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07-09-2018 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS July 9, 2018 4:00 p.m. The City Commission convened at 2:00 p.m. for Budget: Outside Agencies and 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 8 silence. Those present and comprising a quorum: Mayor Karl F. Ryan (presiding), Commissioners Trent Davis,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. AWARDS AND PROCLAMATIONS None. CITIZENS FORUM None. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of July 2, 2018. Commissioner Hay requested that Item 6.1 be removed from the consent agenda. Commissioner Hay asked for clarification on his vote for Agenda Item 6.3. Commissioner Davis stated that he thought Commissioner Hay was away from the meeting at the time of the vote for the agenda item. Commissioner Hay stated that was correct and apologized for the error. 18-0264 Moved by Commissioner Hay, seconded by Commissioner Hodges, to approve the consent agenda as presented. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION (7.1) Award contract for the Sanitary Sewer Line Maintenance, Project No. 70026. Martha Tasker, Director of Utilities, explained the project, bids received, fiscal impact and action options. Commissioner Hoppock asked if the low bidder was aware of the bid rejection. Ms. Tasker stated staff offered to meet with the low bidder but the meeting did not occur due to an emergency of the low bidder. She continued to state the contractor was well aware of the situation. Commissioner Hodges thanked staff for their extra work on attempting to save money. Ms. Page 1 Tasker stated that Trevor Menke was the employee that put all of the hard work into the project. Commissioner Hodges stated the city's insurance carrier recommended that the line maintenance be performed every five (5) years and currently the schedule was eight (8) years and asked if staff thought the cleaning would move to the recommended five (5) year Lis schedule. Ms. Tasker stated upon the completion of the heavy cleaning, extra cleaning issues and cleaning of the entire system, the goal would be to move to an every five (5) year maintenance schedule. 18-025 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to award the contract for the Sanitary Sewer Line Maintenance, Project No. 70026 to Mayer Specialty Services, LLC of Goddard, Kansas in the amount of $247,313.45 with a 10% Construction Contingency for a total of $272,045. Aye: (5). Nay: (0). Motion carried. (7.2) Resolution No. 18-7563 authorizing the issuance, sale and delivery of General Obligation Temporary Notes, Series 2018-1. Debbie Pack, Director of Finance & Administration, explained the projects financed, financing and action options. Commissioner Hoppock asked if Grand Prairie II and River Trail were already completed. Ms. Pack stated yes. Commissioner Hoppock asked if it was a typical procedure to issue temporary notes then roll those into general obligation bonds. Jason Gage, City Manager, stated it was typical for a temporary note issuance in anticipation of a general obligation bond issuance. He continued by stating it was typical to have a general obligation bond issuance this time of year but the issuance was moved out to the fall so the issuance of temporary notes would allow for the developers to be paid back for the Grand Prairie II and River Trail projects. Commissioner Hodges asked if the temporary notes that were issued last year were being retired with new temporary notes instead of general obligation bonds. Ms. Pack stated our - goal was to issue general obligation bonds in October or November to retire the temporary notes approved today. Commissioner Hodges stated if we did issue general obligation bonds at this point, bond counsel would say that it could potentially adversely affect the bond rating and asked if there were other reasons not to. Ms. Pack stated yes, there would be some concern from bond raters and investors. Commissioner Hodges asked if there was any concern on this request of financing of our audits being somewhat behind the normal curve. Ms. Pack stated staff provided the 2016 unaudited numbers to the financial institutions that were submitting bids for the temporary notes. She continued by stating the compliance allowed for use of unaudited numbers. Commissioner Hoppock asked if in order to do general bonds would the audit need to be completed in a certain amount of time. Ms. Pack stated the organization would have to provide an official statement for the 2016 audit. A conversation ensued between the Commission, Mr. Gage and Ms. Pack regarding the timeline of the 2016 and 2017 audit: Commissioner Hodges asked if the 2018 budget could be placed online. Ms. Pack stated Page 2 staff could put the budget on Laserfiche. Commissioner Hodges stated she could not find it on Laserfiche. Ms. Pack stated staff would make sure it is placed in Laserfiche. Mr. Gage stated the 2016, 2017 and 2018 budget were available on the City of Salina website under City Departments and Finance. 18-026 Moved by Commissioner Hay, seconded by Commissioner Davis, to adopt Resolution No. 18-7563 authorizing the issuance, sale and delivery of General Obligation Temporary Notes, Series 2018-1. y Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS 0 � None. OTHER BUSINESS Commissioner Hay reminded citizens of the grand opening of the recycling center located at 125 W. North Street and was excited for the opening and the anticipated start of the automated sanitation service. He continued by thanking staff for their work. Commissioner Hay asked how the information on the recycling center was getting out to the county residents and citizens that do not have water or trash service. Jim Kowach, Director of Public Works, stated staff had been aggressive in posting the information to Facebook, City text service, City website, and radio ads. Commissioner Hay asked how a citizen would know what plastics would be accepted. Mr. Kowach stated some of the plastics did not list the number on the container but stated the flimsy plastics were not accepted including plastic bags. He continued to state specific information on the plastics accepted was available on the City of Salina website. Jason Gage, City Manager, stated the items accepted at the recycling center were determined by the facility that the recyclables were transported to. Commissioner Davis asked if there was a facility that could accept shredded paper. Ken Reitz, Images Recycling, provided information pertaining to recycling and the acceptance of shredded paper. Commissioner Hodges thanked the City of Salina staff for their work on the 4th of July activities and thanked Parks & Recreation staff for their work on the Playday in the Park. She continued by stating she was not aware of the effects of the fireworks on pets and continued by thanking Animal Services for their work during the week of the 4th of July. Commissioner Hodges mentioned with the departure of Jason Gage she felt it was necessary for a mid-year progress report on the strategic plan and asked if there was an interest by her fellow commissioners to make the request. Commissioner Hoppock asked if there were specific concerns of Commissioner Hodges. Commissioner Hodges provided additional information on the goals that raised concern. Jason Gage, City Manager, stated his suggestion would be to have a study session to determine the priorities to allow staff to work on them. The Commission reached a consensus to have staff schedule a study session. Commissioner Hodges asked if there was a staff update on the possible demolition of the Depot Building and the future of the building. Lauren Driscoll, Director of Community & Development Services, stated staff had met with Union Pacific Railroad regarding the future of the building. Michael Schrage, Deputy City Manager, stated staff learned it was a Page 3 preliminary discussion and thanked the Union Pacific Railroad for including staff in early conversations. (9.1) Request for executive session (legal). I move the city commission recess into executive session for minutes to discuss with legal counsel the City's legal options relating to potential acquisition of the site for the South Water Treatment Plant and related appropriated water rights under the pending eminent domain proceedings; based upon the need for consultation with an attorney for the public body which would be deemed privileged in the attorney-client relationship pursuant to K.S.A. 45-7319(b)(2). The open meeting will resume in this room at p.m. 18-0267 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to recess into executive session for 20 minutes to discuss with legal counsel the City's legal options relating to potential acquisition of the site for the South Water Treatment Plant and related appropriated water rights under the pending eminent domain proceedings; based upon the need for consultation with an attorney for the public body which would be deemed privileged in the attorney-client relationship pursuant to K.S.A. 45-7319(b)(2). The open meeting will resume in this room at 5:10 p.m. Ave: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 4:50 p.m. and reconvened at 5:10 p.m. No action was taken. 18-0268 Moved by Commissioner Hoppock, seconded by Commissioner Davis, to extend the current executive session for an additional 10 minutes. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:10 p.m. and reconvened at 5:20 p.m. No action was taken. (9.1a) Potential action resulting from executive session discussion. Greg Bengtson, City Attorney, explained the legal aspects of the acquisition of the South Water Treatment Plant site and stated Martha Tasker, Director of Utilities, would explain the item. Ms. Tasker stated the agenda item was authorization of payment of appraisers' award and fees to complete acquisition of the South Water Treatment Plant site and appurtenant appropriated water rights pursuant to pending eminent domain proceedings and continued to explain the current request and action options. 18-0269 Moved by Commissioner Hodges, seconded by Commissioner Hay, to authorize the payment of the appraisers' award of $503,170 plus appraisers' fees of $6,000 for a total of $509,170 in order to complete acquisition of the property. Aye: (5). Nay: (0). Motion carried. ADJOURNMENT 18-0270 Moved by Commissioner Davis, seconded by Commissioner Hoppock, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 5:25 p.m. [SEAL] Karl F. Ryan, Mayor Pate 4 ATTEST: Shan,CMC, Clerk z w m 0 U 1 I Page 5