[13:26] Test, test, test.

[13:30] Is it coming through? Test, test, test.

[13:39] Test, test, test.

[13:59] No, I'm here in the static.

[14:02] Yeah.

[14:14] Test, test, test.

[14:16] Okay.

[14:22] So this will just pick up.

[14:24] I wonder if you need to unclog it now.

[14:29] There will be a very interesting slide.

[14:32] No, that doesn't seem to work.

[14:34] Test, test, test.

[14:35] Can you hear it through those?

[14:43] Test, test,

[14:48] some.

[14:52] Okay.

[14:57] Try it.

[15:53] Good afternoon, everyone. I appreciate everyone being here for tonight's special session that we have tonight to approve some items that are important to our community. With that, with the meeting being called to order, I will have turned over to Michelle for roll call, please.

[16:09] Mayor Sendin, here, here, here, here, here, Jacobs, Claren Beek, here, Mayors, here, here,

[16:21] OK, we do have item 4, Pledge of Allegiance. We'll go ahead and do that since it's an official meeting tonight. Let's just go ahead and do that quickly.

[16:32] The pledge allegiance to the flag of the United States of America, to the Republic for which

[16:38] stands one nation under God, indivisible, with liberty and justice for all.

[16:47] Okay, we do have item five as our approving our agenda.

[16:51] There is an amendment, the item that has come up as of today, I'm in the agenda to add item

[16:57] eight D for a Colorado Boulevard sewer up size phase two project that's such a there's

[17:05] a change order to bring it back to council of the future meeting but there's progress being

[17:11] made on it so we needed to amend the agenda to add that item, please.

[17:16] Move to amend is presented.

[17:21] We have a motion and a second to amend the agenda is discussed all in favor.

[17:26] Aye.

[17:27] Aye.

[17:29] Opposed?

[17:30] Is there a motion to approve the amended agenda, please?

[17:34] Move to approve.

[17:36] Second.

[17:37] Motion in second, all in favor.

[17:39] Aye.

[17:41] Opposed?

[17:42] Thank you.

[17:43] We have an amended agenda now.

[17:44] So we'll move on to item 6, which is public comment.

[17:47] Public comments are welcome.

[17:49] Horrible new action to be taken by council on comments.

[17:52] Receive for items not on this agenda.

[17:54] So I will go ahead and open it up for public comment for this meeting.

[17:58] Is there anyone that would like to step forward?

[18:02] Seeing none in the audience in online, we just have, I guess we do have a couple of participants.

[18:10] One is council, is there any questions from our comments from the hearing no one step forward?

[18:17] I'm going to go ahead and close public comment.

[18:20] Item seven is a declaration of any potential conflicts of interest for elective officials.

[18:26] No, nobody's acknowledging anything there, so move on to item 8.

[18:31] We have several items here for public work, so I'll read item 8A for us.

[18:35] Award the lowest responsive and responsible bid for sandstone hills remediation project

[18:39] to John and sons at a total amount of $271,194.50.

[18:45] Turn her over to you, Adam. Go ahead, please.

[18:48] Thank you, Mayor. So yes, this is the item that council gave direction

[18:52] to put out to bid earlier this year, so the plans completed and advertised low bid for

[19:02] the project was John Ersson's at 271, or a little over 271,000 for alternate B.

[19:17] Sorry,

[19:18] actually this is the sandstone when I started my introduction a little bit incorrect on that

[19:22] one. So this is the remediation for sandstone. Yes, and so the difference between alternate

[19:29] A and alternate B is that alternate A is the milling overlay option. Alternate B is

[19:36] full depth removal and replacement. The engineer's estimate for the project was 341,000 over

[19:43] over 341,000. We received three bids. Johnerson's son was a low bid. 263,000 for alternate

[19:51] A, 271,000 for alternate B with a negligible price difference between alternate A and alternate B staff and consultant recommendation would to be award alternate B to genres and sons for the full depth replacement of the asphalt.

[20:09] Thank

[20:14] you Adam, specific questions for Adam on that presentation. Go ahead Dean.

[20:21] Adam, when you talk about a full depth removal and reconstruction, what does that mean?

[20:28] So instead of milling the top two inches of asphalt off, removing all of the existing asphalt

[20:37] is that something we're going to do when we bid out main street or we do it the same thing or we're going to ask for that full depth removal.

[20:47] No, main street is, we bid that out strictly as a mill and overlay.

[20:51] Okay.

[20:52] And that's the next item on our agenda.

[20:54] So.

[20:54] Okay.

[20:56] Thanks.

[20:57] Other questions?

[21:03] Okay.

[21:05] Is there a motion on that item, please?

[21:11] We have a motion in the second is in the other discussion before we take a formal vote.

[21:17] With that, I'll turn it over for roll-cossons to the financial aid.

[21:20] Michelle, go ahead, please.

[21:22] Aftner.

[21:24] Yes.

[21:25] Are we again?

[21:25] Yes.

[21:28] Claire B.

[21:29] Yes.

[21:30] Myers.

[21:30] Yes.

[21:31] Rat.

[21:32] Yes.

[21:34] Right.

[21:34] Thank you item eight be awarded the lowest responsive and responsible bid for the downtown mill and overlay project to genre and songs at a total cost of three hundred and forty eight thousand six hundred and sixty two dollars and forty five cents.

[21:48] Let me head out please.

[21:49] Thank you John. So yeah, this is the project that council directed us to design and bid out this year.

[21:55] So we got that completed.

[21:59] The bids we received were three in total.

[22:04] Engineers estimate was a little over 418,000.

[22:09] So a little bit of Johnerson Suns, a little over 348,000 as well under the

[22:14] Eugeneer's estimate.

[22:16] This is not in the 2026 budget.

[22:18] So this will require a supplement and contractor doesn't tend on completing

[22:23] this fall, as long as weather and construction schedules all work out in their favor.

[22:34] Okay. Thank you. And then when this motion was made and we were moving forward, we didn't,

[22:41] of course, initially recognize there's some ADA compliance issues and design.

[22:45] We've found those and how many corners is that impact for us?

[22:50] I don't remember the exact number, but it was quite a few of the corners.

[22:53] need some rework whether it's you know adjusting the curb ramp or the landing or adjusting where

[23:01] some of the buttons are located for the rapid flashing beacons as well as the crosswalk at the

[23:06] signal at Hudson. Okay all right thank you so a little more encompassing there with that. Any other

[23:13] questions for him?

[23:17] Do we have a motion on that? Second. We have a motion and a second.

[23:26] We'll go ahead, this is a roll call vote, Michelle, please, when you're ready.

[23:30] Governor?

[23:32] Yes.

[23:33] Oregon?

[23:33] Yes.

[23:34] Claire Mc.

[23:35] Yes.

[23:36] Myers?

[23:37] Yes.

[23:40] Okay.

[23:41] Item C.

[23:42] Approved the final under-over change order number one for the annual crosswalk stop bar and turn

[23:49] with a zero dollar increase in a $1,233 or a 30 cent decrease for a net decrease of $4,233

[23:56] and 30 cents. And certificate of final completion and acceptance dated 826, 26, Adam.

[24:04] So, recently finished this project and completed the final inspection. So, looking to do the final acceptance of the project

[24:13] and the final change order to match field measure quantities. It's always nice when that's a decrease.

[24:21] The reason for the decrease on this is we had a few locations where overlap of existing projects

[24:28] that are going to be redoing the pavement marking as well as some locations

[24:32] that have been since converted to thermal plastic. So there was no reason to repaint over the top of that.

[24:38] So okay, very good move different second and we have a motion in a second on that item. It's just a straight vote all in favor.

[24:54] Opposed carries in and I'm silly move on to item D which is our amendment piece the author I staff to proceed with the field directive on the Colorado Boulevard

[25:02] As soon as up size phase two project and bring the change order for this back to council

[25:08] of the future meeting for final approval.

[25:10] So Adam, go ahead, please.

[25:12] Yeah, so today we encountered something unexpected on that project.

[25:17] What was shown on the plans as a reinforced concrete culvert.

[25:24] Actually turned out to be a box culvert and triple barrel box culvert at that.

[25:29] so much larger than the plans had indicated. So it's going to require the contractor to jack

[25:35] and borer a steel casing pipe underneath that box culvert to install the upsized sewer in that

[25:42] location. So looking for authorization to move forward with that change and bring the actual change

[25:51] order back to council for final approval at the next council meeting. Fortunately this is work that's

[25:57] on the contract, so we have bid pricing for it, contractors planning on honoring the bid price

[26:03] for that work, so just basically adjusting the field measured quantities of those items

[26:08] for this change.

[26:11] And the estimated dollar amount of this change is in that $125,000 range

[26:17] is what we're estimating right now, but we'll get a final dollar amount prior to next council meeting.

[26:23] Yeah, and we briefly had a chance to discuss this earlier today, Adam, so the original

[26:29] engineer's estimate, even with this change, we're still underneath that at this present

[26:32] time.

[26:32] With that, correct?

[26:34] Correct.

[26:34] So, yes, so this project was awarded back in November of 2024.

[26:38] The budget for the project was $2 million, and we awarded it at $1.7 million, and we did

[26:44] carry that budget amount into $4,000, $2,000, $2,000, $2,000, $2,000, $2,000, so there was some

[26:49] additional budget authority above the base contract amount for some change orders.

[26:55] This project is also partially funded with grants and the SRF loan, so we'll get approval

[27:03] from the state for these changes as well.

[27:06] Okay, any questions for Adam on that item,

[27:13] without this, we kind of stop the project, right?

[27:16] Okay, so we have a motion in the section any further discussion or questions from Council all in favor or this this is roll call, I guess correct, Michelle.

[27:33] Yeah, let's do it as a roll call. I didn't mark it as that, but it does deal with money eventually. So yeah, I have.

[27:39] Yes.

[27:40] Yes.

[27:41] Yes.

[27:42] Laramie.

[27:43] Yes.

[27:44] Myers.

[27:45] Yes.

[27:46] Yes.

[27:47] Okay.

[27:48] Very good.

[27:48] Thanks everyone.

[27:49] So nice to keep that project moving.

[27:51] Michelle has a few recent bills that she'd like to get paid here in the near term.

[27:57] Michelle, any comments on those?

[27:59] No.

[28:00] The black hill striping.

[28:01] That is the remaining amount owed for the contract to just approve the final.

[28:06] change order on for that decrease. Black Hills energy, we'd like to get that paid so we don't have any late charges since we do have a longer period till next council meeting and then HGR engineering, this is actually one that we missed on the last bill list, so just promptly pay our contractor so.

[28:26] Okay, good graces with them.

[28:32] We have a motion and a second on that in another roll call, please.

[28:37] Yes.

[28:39] Yes.

[28:41] Baron Beak.

[28:42] Yes.

[28:42] My ears.

[28:43] Yes.

[28:44] Yes.

[28:46] Very, very good.

[28:48] Item 10 is mayor and council discussion.

[28:50] I guess I wanted to just maybe bring up discuss the 2027 budget, which we're all

[28:56] taking some serious time to go over review and look for opportunities and just making sure

[29:03] we're all clear on it as we come up to September 8th for the first reading. And also next Wednesday

[29:09] we have an opportunity in our study session if we wanted to make some changes. There are some

[29:14] things that are taking place from the last time we had discussed this as a council and Michelle and

[29:19] I mean there's some changes with things that while we approve today trying to get the downtown

[29:26] project done this year versus in it's in the budget for 2027 so I know which one of you want to

[29:32] comment that Michelle you want to do. I kind of have a short list here as it changes that we've come

[29:38] forward with so within the IT budget we found out today we're in the process of upgrading our financial

[29:46] software system and the timing on that we were expecting to finish it this last

[29:52] quarter of 2026 and we actually won't even start it until December of 2026 so

[29:58] it will not be completed.

[30:00] This year. So the $50,000 for that upgrade. I'll need to move that budget authority into 2027 so we can pay for that upgrade. So that will be added to the IT budget in the general fund. And as Mary mentioned, the mill and overlay of Main Street, you just awarded that tonight that's budgeted in streets, general fund for 400,000 for next year. So we'll eliminate that.

[30:28] the contractors shooting to be done before the end of this year.

[30:34] Then also on the sandstone remediation project,

[30:37] you just awarded that as well.

[30:38] As you can see, the bids came in less than what we had budgeted in.

[30:41] So it did work with Adam,

[30:43] and we can remove 140,000 for that project from the 2027 budget in straight,

[30:50] so that'll reduce general fund by 140,000 there.

[30:54] If it does happen to start in 2026, we might come forward, you know, if John or gets Main Street done and really wants to start going on that, we might look at some adjustment in this year, but I think we'll be able to fit that in.

[31:11] And you know, streets is asking if we can move that 140,000 from the sandstone remediation

[31:17] project into the pavement preservation line item in the streets budget, so not a reduction

[31:23] to the general fund to allow us to do more repairs to keep up with the repairs on our streets.

[31:30] That's 825,000, I believe, currently in that budget, so we move it to 965,000 and we could

[31:39] We can also address with that storm water issues, things like that within that line item.

[31:45] That would give some ability to maybe even start some 2028 projects a little bit early at the end of 2027.

[31:51] We have that budget authority in there, so asking for your consideration on that.

[31:59] The Downtown Business Improvement District, the Parking Fund, 610.

[32:04] We are working with the board, the board of the members of that to increase their parking assessment hasn't changed since 2017 for that amount.

[32:16] They did agree to change it last week at their meeting to increase that and then finding because it's a special assessment, it requires 30 days notice and public hearings to change that.

[32:29] we won't have time to get that in place before October 1st deadline. So bring that forward,

[32:34] and it'll be an increase for 2028. So I have adjusted that additional revenue I was planning for

[32:40] in the 610 parking fund down and reduce some of the expenses within that too. But that fund will show

[32:47] a negative or a use of cash in there as we move forward. Another one is with the 911 fund.

[32:59] We're

[33:00] So I'm going to be modifying that 911 budget if you recall in the budget currently is if we're still operating a dispatched center with eight full-time employees.

[33:11] So we're on a clear path to make that transition before the end of this year.

[33:16] So we're going to amend that budget to show just show the contractual amount to Lawrence County for those services.

[33:23] So, that will reduce, I believe in the budget overview, I show that we have a huge deficit,

[33:29] like $400,000 deficit, spending all of that cash balance in the 911 fund, that will

[33:36] not be.

[33:36] We will actually be able to retain, we'll spend some of the fund balance because we won't

[33:40] be getting any 911 fees, but that amount will go down.

[33:44] That also will reduce the general fund because we don't need to transfer into that fund anymore

[33:48] in 250,000, so that's a reduction in general fund.

[33:51] And then the last one we're still looking into is the airport water main extension project.

[33:56] That is both in the water fund as a transfer to the airport fund and within airport for

[34:02] cost because those bids have come in less.

[34:04] We want to verify that we have enough room if we need any change orders but looking to reduce

[34:09] that $1.1 million down to something around $700,000 or so.

[34:14] So we'll have some better numbers on that for a study session next week.

[34:18] be prepared to get a lot of data next week. I'm on vacation the rest of this week.

[34:24] Okay, what is that net and general fund resell that we're talking about $800,000 in less

[34:30] general fund impact?

[34:32] It's straight so we have $400,000 but we're increasing by 50 so that's $350,000 if you allow

[34:38] the sandstone to move over to $350,000 and then $250 for the transfer, I think looking $600,000

[34:48] dollar reduction so far, that is not excluding, that is not counting anything for that sandstone

[34:55] remediation. So if you allow that to go into street repair since then. So that would

[35:01] be the impact to general fund is $600,000 reduction right now.

[35:05] Great. I know everyone's looking for opportunities to cut costs if we can't appropriately that

[35:11] is of course to. One thing I would mention if council has any other thoughts prior to

[35:17] that to make sure we try to get a hold of Michelle early in the week so we can try to get

[35:21] numbers prepared. If you have any other thoughts or ideas, please share those. Anything from

[35:27] Council additionally on budget right now as we're getting into here. So don't not at this

[35:33] time. Okay, you're the only one for you in Michelle. Is there anything else you want to add

[35:40] at Adam at this point? Nothing. This is one of the Council for taking

[35:43] a time to attend a special meeting so we can do those projects awarded and get these movements.

[35:49] So thank you. Yeah, it's been busy, busy year for you. Okay. With that, is there a motion to adjourn?

[35:57] We have a motion in a second. All in favor?

[36:02] Opposed? We are now adjourned. Have a good evening. Thank you so much.

Special City Council Meeting 8/26/2026

Transcript