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04-16-2018 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS April 16, 2018 4:00 p.m. The City Commission convened at 2:30 p.m. for South Water Plant Update and at 3:45 p.m. for Citizens Forum. The Regular Meeting of the Board of Commissioners was called to order at 4:02 p.m. in Room 107, City-County Building. Roll call was taken followed by the Pledge of Allegiance and a moment of 3 silence. Those present and comprising a quorum: Mayor Karl F. Ryan (presiding), Commissioners Joe Hay,Jr., Melissa Rose Hodges, and Mike Hoppock. Also present: Jason Gage, City Manager; Michael Schrage, Deputy City Manager; Greg Bengtson, City Attorney;and Shandi Wicks, City Clerk. Absent: Commissioner Trent Davis AWARDS AND PROCLAMATIONS None. CITIZENS FORUM Anne Branda, 1227 N. Ninth Street, stated her concern of vehicles speeding in the area of North Ninth Street between 900 block and 1300 blocks with children and homeless individuals walking in the area and the use of excess jake brakes in the area. She continued to ask for the City Commission to look at reducing the speed limit to 30 mph. Mayor Ryan asked staff for direction. Jason Gage, City Manager, stated staff could check into the request. Jon Blanchard, 1117 State Street, stated he had been on the North Salina Community Development Board and provided his thoughts on the speed limit in the area and how the removal of trees could cause excess speeding. He continued by asking if staff had any information on the recent incident involving Ms. Judy Larson on a CityGo bus. Jason Gage, City Manager, stated he had responded to Ms. Larson along with Chief Nelson and stated there was not a law pertaining to the use of specific language but depending on the nature of the language could lead to further action by the police department. A conversation ensued between the City Commission and Mr. Gage regarding the incident. Commissioner Hodges asked for an item to be added to a future agenda for how we can ensure the codes of conduct are followed and how situations can be handled if they arise at the bus stop or on a bus.She continued by stating OCCK had a code of rider conduct. Mayor Ryan stated he did not have an interest in adding it as an agenda item. Commissioner Hoppock asked if Commissioner Hodges would like to have OCCK present information at a meeting. Commissioner Hodges stated yes along with the police department, legal counsel and city staff. A conversation ensued between the commission and Mr. Gage regarding incidents at CityGo bus stops and on CityGo buses. Page 1 Commissioner Hay stated he thought the City of Salina had a stake in the CityGo buses 111 along with OCCK and thought the City of Salina needed to look into it. Commissioner Hodges stated she could see having the topic as a study session. Mayor Ryan asked if OCCK had a presentation as part of the budget process. Mr. Gage states yes, typically sometime in June. Commissioner Hoppock stated he would prefer OCCK provide the information at a budget study session. Commissioner Hodges asked if co the matter would be held until the budget process, or be moved to the beginning of the 12 budget process if possible. o PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME (5.1) Public hearing regarding a Kansas Public Water Supply Loan Fund Project 2957 (KPWSLF) to finance improvements to the City's water distribution system. (5.1a) Resolution No. 18-7543 authorizing the completion of an application to the Kansas Department of Health and Environment regarding a loan from the Kansas Public Water Supply Loan Fund Project 2957. Mayor Ryan opened the public hearing. Martha Tasker, Director of Utilities, explained the loan, public hearing requirement, and improvement cost estimates. There being no further comments the public hearing was closed. '1 18-0133 Moved by Commissioner Hay, seconded by Commissioner Hodges, to adopt Resolution No. 18- 7543 authorizing the completion of an application to the Kansas Department of Health and Environment regarding a loan from the Kansas Public Water Supply Loan Fund Project 2957. Aye: (4). Nay: (0). Motion carried. CONSENT AGENDA (6.1) Approve the minutes of April 9, 2018. (6.2) Approve Change Order No. 2 for the Site Lighting Improvements at the Wastewater Treatment Plant, Project No. 63103, to Precision Electrical Contractors, LLC of Salina, Kansas, revising the total contract amount to $33,146.51 and extending the contract time 8 weeks (June 11, 2018). (6.3) Approve Resolution No. 18-7548 authorizing the City Manager to renew an agreement for workers compensation third party administrator (TPA) services with CCMSI, Inc. (6.4) Authorize the purchase of a GeoMax Zoom 90 Robotic Total Station/Carlson Surveyor 2 surveying equipment package from Laser Specialists, Inc. of Olathe, Kansas in the amount of$20,390. 18-0134 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to approve the consent agenda as presented. Aye: (4). Nay: (0). Motion carried. . ADMINISTRATION (7.1) Approve the purchase of a new storage building for Bill Burke Park. Page 2 Chris Cotton, Director of Parks & Recreation, explained the request, fiscal impact and action options. Commissioner Hay asked what equipment was currently stored outside. Mr. Cotten stated a tractor was currently located outside and the cost to replace the tractor was approximately $50,000. Commissioner Hoppock asked if this facility was included in the Parks Master Plan. Mr. y Cotten stated yes. Commissioner Hodges asked how the general fund contingency account was set up and what the current balance was in the account. Jason Gage, City Manager, stated he was not sure of the current fund balance of the account but stated it was typical to have a contingency account in most funds and stated there was some flexibility to deal with additional purchases in the future due to purchases with money left over. 18-0135 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to authorize the purchase of a new storage building for Bill Burke Park utilizing General Fund Contingency in the amount of $103,219.22. Aye: (4). Nay: (0). Motion carried. (7.2) Resolution No. 18-7549 authorizing the Mayor to sign Supplemental Agreement No. 2 with HDR, Inc. for construction services for the Downtown Streetscape Improvements,City Project No. 70012. Dan Stack,City Engineer, explained the request, fiscal impact and action options. Commissioner Hoppock asked if the services under the supplemental agreement were not known when the contract was awarded. Mr. Stack stated staff was not aware of the amount of services to be provided at the time the project was awarded. Commissioner Hodges asked what the contingency covered for the project. Mr. Stack stated the contingency covered the entire project including construction. Commissioner Hodges provided her thoughts on the contingency of the project compared to other projects in the city. Commissioner Hoppock provided his thoughts on the supplemental agreement and the contingency amount left. Commissioner Hodges asked if the supplemental agreement covered the add alternates that were included in the contract award. Mr. Stack stated yes. Jon Blanchard, 1117.State Street, provided his thoughts on the project, asked if the $46,500 that was taken out of the project under Supplemental Agreement No. 1 was included in the project, who was responsible for the as-built drawings, how much of the Supplemental Agreement No. 2 was for the overhead structures, and what function do the overhead lighting and structures have. He continued to provide information regarding the budget of overhead structures and the need to call them public art. Commissioner Hodges asked if the overhead structures were removed from Supplemental Agreement No. 1. Mr. Stack stated there were two (2) options for the overhead structures to either rehab the structures or build new structures. He continued to state there were credits for both Supplemental Agreement No. 1 and Supplemental Agreement No. 2. Commissioner Hodges asked what an as-built drawing was and what services would HDR be performing. Mr. Stack stated the supplement included the request for information, as- Page 3 builts, shop drawings and submittals and plan reviews. Commissioner Hoppock asked if staff put together a list of services that they could not handle and asked HDR to assist. Mr. Stack stated yes. Commissioner Hoppock asked if the overhead structures were already included in the base project. Mr. Stack stated yes, but the color changing lights was an addition to the project. Jim Kowach, Director of Public Works, stated the overhead structures were strategically E located at mid-block to help make drivers aware of the pedestrian traffic in the area. Commissioner Hodges asked if the amount for the overhead structures was included in the base project. Mr. Stack stated the overhead structures were included in the base project but the additional cost was for the color changing lights. 18-0136 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to adopt Resolution No. 18- 7549 authorizing the Mayor to sign Supplemental Agreement No. 2 with HDR, Inc. for construction services for the Downtown Streetscape Improvements, City Project No. 70012. Ave: (3). Nay: (1) Hodges. Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Commissioner Hodges thanked DVACK for recognizing National Crime Victims Week by hosting the Crime Victim's Rights Festival at the Salina Innovation Foundation. She continued to acknowledge city staff for attending the event. Commissioner Hodges wanted to remind the commission, staff and citizens about the Karen M. Graves Plaza Dedication to be held on Monday, April 23, 2018 at 1:00 p.m. (9.1) Request for Executive Session (trade secrets). 18-0137 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to recess into executive session for 20 minutes to discuss the subject of a specific prospect and the potential award of an economic development grant based upon the need to discuss data relating to financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships, pursuant to K.S.A. 75-4319(b)(4). The open meeting will resume in this room at 5:35 p.m. Aye: (4). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:15 p.m. and reconvened at 5:35 p.m. No action was taken. 18-0138 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to extend the current executive session for an additional 10 minutes. Aye: (4). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:35 p.m. and reconvened at 5:45 p.m. No action was taken. ADJOURNMENT Page 4 118-0139 Moved by Commissioner Hay, seconded by Commissioner Hodges, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (4). Nay: (0). Motion carried. The meeting adjourned at 5:46 p.m. [SEAL] Karl F. Ryan, Mayor ATT : ��Tt a: ialtteg Shandi Wicks,CMC, City Clerk 1 I Page 5