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02-09-2015 MinutesCITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS February 9, 2015 N 4:00 p.m. a The City Commission convened at 3:00 p.m. for North Central, Regional Planning Commission W M General Update and Bulk Solids Innovation Update and at 3:45 p.m. for Citizens Forum. En The Regular Meeting of the Board of Commissioners was called to order at 4:00 p.m. in Room 107, o N 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 February, 2015 as "Black History Month" in the city of Salina. Jamiah Evans read the proclamation and announced upcoming events. (3.2) The week of February 22 through February 29, 2015 as "Engineers Week" in the city of Salina. Dan Stack, Vice -President of the Smoky Valley Chapter of KSPE, read the proclamation and announced upcoming events. (3.3) Presentation of Valor Awards to Salina Police Officers. Chief Nelson provided information regarding the shooting incident and showed a short video of the incident. Mayor Householter presented the Valor Awards to the Salina Police Officers. The City Commission provided their thoughts on the incident and the awards. CITIZEN FORUM Norman Mannel, 7532 W. Pleasant Hill Road, Salina, Kansas, provided his thoughts on the amount of money spent on art in the city. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve minutes of February 2, 2015. (6.2) Resolution No. 15-7175 appointing members to various boards and commissions. (6.3) Award contract for the 2015 Microsurfacing, Project No. 15-3062, to Vance Brothers, Inc. in the amount of $846,280.36 with a 5% construction contingency. Commissioner Hardy noted a correction to Resolution No. 15-7175 to correct Troy Vancil's appointment expiration date to 2/28/2018. 115-0039 Moved by Commissioner Davis, seconded by Commissioner Hardy, to approve the consent agenda as presented. Aye: (5). Nay: (0). Motion carried. Page 1 I! f' fII ADMINISTRATION (7.1) Second reading of Ordinance No. 15-10765 amending Salina Code Section 35-37 pertaining to the notice and removal of obstructions and encroachments. N Mayor Householter noted that Ordinance No. 15-10765 was passed on first reading on W February 2, 2015 and since that time no comments have been received. 15-000 Moved by Commissioner Hardy, seconded by Commissioner Blanchard, to adopt Ordinance No. 76 15-10765 on second reading. A roll call vote was taken. Aye: (5) Blanchard, Crawford, Davis, Hardy, Householter. Nay: (0). Motion carried. U (7.2) Authorize the purchase of two Automatic License Plate Reader/ Recognition (ALPR) mobile systems for the Salina Police Department. Chief Nelson explained the purchase and funding. Commissioner Davis asked if the mobile system would mount to the front of the vehicle. Chief Nelson responded by stating yes, the camera would attach to the windshield and would capture the license plate number as the officer drives down the road. Commissioner Davis asked if staff would decide ahead of time where to patrol. Chief Nelson responded by stating that the mobile systems would be used for a four year period and staff would assess the systems on a yearly basis and the information from the assessment could be provided to the City Commission. Commissioner Blanchard asked for an annual update of the use of the systems. Commissioner Blanchard asked if other communities that use the systems have come across any challenges with the system regarding the fourth amendment rights. Chief Nelson responded by stating that the department had begun establishing a policy outlining the accessibility, maintaining and sharing of the information obtained through the systems. Commissioner Blanchard asked how the data was stored in the system. Chief Nelson responded by stating that the use of the unit was an investigative tool and the information could be stored for approximately one year. Commissioner Blanchard provided his thoughts on the privacy aspect of the data. Jason Gage, City Manager, provided information regarding the data obtained from the system and the creation of a policy to conform to the Kansas Open Records Act. Commissioner Blanchard noted some communities disposing of the data within 48 hours of the recognition for innocent plates. Chief Nelson provided information on the use of the system in the Kansas City metro area. Commissioner Blanchard asked if the policy would be brought back to the City Commission for review. Mr. Gage responded by stating that the policy could be brought back to the commission but typically are handled as an administrative task working with legal to insure conformance with the Kansas Open Records Act. Commissioner Blanchard asked if staff would anticipate purchasing additional systems in the future. Chief Nelson responded by stating that the City of Salina would purchase two units and the Saline County Sheriff's Office would purchase one unit. Chief Nelson stated that the long term goal would be to add systems to the highway overpasses in the future. Page 2 i Fi,', Commissioner Davis asked how staff determined to use the systems in the city. Chief Nelson responded by stating that the systems would be installed in units within the first and sixth beat. Commissioner Davis asked what the turnaround time was from the time the camera Z detected the tag information. Chief Nelson responded by stating that the turnaround time W was instantaneous. Commissioner Davis asked what types of warrants the system could detect. Chief Nelson a responded by stating that the system could be set up for the parameters staff deemed necessary. U Commissioner Blanchard asked what would happen after the four year warranty. Chief Nelson responded by stating that the system and any upgrades would be covered within the warranty, after the four year period, the system would not be supported. Commissioner Blanchard asked what the drug forfeiture money could be used for. Chief Nelson responded by stating that according to the federal government there are guidelines in place regarding the amount of time to spend the money and for specific purposes only. Commissioner Hardy asked how often funds were received in the drug forfeiture fund. Chief Nelson responded by stating that the purchase today would deplete the fund but the funds are received anytime drugs are seized within the city per state and federal guidelines. 15-0041 Moved by Commissioner Davis, seconded by Commissioner Crawford, to authorize the purchase, utilizing drug forfeiture money, of two Elsag MPH -900 MS# mobile license plate reader systems in the amount of $53,330. Aye: (5). Nay: (0). Motion carried. (7.3) Authorize the purchase of 49 golf carts, 6 utility carts and 1 utility driving range picker cart for the Salina Municipal Golf Course. Dion Louthan, Director of Parks & Recreation, explained the bids received and funding. Commissioner Crawford asked if the golf course made any money in 2014. Mr. Louthan responded by stating that the golf course did make money. Commissioner Hardy asked how much gas a golf cart consumed during a round. Mark Lytle, Golf Course Superintendent, responded by providing the gas consumption for the various cart types. Commissioner Hardy asked about the noise of the golf carts. Mr. Lytle responded by stating that the new golf carts were quieter than the older models. Commissioner Hardy asked about the cost of maintenance for the gas units versus the electric system. Mr. Lytle responded by providing information regarding the maintenance of the golf carts. Commissioner Blanchard asked if staff would need to have additional training for maintaining the new carts. Mr. Lytle responded by stating that the manufacturer offered staff training on a yearly basis and Yamaha would send an individual to the facility on a yearly basis for four (4) years to perform a complete inspection of the golf carts and would correct any warranty issues. Mr. Lytle went on to say that a larger fuel tank would be installed at the facility and the fuel supplier would increase the amount of fuel stored at the facility. Page 3 i' i' . 1' f:. i' Commissioner Davis asked about noise and emissions from the carts. Mr. Lytle responded by stating that the carts had a new integrated carbon footprint to reduce the carbon emissions and the noise of the carts. Commissioner Davis asked if solar powered golf carts were available. Mr. Lytle responded Z by stating that solar golf carts were available. a UJ Commissioner Davis asked if there were cart rental fees for use of the golf carts. Mr. Louthan responded by stating there were rental fees in place for the use of the carts. Mayor Householter noted the expertise of the golf course staff with the testing of the new N cart options. Jason Gage, City Manager, noted that there are very few municipal golf courses that break even in a year. Commissioner Blanchard asked about the trade-in of the old units. Mr. Louthan responded by stating that the entire old fleet would be traded in for the new units. Commissioner Davis asked if the amount of money spent for the units were considered a subsidy. Mr. Gage responded by stating that you would not expect a return on the amount of money spent. Commissioner Davis asked where the funds were coming from for the purchase. Mr. Gage responded by stating that the carts were purchased from the alcohol tax and the general fund. Commissioner Davis asked if the money was set aside specifically for the purchase of the golf carts. Mr. Gage responded by stating that the funds were distributed within the Vehicles and Equipment Sub-CIP. Norman Mannel, 7532 W. Pleasant Hill Road asked if the city had taken into consideration the additional regulations for the fuel tank. Mr. Lytle responded by stating that the city followed the state regulations for the fuel tanks. The new fuel tank would have fewer regulations than the current fuel tank in place. 15-0042 Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to authorize the purchase of 49 electronic fuel injected gas golf carts, 6 utility carts and 1 range picker in, the amount of $222,775 after trade-in to the Masek Golf Car Company. In addition, purchase 49 beverage coolers, 49 hour meters, 98 sand bottles, and 10 winter covers from the optional specifications in the amount of $8,889 from the Yamaha Golf Cart Company for a total of $231,664. Aye: (5). Nay: (0). Motion carried. (7.4) Resolution No. 15-7176 authorizing the Mayor to sign the agreement with Union Pacific Railroad (UPRR) to perform at -grade public road crossing improvements on East Crawford Street. Dan Stack, City Engineer, explained the project and funding. Commissioner Blanchard asked about the additional funding that would be made up of savings or reductions in other projects. Mr. Stack responded by stating that the savings or reductions would come from the other projected projects within the sub-CIP. Commissioner Blanchard asked if staff had received complaints from citizens regarding the Magnolia and Belmont railroad tracks. Mr. Stack responded by stating that staff had received some complaints from citizens regarding the railroad tracks. Mr. Stack went on to Page 4 say that the railroad had not performed any work at that location yet but staff did perform maintenance on the approaches to the tracks. 115-0043 Moved by Commissioner Crawford, seconded by Commissioner Davis, to adopt Resolution No. 15-7176 authorizing the Mayor to sign the agreement with Union Pacific Railroad (UPRR) to Z perform at -grade public road crossing improvements on East Crawford Street. Aye: (5). Nay: (0). w Motion carried: (7.5) Authorize the purchase of traffic signal video cameras and radar wavetronix detection R N systems. 0 Dan Stack, City Engineer, explained the purchase and funding. Commissioner Hardy asked if there were regulations regarding the need for traffic cameras on Magnolia and I-135. Mr. Stack responded by stating that the Kansas Department of Transportation indicated that the traffic cameras were required due to sight restrictions. Commissioner Blanchard asked if the radar detection system would detect motorcycles. Mr. Stack responded by stating that the system would detect motorcycles. Norman Mannel, 7532 W. Pleasant Hill Road, stated that the radar system could not detect a motorcycle and was a violation of the privacy laws. Jason Gage, City Manager, responded by stating that the radar system would be used for the detection of vehicles for changing the traffic signals. Mayor Householter provided an example for the use of the systems. Mr. Mannel noted that the system could be interrupted and manipulated. 15-0044 Moved by Commissioner Hardy, seconded by Commissioner Crawford, to authorize the purchase of one traffic signal video detection system from Gades Sales in the amount of $16,995 and one Wavetronix radar detection system form Mid America Signal for $25,506 for a total purchase of $42,501. Aye: (5). Nay: (0). Motion carried. (7.6) Resolution No. 15-7177 adopting the 2015-2019 Capital Improvement Program (CIP). Rod Franz, Director of Finance and Administration, provided a preliminary presentation of the outlined program and sub-CIP and noted that the Planning Commission would review the plan on February 17, 2015 and asked that the City Commission adopt the item on February 23, 2015. Commissioner Blanchard asked if a motion would need to be made today. Mr. Franz responded by stating that action would not be required today, the item would be brought back for action for the February 23, 2015 meeting. Commissioner Davis asked if a major project would include an art component, would it be listed as a contingency. Mr. Franz responded by stating that the project total would include the art component. Brad Anderson, Director of Arts & Humanities, responded by stating that the Community Art & Design Committee reviews the 5 -year CIP to determine the projects that would include an art component. Commissioner Davis asked if there were additional resources for replacing the Special Sales Tax Fund. Mr. Franz responded by stating that staff was not aware of other resources coming from the State of Kansas to replace the funding. Commissioner Davis asked if staff was comfortable with the reserve in the general fund. Page 5 E� D�l r t Mr. Franz responded by stating no, staff was not comfortable with the current reserve. Jason Gage, City Manager, responded by stating that the reserve in the general fund would need to increase significantly. Mr. Gage went on to discuss factors that have not changed since the recent recession. Mr. Franz stated that the there are several street projects that have been allotted funds from LU the Federal Fund Exchange. Commissioner Blanchard asked what the Planning Commission s role was for the review of the CIP. Mr. Gage responded by stating the Planning Commission reviews the CIP for conformance with the Comprehensive Plan. 15-0045 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to postpone adoption of Resolution No. 15-7177 to February 23, 2015 to allow the Salina City Planning Commission to review and take action. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS (8.1) Application #M14-24 (filed by Salina City Planning Commission) requesting review and possible amendment of the Bicycle Route Map (Figure 2.10) of the Salina, Kansas Comprehensive Plan to substitute an internally produced Bicycle Master Plan Map that would more clearly depict the goals and priorities of the cycling community than the current Bicycle Route Map (Figure 2.10) in the Comprehensive Plan document. (8.1a) First reading Ordinance No. 15-10766. Mayor Householter requested a 5 minute break at 5:51 p.m. The City Commission recessed at 5:51 p.m. and reconvened at 5:56 p.m. Dean Andrew, Director of Planning, explained the amendment. Commissioner Hardy asked if the Safe Routes to School Grant Funds would be integrated into the Bicycle Master Plan map. Mr. Andrew responded by stating that all sources of funding would be incorporated into the plan. Commissioner Blanchard asked if a proposed process was developed to prioritize future bike routes. Mr. Andrew responded by stating that the next process would be to work on the addition of future routes to the Capital Improvement Program. Jason Gage, City Manager, responded by stating that staff would need to review each street or location for a future route to evaluate the condition of the street and the ability to create the routes. Commissioner Blanchard asked what needed to be accomplished in order for the Bicycle Master Plan to receive a "Bronze Community Designation'. Mr. Andrew responded by stating that the master plan would need to be submitted to the Bicycle Federation of America for review to determine what was needed to receive the "Bronze Community Designation'. Commissioner Blanchard provided his thoughts on the Bicycle Master Plan. Mr. Andrew noted that staff planned to work on a bicycle parking plan. Commissioner Davis provided his thoughts on the Bicycle Master Plan. Commissioner Blanchard noted the input received by the entire Planning Commission for the new Bicycle Master Plan. Page 6 Eiil_ IF Mayor Householter provided his thoughts on the plan. Commissioner Hardy provided his thoughts on the plan and thanked the committee members for all their hard work on the master plan. N N 15-0046 Moved by Commissioner Davis, seconded by Commissioner Blanchard, to pass Ordinance No. 15- 1 10766 on first reading requesting review and possible amendment of the Bicycle Route Map W (Figure 2.10) of the Salina, Kansas Comprehensive Plan to substitute an internally produced Bicycle Master Plan Map that would more clearly depict the goals and priorities of the cycling community than the current Bicycle Route Map (Figure 2.10) in the Comprehensive Plan 1. document. Aye: (5). Nay: (0). Motion carried. U OTHER BUSINESS Commissioner Crawford would like to encourage citizens to submit expression of interest forms to serve on the various boards and commissions and noted specific boards that were in need of members. Commissioner Blanchard asked for an update to the state legislative action pertaining to elections and alcohol in grocery stores. Jason Gage, City Manager, provided an update on both topics. Commissioner Blanchard asked if staff needed a consensus from the commission regarding their stance on the item. Mr. Gage responded by stating that a consensus would be good. The Commission provided a consensus to direct staff to submit written testimony and possible verbal testimony to the Senate Committee on Ethics and Elections pertaining to elections. A conversation erisued between the commissioners regarding elections and the selling of alcohol in grocery stores. Mayor Householter asked what the commissioners needed to do in order to begin deducting the percentage from their paychecks to pay for the employee breakfast. Mr. Gage responded by stating that commissioners interested would need to stop by Human Resources to complete the paperwork to begin the deduction. (9.1) Request for executive session (legal/ personnel). 15-0047 Moved by Commissioner Crawford, seconded by Commissioner Hardy, to recess into executive session for 45 minutes to discuss with legal counsel matters subject to the attorney-client privilege for the reason that public discussion of those matters would waive the privilege and adversely affect the City's interest in the matters and for the purpose of discussing matters pertaining to non- elected City personnel for the reason that public discussion of the matter would violate the privacy rights of the non -elected personnel involved and reconvene at 7:30 p.m. The City Commission recessed into executive session at 6:45 p.m. and reconvened at 7:30 p.m. No action was taken. 15-0048 Moved by Commissioner Blanchard, seconded by Commissioner Crawford, to extend the current executive session for an additional 60 minutes. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 7:30 p.m. and reconvened at 8:30 p.m. No action was taken. Page 7 15-0051 Moved by Commissioner Hardy, seconded by Commissioner Householter, to extend the current executive session for an additional 5 minutes. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 8:30 p.m. and reconvened at 8:35 p.m. No action was taken. Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to extend the current executive session for an additional 10 minutes. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 8:35 p.m. and reconvened at 8:45 p.m. No action was taken. ADJOURNMENT Moved by Commissioner Hardy, seconded by Commissioner Crawford, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5 y: (0). Motion carried. The meeting adjourned at 8:45 p.m. [SEAL] ATTEST: Shandi Wicks, CMC, City Clerk Aaron K/ Householter, Mayor Page 8