Harrington commission authorizes KDHE loan application documents, approves engineering agreements and schedules budget workshop

HARRINGTON — The Harrington City Commission voted to authorize the mayor to sign documents for a Kansas Department of Health and Environment (KDHE) loan application for the city’s wastewater treatment facility, and approved related engineering contracts on Monday during a regular meeting at City Hall.

The commission also approved a supplemental engineering agreement with SMH for bidding and construction-related services and construction observation tied to the wastewater project, approved a preliminary engineering agreement for a KDOT-funded Safe Routes to School project, and scheduled an additional budget workshop for Aug. 19 to review the coming year’s budget and mill-levy options.

The KDHE items: The commission opened and closed a public hearing required for the KDHE loan application and then authorized the mayor to sign five loan-related documents included with the application — the loan application, a certification of cost-effectiveness, an assurance of public participation, an affidavit of publication (to be provided after meeting minutes and publication are finalized), and a certification related to lobbying. City staff said those pieces must accompany the application to substantiate that the public hearing and required notices were held.

Todd, an SMH project representative, described the loan timeline as more favorable than previously expected after discussions with KDHE and said the agency has “earmarked” funding for Harrington; staff cautioned KDHE review is a minimum of 30 days and additional items (affidavit of publication, tonight’s meeting minutes) must be supplied before the application is complete. The application’s current project cost estimate shown in materials was $3,614,120; Todd said that remains the city’s best estimate "at this point in time." The commission directed staff to provide signed copies and follow up on missing documentation.

SMH supplemental agreement: The commission approved a supplemental engineering agreement with SMH to add bidding and construction-related services for the wastewater project. Materials presented put the supplemental agreement compensation at approximately $42,800 for bidding and construction-phase services, plus up to $19,320 for construction observation depending on the number of site visits. Staff said those observation costs are an "up to" amount and additional site visits beyond that cap would require a separate agreement.

Safe Routes to School preliminary engineering: The commission approved a preliminary engineering design agreement associated with KDOT for the Safe Routes to School project so design work can proceed. Staff said the state (the secretary) will reimburse consultant payments up to a specified contract amount and that any right-of-way acquisition the project requires will be the city’s responsibility. Commissioners asked staff to confirm whether any payment thresholds would obligate the city beyond anticipated levels; staff said they would double-check but did not expect costs to exceed the contract amount.

Budget workshop: Commissioners scheduled an open budget workshop for Aug. 19 at 4 p.m. to review scenarios, including a mill-levy scenario discussed by staff to reach roughly an 87-mill level to fund baseline operations. Staff asked commissioners to notify the city manager in advance if they wanted specific department heads present.

Votes at a glance - Motion to authorize the mayor to sign all current, pending, and future documents regarding the wastewater treatment facilities loan application for KDHE — Roll call recorded as: Commissioner Naylor: Aye; Commissioner (Stark/Storff/Stack entry in roll call): Aye; Mayor (recorded variably in transcript): Aye. Outcome: approved. Notes: signed documents to be returned to staff; affidavit of publication and tonight’s minutes still required. - Motion to approve the supplemental engineering agreement with SMH and authorize the mayor to sign — Roll call recorded as: Commissioner Neal: Aye; Commissioner Storff: Aye; Commissioner Stets: Aye; Mayor (recorded variably): Aye. Outcome: approved. Contract amounts: approximately $42,800 (bidding and construction services) and up to $19,320 (construction observation). - Motion to approve the preliminary engineering design agreement for the Safe Routes to School project with the KDOT-associated consultant and authorize the mayor to sign — Roll call recorded in transcript: Commissioner Naylor: Aye; Commissioner Scott: Aye. Outcome: approved.

Discussion and next steps Commissioners and staff emphasized that KDHE’s review period is a minimum of 30 days and that award timing affects when construction funding would be available. Staff said they continue to assemble supporting documents (affidavit of publication, finalized minutes) and will transmit signed copies to the engineer and KDHE. The SMH supplemental agreement is structured so construction observation beyond the capped amount would require additional authorization.

Staff noted the loan application currently lists the project estimate at $3,614,120 and said the figure is the city’s best estimate at this stage. Commissioners asked for confirmation of payment thresholds in the KDOT Safe Routes contract; staff agreed to verify the city’s potential exposure if consultant invoices exceed the reimbursement limit.

The commission set the budget workshop for Aug. 19 at 4 p.m. and asked commissioners to coordinate with the city manager if they wished specific departments to attend.

Ending Signed loan documents and any missing materials are to be provided to staff for final assembly and transmittal to KDHE. Staff said they hope KDHE funding could be available as early as this fall but emphasized the timeline remains subject to KDHE’s review and final award process.