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07-24-2017 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS July 24, 2017 4:00 p.m. The City Commission convened at 2:00 p.m. for 3rd Quarter/Annual Access District Board Meeting, 2:30 p.m. for Budget: Issues &Options and at 3:45 p.m. for Citizens Forum. N The Regular Meeting of the Board of Commissioners was called to order at 4:00 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, and Melissa Rose Hodges. Also present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, City Attorney; and Shandi Wicks, City Clerk. Absent: Commissioner Karl Ryan AWARDS AND PROCLAMATIONS (3.1) The day of August 2, 2017 as "Professional Engineers Day" in the city of Salina. Wayne Nelson, President of the Kansas Society of Professional Engineers, read the proclamation and announced associated events. Mr. Nelson also announced that Governor Browwnback had signed a proclamation on July 18, 2017 for Professional Engineers Day. CITIZENS FORUM Judy Larson, Salina, Kansas, stated that the CityGo bus drivers were having a difficult time on Belmont Boulevard due to the road construction and asked that staff look into the detours. Vince Weber, 2363 Chapel Ridge Place, provided his thoughts on the cost of living increase and merit increase for City of Salina employees and suggested the pay raises be increased based on the positions that need the increase the most. Jason Gage, City Manager, stated the merit increase structure was based on an employee's performance and the 2% increase was an across the board increase for all employees. He continued to state staff had looked at structure of the pay plan, recruitment of employees and retaining of current employees. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of July 17, 2017. (6.2) Award contract for Brick Street Repair, Project No. 70011, to Davis Concrete Construction in the amount of $75,212.68 with a 10% construction contingency ($7,521.27). 17-0212 Moved by Commissioner Davis, seconded by Commissioner Hodges, to approve the consent agenda as presented. Aye: (4). Nay: (0). Motion carried. Page 1 ADMINISTRATION (7.1) Second reading Ordinance No. 17-10892 repealing the 2012 International Energy Conservation Code and specified provisions of the Uniform Mechanical Code and International Residential Code that are directly related to the 2012 International z Energy Conservation Code; and adopting the 2009 International Energy w Conservation Code and local amendments. Mayor Crawford noted that Ordinance No. 1710892 was passed on first reading on July 17, 2017 and since that time no comments have been received. 17-02t3 Moved by Commissioner Hodges, seconded by Commissioner Davis, to adopt Ordinance No. 17- 10892 repealing the 2012 International Energy Conservation Code and specified provisions of the Uniform Mechanical Code and International Residential Code that are directly related to the 2012 International Energy Conservation Code; and adopting the 2009 International Energy Conservation Code and local amendments on second reading. A roll call vote was taken. Aye: (4) Blanchard, Davis, Hodges,Crawford. Nay: (0). Motion carried. (7.2) Resolution No. 17-7448 authorizing the Mayor to enter into an Agreement for Beverage, Vending, and Advertising Rights with Pepsi-Cola Bottling Company of Salina, Inc at designated City of Salina facilities. Chris Cotten, Director of Parks & Recreation, explained the agreement, pricing, rebate options and action options. Commissioner Davis asked if the vending machines were removed, how the beverage items would be sold. Mr. Cotten stated staff would look into removing the items that did not sell and replace them with new items first and ultimately if the machines were removed due to lack of product sales, staff would have to look into additional options. Commissioner Davis asked if there was an anticipation of more sales through the vending machines or through the concession stand. Mr. Cotten stated until the facility was fully operational it would be hard for staff to tell. Commissioner Davis asked if the fee built in to the pricing included providing the vending machines,stocking the machines and repair of the machines. Mr. Cotten stated yes. Jason Gage, City Manager, asked for Mr. Cotten to provide additional information on the volume of vending machines needed and the cost of the vending machines. Mr. Cotten stated four (4) machines could fit in the fieldhouse as it currently stood; the range per machine was from 56,000 to 514,000 plus any repairs necessary to the machines along with supplying the item available for sale in the machines. He continued by stating there had been requests for vending machines to be installed at the Oakdale Park tennis courts and at the soccer complex and staff was currently exploring the options for those facilities. Commissioner Davis asked if the machines were removed would that reset the contract price. Mr. Cotten stated if the machines were removed, staff would need to go out to bid or come up with an alternate solution. A conversation ensued between Mr. Cotten, Mr. Gage and Commissioner Davis regarding the terms of the agreement and removal of the vending machines. Commissioner Davis asked if staff would have total control over the offerings in the beverage dispensers and snack vending machines. Mr. Cotten stated that staff would direct Page 2 Mahaska on what offerings to put into the machines. Commissioner Davis continued by asking if staff would help direct or direct the offerings in the beverage dispensers and snack vending machines. Mr. Gage stated staff had the authority to direct the offerings but there would need to be a mix of items including healthy items. Mayor Crawford asked if the machines were vandalized, who would pay for the repair of the machines. Mr. Cotten stated Mahaska would pay for the machine repairs. Commissioner Hodges asked if the Parks & Recreation Advisory Board had a recommendation on the item. Mr. Cotten stated their recommendation was to proceed s with the contract. Commissioner Hodges also asked if there had been any thought to develop a concession policy; she also provided her thoughts on the food and beverage offerings. Mr. Cotten stated that staff had not looked into creating a concession policy. Commissioner Davis asked if another concessionaire that wanted to provide beverages other than what Mahaska could provide, was that allowed. Aaron Martin, Legal Counsel, stated the agreement did have a grant for exclusive rights but if a beverage was not offered by Mahaska, the beverage could be brought in by a concessionaire. A conversation continued to ensue between the Commissioner, Mr. Cotten, Mr. Martin and Mr. Gage regarding the grant of exclusive rights clause within the contract. Mr. Martin stated if there was intent to exclude fruit smoothies from the contract, legal counsel would need to amend the agreement to include that provision. Commissioner Blanchard stated under the vending compensation section of the agreement it references compensation on sandwiches in machines and asked if sandwiches were actually in the machines. Mr. Cotten stated sandwiches could be located in machines for sale at any time. Commissioner Blanchard provided his thoughts on the comprehensive sponsorship and advertising policy and the time frame of the agreement. Mr. Gage asked what the total value of the sponsorship and advertising was for a three (3) year agreement. Mr. Cotten stated if the agreement was changed to a three (3) year contract, it would move it into the Type B category under the comprehensive sponsorship and advertising policy. A conversation ensued between the Commission, Mr. Gage and Mr. Cotten regarding the length of the agreement and ability for staff to work with Mahaska to complete the agreement needed. Karen Shade, 111 Wisconsin, provided her thoughts on the agreement, types of beverages offered, and the revenue stream. Commissioner Hodges stated the facility did have water fountains and water fillers. Commissioner Davis asked who set the price for the beverages. Mr. Gage stated the vending machines were set by Mahaska and the beverages in the concession stand were set by the City of Salina or the concessionaire at the time. Commissioner Blanchard asked if the agreement were to be moved from a five (5) year contract to a three (3) year contract what motion would need to be made. Mr. Gage stated the motion would just include the desire to change the contract to a shorter term. Mr. Martin stated if the contract was under a shorter term, the contract would fall under a Page 3 different policy type. II17-0214 Moved by Commissioner Blanchard, seconded by Commissioner Davis, to direct staff to proceed with the Agreement for Beverage, Vending, and Advertising Rights in accordance with Type B of the comprehensive sponsorship and advertising policy under $20,000 and under three (3) years z with Pepsi-Cola Bottling Company of Salina, Inc. c. Commissioner Hodges asked for staff to get with USD No. 305 or Salina Area United Way N to develop a food guideline for the Salina Field House facility. Mr. Gage stated the City of Salina was part of the local food coalition that provided information on food guidelines. Commissioner Blanchard asked if staff would be able to get the changes to the agreement made quickly to get the machines in the field house soon. Mr. Martin stated the changes to the agreement would be minimal therefore it would be easy to transition to a shorter term. Mayor Crawford called the question to direct staff to proceed with the Agreement for Beverage, Vending, and Advertising Rights in accordance with Type B of the comprehensive sponsorship and advertising policy under $20,000 and under three (3) years with Pepsi-Cola Bottling Company of Salina, Inc. Aye: (4). Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS I None. ADJOURNMENT 17-0215 Moved by Commissioner Hodges, seconded by Commissioner Davis, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (4). Nay: (0). Motion carried. The meeting adjourned at 4:55 p.m. Is Ilk[SEAL] a ..ye %Cie ford, ayor ATTEST: Shandi Wicks,CMC,City Clerk I Page 4