09-22-2014 MinutesCITY OF SALINA, KANSAS
REGULAR MEETING OF THE BOARD OF COMMISSIONERS
September 22, 2014
114:00p.m.
Z The City Commission convened at 2:30 p.m. for New Website Design Overview, 3:30 p.m. for False
Alarm Ordinance and at 3:45 p.m. for Citizens Forum.
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The Regular Meeting of the Board of Commissioners was called to order at 4:05 p.m. in Room 107,
= City -County Building. Roll call was taken followed by the Pledge of Allegiance and a moment of
silence.
Those present and comprising a quorum: Mayor Aaron Householter (presiding), Commissioners
Jon R. Blanchard, Kaye J. Crawford, Trent Davis, and Randall R. Hardy.
Also present: Jason A. Gage, City Manager; Michael D. Schrage, Deputy City Manager; Greg
Bengtson, City Attorney; and Shandi Wicks, City Clerk.
AWARDS AND PROCLAMATIONS
(3.1) The month of October 2014 as "National Community Planning Month' in the city of Salina.
Jerry Baxa, Planning Commission Chairman read the proclamation.
(3.2) The month of September 2014 as "Life Insurance Awareness Month' in the cih, of Salina.
Bob Hamman, President of Heartland Irrational Associations of hlsurance and Financial
Advisors read the proclamation.
CITIZEN FORUM
Dennis Benoit, 1773 20th Road, Kanopolis, provided information regarding PKM Steel Days,
how a citizen can register to vote and how the fluoride item will be worded on the election
ballot.
PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME
None.
CONSENT AGENDA
(6.1) Approve minutes of September 8, 2014.
(6.2) Award of contract for the Water Main Replacement Project - Phase VI, Project No. 10-2842E
to Stevens Contractors, Inc. of Salina, Kansas in the amount of $1,907,925.
(6.3) Award of contract for the Water Tower Maintenance - Sunset, Schilling, Markley and
Burma, Project No. 14-3037 to Utility Service Co., Inc. in the amount of $250,900.
Commissioner Davis requested that Item 6.3 be removed from the consent agenda
14-0268 Moved by Commissioner Blanchard, seconded by Commissioner Crawford, to approve the
consent agenda less item 6.3. Aye: (5). Dray: (0). Motion carried.
(6.4) Award of contract for the Water Tower Maintenance - Sunset, Schilling, Markley and
Burma, Project No. 14-3037 to Utility Service Co., Inc. in the amount of $250,900.
Commissioner Davis asked about the bids received, bidding process and contract options. Martha
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Tasker, Director of Utilities, responded.
Commissioner Blanchard asked about the satisfactory completion of work performed by Utility
Service Company on the previous contract, the number of towers that received maintenance and
those that require maintenance performed. Ms. Tasker responded.
14 -O -*9 Moved by Commissioner Davis, seconded by Commissioner Crawford, to award the contract for
the Water Tower Maintenance - Sunset, Schilling, Markley and Burma, Project No. 14-3037 to
Utility Service Co., Inc. in the amount of $250,900. Ave: (5). Nay: (0). Motion carried.
ADMINISTRATION
o (7.1) Resolution No. 14-7136 appointing Vice -Mayor Jon Blanchard to fill the vacant economic
development working group seat.
Jason Gage, City Manager, explained the vacancy.
Conunissioner Crawford asked if the list of individuals she submitted to the City Manager
were reviewed. Mr. Gage responded.
Commissioner Blanchard noted the lack of diversity in the Economic Development
Working Group and welcomed citizens and fellow- commissioners to attend the meetings.
Mayor Householter noted the members of the working group were from current city
boards. Mr. Gage responded.
14-0270 Moved by Commissioner Hardy, seconded by Commissioner Davis, to adopt Resolution No. 14-
7136. Aye: (5). Nay: (0). Motion carried.
Mayor Householter requested that item 7.4 be moved in front of item 7.2.
(7.4) Authorization to utilize a qualifications -based process to select a Construction Manager at
Risk (CMAR) to construct the planned improvements to Fire Station No. 1
Chief Larry Mullikin explained the process and recommended action.
e Commissioner Blanchard asked what additional approvals were needed for the project.
Jason Gage, City Manager, responded.
Commissioner Davis asked if the City has a preference for utilizing local contractors for
projects. Mr. Gage responded.
14-0271 Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to authorize staff to
proceed with seeking Requests for Qualifications for a Construction Manager at Risk associated
with the upcoming improvements of Fire Station No. 1. Aye: (5). Nay: (0). Motion carried.
(7.2) Resolution No. 14-7138 authorizing the Mayor to sign the Architectural Services contract
for Fire Station No. 1, 2nd Phase.
Chief Larry Mullikin explained the selection process, fiscal note and staff recommendation.
Jason Gage, City Manager, explained the scoring matrix used for the selection process.
Keith Searcy, FREW Development, provided additional information regarding the selection
process.
Commissioner Blanchard noted the experience level of PKHLS Architecture and asked if
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maybe the representative of the firm would like to speak regarding their experience. Vince
Haines, PKHLS Architecture PA, provided information regarding the firms experience.
Chief Mullikin provided additional information regarding the operation of the station
during construction, the project components and the wishes for a future memorial plaza
located at Fire Station No. 1.
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Mr. Gage provided additional information on the fiscal note and budget for the project.
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Commissioner Blanchard provided his thoughts on this phase of the project.
H Commissioner Crawford thanked the fire department staff for putting together the salute
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14-0272 Moved by Commissioner Hardy, seconded by Commissioner Davis, to adopt Resolution No. 14-
7138 authorizing the Mayor to sign the Architectural Services contract for Fire Station No. 1, 2nd
Phase. Ave: (5). Dray: (0). Motion carried.
(7.3) Consider items related to acquisition of Enterprise Resource Planning software.
(7.3a) Resolution No. 14-7137 authorizing the execution of an agreement with Tyler
Technologies for the purchasing of Enterprise Resource Planning software in the
amount of 5489,770.
(7.3b) Authorize staff to purchase the required technology infrastructure (hardware and
system software) in an amount not to exceed 530,000.
(7.3c) Authorize staff to optionally acquire two additional modules (Work Orders and
Animal Licensing) subject to a more detailed review of system capabilities.
(7.3d) Authorize staff to negotiate a lease -purchase to provide for necessary financing
for the system.
Rod Franz, Director of Finance, explained the current system, purchase of new system,
lease purchase option and staff recommendation.
Commissioner Davis asked if the City currently pays annual system fees for the current
system and if the new system will free up time for staff in the future. Mr. Franz responded.
Commissioner Blanchard asked what the system acquisition fee covers, what other
modules were available, the security measures for the system and the type of hosting to be
used for the system (house based vs. cloud based). Mr. Franz responded.
Commissioner Blanchard asked what the life expectancy of the system was. Mr. Franz
responded.
Commissioner Crawford asked if licensing and permits were included in this system. Mr.
Franz and Mr. Gage responded.
Commissioner Davis asked if the current data could be converted into the new system and
if the old system would need to remain in place after the conversion. Mr. Franz responded.
14-0273 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to adopt Resolution No.
14-7137 authorizing the execution of an agreement with Tyler Technologies for the purchasing of
Enterprise Resource Planning software in the amount of $489,770. Aye: (5). Nay: (0). Motion
carried.
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14-0274 Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to authorize staff to
purchase the required technology infrastructure (hardware and system software) in an amount not
to exceed 630,000. Aye: (5). Nay: (0). Motion carried.
14-0'tJ5 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to authorize staff to
optionally acquire two additional modules (Work Orders and Animal Licensing) subject to a more
detailed review of system capabilities. Aye: (5). Nay: (0). Motion carried.
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1 14-0276 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to authorize staff to
negotiate a lease -purchase to provide for necessary financing for the system. Aye: (5). Nay: (0) .
Motion carried.
DEVELOPMENT BUSINESS
(8.1) Award of contract for consulting services for the Salina Housing Assessment and Strategic
Plan.
Gar), Hobbie, Director of Development Services, explained the proposals received,
qualification process and staff recommendation.
Commissioner Davis asked about the target market surveys and if the survey will extend to
the entire community. Mr. Hobbie responded.
Commissioner Blanchard noted the stakeholder groups included in the assessment, liked
the detail staff has put into this item and asked if this item was included in the strategic
plan. Mr. Gage responded.
Commissioner Crawford noted the cost of the service. Mr. Hobbie responded.
Michael Schrage, Deputy City Manager, noted that the housing assessment was part of the
strategic plan.
Mayor Householter asked if the company will actually ride bicycles while performing the
assessment of the community. Mr. Hobbie responded.
1 Dennis Lauver, Salina Chamber of Commerce, thanked staff for their work, provided
information on the firm and felt the assessment was much needed.
14-0277 Moved by Commissioner Crawford, seconded by Commissioner Blanchard, to authorize the
Mayor to sign the contract for services with RDG Planning & Design for the completion of the
Housing Assessment and Strategic Plan in the amount of 550,000. Aye: (5). Nay: (0). Motion
carried.
OTHER BUSINESS
Commissioner Hardy asked how city staff handles calls regarding sewer backup and if there was a
way to educate the neighborhood of the problems. He also asked how staff handles long term
maintenance of the sewer system. Martha Tasker, Director of Utilities, responded.
Mayor Householter asked additional questions regarding sewer backups and sump pumps. Ms.
Tasker responded.
Commissioner Blanchard asked if handouts and brochures are available to citizens to help assist
with server problems. Ms. Tasker, Director of Utilities; Gary Hobbie, Director of Development
Services; and Jason Gage, City Manager, responded.
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Commissioner Hardy noted the ability to place a flyer in the water bill. Ms. Tasker responded.
(9.1) Request for executive session (trade secrets/legal).
14-0278 Moved by Commissioner Crawford, seconded by Commissioner Blanchard, to recess into
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executive session for 45 minutes to discuss confidential data relating to the financial affairs and
w trade secrets of a corporation for the reason that public discussion of the information would
competitively disadvantage the corporation and to discuss with legal counsel matters subject to
the attomey-client privilege for the reason that public discussion of those matters would "wive the
privilege and adversely affect the City's interest in the matters and reconvene at 6:45p.m.
U The City Commission took a five minute break at 5:55 p.m. and recessed into executive
session at 6:00 p.m. and reconvened at 6:45 p.m. No action was taken.
14-0279 Moved by Commissioner Blanchard, seconded by Commissioner Hardv, to extend the current
executive session for an additional 20 minutes. Aye: (5). Nay: (0). Motion carried.
The City Commission recessed into executive session at 6:45 p.m. and reconvened at 7:05
p.m. No action was taken.
ADJOURNMENT
14-0280 Moved by Commissioner Hardy, seconded by Commissioner Blanchard, that the regular meeting
of the Board of City Commissioners be adjourned. Aye: (5). Na Motion carried. The
meeting adjourned at 7:05 p.m.
[SEAL]
ATTEST:
Miki Orr-Muths, Administrative Assistant III
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Aaron K.`I\quseholter, Mayor
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