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02-06-2017 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS February 6, 2017 4:05 p.m. The City Commission convened at 2:30 p.m. for Update on South Wellfield & Water Treatment Plant and Fire Department Performance Analysis and at 3:45 p.m. for Citizens Forum. 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 Kaye J. Crawford (presiding), Commissioners Jon Blanchard, Trent Davis, Melissa Rose Hodges, and Karl Ryan. Also present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, City Attorney; and Allison Strait, Administrative Assistant III. AWARDS AND PROCLAMATIONS (3.1) The month of February, 2017 as "Black History Month" in the city of Salina. Sh'Kaiya Hutchens, Human Relations Commission Youth Member, read the proclamation and announced associated events. Steve Rivers, Community Relations Supervisor, stated Ms. Hutchens' role on the board and that she was a Junior at Salina Central High School. He also requested a picture for Ms. Hutchens with Mayor Crawford and Jason Gage, City Manager. CITIZENS FORUM Jeffrey Stone, 821 Choctaw Ave, discussed his concern with receiving a certified letter regarding a nuisance abatement he received and the unnecessary expense of sending those out. Jason Gage, City Manager, stated he appreciated his concern for bringing that issue to their attention. Mayor Crawford thanked him for coming up and voicing his concern. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of January 23, 2017. (6.2) Approve Resolution No. 17-7433 changing the name of Scanlan Avenue, General Jim Road and Bailey Road to Arnold Avenue west of Centennial Road and changing Bailey Court to Bailey Road. Page 1 (6.3) Award of contract for the 2017 Asphalt Mill & Inlay, Project No. 70004, to APAC-Kansas, in the amount of $1,502,383.25, plus a 5% construction contingency of $75,119.16. 17-0030 Moved by Commissioner Blanchard, seconded by Commissioner Hodges, to approve the consent agenda as presented. Aye: (5). Nay: (0). Motion carried: ADMINISTRATION (7.1) Second reading Ordinance No. 1710874 changing the zoning district classification from R (Single-Family Residential) to I-2 (Light Industrial) on property legally described as Lots 6, 7 and 8 in the Fairway Subdivision in the City of Salina, Kansas and addressed as 1117 Van Horne. Mayor Crawford noted that Ordinance No. 17-10874 was passed on first reading on January 23, 2017 and since that time no comments have been received. 17-0031 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to adopt Ordinance No. 17-10874 on second reading. A roll call vote was taken. Aye: (5) Blanchard, Davis, Hodges, Ryan, Crawford. Nay: (0). Motion carried. (7.2) Authorize award of contract for the artificial turf for the Salina Fieldhouse, Project No. 53077. Steve Hardesty, Deputy Director of Parks and Recreation, explained the project, bids received, fiscal impact and action options. Mr. Hardesty explained the negatives of a roll product versus the panels that they chose to go with. Mayor Crawford mentioned she read about the sand option with the turf and the cause of allergies and asked if that would be an issue. Mr. Hardesty agreed it was an issue and stated there is no use of sand in the option they chose. Commissioner Davis asked what the anticipated life expectancy was for the artificial turf. Mr. Hardesty stated there was a 5 year warranty, but hoped it will last 8-10 years before they would need to replace the turf. Commissioner Davis asked if there was funding anticipated to replace in the future and what the cost would be for the manpower of setting up and tearing down of the turf. Mr. Hardesty stated he did not have an answer at this time, but would give a report after the first year for the cost of manpower. He also stated that it wouldn't require specialized help, but they would be able to use regular staff. Jason Gage, City Manager, stated the Fieldhouse was a multi use facility and added why he believed the panelized option was the best way to go. Commissioner Davis and Commissioner Hodges asked if it would cause damage to the flooring underneath the turf. Mr. Hardesty explained how the padded material Page 2 would prevent wear and tear of the floor underneath. Commissioner Blanchard asked if the panels were pre-lined and if the lining was included in the price. Mr. Hardesty stated no, the lining would be a separate cost. Commissioner Blanchard asked how much the cost would be for the lining. Mr. Hardesty said it was unknown at this time, but they were still looking into it. Mayor Crawford asked if he looked into other complexes and the turf being used and what they were doing. Mr. Hardesty stated that they had. Commissioner Blanchard asked if it takes 4-6 hours to put together, how many people will it take to do so and who would be in charge of the set up. Mr. Hardesty stated it would take 4-5 people and would hope to use part time employees. He also added the Bicentennial center was helping with the setup and tear down process and how it would be implemented. A conversation ensued between Mr. Hardesty, Commissioner Blanchard and Mr. Gage regarding the design of the turf product. Commissioner Blanchard asked if there was any liability issues. Mr. Gage stated it was about mitigating risk and that this product has a good cushion in regards to injuries. Commissioner Blanchard asked if they would be stored on pallets and how. Mr. Hardesty stated that, yes they will be stored on pallets and will be moved via forklift. Commissioner Blanchard asked if there was a sinking fund. Michael Schrage, Deputy City Manager, explained that there was $125,000 set aside for operational use. Commissioner Blanchard asked if there was a certain rating to determine when to replace the turf. Mr. Hardesty stated in the specs there is rating for the cushion and they can have experts come in to rate the turf if they feel it is near the end of its life cycle. 17-0032 Moved by Commissioner Davis, seconded by Commissioner Ryan, to authorize award of contract for the artificial turf for the Salina Fieldhouse, Project No. 53077 to FieldTurf USA, Inc. in the amount of$187,013.00. Aye: (5). Nay: (0). Motion carried. (7.3) Authorize award of contract for the audio visual system for the Salina Fieldhouse, Project No. 53077. Steve Hardesty, Deputy Director of Parks and Recreation, explained the project, bids received, fiscal impact and action options. Commissioner Blanchard asked if this was an originally contemplated item or if it was an add on. Mr. Hardesty stated there was a room to house equipment in the original design. A conversation ensued between Commissioner Blanchard and Mr. Hardesty Page 3 regarding the two consultants and how the cost was handled. Commissioner Blanchard asked why this project wasn't covered under architectural fees. Mr. Hardesty explained the architect's responsibility and the RFP process. A conversation ensued between Mr. Hardesty, Commissioner Blanchard and Mr. Gage regarding the RFP and that it was included in the design phase. Commissioner Blanchard asked about the location of speakers. .13 a Chris Cotten, Director of Parks & Recreation, explained the style of speaker and where they would be located. He also stated the two proposals would provide the same service, it was just a matter of cost. Mr. Gage added they compared the proposals and also stated everything was similar aside from the cost. 17-0033 Moved by Commissioner Ryan, seconded by Commissioner Hodges, to authorize award of contract for the audio visual system for the Salina Fieldhouse, Project No. 53077 to Nexos AV Integrations/Vista Productions, Inc., in the amount of 5239,646.13. Aye: (5). Nay: (0). Motion carried. (7.4) Authorize the purchase of equipment and services required to complete the adjusting of timings and interconnection of the traffic signals along the Ohio Street corridor. Dan Stack, City Engineer, explained the project and purchase. Commissioner Davis asked if this is good for business or bad for business on Ohio Street. Mr. Stack explained most people are wanting to get through this street as well as Ninth Street as quickly as possible. Mr. Gage added that it is primarily efficiency. Commissioner Hodges expressed concern for the Greeley Avenue light and the timing on how the triggers work on the lights. Ms. Hodges also stated the concern for the Bicentennial Center, 4-H and other high times for traffic at that intersection. Mr. Stack stated he wasn't sure how practical it was to chang the timing on the lights and stated Greeley Avenue would coordinate with Ohio Street. He also added the side streets have more of a delay regardless, but there was a possibility of adding a right turn delay. Mr. Gage added his thoughts on the right turn delay and asked the time frame of having the work done to get the Ohio Street signal set up. Mr. Stack stated it would have to be done by June. Commissioner Hodges thanked Mr. Stack on behalf of her husband in regards to fixing the timing and delay at the Greeley Avenue and Ohio Street intersection. Mr. Stack asked for their patience and support in regards to fixing the problem. Commissioner Blanchard asked why the signals at Ohio Street and Crawford Street Page 4 have a left green turn when other main roads do not, particularly Magnolia Road 1 and Belmont Avenue. Mr. Stack explained that at larger intersections, speeds and volumes. contribute to tel determining whether signals have a green left turn arrow or not. He also stated the expense for changing all of those out, but he would bring it back for discussion later on. 17-003• 4 Moved by Commissioner Davis, seconded by Commissioner Hodges, to authorize the = purchase of equipment and services from Gades Sales of Wichita, in the amount of $58,560 ra plus any additional equipment requirements that may be discovered during construction for a total amount of$65,590. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Mayor Crawford stated the Vietnam Vets gave her a signed medal of honor certificate from Sammy Davis. She then asked if anyone would donate to Chapter 809, who are raising money to take vets on an honor flight to see war memorials. (9.1) Request for executive session (legal). 17-0035 Moved by Commissioner Davis, seconded by Commissioner Hodges, to recess into executive session for 20 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 5:25 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:05 p.m. and reconvened at 5:25 p.m. No action was taken. ADJOURNMENT 17-0036 Moved by Commissioner Ryan, seconded by Commissioner Hodges, that the regular meeting of the Board of City Commissioners be adjourned. Ave: (5). Nay: (0). Motion carried. The meeting adjourned at 5:30 p.m. et- c ,' • [SEAL] J. 4..+%a ord, Mayil ATTEST: Y ,,B Shandi Wicks, CMC, City Clerk Palle 5