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Administrative Brief fI11 ' ~ \. \ \ -, COMMISSION INFORMATIONAL MEMORANDUH November 2, 1979 VOL. I, NO. 21 ITEHS OF INTEREST 1. I suggest the Commissioners corne in at 2:30 p.r1. on November 5 and discuss two items of concern. One is the Black & Veatch report; and secondly, the bicycle paths along E. Crawford. I have en- closed the entire report from Black & Veatch for your information. Our Engineering Department has done some investigation of this matter and we will be ready to discuss it with you on Monday. 2. Also, Norris Olson had requested that the final plat of Fox Run Addition be on the agenda for the November 5 meeting. I do not agree to that request and enclosed is my letter to him. We can discuss all these matters fully at that time on Monday. 3. Commissioner Allen has expressed concern about the proposed River Beautification Project. I am not well informed about this matter and we will prepare a memorandum for the Commission. Hopefully, we can discuss this in the near future. 4. Mortgage revenue bonds are again back in the news. The political maneuvering in the House Ways and Means Committee continues. It is possible that the Ways and Means Committee will drop the issue for this session, which may make it possible to issue bonds for Salina and Saline County. On the other hand, the Congress may prohibit bonds for residential construction. In this unsettled atmosphere, it is very difficult to obtain a legal opinion on the tax-exempt feature of the mort- gage revenue bonds, which, of course, provides their attractions. Mortgage revenue money in Salina is almost nonexistent and, in the short run, the bonds will be very helpful. I will attempt to get clearer answers. 5. According to Lisa, the Account Clerk at the Bicentennial Center, total attendance for the eight Holiday on Ice performances was 21,366, with a gross ticket sales amounting to $118,458.50. The Bicentennial Center realized $11,282.99 in rental from the event. This is 10% of the adjusted gross (gross less sales tax). This relates to ticket sales only. She said approximately $5,265 was realized from concessions; sales were slow. Mickey thought the Holiday on Ice people were well satisfied. They agreed 8 performances were too many, but plan to return in 1980. 6. Mickey Yerger reports the roof is leaking quite badly over the meeting room area. Wednesday morning he reported there were also some leaks in the arena roof. Ray Voscamp is checking on it. "". CIM - November 2, 1979 Page 2 7. Problems are being experienced at the Bicentennial Center with the air handling system. Fumes from gasoline operated, back-pack blowers used in custodial work are not being exhausted. Another problem is the noise caused by the air screen which separates the arena from the lobby area. You will recall the idea of the air screen was to prevent cold air in the arena, when it is not in use, from entering the lobby and Heritage Hall. It may be one of those ideas that looks good on paper, but is not too practical. Mickey has been in contact with Virg Lundberg on these problems and will also be visiting with Ray Voscamp on them. 8. Mickey Yerger notified us due to the crowded schedule of events November 15, 18, and 24, he is in need of at least five more cus- todial people. We will provide the additional help from the De- partment of General Services and neighborhood centers for the 15th. Curtis Walters has also agreed to let us use one custodian from the City-County Building. This is an example of some horse trading. Our Park Department let the Building Authority use a vacuum-type dethatcher on the grounds for several days recently. On the weekend days, we have passed the word to personnel of the various departments to contact Mickey directly if they are inter- ested in picking up a few extra bucks for the additional work. This will probably not be too unusual of a situation. 9. Eight buildings have been selected for participation in the Energy Audit phase of the Energy Conservation Grant Program administered by the Kansas Energy Office. These 8 buildings are: Memorial Hall, the Bicentennial Center, Fire Stations #1, #2, #3, and #4, the Community Theatre, and the Golf Course Clubhouse. These buildings represent the 8 largest uses of energy. In the near future, a state approved auditor will conduct energy audits for each of these buildings. The City's share for this phase of the energy program will be approximately $700. Information gathered by the auditor will be processed by computer. The computer will generate an audit report which includes conserva- tion recommendations. The auditor will also add his/her recom- mendations, based on individual building circumstances. Participation in the energy audit phase of this program means the 8 buildings will be eligible for the technical assistance phase of the grant program. The technical assistance phase consists of a detailed architectural and engineering analysis, intended to iden- tify specific costs and projected energy savings possible by modi- fications to each building. Federal grants will be distributed for 50% of the cost of such modifications in this phase of the program. CIM - November 2, 1979 Page 3 10. Larry Bengtson has had to return to the hospital and will miss the Commission meeting on November 5. I have removed the matter of the old Municipal Airport from this agenda and rescheduled it for November 19, the next regular meeting. I have done this because of the pivotal role Larry will play in this matter. All interested parties have been informed. ADMINISTRATIVE BRIEFS 1. There will be no Commission meeting on the 12th because of Veter- ans Day. Also, Mr. Harris, Curt Wood, and I will be attending the Kansas Association of City Managers' Fall Meeting in Hutchinson on No- vember 15 & 16. 2. The very welcome rain captured our attention Tuesday and into Wednesday. Overall, it appears we got by in pretty good shape. It was necessary to block off a portion of Fourth Street, south of Cloud. Even though water was crossing Schilling Road from the south, Bonnie Ridge faired very well. The fact the rain did not come faster and longer than what it did undoubtedly were major factors in our favor. There was never any accumulation of water on Bonnie Ridge streets. It appears the 18" sewer line across Neal connecting the storm sewers from Linda Lane to the new ditch parallel to the Missouri Pacific track helped considerably, along with the cleaning that was recently completed on the Magnolia Road ditch. This is not to imply that the problems in that area have been solved. It would appear our efforts have resulted in some relief. We still need to get the water headed off at Schilling Road and channeled over to the Knox Sand Pit area. Our efforts to date to accomplish this have been less than encouraging due to the attitude of the property owner. John Estes closed the Indian Rock Park gate about 4:00 P.M. Tues- day and the Water Department went onto well water. At about 6:00 P.M., he closed the gate near Thomas Park where Dry Creek empties into Mulberry and pumped from that time until about 7:00 A.M. on Wednesday. John reported they had a considerable amount of trouble with storm sewer inlets plugging due to leaves, but were able to get them open in a short time. 3. A few calls were received about water being slightly discolored on Wednesday. This was due to the fact the water plant went on raw well water with only chlorine added. Due to the rain and knowing there would be a low demand for water, this appeared to be an opportune time to clean the 36" pipe which leads from the upflow softening basins to the secondary settling basins. Over a period of 24 years, the inside diameter of the line '" CIM - November 2, 1979 Page 4 had been reduced from 36" to approximately 24" to 20" due to chem- ical buildup. This had created a "bottleneck" in the water treat- ment process. The plant was back in operation on the regular softening operation by Wednesday evening and the slight discoloration cleared up Thurs- day. 4. In response to the request made by the Blood Bank Program for 25 parking spaces to be reserved in Parking Lot #10, north of the First United Methodist Churc~when the blood mobile is being con- ducted, permission has been granted. . These will be used primarily by volunteers helping with the program. The church parking lot will accommodate the donors. Curt Wood is coordinating the project with the Blood Bank Chairman, Don Mosier, and the Police Department. 5. Since we have reproduced and have on display pictures of the former Mayors, we have no further need for the large pictures. We have had requests from some of the Mayors and relatives of others for the pictures. If you have no objection, we will advertise through the Journal that we will receive requests for the pictures. Bill Harris has visited with Larry Bengtson on the matter. It is their opinion that we should hold the requests for 30 days or so to see if we get more than one request from a particular family. In the event we do, the picture will eventually be given to the nearest relative in an effort to avoid family disputes. Larry ad- vised since these are City property, the City is at liberty to give them away without any obligation to anyone. 6. The First National Bank has donated 12,000 tulip bulbs to the City. Bob Ash reported the bulbs have been planted at the Bicentennial Center, Sunset Park, Oakdale Park, Golf Course, Cemetery, the park islands, such as the one on Sunset Drive, and some have been given for planting at the City-County Building. A thank-you letter is being sent to the First National Bank over the Mayor's signature. 7. Keith Rawlings checked on the proposed park land in Schilling Manor and found that the limb and brush pile had grown considerably from the time he observed it in April until now. This is situated at the north end of the property on the north side of Schilling Road.. 8. Enclosed are the Administrative Update and Engineering Update. MONDAY'S MEETING 1. Commissioners are asked to come in at 2:30 P.M. Monday. 2. Enclosed is information on other items on the agenda. If any Com- missioner has any questions or cannot attend the meeting, please contact me. Rufus L. Nye Ci ty !1anager RLN:bh Attachments Q iw.' CITY OF SALINA ~. COMMISSIONERS KAREN M. GRAVES. MAYOR ROY W. ALLEN KEITH G. DUCKERS DAN S. GElS MERLE A HODGES CITY.cOUNTY BUILDING 300 WEST ASH STREET P O. BOX 746 SALINA. KANSAS 67401 CITY MANAGER RUFUS L. NYE AREA CODE 913 823.2277 November 1, 1979 Mr. Norris Olson MK Development Co., Inc. 906 Merrily Drive Salina, Kansas 67401 Dear Mr. Olson: I am sorry to inform you that I will not be able to place the final plat for the Fox Run Addition on the City Commission agenda for November 5, 1979. As I am sure you can understand, the City Commission has not had the opportunity to review the report from Black & Veatch on the matter of the streets involved in this subdivision. I think we at least owe the Commission the courtesy to review that report and decide what action should be taken. The filing and content of the improvement petition, as you are aware, does not follow the City's established procedures. The petition filed by Mr. OWens on your behalf contains an estimated cost of $250,000. As you are aware, the City is limited to that amount as the project cost. It has been the City's practice to have the City engineering staff establish the estimated cost for these projects. As you know, the steadily escalating cost of as- phalt has been a major difficulty in estimating street project costs. This project will not be under construction until Spring, 1980, and we certainly, in fairness to all involved, want to put forth a cost estimate that is both realistic and legally binding. I will discuss with the Commission on November 5, 1979, the content of the Black & Veatch report and inform you what their decision is on that matter. I have instructed Dean Boyer, City Engineer, to proceed immediately with the petition submitted by Mr. OWens yesterday. It probably will be necessary that a proper petition be signed by MK Railroad Materials. Mr. Boyer will be in contact with you when he has the necessary information. i I . ; \ Rufus L. Nye City Manager I , " ,---- RLN: bh MEMBER. . . KANSAS LEAGUE OF MUNICIPALITIES. NATIONAL LEAGUE OF CITIES [~ox RUN ~,] 1.' .. MK Development Company 906 Merrily Drive . Salina, Kansas 67401 Phone (913) 825-2147 November 1, 1979 Mr. Rufus Nye, City Manager City-County Building Sal ina, Kansas 67401 Dear Mr. Nye: Please place the Final Plat of the Fox Run Addition on the November 5, 1979, City Commission agenda for their consideration. , ' The filing of our petition for street improvements yesterday complies with your last prerequisite for plat approval as well as the report received from Black & Veatch dated October 16, 1979. Sincerely, A &. KRAILROAD MATERIALS, INC. ~ Norri sO. 01 son Vice-President NDO/tgt DIVISION OF A & K RAILROAD MATERIALS. INC. - CLEARFIELD. UTAH ~ . ( To: Rufus L. Nye, City Manager From: Bill Harris, Assistant City Manager Subject: Administrative Projects Date: October 31, 1979 1. According to the architect, Cal Bowden, on 10-29-79, the Animal Shelter should be completed within a couple of weeks. This con- tract does not include walks, drives and landscaping. It would be possible for us to add these items into a contract as a Change Order on a unit basis. Possibly some of it can be done before severe winter weather sets in. Some temporary measures may have to be taken until next spring, such as rocking the driveway, placing plywood or some other material for walkways, etc. It might be to our advantage to let the ground settle before we do too much in the way of permanent facilities. ~veather permitting, O. S. Fent will drill the water well next week. 2. The Hay Associate Seminar on Job Analysis and Evaluation which I was scheduled to attend in Washington has been rescheduled for Philadelphia, ~ovember 7 - 9. 3. Keith Rawlings and Bob Ash are working on getting appropriate signs displayed at the three neighborhood centers. If Bob can not find the time to build the signs, we will probably contract for it to be done with CD money. 4. A Financial Summary for the Bicentennial Center for the period January 1, 1979 through September 30, 1979 is attached. 5. I visited with Shelby Willis on October 29, 1979, concerning the landscaping at the Bicentennial Center. He advised the tree planting season starts after October 31. The subcontractor, Marvin Gardens of Kansas City, states they have a good shipment coming in so the tree planting should soon be underway. They have reseeded, however, for some unknown reason did not do any watering. Shelby thinks there is still a good chance the seeds will lie dormant through the winter and germinate in the spring, resulting in a good cover. He stated Bucher and Willis have been in weekly talks on the matter with Marvin Gardens and G. E. Johnson. According to Marvin Gardens, G. E. Johnson is holding back $7,000 for the landscaping contract. Bucher and Willis have no idea of the actual arrangement between the prime and subcontractor. However, Shelby assured me the $7,000 would be withheld if we don't get an acceptable cover of grass next spring and the plantings are unsatisfactory. We will deduct accordingly and the City can take over the job. ~ Administrative Projects October 31, 1979 Page -2- 6. The projected 1979 and proposed 1980 budget have been worked out on the Bicentennial Center. Some difficulty was experienced in converting the line item breakdown they have been using in 1979 to our account numbers and line item titles. 7. The format of the computer produced financial reports provided by Kennedy and Coe for the Bicentennial Center have not proven to be of much help. Several modifications will be made as we set it up on our computer for 1980. 8. Bob Ash has a list compiled of the dead trees overhanging public right-of-way, but has not gone through to inspect them and send out notices. He has processed some on Iron Avenue and they are pretty well taken care of. He is going to start in the downtown area. He has noticed that some of the bad ones around town have been taken care of by the property owners on their own. He hopes to get back on this as soon as the weather changes (Reference: Sec. 33-5 of the Salina Code) . 9. Keith Rawlings reports they have completed their review of the urban renewal redeveloper's commitments for compliance. Either a certificate of compliance has been issued or the time limit is not up on all but three. These three are Salina Wrecker, First National and Wilfam and have been turned over to Dan Hebert for a legal opinion. 10. Other administrative projects which are underway include: A. Development of a Policy Manual - Efforts to condense the information as much as possible and still be useful for the manual has turned out to be quite time-consuming and more of a job than we had originally anticipated. B. Development of a projected 1981 budget - Headway is being made on this assignment, particularly now that Jerry Van- over has been able to work out several programs to pro- vide the necessary information on personal services. This should pick up momentum. C. The Hay Personnel Classification and Pay Plan is in need of several modifications prior to the first of the year. D. All of the departments are involved in review of the Salina Code Book and will be submitting recommendations for amend- ments, additions, and deletions. Hopefully, the entire book can be brought up to date close to the first of the year. E. A format for a quarterly report combining the activities of all the departments will be reviewed soon with the De- partment Heads. The last quarter of 1979 should serve well as a trial period. Any modifications we deem beneficial can then be implemented by the first quarter of 1980. i , October 26, 1979 BICENTENNIAL CENTER FINANCIAL SUMMARY January 1, 1979 through September 30, 1979 Revenue: City Rent Food & Beverage Interest Special Event Revenue - Total Revenue Expenses: Personnel Operational Supplies Maintenance & Repairs - General Utilities & Services Supplies - Concessions- Special Event Cash Long or Short Total Operating Expenses Net Income Minus Start up costs Adjusted net income - $234,713.00 (Bond Contingencies $ 60,420) (Revenue Sharing $174,293) 32,714.50 56,129.93 5,761.67 100,621.71 (Center sponsored events) $429,940.81 - $129,202.03 16,000.15 20,437.71 12,022.48 22,989.50 10,670.40 114,301.08 265.90 $325,889.25 $104,051.56 64,304.34 $ 39,747.22 - ., .' PRO J E C T U P D ATE NOVEMBER 2, 1979 PROJECT NO. 79-645 CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: J. S. FRANK CONSTRUCTION CO., INC. December 27, 1978 April 1,1979 (Est. November 15,1979) $74,600.00 $52,634.00 SCOPE: This project involves the construction of a new animal shelter building at a site near the existing animal shelter. DISCUSSION: Project nearing completion. PROJECT NO. 79-646 PART I CONTRACTOR: LETTI NG DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: EARTH EXCAVATION, INC. March 12, 1979 July 29, 1979 $79,927.50 + $7,175.00 (Change Order No.1) $82,096.25 SCOPE: This project includes the installation of water and sanitary sewer lines in Dow Addition, Twin Oaks Subdivision and Woodland Addition. DISCUSSION: The contractor has essentially completed work, and will resume final construction phase upon completion of Project No. 79-646 (Part II). 1 PROJECT NO. 79-646 PART I I CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: SMOKY HILL, INC. March 12, 1979 December 28, 1979 $436,392.50 + $6,495.00 (C.O. 1) + $4,848.50 (C.O. 2) $410,290.90 SCOPE: Work includes paving in Dow Addition, Grain Belt Subdivision, Twin Oaks Subdivision, Schippel Addition and Woodland Addition. DISCUSSION: Project is on schedule. PROJECT NO. 79-647 CONTRACTO R: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: SMOKY HILL, INC. March 26, 1979 November 28, 1979 $258,150.50 $209,954.60 SCOPE: Work includes the extension of a 2411 C.I.P. watennain along Marymount Road from Glen Avenue to Crawford Street and the extension of a 2011 C.I.P. watennain along Crawford Street from Marymount Road to the east city limits. DISCUSSION: Project is on schedule. Work in progress on Marymount Road. 2 PROJECT NO. 79-648 CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: CHICAGO BRIDGE & IRON CO. August 23, 1979 245 days $427,300.00 $ 0.00 SCOPE: This project involves the erection of a new 500,000 gallon water tower to serve north Salina. DISCUSSION: Equipment and materials for the foundation phase are stored on site. Foundation work is scheduled to commence in several weeks. PROJECT NO. 79-652 PART I CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT ArvlOUNT: WORK COMPLETED TO DATE: STEVENS CONTRACTORS, INC. July 16, 1979 February 15, 1979 $77,467.65 $46,185.78 SCOPE: This project includes the installation of water and sanitary sewer lines to serve portions of Wallerius Addition and Eastridge Addition. DISCUSSION: Contractor has nearly completed work in Wallerius Addition and has moved equipment to Eastridge Addition. 3 PROJECT NO. 79-652 P ART II CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: BROWN & BPOWN, INC. July 16, 1979 * 240 days $150,228.75 $ 35,952.60 * After completion of Part I SCOPE: Work includes street improvements in Wallerius Addition and Meadowlark Acres No. 3 Addition. DISCUSSION: Project is on schedule. PROJECT NO. 79-653 CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: SCOPE: BROWN & BROWN, INC. September 27, 1979 May 3, 1 980 $14,150.00 $ 0.00 Work includes the resurfacing of the east tennis courts in Sunset Park. DISCUSSION: Contractor completed resurfacing work last week. 4 PROJECT NO. 79-654 CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: SMOKY HILL, INC. September 27, 1979 March 31, 1980 $45 , 01 O. 80 $ O. 00 SCOPE: Work includes street improvements in East Gardens Addition. DISCUSSION: Contractor has listed December 1, 1979 as the starting date for these improvements. PROJECT NO. 79-656 CONTRACTOR: LETTING DATE: CONTRACT COMPLETION DATE: CONTRACT AMOUNT: WORK COMPLETED TO DATE: SMOKY HILL, INC. September 27, 1979 August 7, 1980 $247,501 .00 $ O. 00 SCOPE: Work includes the installation of a 20" waterline on Crawford Street from Santa Fe Avenue to Broadway Boulevard. DISCUSSION: Contractor has listed December 10, 1979 as the starting time. 5