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12-10-2018 Minutes CITY OF SAMNA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS December 10, 2018 4:00 p.m. The City Commission convened at 2:30 p.m. for Baseball Enterprises Update and at 3:45 p.m. for 0. Citizens Forum at City-County Building, Room 107. 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 Karl F. Ryan (presiding), Commissioners Trent Davis,Joe Hay,Jr., Melissa Rose Hodges,and Mike Hoppock. Also present: Michael Schrage, Interim City Manager; Greg Bengtson, City Attorney; and Shandi Wicks,City Clerk. AWARDS AND PROCLAMATIONS None. CITIZENS FORUM Norman Mannel, Salina, asked if the Police Training Center was a capital improvement project and if the project went out for a public vote. Michael Schrage, Interim City Manager, stated it was part of the capital improvement program and the design of the facility was approved but the land acquisition and construction phase had not been completed. Mr. Mannel continued to provide his thoughts on the repaving of Ninth Street, incidents in other communities regarding water and wastewater and the emergency preparedness plan for the City of Salina. Joan Ratzlaff, Salina, provided her thoughts on the traffic calming and reduction of speed limits in the community, changing the meeting times for both the City Commission and citizen boards and commissions, commissioners representing a district in the community and not at large, recording of study sessions and the need to take minutes at study sessions, the reduction in the use of consultants, and recycling in the community. Daniel Eckhoff, Salina, provided his thoughts on the meeting times of the City Commission, asked the City Commission to increase the penalty for texting and driving. Patrick Harrington, 606 Washington, provided his thoughts on recycling, waste management and citizen advisory boards. Jon Blanchard, 1117 State Street, provided his thoughts on recycling, the effects a new ordinance disallowing pickup in the alley would have on private haulers and the search for the next city manager. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of December 3, 2018. Page 1 (6.2) Approve Resolution No. 18-7640 describing the corporate limits of the City of Salina. (6.3) Award bid for a Nimble HF20 SAN to Eagle Software in the amount of$58,054.57. Commissioner Davis requested that Item 6.3 be removed from the consent agenda. 2 18-0511 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to approve Item 6.1 and 6.2 74 of the consent agenda. Aye: (5). Nay: (0). Motion carried. (6.3) Award bid for a Nimble HF20 SAN to Eagle Software in the amount of$58,054.57 8 Commissioner Davis asked if there was any user advantage to splitting the purchase of the devices over a two year purchase. Jack Rolfs, Director of Computer Technology, stated there was no risk of just purchasing one device this year. 18-0512 Moved by Commissioner Davis, seconded by Commissioner Hodges, to award bid for a Nimble HF20 SAN to Eagle Software in the amount of$58,054.57. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION (7.1) Resolution No. 18-7641 amending the Comprehensive Fee Schedule of the City of Salina to provide for Water and Wastewater rates. Debbie Pack, Director of Finance& Administration, summarized the proposed rates. Commissioner Davis asked for clarification of the sanitation trash cart fee. Ms. Pack stated the sanitation trash cart fee would be addressed in Agenda Item 7.2. Michael Schrage, Interim City Manager, stated at this point if an order was placed for the trucks, it would be year-end or first part of 2020 before the trucks would be delivered. He continued to state the new recycling rate would need to take effect in 2020. Commissioner Davis asked how the curbside recycling program fee would continue. Mr. Schrage stated the curbside recycling program would continue as it currently was until it was decided otherwise or if a private hauler would take on the pickup. Commissioner Hodges thanked staff for providing the information on neighboring cities fees and a copy of the total bill. She continued to ask if the fee increase would continue past 2023. Ms. Pack stated the inflation rate was increasing at approximately 3% and it looked that it would continue to stay at the current level. Mr. Schrage stated the plan funded a lot of capital improvement projects projected in the future. Commissioner Hodges asked if the numbers projected a population growth. Ms. Pack stated the projection was for an increase of a half percent annual growth. Commissioner Davis asked how you know how much wastewater was used in a household. Mr. Schrage stated there was an assumption that wastewater rates were based on the water usage. Martha Tasker, Director of Utilities, stated the wastewater rate was determined by the water usage and the winter quarter to determine the rate for the household for the remaining year. Jon Blanchard, 1117 State Street, provided his thoughts on percentage of annual growth and the rate increase. Mr. Schrage stated the assumption of increase was due to the salaries, supplies and materials. He continued to provide information on the water and wastewater Page 2 projects. Commissioner Davis asked for a brief summary behind the South Well Field. Ms. Pack provided information on the financial aspect of the South Well Field project. Ms. Tasker provided information on the Downtown Well Field, the Lower Smoky Hill Water Supply Access District storage, water treatment plant, Schilling Air Force Base contamination, the new South Well Field, and surface water. Mr. Schrage stated there had to be enough water in Kanopolis Lake for all parties to have enough water. Patrick Harrington,606 Washington, provided his thoughts on the effect of the rate increase on older homes, the annual growth percentage, and the South Well Field. Mr. Schrage stated both the water rates and wastewater rates were consumption based. A conversation ensued between Mr. Harrington and Mr. Schrage regarding the consumption of older homes versus new homes. Bryan Frazier, 512 S. Eighth Street, provided his thoughts on the new plant and the need to look at fixing the current water and sewer systems. Joan Ratzlaff, Salina, asked if the Downtown Well Field would be abandoned and stated she was looking for better water supply, asked for conservation of water and replacement of lead pipes in the community. Ms. Tasker stated the Downtown Well Field would remain. Commissioner Hodges provided her thoughts on the population projections, the maintenance to the water lines and the South Well Field project. Commissioner Hoppock asked for information on the water main replacement project. Ms. Tasker stated the water main replacement project was in its eighth year and $16 million dollars had been spent with half of the main replacements to be completed. She stated it was anticipated it would take seven years to complete the remaining replacements. Commissioner Hoppock asked if there were still lead pipes in the community. Ms. Tasker stated there was a treatment process to keep the lead out of the water. She continued to state there were approximately 1,200 services of lead out of over 20,000 total services. Commissioner Hodges asked if we need to invest in more staff. Ms. Tasker stated the biggest challenges were retention and hiring. Commissioner Hoppock provided his thoughts on the rate increase, the new South Well Field project and the new water treatment plant. Mr. Frazier asked for information on the lead pipes that were in service. Ms. Tasker stated if the meter was in the home, the city owns the line to the curb stop. A conversation ensued between Ms.Tasker and Mr. Frazier regarding the replacement of the lead service lines. 18-0513 Moved by Commissioner Hoppock, seconded by Commissioner Davis, to adopt Resolution No. 18- 7641 amending the Comprehensive Fee Schedule of the City of Salina to provide for Water and Wastewater rates effective January 1, 2019. Aye: (4). Nay: (1) Hodges. Motion carried. (7.2) Resolution No. 18-7642 establishing and amending fees in the Comprehensive Fee Schedule related to Public Works Utility Right-of-Way Permit, Inspection of Permitted Work and Sanitation Fees. Debbie Pack, Director of Finance & Administration, summarized the amendments and action options. Page 3 Commissioner Davis asked when the automated curbside recycling service began would the fee be adjusted. Ms. Pack stated yes, the fee would be adjusted during the budget process in 2019 for 2020 or could be sooner. Michael Schrage, Interim City Manager, stated the curbside recycling fees were adjusted in the proposed resolution. Ms. Pack stated the fee was set to drop-off until February 1, 2019. A conversation ensued between the Commission, Ms. Pack and Mr. Schrage regarding the curbside recycling program. Patrick Harrington, 606 Washington, provided his thoughts on the involvement of the Solid Waste Management Committee. Mayor Ryan asked if the Solid Waste Management Committee could hold special meetings. Mr. Schrage stated yes, he also noted that vacancies of citizen boards could be filled at any time. He continued to provide information on the Solid Waste Management Committee and their role. 18-0514 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to adopt Resolution No. 18-7642 establishing and amending fees in the Comprehensive fee schedule related to Public Works Utility Right-of-Way Permit and Sanitation Fees striking from the fee schedule the ending of the Curbside Recycling by February 1, 2019 and reinstating the current fees. Aye: (5). Nay: (0). Motion carried. (7.3) Resolution No. 18-7643 adopting the 2019-2023 Capital Improvement Program. Debbie Pack, Director of Finance &Administration, explained the fees. Commissioner Davis asked if the East Crawford Recreation Area (ECRA) drainage improvement project included the curb replacement. Michael Schrage, Interim City Manager, stated the curb running north and south of the runway was not included in the drainage improvement project. Commissioner Hodges asked for information on the sales tax fund cash and sales tax debt financed. Ms. Pack stated projects were budgeted in the sales tax fund but did not mean there would be debt service payments. Commissioner Hodges asked for an update on sales tax. Ms. Pack stated there was close to a 2 to 2.5% increase in sales tax for the year and continued to provide additional information on the sales tax information. Commissioner Hay asked where the golf course irrigation project would fall. Ms. Pack stated it was listed on the Capital Improvement Plan (CIP) but would come from property tax. Joan Ratzlaff, Salina, asked if there was planning or savings being done for a future recycling program. Mr. Schrage stated the sanitation operation was an enterprise fund and the plan was taking into account the costs for a new recycling program and the payment method for the program. Jon Blanchard, 1117 State Street, asked if the sales tax revenue was 2.5% increased for the year. Ms. Pack stated yes, on average. He continued to ask for information on the North Broadway Enhancement Project and if the project title was correct. Mr. Schrage stated it should state South Broadway and provided information on the proposed plan for the project. Page 4 Mr. Blanchard asked if the building portion of the Sub-CIP included the community theatre or the cracks in the floor of the fieldhouse. Mr. Schrage stated if there were issues with a building it would come from the emergency buildings and facilities project portion. Mr. Blanchard also asked if there was a scenario to keep the water main replacement - project in the CIP. E a Commissioner Hodges stated the North Broadway Enhancement Project was listed in both 9 2019 and 2020 and the S4 million dollars in Waterline Improvements continued to be listed - but if it was no longer a project it may need to be removed from the capital improvement ii 0 program. Mr. Schrage stated the intention was $2 million dollars annually for the Waterline Improvements instead of $4 million dollars. Ms. Pack stated for the South Broadway Enhancements the cost for 2019 was $250,000 which would be for the design costs and the 2020 cost was the project construction. She also mentioned that the Waterline Improvements project would remain at $4 million dollars per year for 2019 and 2020 and would be reduced to $2 million dollars per year beginning in 2021. Commissioner Hodges provided her thoughts on the South Broadway Enhancement project and the importance of projects listed under further review. Patrick Harrington, Salina, asked if the golf course was an enterprise fund and asked if the cost should be placed on the citizens. Mr. Schrage stated the golf course was an enterprise fund and the project was to replace the existing irrigation system and the golf course was to be self-supporting but it was a priority decision of the Governing Body to add the project to the CIP. 18-0515 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to adopt Resolution No. 18- 7643 adopting the 2019-2023 Capital Improvement Program. Commissioner Hodges asked if a vote in the affirmative would attach a pre-approval or pre- certificate to the Broadway Street enhancements. Mr. Schrage stated the 2019 budget that was being approved was $250,000 of 2019 costs associated with the South Broadway Enhancements project. He continued to state that presumption was that staff would bring back the proposed design and be in a position to contract for construction design for the agreed design. He further stated it was not the final decision but there would be quite a bit of staff time and decision making based on the decision made tonight. A conversation ensued between Commissioner Hodges and Mr. Schrage regarding the project. A conversation further ensued between the Conunission and Mr. Schrage regarding the CIP. Mayor Ryan called the question: Aye: (4). Nay: (1) Hodges. Motion carried. (7.4) First reading Ordinance No. 18-10970 authorizing the execution of a Loan Agreement between the City of Salina, Kansas and the State of Kansas to finance the South Well Field and Water Treatment Plant. Martha Tasker, Director of Utilities, explained the project, agreement, fiscal impact and 111 action options. Commissioner Hoppock asked if the loan was similar to a construction loan. Ms. Tasker stated the loan was similar to a construction loan that the City of Salina would expend the dollars and then submit a request for reimbursement of the funds. Page 5 Commissioner Hodges asked if the purchase of the Water Treatment Plant was complete and was not contingent on the use of the property as a water treatment plant or the water rights. Greg Bengtson, City Attorney, stated the purchase was complete and it was not contingent on the use of the property as a water treatment plant. Mr. Bengtson stated the water rights would be handled administratively by staff. Norman Mannel,Salina, provided his thoughts on the project and water rights. Jon Blanchard, 1117 State Street, provided his thoughts on the project and the Raw Water Study. Ms. Tasker stated the Raw Water Study was authorized in March, 2008 and in February, 2010 the project was approved. Mr. Blanchard continued to provide his thoughts U on the project. 18-0516 Moved by Commissioner Hoppock, seconded by Commissioner Davis, to pass Ordinance No. 18- 10970authorizing the execution of a Loan Agreement between the City of Salina, Kansas and the State of Kansas to finance the South Well Field and Water Treatment Plant on first reading. Aye: (4). Nay: (1) Hodges. Motion carried. (7.5) Proceedings relating to City Manager selection and hiring. (A.) Matters relating to the selection process. (B.) Request for executive session (personnel). I move the city commission recess into executive session for _ minutes to discuss matters relating to specific candidates for the position of city manager based upon the need to discuss personnel matters of non-elected personnel pursuant to K.S.A. 75-4319(b)(1). The open meeting will resume in this room at p.m. (C.) Request for executive session (legal). I move the city commission recess into executive session for _ minutes to discuss the subject of the terms of employment for the position of city manager with legal counsel, 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. 75-4319(b)(2). The open meeting will resume in this room at p.m. Mayor Ryan stated there was some discussion on the offering of candidates for public discussion. Greg Bengtson, City Attorney, explained the pieces of the public component, the format of the public discussion and the executive sessions staff had developed. 18-0517 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to recess into executive session at 6:35 p.m. for 15 minutes to discuss matters relating to specific candidates for the position of city manager based upon the need to discuss personnel matters of non-elected personnel, pursuant to K.S.A. 75-4319(b)(1). The open meeting will resume in this room at 6:50 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 6:35 p.m. and reconvened at 6:50 p.m. No action was taken. Mayor Ryan announced the City Manager finalists and stated the need to discuss the next steps. Commissioner Hodges stated she would like a public meet and greet or a public reception Page 6 in an afternoon into evening. A conversation ensued between the Commissioners regarding a public meet and greet or a public reception. Mr. Bengtson asked for details on what would occur in the hour and a half period of time. A conversation ensued between the Commission and Mr. Bengtson regarding the details of the meet and greet. Commissioner Hodges asked if the City Commission needed to authorize the staff to release the news release and to include the details of meet and greet. 0 Mayor Ryan asked if the City Commission was ready to set a special meeting for maybe Friday, December 21, 2018 at 8:00 a.m. Joan Ratzlaff, Salina, asked if questions would be solicited from the individuals in the focus group and if the members of the focus groups could be emailed to provide the information of the meeting. Mayor Ryan asked if staff could email the focus groups. Jack Jackson, Salina, asked if the biographies of the candidates would be available to be posted to the website and if Facebook live would be an option. Daniel Eckhoff, 2664 Highland, asked if the City Commission could distribute the rubric of the decisions made; keep the matter transparent and added his thoughts on the release of the finalists. Jon Blanchard, 1117 State Street, thanked the City Commission for making it public, asked if Mr. Dingman was aware of the release. Mayor Ryan stated that Mr. Dingman was aware. Mr. Blanchard asked how many semi-finalists were interviewed on Thursday. Commissioner Hodges stated four. 18-0518 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to establish Thursday, December 20, 2018 from 5:30 p.m. to 7:00 p.m. at the Tony's Pizza Event Center as a meet and greet for the 2 finalists for the City Manager position, naming the candidate presentation at 6:00 p.m. and requesting Ms. Fischer to release a statement to the press that includes this information as well as requests questions from stakeholders and the public to be submitted to her not later than noon on December 17, 2018 and asking that staff make available Facebook live for the purpose of candidate presentation and Access Television. Aye: (5). Nay: (0). Motion carried. 18-0519 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to set Friday, December 21, 2018 at 8:00 a.m. for the purpose of making selection of the choice of city manager. Aye: (5). Nay: (0). Motion carried. Mr. Bengtson stated the legal executive session was on the agenda as an option for the Governing Body. The City Commission reached a consensus to wait until next week to have the discussion. (7.6) Resolution No. 18-7644 appointing Jack Jackson to the Solid Waste Management Committee. Michael Schrage, Interim City Manager, explained the Solid Waste Management Committee, board process, Mayor's recommendation and action options. Commissioner Davis asked if it would be filling the unexpired term. Mr. Schrage stated yes. Page 7 Commissioner Hodges asked if either interested party could apply for either of the county at-large positions. Mr. Schrage stated yes, the other available positions were for a county at- large representative through Saline County. Jack Jackson, Salina, stated it was his mistake and he continued to provide information on the board process. Mr. Schrage provided information on the past practice of the citizen boards. Mayor Ryan provided information on the vacancies of the boards. Mr. Jackson asked if there was a reason the board members could only serve on one board. Mr. Schrage stated it had been past practice. A conversation ensued between the City Commission, Mr. Schrage and Mr. Jackson regarding the board vacancies and board process. 18-0520 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to adopt Resolution No. 18- 7640 appointing Jack Jackson to fill the unexpired term of Ronald Knox to the Solid Waste Management Committee. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Michael Schrage, Interim City Manager, stated as part of the Interim City Manager report he provided an update on a few of the dangerous structures and there were additional questions. He stated staff had put together a summary of all of the dangerous structures and the status of each to provide each commissioner as they leave. Mr. Schrage stated there was a retention study commissioned as it related to the police department in the spring. He continued to state the final report as well as Chief Nelson's report was provided to the entire police department. He further stated he had worked closely with the consultant regarding the format of the final report and would work closely with Chief Nelson to address the concerns listed in the report. Mr. Schrage provided information pertaining to the processing of projects and asked if staff was staffing through items to the liking of the City Commission. Commissioner Hodges stated she would like the luxury of time and stated there were things she was not seeing as early in the process as she would like. Commissioner Hoppock referenced page 62 of the Governing magazine relating to recycling and stated the article was in line with recent conversations on the topic. ADJOURNMENT 18-0521 Moved by Commissioner Davis, seconded by Commissioner Hodges, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 7:37 p.m. n [SEAL] Karl F. Ryan, Mayor ATTtEST:,, Cil/(ILUI(Gt eg CIJ Shandi Wicks, CMC,City Clerk Page 8