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04-09-2018 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS April 9, 2018 4:00 p.m. The City Commission convened at 3:45 p.m. for Citizens Forum. 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. O Those present and comprising a quorum: Vice-Mayor Trent W. Davis, M.D. (presiding), Commissioners Joe Hay,Jr., Melissa Rose Hodges, and Mike Hoppock. Absent: Mayor Karl F. Ryan Also present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, City Attorney; and Shandi Wicks,City Clerk. AWARDS AND PROCLAMATIONS (3.1) The week of April 8-14, 2018 as "National Crime Victim's Rights Week" in the city of Salina. Courtney Train, Youth Advocate Mentor for the Domestic Violence Association of Central Kansas (DVACK), read the proclamation and announced associated events. (3.2) The week of April 9-13, 2018 as "National Work Zone Awareness Week" in the city of Salina. John Harvey, City Surveyor, read the proclamation and encouraged citizens to slow down in work zone areas in the city. (3.3) The month of April, 2018 as "Sexual Assault Awareness Month" in the city of Salina. Sheila Beeson, Sexual Assault Advocate for the Domestic Violence Association of Central Kansas (DVACK), read the proclamation and announced associated events. (3.4) The month of April, 2018 as "Donate Life Month" and April 13, 2018 as "Blue and Green Day" in the city of Salina. Dr. Boo Hodges, transplant recipient and transplant recipient family member, read the proclamation and announced associated events. Jessica Stefek, Director of Midwest Transplant Network-Wichita, provided additional information regarding A Ribbon of Hope. CITIZENS FORUM None. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of April 2, 2018. (6.2) Approve Resolution No. 18-7544 authorizing the Mayor to sign an agreement with Tradebe Environmental Services, LLC for the packaging, transportation and Page 1 disposal of Household Hazardous Waste materials in the amount of $27,838.84 and a three year projected total of$83,516.51. (6.3) Acknowledge receipt of Saline County's written notice to the City of Salina to extend the Kenwood Park lease term for an additional year as provided for in the lease agreement between the City of Salina and Saline County. Commissioner Hodges requested that Item 6.3 be removed from the consent agenda. 18-0143 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to approve the consent agenda less item 6.3. Aye: (4). Nay: (0). Motion carried. (6.3) Acknowledge receipt of Saline County's written notice to the City of Salina to extend the Kenwood Park lease term for an additional year as provided for in the lease agreement between the City of Salina and Saline County. Jason Gage, City Manager, noted the staff report was corrected to list the correct lease expiration date from August 31, 2019 to August 31, 2020. Commissioner Hodges asked when the ultimate lease expiration was for the agreement. Mr. Gage stated the agreement had allowed for up to four (4) additional terms of one (1) year each. He continued to state the agreement was set to expire in 2023. Commissioner Hay asked when the commission would receive something back so the agreement would not have to be extended yearly. Mr. Gage stated staff had a meeting scheduled to review with HDR Engineering for the river renewal project, the Kenwood Park Plan and Dick Horton for the Parks Master Plan to develop a final improvement plan. Randall Hardy, 816 Highland Avenue, provided his thoughts on the most efficient use of the grounds within the park. • 18-0124 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to acknowledge receipt of Saline County's written notice to the City of Salina to extend the Kenwood Park lease term for an additional year as provided for in the lease agreement between the City of Salina and Saline County. Aye: (4). Nay: (0). Motion carried. ADMINISTRATION (7.1) Second reading Ordinance No. 18-10930 amending and restating Article VIII, Chapter 42 of the Salina Code related to floodplain management to ensure continued conformance with Federal Emergency Management Agency (FEMA) and Kansas Division of Water Resources (DWR) Administrative Regulations and adopting the City's official Floodplain Map (Flood Insurance Rate Map) issued by the Federal Emergency Management Agency (FEMA) consisting of the Map Index Sheet and Map Panels dated Apri118, 2018. Dean Andrew, Director of Planning, explained the changes made to the ordinance since first reading and the action options. 18-0125 Moved by Commissioner Hay, seconded by Commissioner Hodges, to adopt Ordinance No. 18- 10930 amending and restating Article VIII, Chapter 42 of the Salina Code related to floodplain management to ensure continued conformance with Federal Emergency Management Agency (FEMA) and Kansas Division of Water Resources (DWR) Administrative Regulations and adopting the City's official Floodplain Map (Flood Insurance Rate Map) issued by the Federal Emergency Page 2 Management Agency (FEMA) consisting of the Map Index Sheet and Map Panels dated April 18, 2018 on second reading. A roll call vote was taken. Aye: (4) Hoppock, Hodges, Hay, Davis. Nay: (0). Motion carried. (7.2) Authorize the purchase of one ambulance for the Fire Department. LL• Chief Kevin Royse explained the bid, fiscal impact and action options. Commissioner Hoppock asked if receiving one (1) bid was normal for this purchase. Chief Royse stated it was typical to receive one (1) bid. He continued to state the ambulance vendors worked together and knew that the City of Salina typically went with the lower bid. Commissioner Hoppock asked if the price included the trade-in for the 2009 unit. Chief Royse stated no, staff was going to list the old unit on an auction site. He continued to state the trade-in offered from the vendor was $500. Vice-Mayor Davis asked how long it took for the unit to be built. Chief Royse stated it took approximately 90 days to build the unit. Commissioner Hodges asked if the funds received from the auction of the old unit would cover the overage for the purchase. Jason Gage, City Manager, stated the money received from the auction would go into the general fund. 18-0126 Moved by Commissioner Hodges, seconded by Commissioner Hay, to authorize the purchase of one ambulance for the Fire Department in the amount of$214,181.00 from Osage Ambulance. Aye: (4). Nay: (0). Motion carried. (7.3) Authorize purchase of three video traffic detection systems and four radar traffic detection systems. Dan Stack, City Engineer, explained the equipment, fiscal impact and action options. Commissioner Hoppock asked what the life expectancy was on the equipment and who serviced the systems. Mr. Stack stated the video traffic detection systems typically last 20 years and staff serviced a majority of the systems in house. He continued to state that staff purchased the systems from the same vendor over the years and the vendors have technicians available to help staff with any issues. Commissioner Hodges asked if the older units were replaced at an appropriate rate before the current units would fail. Mr. Stack stated the repair and replacements were less costly and the cost would come from a repair and replacement budget. Commissioner Hoppock asked if a unit had to be replaced, what fund would the money come from. Mr. Stack stated the money would come from the traffic control maintenance budget. Jason Gage, City Manager, stated if funds was not available in the original maintenance fund the money could come from other funds. Vice-Mayor Davis asked if the radar was low intensity radar. Mr. Stack stated he was not sure what type of radar it was but stated it was a scanning radar that scanned out to 250 feet. Vice-Mayor Davis asked if the system could record surveillance at an intersection. Mr. Stack stated the systems were not setup to record surveillance. Jon Blanchard, 1117 State Street, thanked staff for handling the recent traffic signal issue Page 3 and asked if the new systems would be compatible for intersections to go from protected 111 green to green at intersections such as Schilling and Ninth Street and Ninth Street and Magnolia. He continued to provide information pertaining to the UPS rerouting truck routes to reduce the number of left hand turns to help reduce carbon emissions. Mr. Stack provided additional information regarding protected green to green capabilities and stated the current units and new units purchased would be compatible to go from protected green to green. 18-0127 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to authorize the purchase of three video traffic detection systems from Gades Sales Company, Inc. of Wichita, Kansas in the amount of 512,536.50 and four radar traffic detection systems from Mid American Signal, Inc. of Kansas City, Kansas in the amount of S20,688.00. Aye: (4). Nay: (0). Motion carried. (7.4) Resolution No. 18-7545 authorizing the Mayor to sign Supplemental Agreement No. 1 to Kansas Department of Transportation (KDOT) Agreement No. 104-16 to exchange the City of Salina's allotment of 2018 federal funds. Dan Stack, City Engineer, explained the program, projects eligible for federal funds, fiscal impact and action options. Commissioner Hoppock asked how staff would evaluate the program next year. Mr. Stack stated there was a minimum one (1) year process to try to utilize the new program. Commissioner Hoppock asked how much staff time was involved using the current program. Mr. Stack stated staff could design and develop the projects in house so the process for the federal fund exchange was an easy program to use and required less staff time. Jim Kowach, Director of Public Works, stated staff was notified of the reduction in the percentage in advance but thought the program was worth staying with. He continued to state the other programs would require additional work by staff and would cost significantly more money for inspections and design. 18-0128 Moved by Commissioner Hodges, seconded by Commissioner Hay, to adopt Resolution No. 18- 7545 authorizing the Mayor to sign Supplemental Agreement No. 1 to KDOT Agreement No. 104- 16 to exchange the City of Salina's allotment of 2018 federal funds. Aye: (4). Nay: (0). Motion carried. 18-0129 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to authorize the City Manager to sign a request for Kansas Department of Transportation (KDOT) to exchange the City of Salina's allotment of 2018 federal funds. Aye: (4). Nay: (0). Motion carried. (7.5) Appointment of Board Members. (7.5a) Resolution No. 18-7546 appointing members of the Salina Fieldhouse Qualified Active Low-Income Community Business, Inc. (7.5b) Resolution No. 18-7547 appointing members of the Salina Fieldhouse Lender, Inc. Michael Schrage, Deputy City Manager, explained entities, current members and action options. Commissioner Hodges asked how much in New Market Tax Credits was received. Mr. Page 4 Schrage stated $2.7 million was received in New Market Tax Credits. Commissioner Hodges asked if the $2.7 million was being reimbursed to the City of Salina and if the money would be used with the STAR Bonds to fund other projects. Mr. Schrage stated with the respect of the fieldhouse project it started out as a $4.5 million contribution from the private donors and a $4.5 million commitment from the City of Salina and at the time of pursuing New Market Tax Credit financing there was a funding gap that exceeded n the 54.5 million contribution. He continued to state the New Market Tax Credits, regardless of what becomes of the STAR Bonds contributed an additional $2.7 million. Once the STAR Bonds were issued, the STAR Bonds would provide reimbursement for some of the fieldhouse project and that would be 59.625 million. He also stated out of the 99.625 million, the development agreement specified allocation of funds to specified projects. A conversation ensued between Commissioner Hodges and Mr. Schrage regarding the New Market Tax Credits and STAR Bond Project. Commissioner Hodges asked for an update on the fieldhouse repairs. Jason Gage, City Manager, stated staff would have to report that back to the commission. Commissioner Hodges asked where the City of Salina was on the operation subsidy for the fieldhouse. Mr. Gage stated staff could report that information back to the commission. Jon Blanchard, 1117 State Street, asked for information on the buyback provision on the New Market Tax Credits. Mr. Schrage stated at the end of the 7 year period there was a buyback option for the City of Salina to buy back the Fieldhouse for a nominal amount if approved by the Salina Fieldhouse Qualified Active Low-Income Community Business, Inc. He continued to provide additional information regarding the buyback option. 18-0130 Moved by Commissioner Hay, seconded by Commissioner Hodges, to adopt Resolution No. 18- 7546 appointing members of the Salina Fieldhouse Qualified Active Low-Income Community Business, Inc. Aye: (4). Nay: (0). Motion carried. 18-0131 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to adopt Resolution No. 18- 7547 appointing members of the Salina Fieldhouse Lender, Inc. Aye: (4). Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Commissioner Hay wanted to congratulate the Animal Shelter and Salina Fire Department for rescuing a squirrel with an Easter egg on its head. Commissioner Hodges read information from a recent commission information memorandum relating to the Police Department Range and Training Center and the possible interest in a shared use of the facility by the Kansas Highway Patrol and asked the governing body if there was an interest to delay the project one (1) year for a possible partner in the facility. Commissioner Hay provided his thoughts on the concern of the undetermined funding source for the project. Jason Gage, City Manager, stated staff did not know if there was serious interest by the highway patrol, stated there was question if the scale of the project was big enough, and who would Page 5 manage the facility. He continued to state staff would not know the answers until they met with the highway patrol. Commissioner Hodges stated the need for additional conversations with other parties interested in partnering in the new facility. Commissioner Hoppock provided his thoughts on the need for maintenance on the current facility and asked if the Centerfire Range was an option. Vice-Mayor Davis provided his thoughts on the new facility and thought the project needed to move forward but was in favor of recouping costs from other entities in the future. Mr. Gage stated staff did not think the money would come out of the current legislative session but would ask that question to Representative J.R. Claeys. A conversation continued to ensue between the Commission and Mr. Gage regarding the project and the funding of the project. Commissioner Hoppock stated there was a ribbon cutting at the Salina Regional Airport terminal for new flights for Skywest Airlines and a groundbreaking of the Downtown Streetscape and Waterline projects. Vice-Mayor Davis reminded citizens to be cautious in the downtown area due to the projects. ADJOURNMENT 18-0132 Moved by Commissioner Hodges, seconded by Commissioner Hay, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (4). Nay: (0). Motion carried. The meeting adjourned at 5:35 p.m. A<C"-e [SEAL] Karl F. Ryan, Mayor AlEST: 604lu- Olga Shandi Wicks,CMC,City Clerk 1 Page 6