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03-23-2015 MinutesZ W U) 16 D N O U �f- Y OF SALINA, KANSAS PULAR MEETING OF THE BOARD OF COMMISSIONERS ch 23, 2015 p.m. City Commission convened at 3:45 p.m. for Citizens Forum. Regular Meeting of the Board of Commissioners was called to order at 4:00 p.m. in Room 107, -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 week of March 23 - 27, 2015 as "National Work Zone Awareness Week" in the city of Salina. David Kohart, Construction Coordinator with the Public Works Department read the proclamation. I CITIZEN FORUM None. I PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve minutes of March 16, 2015. (6.2) Resolution No. 15-7191 expressing gratitude and appreciation to Michael J. Fraser for his employment with the City of Salina from January 1, 1998 to March 20, 2015. (6.3) Authorize the purchase of One (1) Toro 7210 and One (1) Toro Z Master Mower for $39,435.06 to Professional Turf Products, L.P. (6.4) Resolution No. 15-7190 approving .a three year right-of-way mowing contract with Fox Lawn & Landscaping. (6.5) • Award of contract for the 2015 ADA Ramps to Lancaster Construction, Inc. in the amount of $39,393.93 with a 5% construction contingency of $1,969.70, City Project No. 15-3064. (6.6) Award of Contract for the 2015 Bituminous Seal, Project No. 15-3065, to APAC-Kansas, Inc. in the amount of $152,439.25, with a 5% construction contingency of $7,621.96. Commissioner Davis requested that Item 6.2 be removed from the consent agenda. Commissioner Blanchard asked I if the bid amounts were correct. Dan Stack, City Engineer explained that the unit price for the Davis Concrete Construction bid was bid incorrectly which significantly altered the bid. Page 1 Z a 15-00J-6 U 15-0087 loved by Commissioner Blanchard, seconded by Commissioner Hardy, to approve. the consent Benda less item 6.2. Aye: (5). Nay: (0). Motion carried. (6.2) Resolution No. 15-7191 expressing gratitude and appreciation to Michael J. Fraser for his employment with the City of Salina from January 1, 1998 to March 20, 2015. The City Clerk read the resolution. Mayor Householter presented Michael J. Fraser with a framed resolution. Michael J. Fraser provided some thoughts on his employment with the City of Salina. Moved by Commissioner Blanchard, seconded by Commissioner Crawford, to adopt Resolution No. 15-7191. Aye: (5). Nay: (0). Motion carried. 1 ADMINISTRATION (7.1) Award of contract for the abatement of nuisances for the period of April 1, 2015 through March 31, 2016. Gary Hobbie, Director of Development Services, explained the bids received and the contract. Commissioner Hardy asked for information on the bid process. Mr. Hobbie responded by stating that the insurance certificate was part of the bidding process. Jason Gage, City Manager, asked about the bid received from Level Headed Lawn Service. Mr. Hobbie stated that they were not able to meet the insurance requirements. Moved by Commissioner Davis, seconded by Commissioner Hardy, to award the contracts for removal of nuisance abatements from properties in Salina to Ponton Construction, Inc. in the amount of $22.25 per hour during the period of April 1, 2015 through March 31, 2016. Aye: (5). Nay: (0). Motion carried. (7.2) Approve the 2015 Vehicles and Equipment Phase I purchases. Rod Franz, Director of Finance and Administration, summarized the bids received and proposals. Commissioner Hardy asked what the walk behind saw would be used for. Mr. Franz responded by stating that this unit would be one of two used during construction season. Commissioner Hardy asked if a rental machine would be an option versus purchasing a new machine. Mr. Franz responded by stating he was not sure if staff had looked at that option. A conversation ensued between the Commissioners and Mi. Franz regarding the life cycle and rental option. Jason Gage, City Manager, stated that staff could ask the question and provide the information to the Commission. Commissioner Blanchard asked if the Police Department was going to use Ford Explorers for the department. Mr. Gage responded by stating that the Crown Victoria that the City used to utilize was retired and staff began utilizing an SUV model. Deputy Chief Sean Morton responded by stating that staff opened up the bid to all vendors during this round of purchases. Chief Brad Nelson stated that in the past the full specifications of the unit were not able to be met by other vendors. Page 2 Z w D O 0 U 15-0089 .owed by Commissioner Hardy, seconded by Corrunissioner Davis, to approve the purchases less .e walk behind concrete saw that will be addressed at the Monday, March 30, 2015. Aye: (5). ay: (0). Motion carried. 3) Consider requests for Section 888 (Special Alcohol) program funding for the 2015-2016 funding period. Rod Franz, Director of Finance and Administration, explained the requests received from Central Kansas Foundation and Saint Francis, the funding period and distribution. Commissioner Blanchard asked if the services provided by Catholic Charities would be provided by one of the additional agencies. Mr. Franz responded by stating that Catholic Charities provided counseling and referral services for individuals with language barriers and staff felt Central Kansas Foundation (CKF) would probably be a better fit to provide the services that were provided by Catholic Charities. Commissioner Crawford asked if there were additional agencies in the past that received funds. Mr. Franz responded by stating that he was not aware of additional agencies applying in the past. Commissioner Blanchard asked what the amount Catholic Charities received in the past. Mr. Franz responded by stating the information was within the blue sheet. Commissioner Davis asked if there were other options available. Mr. Franz stated that the Commission could re -allocate the funds as they felt appropriate. Les Sperling, Central Kansas Foundation, expressed his appreciation for past funding, potential future funding, announced new services offered by CKF and provided outcomes from the services provided. Commissioner Hardy asked Mr. Sperling how CKF attained such great results. Mr. Sperling attributed the results to extended hours of operation, cell phone app and added services. Commissioner Blanchard provided information regarding the funding options. Commissioner Davis asked what would happen if excess money was received. Mr. Franz responded by stating that the amount of money received would be divided based on the percentages approved, no excess money would be kept in a fund. Judy Larson, 715 N. Ninth Street, asked if the motion should include the wording "of the funds received". Moved by Commissioner Blanchard, seconded by Commissioner Crawford, to allocate Section 888 Special Alcohol program funding to Central Kansas Foundation at 73% and Saint Francis at 27% of the funds received. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS (8.1) Consider selling a vacant lot in Pheasant Ridge Subdivision located at 2626 Quail Hollow Drive to the Salina Area Technical College. Gary Hobbie, Director of Development Services, explained the submittal of a LOMA letter to FEMA and the sale options. Commissioner Davis asked if staff had obtained comments from residential lot owners in the area. Mr. Hobbie responded by stating that this sale would not be any different than Page 3 ;5 t any other residential lot for sale. Commissioner Blanchard asked if a specific sale amount was discussed when this item was brought to the Commission in the past. Mr. Hobbie responded by stating that he was not aware that a specific amount was stated. W Commissioner Blanchard asked if staff knew what style of home the Salina Area Technical College was going to build on the lot. Mr. Hobbie responded by stating that staff did not ask for that information from the college, but staff could obtain that information if the item 0 was approved. N Commissioner Blanchard asked if the college intended to utilize the students to build the house or if the college would hire the work out. Mr. Hobbie responded by stating that the students would perform the work, with the exception of the plumbing. Commissioner Blanchard asked if the vacant lot would be included in the benefit district. Mr. Hobbie responded by stating that the lot was not included in the benefit district. Commissioner Blanchard provided his thoughts on the sale prices of vacant lots in Salina. Commissioner Crawford stated that the technical college had built houses in the past and the homes were built structurally sound, and she lives in one. Jason Gage, City Manager, asked how long the lot was listed _for sale. Mr. Hobbie stated that the lot was not publically listed for sale but if the offer was not accepted, staff would officially list the property for sale. Commissioner Blanchard provided his thoughts on the sale of the vacant lot. Commissioner Hardy stated that he did like the idea of creating a land bank account to hold the money from the sale. Commissioner Crawford asked if they would put the property up for sale and reevaluate if the property did not sell. Mr. Gage asked when staff thought the FEMA paperwork would be received. Mr. Hobbie stated the end of April. A conversation ensued between the Commission and Mr. Hobbie regarding the sale of the lot. 15-0090 Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to decline the sale of the vacant lot located at 2626 Quail Hollow Drive at this time. Aye: (4). Nay: (1) Crawford. Motion carried. Commissioner Blanchard asked if staff could look back at the original motion made indicating the timeline. Mr. Gage responded by stating that staff would look at the original motion and the item would be brought back to the commission at a later date. Mayor Householter asked if any of the lots with dangerous structures would be available for, the technical college. Mr. Hobbie stated that the lots would still be owned by the property owner after the demolition. OTHER BUSINESS Page 4 Commissioner Blanchard provided information on the conflict of interest within the rules and regulations of the boards and commissions. He felt a code of ethics for boards and commissions should be adopted and asked staff to work up the language and bring the N item back to the commission. N Q. W Mayor Householter asked about the current code of ethics for board and commission members were required to abide by. Jason Gage, City Manager, responded by stating that board and commission members complete a statement of substantial interest and felt that this language would help identify where the boundaries were. Mr. Gage stated that staff could put together the language and bring the information back through a study session. Commissioner Hardy felt the special assessment policy decision was made long enough ago that it would be good to revisit the policy. Mayor Householter stated that the Commission changed the wording of the special assessment resolution from shall to may. Mr. Gage stated that Mayor Householter was correct; the wording of the resolution was changed and provided information on the current housing study. The commissioners provided their individual thoughts and a conversation ensued between the commissioners regarding special assessments and redevelopment. (9.1) Request for executive session (legal/personnel/real estate). 15-0091 Moved by Commissioner Crawford, seconded by Commissioner Blanchard, to recess into executive session for 60 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; 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 to discuss matters pertaining to the acquisition of real estate for the reason that public discussion of the matter would adversely affect the City's position in relation to acquisition of the real estate and reconvene at 6:40 p.m. The City Commission recessed for a five minute break then recessed into executive session at 5:40 p.m. and reconvened at 6:40 p.m. No action was taken. 15-0092 Moved by Commissioner Blanchard, seconded by Commissioner Davis, 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 6:40 p.m. and reconvened at 7:00 p.m. No action was taken. 15-0093 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to extend the current executive session for an additional 15 minutes. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 7:00 p.m. and reconvened at 7:15 p.m. No action was taken. 15-0094 Moved by Commissioner Blanchard, seconded by Commissioner Crawford, to extend the current executive session for an additional 10 minutes. Aye: (5). Nay: (0). Motion carried. Page 5 N N 15-0095 Z w O U F', Ell The City Commission recessed into executive session at 7:15 p.m. and reconvened at 7:25 p.m. No action was taken. ADJOURNMENT Moved by Commissioner Blanchard, seconded by Commission Crawford, that the regular meeting of the Board of City Commissioners be adjourned. (5). Nay: (0). Motion carried. The meeting adjourned at 7:25 p.m. [SEAL] Aaron K. Householter, Mayor ATT ST: Jason Gage, City Manager Page 6