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04-18-2016 MinutesE N N 16-0149 ITY OF SALINA, KANSAS EGULAR MEETING OF THE BOARD OF COMMISSIONERS pril 18, 2016 00 P.M. City Commission convened at 3:45 p.m. for Citizens Forum. Le 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 present and comprising a quorum: Mayor Jon R. Blanchard (presiding), Commissioners Crawford, Trent Davis, and Randall Hardy. .so present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, ty Attorney; and Shandi Wicks, City Clerk. bsent: Karl Ryan. WARDS AND PROCLAMATIONS None. ITIZENS FORUM None. HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. ENT AGENDA (6.1) Approve the minutes of April 11, 2016. by Commissioner Davis, seconded by Commissioner Hardy, to approve the consent as presented. Aye: (4). Nay: (0). Motion carried. ADMINISTRATION (7.1) Resolution No. 16-7343 authorizing a sound provider agreement for the Smoky Hill River Festival. Brad Anderson, Director of Arts and Humanities, explained the bid received, staff recommendation and fiscal impact. Commissioner Davis thanked staff for providing the information pertaining to the bids received. Commissioner Hardy asked how much the bid was from Hooper Sound in 2015. Mr. Anderson stated $26,700. Mayor Blanchard asked how many years Hooper Sound had provided services for the Smoky Hill River Festival. Mr. Anderson stated thirteen (13) years. Mayor Blanchard asked if the low bid was always chosen and why other companies did not bid on the project. Mr. Anderson stated only a limited number of companies could meet the technical needs and personnel for the event. Page 1 116-0150 N Z a.p N C U 16-0151 Moved by Commissioner Crawford, seconded by Commissioner Hardy, to adopt Resolution No. 16-7343 authorizing a contract for sound services with Hooper Sounds Productions, Inc. Aye: (4). .11ay: (0). Motion carried. (7.2) Resolution No. 16-7340 authorizing the Mayor to execute an Engagement Letter for New Markets Tax Credit Accounting Services. Michael Schrage, Deputy City Manager, explained the agreement. Commissioner Hardy asked which was most important, the relationship between the City and the accountant or S.B. Friedman and the accountant. Mr. Schrage stated staff felt choosing Novogradac & Company would be a third party company and would take the City's interest into consideration. Commissioner Hardy asked if there was a reason why S.B. Friedman chose CohnReznick. Mr. Schrage stated Novogradac & Company recognized some of the challenges and were a very proactive company but S.B. Friedman stated they could work with any company selected. Mayor Blanchard asked if the entire amount would be spent. Mr. Schrage stated it would probably take the entire amount to complete the accounting services. Commissioner Crawford stated the bids from all three (3) companies were close. Commissioner Davis asked if there was a relationship between S.B. Friedman & CohnReznick. Mr. Schrage stated no, and stated the cost would be cheaper for S.B. Friedman if they worked with an accounting firm they were familiar with. A conversation ensued between the Commission and Mr. Schrage on the accounting firms and interviews conducted. Jason Gage, City Manager, asked what S.B. Friedman's role would be in the next phase. Mr. Schrage stated they would be a facilitator and provide assistance in processes. Commissioner Hardy asked how much direct contact city staff would have with the accounting firm. Mr. Schrage stated staff would have conversations with the accounting firm on the direct forecast of the project. Mr. Gage provided information pertaining to the selection of an accounting firm. owed by Commissioner Davis, seconded by Commissioner Crawford, to adopt Resolution No. )-7340 authorizing the Mayor to execute an Engagement Letter with Novogradac & Company for ew Markets Tax Credit Accounting Services. Aye: (3). Nay: (1) Hardy. Motion carried. BUSINESS (8.1) Resolution No. 16-7319 approving a license agreement with 104 N. Santa Fe, LLC to allow a private step and associated handrail in a public alleyway east of Santa Fe Avenue between Iron Avenue and Ash Street. (Continued from the February 22, 2016 meeting in order to obtain public input on the possible closure of the alley to vehicle traffic.) Dean Andrew, Director of Planning, explained the request, provided information on the public input received on the possible closure of the alley to vehicle traffic and the Planning Commissions recommendation. Page 2 N N Z CL C D N D_ O 0 U 1 Jason Gage, City Manager, asked if Mr. Andrew could briefly provide the Commission with information the Planning Commission and staff received from two (2) of the property owners in the block. Mr. Andrew provided information from the property owners that was received. Mr. Gage asked if the north property owner could use the south parking lot to access the property. Mr. Andrew stated vehicles would typically back into the alley to unload and pull out of the alley. Commissioner Davis asked if it was a preference or a necessity for accessing the alley. Mr. Andrew stated it would be best if that was addressed by the property owners. Commissioner Hardy asked about past commission action on downtown alleys. Mr. Andrew stated in 1966 it was the opinion to make the alley more pedestrian friendly. Nathan Mattison, representing 104 N. Santa Fe, LLC, stated the step was requested by Nex- Tech Wireless due to potential work comp claims. He stated it was an inevitability to close the alley but it would just be a matter of when. He continued to state the property owner would be in favor of closing the alleyway but would be in favor of accommodating the property owner at the corner. Mayor Blanchard asked if 104 N. Santa Fe, LLC would come back in the future to request a stair and handrail for the double door entrance. Mr. Mattison stated yes but it was not determined when that would happen. Commissioner Davis asked if the handrail could be shortened. Gary Hobbie, Director of Development Services, stated the handrail covered the distance for the door opening into the alley. Ken & Dagney Stromberg, 100 N. Santa Fe, stated the alley was currently used for loading and unloading and there were future plans for their building. Commissioner Hardy asked how many times a week the owners had deliveries. Mr. Stromberg stated once to twice a week. Commissioner Davis asked if the back entrance would be used for the public. Ms. Stromberg stated the back entrance would not be used for a public entrance. Commissioner Hardy asked if the parking lot could be redesigned, would that help the situation. Ms. Stromberg stated it would be helpful. Mayor Blanchard asked if they were in favor of bollards being installed. Mr. Stromberg stated the installation of the bollards would help and the configuration of the parking lot would help the situation. Mayor Blanchard asked staff if there would be an opportunity to reconfigure the parking lot. Mr. Gage stated the parking lot could be reconfigured as part of the downtown renovation project. Gary Martens, 120 N. Santa Fe, stated his concerns of losing access to the two (2) private parking spaces. Mr. Gage stated the removal of part of the curb and closure of one of the parking spaces could take place to make accessing the private parking spaces. Commissioner Davis asked if all alleys downtown were closed what would the City need to do to provide business owners access. Greg Bengtson, City Attorney, stated there would be no obligation to sustain access in the context of closing the alleys. Page 3 Fl��, Mayor Blanchard stated he would look at postponing consideration and provide direction for installation of bollards on both sides of the alley. Commissioner Davis stated he did not think keeping the alley open would be a viable option. Commissioner Davis asked if the parking lot could be reconfigured regardless of the W decision made today. Mr. Andrew stated staff had discussed the reconfiguration of the parking lot and the reconfiguration of the northwest corner of the north parking lot. Mayor Blanchard asked if the bollards could be removed by staff and replaced. Mr. Gage N stated for special occasions, yes, the bollards could be removed by staff and replaced. Mayor Blanchard asked how long staff would need to work on the item. Mr. Andrew stated May 2, 2016 would give staff adequate time. 16-0152 Moved by Commissioner Davis, seconded by Commissioner Crawford, to postpone Resolution No. 16-7319 until the May 2, 2016 City Commission meeting to explore locations on Iron between �Le south parking lot and determining the turning radius on the south parking lot turning north d access to the north parking lot for the property owners' parking spaces. Aye: (4). Nay: (0). otion carried. OTHER BUSINESS (9.1) Comments from Mayor Blanchard at the end of his mayoral term. Mayor Blanchard stated over the last year as Mayor, he was able to be more involved in the community. He continued to state that one of his goals at the beginning of the year was to attend as many of the events citizens requested him to attend. He thanked Holly McKain for all her hard work and assistance during his Mayoral term. He thanked city staff for all of their hard work, his family and friends and his fellow commissioners. He provided information on the few accomplishments made during his Mayoral term. ORGANIZATIONAL MEETING (CITY CLERK RESIDING) (10.1) Organizational meeting is called to order and roll call taken. Those present: Commissioners Jon Blanchard, Kaye Crawford, Trent Davis, and Randall Hardy. (10.2) Nominations for Mayor and Chairman of the Board of Commissioners. Commissioner Hardy requested the Mayor be nominated for a term of twelve (12) months. Jason Gage, City Manager, stated the typical Mayoral term would be a twelve (12) month period. 16-0153 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to nominate Commissioner Crawford as Mayor and Chairman of the Board of Commissioners for a period of twelve (12) months. Commissioner Davis stated he thought there was past discussion with an agreement that the newly elected Mayor would be Mayor for twenty (20) months. A conversation ensued between the Commissioners regarding the term of the Mayor. Mr. Gage stated that the past discussions were held during a public meeting but action was not taken on the item at the time. Page 4 L�i 16-0154 Gage stated it was discussed in the strategic planning session and a subsequent study session it was further discussed at a later formal meeting. He stated in the end it would be up to the erning Body to decide. conversation continued between the Commission and Mr. Gage regarding the term of the iyor. Clerk called the question to nominate Commissioner Crawford as Mayor and Chairman of the -d of Commissioners. Aye: (4). Nay: (0). Motion carried. (10.3) Nominations for Acting Mayor and Vice Chairman of the Board of Commissioners. loved by Commissioner Davis, seconded by Commissioner Crawford, to nominate Commissioner yan as Acting Mayor and Vice Chairman of the Board of Commissioners. mmissioner Blanchard stated the changes of the election cycles from the spring to the fall by the to Legislature, adding an additional nine (9) month period, had caused confusion. He stated it s his desire to have Commissioner Hardy to serve as Vice -Mayor for this year and have him ve as the Mayor for the additional nine (9) month period. He stated it was an unusual :umstance and intended to vote in a manner to support Commissioner Hardy. nissioner Davis stated we had traditions for a reason, typically because they work. He stated nissioner Ryan was out of the country and he thought Commissioner Ryan would be ting to return as Vice -Mayor. ;sioner Crawford stated she agreed with Commissioner Davis and since he received the number of votes in the last election, the need was to stay with tradition. .ssioner Hardy stated the thought was to have an experienced commissioner to serve as and three (3) of the Commissioners would not be on the board when Commissioner Ryan Mayor. unissioner Davis stated the effectiveness of a commissioner of the board would not be inished because they were not Mayor. He thought Commissioner Crawford would be of the dset to handle being Mayor for one (1) year, nine (9) months. unissioner Hardy stated a motion was just passed to have Commissioner Crawford serve a ve (12) month period as Mayor and asked if there would be an opportunity to have unissioner Ryan to be Vice -Mayor for a longer term. Commissioner Davis stated he would not to take action on that item until Commissioner Ryan was at the desk. A conversation ensued between the Commission regarding the terms of the Mayor and Vice - Mayor. Clerk called the question to nominate Commissioner Ryan as Acting Mayor and Vice rman of the Board of Commissioners. Aye: (2). Nay: (2) Blanchard and Hardy. Motion failed. Mr. Gage stated unless a majority was made before Commissioner Ryan returned, the question would have to wait until Commissioner Ryan returned. Page 5 16-0155 Moved by Commissioner Blanchard, seconded by Commissioner Hardy, to nominate Commissioner Hardy as Acting Mayor and Vice Chairman of the Board of Commissioners for a period of twelve (12) months. Aye: (2). Nay: (2) Crawford, Davis. Motion failed. Z a Greg Bengtson, City Attorney, stated if a successor was not chosen, the role of Vice -Mayor would remain as Commissioner Crawford and she would not be in a position to remain as Vice -Mayor D 0 due to her being the new Mayor and Chairman of the Board of Commissioners. N C A conversation ensued between the Commission and Mr. Bengtson regarding the role of the Vice - Mayor. Commissioner Davis asked if Commissioner Crawford was not able to attend the meeting, who would run the meeting. Mr. Bengtson stated it would be decided between the commissioners in attendance to fill the Mayor role for the meeting. 16-0156 IlMoved by Commissioner Hardy to nominate Commissioner Blanchard to serve as Vice -Mayor. Commissioner Blanchard did not accept the nomination. Motion died due to lack of second. 16-0157 16-0158 1 Commissioner Crawford asked if the election of the Vice -Mayor could wait until Commissioner Ryan returned. Mr. Bengtson stated the board could function normally until the nomination of a Vice -Mayor. Mr. Gage stated if a consensus would be made before the return of Commissioner Ryan, the question could be added to the agenda at that time. Commissioner Hardy asked if a person that did not serve as Vice -Mayor would qualify as Mayor. Mr. Bengtson stated he did not think a person would have to serve as a vice -mayor first in order to be Mayor. Commissioner Blanchard asked if he could make a motion to reconsider the nomination to nominate Karl Ryan as Acting Mayor and Vice Chairman of the Board of Commissioners. Mr. Bengtson stated any motion qualifies for reconsideration of the rules. Moved by Commissioner Blanchard, seconded by Hardy, to reconsider the nomination to nominate Karl Ryan as Acting Mayor and Vice Chairman of the Board of Commissioners. Aye: (4). Nay: (0). Motion carried. Moved by Commissioner Davis, seconded by Commissioner Crawford, to nominate Karl Ryan as Acting Mayor and Vice Chairman of the Board of Commissioners for a twelve (12) month term. Aye: (4). Nay: (0). Motion carried. (10.4) City Clerk turns the gavel over to the new mayor. (10.5) Mayor Crawford presents a "Plaque of Appreciation" and gavel to Jon R. Blanchard for his term as Mayor and City Commissioner. Mayor Crawford thanked Commissioner Blanchard for his hard work as Mayor. (10.6) New Mayor comments. Page 6 N Z W 16-0149 E Mayor Crawford thanked Commissioner Blanchard for his hard work as Mayor and thanked her fellow Commissioners for the ability to work together. She thanked her husband, Lee, her family and her dear friends for their support. She continued to share her visions, the challenges faced and her goals for her term as Mayor. (ADJOURNMENT ived by Commissioner Davis, seconded by Commissioner Blanchard, that the regular meeting of Board of City Commissioners be adjourned. Aye: (4). Nay: (0). Motion carried. The meeting ourned at 6:16 p.m. [SEAL] Kaye J."ford,May ATTEST: Shan i Wicks, CMC, City Clerk Page 7