing body was provided a copy of Municipal Judge Paula Sosa’s report for the month of August, showing 16 new cases brought before the court and $5,833.00 remitted to the city. Motion by Councilman Frankie Thomas, seconded by Councilman Dean Banker, to accept the report. Motion carried.
City Inspector Josh Grubbs presented his monthly activities report. Discussion was held about the city’s zoning district and permits, and the council was informed that permits would be written if construction is in the zoning limits of the city.
City Clerk Carrie Baeza informed the council that usually in July or August, the Western Kansas Child Advocacy Center comes before the council to request an annual contribution to go towards their services in Stevens County and the surrounding communities. Motion by Councilman Dean Banker, seconded by Councilman Frankie Thomas, to approve the annual contribution of $1,500.00 to the Western Kansas Child Advocacy Center. Motion carried.
Kristen Koehn with Pioneer Electric, Lyle Kroeker and Chuck Vaughn with Border States came to present an option to the council for automated meter reading. Per the agreement signed with Pioneer Electric Cooperative for power supply, the city will be able to use the infrastructure currently in place by Pioneer Electric and start the process of changing over from manually read electric and water meters to automatic meter reading. Pioneer would be responsible for the following:
- AMI system communications infrastructure and equipment, including data routing, collection and back haul to Landys + Gyr hosted servers
- AMI multi-tenanted software headend with system administration
- AMI Technical support, including but not limited to, assistance with non-communicating endpoints with troubleshooting tools, and assistance with meter programming, data exports, troubleshooting and reporting.
- Water license and fee for City AMI meters
The City will be responsible for the following:
- City AMI meters (electric and water), including installation, maintenance, testing and replacement costs
- City AMI system end points costs through Landys + Gyr
- City’s own customer information software system and support for AMI data management
- City training costs.
City Clerk Carrie Baeza informed the council that there is money in the Electric Distribution Systems Update and Electric Department funds that could cover the costs of the electric meters, the water transmitters that communicate with the electric meter, and all the software required. An estimated total to be shared by the Electric Distribution Systems Upgrade and Electric Department funds is $700,000.00 or $350,000 each. The purchase of the water meters could be done within the next 2-3 years with a preliminary goal of 2022. The total estimated for purchasing the remainder of the water meters is approximately $275,000.
After further discussion, motion by Councilman Frankie Thomas, seconded by Dean Banker, to work on a written agreement between Pioneer Electric, Landys + Gyr and the City of Hugoton to spell out the responsibilities of each party and the expectation of costs and upon City Attorney Wayne R. Tate’s approval, that the electric meters, water transmitters, and software required be procured to begin installation. Motion carried.
Outside Utilities Supervisor Paul Nordyke informed the council that there could be an opportunity to obtain water rights and was seeking the council’s interest in pursuing this matter.
Electric and Parks System Supervisor Logan Frederick informed the council that the addition to the new feeders in the East Industrial Park area are not able to work with our aging SCADA system. This system monitors all the electric feeders in and around the city. A bid was given from Orion in the amount of $18,935.00. Motion by Councilman Dean Banker, seconded by Councilman Brad Niehues to approve the purchase of a new SCADA system from Orion for $18,935.00. Motion carried.
Electric and Parks System Supervisor Logan Frederick asked the council for permission to purchase a GPS locator to assist in the new automated meter system and mapping out city infrastructure. A bid was presented by Survey and Mapping for $6,000.00 Web-Based GIS and Asset management including training. An annual service fee of $3,600. A bid from Seiler Geospatial for a Trimble R1GNSS Receiver for $2,495.00. Motion by Councilman Dan Corpening, seconded by Councilman Dean Banker, to approve the purchase of the Seiler Geospatial Receiver for $2,495.00 and the purchase of the Survey and Mapping Web-Based GIS and Asset management of $6,000.00 plus the annual service fee of $3,600.00. Motion carried.
Electric and Parks System Supervisor Logan Frederick asked the council for permission to procure bids for a new vehicle for the City Inspector. It was decided between the different department supervisors that a rotation of vehicles through the departments is what is best for the city that would end with a new vehicle for the City Inspector. Motion by Councilman Dan Corpening, seconded by Councilman Dean Banker, to get bids for a new vehicle to present at the next meeting. Motion carried.
Motion by Councilman Dan Corpening, seconded by Councilman Brad Niehues, to accept the Appropriation Ordinances No. 2157 & 2158. Motion carried.
Motion by Councilman Dean Banker, seconded by Councilman Frankie Thomas, that the meeting adjourn. Motion carried.