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12-14-2015 Minutes[TY OF SALINA, KANSAS EGULAR MEETING OF THE BOARD OF COMMISSIONERS ecember 14, 2015 )0 P.M. City Commission convened at 3:45 p.m. for Citizens Forum. ie Regular Meeting of the Board of Commissioners was called to order at 4:00 p.m. in Room 107, ty-County Building. Roll call was taken followed by the Pledge of Allegiance and a moment of ose present and comprising a quorum: Mayor Jon R. Blanchard (presiding), Commissioners ye Crawford, Trent Davis, Randall Hardy, and Karl Ryan. present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, Attorney; and Shandi Wicks, City Clerk. WARDS AND PROCLAMATIONS Mayor Blanchard congratulated officers promoted within the Salina Police Department. (CITIZEN FORUM Ray Hruska, 235 N. Santa Fe, spoke regarding City Commission Information Memorandum pertaining to the riverbank stabilization and scour key and asked if funds had been set aside to cover the costs and where the funds would come from. Mayor Blanchard stated the project was completed in September 2015 and the cost of the project was paid for in full by the Corp of Engineers. Mr. Hruska asked how the City of Salina was able to get the Corp of Engineers to pay for the project entirely. Mayor Blanchard and Jason Gage, City Manager, stated based on the 33 U.S.C. 701n law, the Corp of Engineers evaluated the damage and determined the project could be included in the same project with the scour key. Mr. Hruska also asked if the river was in danger of flooding. Mr. Gage stated no. Mayor Blanchard thanked staff for the information regarding the project. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. I CONSENT AGENDA (6.1) Approve the minutes of December 7, 2015. (6.2) Adopt Resolution No. 15-7308 authorizing the Mayor to execute an agreement between the City of Salina and Mize Houser & Company, Certified Public Accountants for an audit of City records for the year ending December 31, 2015. (6.3) Accept and authorize the 2016 Vehicles and Equipment Sub-CIP, authorizing staff to implement the plans and solicit bids and proposals as required by City policy. (6.4) Approve Resolution No. 15-7307 appointing members to various boards and commissions. (6.5) Acceptance of a public utility easement dedication from Casey's General Stores. Page l El.INORU 15-0468 Commissioner Hardy requested that Item 6.3 be removed from the consent agenda. (Moved by Commissioner Crawford, seconded by Commissioner Davis, to approve the consent agenda less item 6.3. Mayor Blanchard noted the 3 representatives appointed to the Salina Community Economic Development Organization for the City of Salina were Reverend Allen Smith, Dr. Paula Fried and Rachel Stroer. Aye: (5). Nay: (0). Motion carried. (6.3) Accept and authorize the 2016 Vehicles and Equipment Sub-CIP, authorizing staff to implement the plans and solicit bids and proposals as required by City policy. Commissioner Hardy asked for the expected life of the Wide Crack Patching Machine. Rod Franz, Director of Finance, stated the current unit was 13 years old and the machine would be used for approximately 12 to 15 weeks a year. Commissioner Davis asked if the 4 vehicles purchased for the Police Department would be black in color and provided his thoughts on the look of the vehicles. Shawn Morton, Deputy Police Chief, stated yes and staff wanted to keep the look of the vehicles black and white as much as possible and have a look of authority. Ray Hruska, 235 N. Santa Fe, asked if the public could amend the consent agenda. Greg Bengtson, City Attorney, stated the ability for the public to amend the consent agenda would be at the discretion of the commission. Jason Gage, City Manager, stated the authority on what was included on the agenda was at the discretion of the commission. Mr. Hruska asked if an error on the minutes could be addressed by the public. Mr. Gage stated the draft of the minutes were included in the packet available on Thursday prior to the meeting and the public could contact the City Clerk's office or the City Manager's office to provide their comments or corrections. Commissioner Crawford stated comments or corrections to the minutes could be provided to any of the commissioners. Mayor Blanchard asked for the types of agenda items that require public comment according to state law. Mr. Gage stated public hearings or items scheduled for a certain time were items that required public comment. Moved by Commissioner Hardy, seconded by Commissioner Davis, to accept and authorize the 2016 Vehicles and Equipment Sub-CIP, authorizing staff to implement the plans and solicit bids and proposals as required by City policy. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION (7.1) First reading Ordinance No. 15-10815 levying Salina Business Improvement District No. 1 service fees for 2016, in accordance with K.S.A. 12-1791. Rod Franz, Director of Finance, explained the district and fees. Commissioner Davis asked if streets perpendicular to Santa Fe were required to pay service fees. Jason Gage, City Manager, stated all businesses located with the business improvement district would be required to pay service fees. Dean Andrew, Director of Planning, stated the district ran from Prescott to Elm and Fourth Street to Eighth Street. Page 2 Commissioner Davis asked if the entire district boundaries needed to be included in the ordinance. Mr. Gage stated the district descriptions were adequate for the ordinance and the point was not to reestablish the districts within the business improvement district. A conversation ensued between the Commission, Mr. Franz and Mr. Gage regarding the business improvement district boundaries. Commissioner Davis asked if the item was just addressing the districts listed within Section 2. Mr. Franz stated the districts listed within Section 2 comprised of the entire business improvement district. Mr. Gage stated they were called districts because they each have a different payment methodology but together they make up the entire business improvement district. Mr. Gage continued to explain the district boundaries. Commissioner Davis asked if the document assumed the geographical boundaries of the district were assumed somewhere else. Mr. Gage stated yes. Michael Schrage, Deputy City Manager, stated within the second whereas of the ordinance, the boundaries of the district were established by Ordinance No. 83-8971. Mr. Franz provided the commission with a map of the district boundaries (map attached to this document). Mayor Blanchard asked when the Salina Downtown Inc, (SDI) board approved the budget and if the downtown businesses would have received a notice of the budget and district fees. Mr. Franz stated the budget was approved in late May, 2015. Mr. Gage stated in an open meeting, the SDI board would discuss and vote on the budget and district fees. Mr. Gage stated a notice of the meeting was made available but individual notices were not mailed to the businesses. Mayor Blanchard asked if concerns from downtown businesses were forwarded to the City. Mr. Gage stated no concerns were forwarded to the City. Commissioner Hardy stated there was a relationship between the City of Salina and the budget for Salina Downtown, Inc., stated a request for fund reallocation was brought to the City Commission a while back and asked for information on relationship with Salina Downtown, Inc. and the city departments. Mr. Gage stated there was a bond between the City of Salina and Salina Downtown, Inc. by virtue of the business improvement district and City staff has a close relationship with the Salina Downtown, Inc. Ray Hruska, 235 N. Santa Fe, asked who from the Salina Downtown, Inc. submitted the proposed budget, stated the Salina Downtown, Inc existed before the Salina Business Improvement District No. 1 (BID), asked if the BID boundaries were the same as the TIF District and STAR Bond District, stated the BID used the same financing format as the TIF District and STAR Bond District, stated the board members for the SDI board and BID board had the same members and asked what the SDI had to do with the BID and stated the service fee was a tax levy against the businesses not a fee. Mr. Hruska also asked if the BID or the City of Salina had the ability to send invoices to all district members, how many members were in the BID and if the BID would remain a district in the future. Mr. Gage stated the budget was submitted by the Business Improvement District No. 1 Board of Advisors, SDI was a non-profit agency and BID was enacted by state law, according to state law, the BID had service fees and the TIF District and STAR Bond District were unrelated to the BID, stated SDI and BID could appoint members to both boards, SDI and BID have the same interest in mind, invoices for services fees could be sent and Mr. Hruska could contact the Finance office for the number of members within the district. Mr. Page 3 15-0469 z D 0 U 15-0470 Gage stated that staff had not had a discussion on the future of the BID. Moved by Commissioner Crawford, seconded by Commissioner Davis, to pass Ordinance No. 14- 10755 levying Salina Business Improvement District No. 1 service fees for 2016 on first reading. Aye: (5). Nay: (0). Motion carried. (7.2) Adopt the 2016 Business Plan for the Salina Bicentennial Center. Dion Louthan, Director of Parks and Recreation, summarized the operations agreement with Global Spectrum, current year financials, and the proposed plan. Commissioner Hardy asked what the negotiation process would look like. Mr. Louthan stated staff would work with Global Spectrum and discuss with the City Manager. Commissioner Hardy asked if the profit margin in Salina would be similar to the profit margin in other cities. Jason Gage, City Manager, stated the profit margin would be in line with those of other cities. Mayor Blanchard asked what affect the rigging portion of the project would have on the bottom line and if the rigging project was reflected in the plan. Mr. Gage stated the rigging project would give more potential and yes, the rigging project was reflected in the plan. Commissioner Hardy asked if during the negotiations would staff look to see if Global Spectrum was utilizing the facility for the best capacity. Mr. Louthan stated there was great effort by Global Spectrum staff to utilize the full potential of the facility. A conversation ensued between Commissioner Hardy, Mr. Louthan and Mr. Gage regarding the utilization of the facility. Commissioner Davis asked if the annual subsidy numbers over the next 10 to 15 years would increase. Mr. Louthan stated moving past the renovations project would allow for the full potential of the facility. Mayor Blanchard asked how the projected difference for 2015 was being funded. Rod Franz, Director of Finance, stated the transient guest tax money was used first then the money would come from the general fund. Mayor Blanchard asked if the use of the transient guest tax first was a requirement. Mr. Franz stated the use of the transientguest tax first was a policy of the city. Mr. Louthan thanked the Visit Salina staff for their hard work and partnership. Commissioner Hardy asked for projections on the transient guest tax for 2016. Sylvia Rice, Visit Salina, stated her projection for 2016 would be somewhere in between the 2014 and 2015 transient guest tax figures. Ray Hruska, 235 N. Santa Fe, provided his thoughts on the need for the transient guest tax to be dissolved. Mayor Blanchard stated Mr. Hruska could contact his state representatives to request the state transient guest tax be dissolved but the local transient guest tax would remain in effect. Moved by Commissioner Davis, seconded by Commissioner Ryan, to adopt the 2016 Business Plan for the Salina Bicentennial Center. Aye: (5). Nay: (0). Motion carried Page 4 15-04�1 15-0472 15-0473 DEVELOPMENT BUSINESS None. OTHER BUSINESS Commissioner Davis asked if staff had provided information to the state representatives regarding transient guest tax. Jason Gage, City Manager, stated staff had not provided information to the state representatives. (9.1) Request for executive session (legal). Moved by Commissioner Ryan, 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 reconvene at 6:20 p.m. The City Commission recessed into executive session at 5:35 p.m. and reconvened at 6:20 p.m. No action was taken. Moved by Commissioner Ryan, 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 6:20 p.m. and reconvened at 6:35 p.m. No action was taken. ADJOURNMENT Moved by Commissioner Ryan, seconded by Commissioner Davis, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 6:35 p.m. [SEAL] ATTEST: Shandi Wicks, CMC, City Clerk • r P 1�i Page 5 mo