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12-17-2018 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS December 17, 2018 4:00 p.m. The City Commission convened at 2:30 p.m. for Lower Smoky Hill Water Supply Access District 4th Quarter Board Meeting and at 3:45 p.m. for 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. U 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 (3.1) The day of December 24, 2018 as "Georgetown Santa Day" in the City of Salina. Mayor Ryan read the proclamation. CITIZENS FORUM Joan Ratzlaff, Salina, provided her thoughts on the Broadway Boulevard Corridor study session presentation. Karen Shade, Salina, provided her thoughts on recording the study sessions. Norman Mannel, Salina, asked if Agenda Item 7.1 and Agenda Item 6.5 would allow for public comment. Mayor Ryan stated yes for Agenda Item 7.1. Michael Schrage, Interim City Manager, stated Agenda Item 6.5 could be removed from the Consent Agenda to allow for questions. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME (5.1) Public hearing on the proposed 2018 Amended Budget. Cindy Beneke, Deputy Finance Director, explained the amendments. Mayor Ryan opened the public hearing. Karen Shade, Salina, thanked staff for their summary and provided her thoughts on the additional transient guest tax amount and the agreement with the Salina Area Chamber of Commerce. Michael Schrage, Interim City Manager, provided information on the Transient Guest Tax Agreement with Saline County, the uses of the funds, and the completion of an annual audit. Commissioner Davis asked if the funds could be carried over to the next year. Mr. Schrage stated yes and the carryover amount would be listed as part of the audit. Sylvia Rice, Visit Salina, stated approximately $110,000 would go to the Salina Area Chamber of Commerce and continued to provide information on the use of the funds and adding a separate line item for the Salina Fieldhouse. Pate 1 There being no further comments the public hearing was closed. 18-0522 Moved by Commissioner Hodges, seconded by Commissioner Hay, to authorize the 2018 budget amendments. Aye: (5). Nay: (0). Motion carried. CONSENT AGENDA z n (6.1) Approve the minutes of December 6, 2018. a (6.2) Approve the minutes of December 10, 2018. 0 (6.3) Approve Resolution No. 18-7651 authorizing the Mayor to execute an interlocal o cooperation agreement with Saline County, for Power8 (AS/400) computer usage and service, from January 1, 2019 through December 31, 2020. (6.4) Resolution No. 18-7650 authorizing the Mayor to sign a contract for engineering design services with H.W. Lochner, Inc. for the Mulberry Street Storm Sewer Improvements in the amount of$22,708.89. (6.5) Award bids to SHI for thirty (30) Window Server Licenses in the amount of $15,668.10 and twelve (12) SQL Server licenses in the amount of $28,903.68 and award bid for one (1) VSphere 6 Essential Plus Kit to Eagle Technologies in the amount of $5,619, with the grand total of $50,190.78, of which half is to be paid by the City of Salina in the amount of $25,095.39 with the remaining half to be paid by Saline County. Commissioner Hoppock requested that Item 6.5 be removed from the consent agenda. 18-0523 Moved by Commissioner Hoppock, seconded by Commissioner Davis, to approve the consent agenda items 6.1,6.2, 6.3 and 6.4. Aye: (5). Nay: (0). Motion carried. (6.5) Award bids to SHI for thirty (30) Window Server Licenses in the amount of $15,668.10 and twelve (12) SQL Server licenses in the amount of $28,903.68 and award bid for one (1) VSphere 6 Essential Plus Kit to Eagle Technologies in the amount of 55,619, with the grand total of $50,190.78, of which half is to be paid by the City of Salina in the amount of $25,095.39 with the remaining half to be paid by Saline County. Jack Rolfs, Director of Computer Technology, stated the agreement was on the agenda for Saline County tomorrow and if the City Commission approved the award the item would remain on the agenda for Saline County. Norman Mannel, Salina, asked why the City Commission would not authorize the purchase and wait for the award of the bids. Michael Schrage, Interim City Manager, stated the award of the bids would be handled by staff internally once both parties approved the purchase. He continued to state it was common for staff to process the paperwork for the purchase once the City Commission awarded the bids. 18-0524 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to award bids to SHI for thirty (30) Window Server Licenses in the amount of $15,668.10 and twelve (12) SQL Server licenses in the amount of$28,903.68 and award bid for one (1) VSphere 6 Essential Plus Kit to Eagle Technologies in the amount of$5,619, with the grand total of$50,190.78, of which half is to be paid by the City of Salina in the amount of $25,095.39 with the remaining half to be paid by Saline County. Aye: (5). Nay: (0). Motion carried. Page 2 ADMINISTRATION (7.1) Second 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. Mayor Ryan noted that Ordinance No. 18-10970 was passed on first reading on December 10, 2018 and since that time no comments have been received. N Norman Marine!, Salina, asked why the State of Kansas was financing the project and why it was not local funds. Michael Schrage, Interim City Manager, stated it was a common approach for the states to offer a loan program at a lower interest rate for funding of projects similar to this instead of bonding the project. 18-0525 Moved by Commissioner Hay, seconded by Commissioner Davis, to adopt 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 on second reading. A roll call vote was taken. Aye: (4) Davis, Hay, Hoppock, Ryan. Nay: (1) Hodges. Motion carried. (7.2) Resolution No. 18-7646 authorizing the Mayor to enter into an agreement with AXON Enterprise, Inc (formerly Taser International), authorizing the purchase of new AXON on-officer video cameras, software licensing, storage, and ancillary equipment. Sean Morton, Deputy Police Chief, explained the request, the agreement, fiscal impact and action options. Commissioner Davis asked if there was a decision to move to another company would the cameras be the property of the City of Salina. Deputy Chief Morton stated the equipment would be the property of the City but there would need to be an arrangement for software. Commissioner Hay asked if the cameras were voice activated. Deputy Chief Morton stated no. Commissioner Davis asked for additional information on software to support the equipment if a decision was made to move to another company. Deputy Chief Morton stated the storage could be contracted with another company or kept in house. 18-0526 Moved by Commissioner Hodges, seconded by Commissioner Hay, to adopt Resolution No. 18- 7646 authorizing the Mayor to enter into an agreement with AXON Enterprise, Inc (formerly Taser International), authorizing the purchase of new AXON on-officer video cameras, software licensing, storage, and ancillary equipment. Aye: (5). Nay: (0). Motion carried. (7.3) Resolution No. 18-7648 authorizing the City Manager to execute renewals of Agreement to Provide Administrative Services for a Self-Funded Health Benefit Plan and Individual and Aggregate Stop-loss with BlueCross BlueShield of Kansas. Natalie Fischer, Director of Human Resources, explained the renewal, fiscal impact and action options. Commissioner Davis provided his thoughts on the renewal. Mayor Ryan asked how many retirees were in the system. Ms. Fischer stated there were currently 19 and there was assumption of two more before the end of the year. Michael Page 3 Schrage, Interim City Manager, asked staff to provide information on the retirees and Medicare insurance. Ms. Fischer provided information on the retiree insurance stipulations and Medicare benefits. Commissioner Hodges asked if it was common for municipalities to offer insurance coverage for retirees. Ms. Fischer stated it was defined by a state statute that the insurance was required. Commissioner Hodges asked if the administrative fee to retirees was mandatory. Ms. Fischer stated the administrative fee was not required but the maximum administration fee was 25% based on the state statute. A conversation ensued between the Commission, Ms. Fischer and Mr. Schrage regarding the administration fee on retirees. Commissioner Hoppock stated it would be beneficial to know what other communities did on administrative fees. 18-0527 Moved by Commissioner Hay, seconded by Commissioner Davis, to adopt Resolution No. 18-7648 authorizing the City Manager to execute renewals of Agreement to Provide Administrative Services for a Self-Funded Health Benefit Plan and Individual and Aggregate Stop-loss with BlueCross BlueShield of Kansas. Aye: (5). Nay: (0). Motion carried. (7.4) Resolution No. 18-7649 authorizing the City Manager to approve an amendment to the agreement with Tria Health for medication therapy management effective January 1, 2019. Natalie Fischer, Director of Human Resources, explained the agreement amendment, fiscal impact and action options. Commissioner Davis asked if Tria Health intervened with the physician's office or just with the patient. Ms. Fischer stated Tria Health had doctors on staff to work directly with the physician's office. Commissioner Davis asked with the increase in savings did that mean a majority of covered individuals were in the program or contacted. Ms. Fischer stated there were additional individuals that could be reached through the program. She further stated there were approximately 30% of benefit individuals currently in the program. Commissioner Hodges asked if Tria Health made any therapeutic changes to the prescriptions. Ms. Fischer stated Tria Health could offer suggestions but could not make the changes. 18-0528 Moved by Commissioner Davis, seconded by Commissioner Hodges, to adopt Resolution No. 18- 7649 authorizing the City Manager to approve an amendment to the agreement with Tria Health for medication therapy management effective January 1, 2019. Aye: (5). Nay: (0). Motion carried. (7.5) Resolution No. 18-7645 authorizing the Mayor to execute an Agreement with Burns Sr McDonnell/CAS Constructors, Salina Joint Venture for Phase II of the South Well Field and Water Treatment Plant Improvement Project, Project No. 70019. • Martha Tasker, Director of Utilities, explained the project, agreement, fiscal impact and action options. Commissioner Hoppock asked if the 3.5% increase to utility fees covers both the Page 4 , implementation of the facility and the updates to the sewer plant Ms. Tasker stated the Nater Treatment Plant funding was projected at 51,850.000 for 2020 and S28 million in 2021 with temporary financing in 2022 and 2023 with the first payment to occur in 2024. She continued to provide information on the projects to be covered by the utility fees. Commissioner Hoppock asked if the wastewater treatment plant program would go back to the State of Kansas for financing. Ms. Tasker stated she had put her name in for financing of the project in the future to keep the options open. 18-05/9 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to adopt Resolution No. 18- 7645 authorizing the Mayor to execute an Agreement with Burns & McDonnell/CAS Constructors, Salina Joint Venture for Phase II of the South Well Field and Water Treatment Plant Improvement Project, Project No. 70019, with a not to exceed amount of S29,399,695. Aye: (4). Nay: (1) Hodges. Motion carried. (7.6) Resolution No. 18-7647 establishing a City-wide goal under the City's Continuous Process Improvement program and, if the goal is met, authorizing the City Manager to award all City employees with an additional vacation day. Scott Gardner, Process Improvement Director, explained the Continuous Process Improvement (CPI) program, fiscal impact and action options. Commissioner Hay asked if the current green belts were Lean Six Sigma green belts. Mr. Gardner stated the current green belts were not Lean Six Sigma green belts but the new program was certified. Commissioner Hay applauded his efforts. Commissioner Hodges provided her thoughts on the program and asked if the program could be extended to the City Commission as well. Michael Schrage, Interim City Manager, stated the program might be a good study session conversation and having a conversation as part of the Strategic Planning Session to incorporate the program. A conversation ensued between the Commission, Mr. Gardner and Mr. Schrage regarding the program and City Commission involvement in the program. Commissioner Hoppock asked if a date was set for a Strategic Planning Session. Mr. Schrage stated no, not yet. 18-0530 Moved by Commissioner Hodges, seconded by Commissioner Davis, to adopt Resolution No. 18- 7647 establishing a City-wide goal under the City's Continuous Process Improvement program and, if the goal is met, authorizing the City Manager to award all City employees with an additional vacation day. Aye: (5). Nay: (0). Motion carried. Commissioner Davis asked if everyone would have the same day off. Mr. Schrage stated the allowance of the vacation would be added to the employees balance to use for a scheduled vacation day. DEVELOPMENT BUSINESS (8.1) Request to authorize City staff preparation of a Special Assessment Engineering Feasibility Report for the proposed Wheatland Valley Addition. Dean Andrew, Director of Planning, explained the request, review factors, required public improvements, fiscal impact, and action options. Commissioner Davis asked if all three phases would be part of the Markley Road benefit Page 5 district. Mr. Andrew stated yes. Commissioner Davis asked for information on the effects of this request on the Holmes Road benefit area. Mr. Andrew stated it was in the contributable area for the Markley Road benefit area. Michael Schrage, Interim City Manager, provided additional information on both the Holmes Road benefit area and the Markley Road benefit area. Commissioner Davis asked for the date for which the no-protest would expire. Mr. Andrew stated typically 25 years, but would refer to legal counsel for clarification. Greg Bengtson, City Attorney, stated it was best addressed on a case by case basis and was best to have a definite date. Mr. Schrage asked staff to provide information on the improvements to Markley Road. Mr. Andrew provided information on what the Markley benefit area would look like and the improvements for the project. Commissioner Davis provided his thoughts on the speed limits on Markley Road. A conversation ensued between the Commission and Mr. Andrew regarding the speeds of Markley Road. Dan Stack, City Engineer, provided information on stopping sight distances, and the street cuts proposed for the development. Dan Daley, 942 Barlow Drive, Wheatland Development Company, Inc., President, provided information on the subdivision and the extensive discussion on the sight line. Mitch Robinson, Salina Community Economic Development Organization, Inc. (SCEDO) Executive Director, provided information on the need for greenfield development and the availability of a range of housing in the community. Eric Brown, Salina Area Chamber of Commerce, provided information on the need for additional housing to help fill the gap for additional job fulfillment in the community. Commissioner Davis asked what price range of housing the community was deficient in. Mr. Brown stated out of the 1,500 jobs there was a percentage that included the wage level but stated he would guess a housing price range of $185,000 to $250,000. Mr. Schrage provided additional information on the availability of housing in the community. Commissioner Hodges provided her thoughts on the availability of housing. Commissioner Hoppock provided information on the shortage of medical professionals in the community and the availability of housing in the community. Commissioner Davis asked where someone could find the jobs. Mr. Brown stated Kansas Works pulls the data from other media outlets to compile the list of jobs and can help provide information on availabilities on the community. Mr. Schrage provided information on the Live Salina Plan and the price point of houses in the community. Commissioner Davis asked if the housing costs below $185,000 included specials. Mr. Schrage provided detailed information on the plan and if it included specials. Todd Welsh, 300 South Ninth, provided information on the number of available lots in the community, his thoughts on information needed in the policy and how to get lower price range homes in the community. Commissioner Hoppock asked if not being an exclusive subdivision was in the policy. Mr. Page 6 Welsh stated it was not in the policy. A brief conversation ensued between Commissioner Hoppock and Mr. Welsh regarding the policy. Dan Daley, Wheatland Development Company, Inc., provided information on the subdivision and stated the lots in the subdivision would be open to anyone to purchase and he planned to do very little, if any,building in the subdivision. Commissioner Hodges asked for additional information on the tax revenue. Mr. Andrew stated his projection was if the lot had a dwelling built on it. Commissioner Hodges provided her thoughts on the number of available lots in the community. Commissioner Hoppock asked based on where we are today, when would we expect everything to be done and Mr. Daley could begin to sell the lots. Mr. Andrew explained the items to be finalized; Mr. Daley would probably not be turning ground on lots until late 2019 or early 2020. 18-0531 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to authorize staff to prepare an engineering feasibility report and Resolution of Advisability for Wheatland Valley Addition for future consideration by the City Commission. Aye: (4). Nay: (1) Hodges. Motion carried. (8.2) Request to authorize City staff preparation of a Special Assessment Engineering Feasibility Report for the Nine South Addition located on the east side of South 9th Street. Dean Andrew, Director of Planning, explained the request, review factors, required public improvements, fiscal impact, and action options. Commissioner Hay asked if any of the proposed lots on the site were claimed. Mr. Andrew stated the document was provided to staff and staff was not aware of uses of the site and would call the plat conceptual. Commissioner Davis asked if the City of Salina was planning to pay for the cost of building the frontage road when it was originally constructed. Mr. Andrew stated staff wrote a letter to the original owner requesting the dedication of the right-of-way at the time the rest of South Ninth Street was being constructed and the property owner at the time declined therefore the request was before them today. Jeff Maes, Nine South, provided information on the request. Mitch Robinson, Salina Community Economic Development Organization, Inc. (SCEDO) Executive Director, voiced his support for this request and provided information on the need for additional retail in the community. 18-0532 Moved by Commissioner Hodges, seconded by Commissioner Davis, to authorize staff to prepare an engineering feasibility report and Resolution of Advisability for Phase I of Nine South Addition for future consideration by the City Commission. Aye: (5). Nay: (0). Motion carried. OTHER BUSINESS The City Commission recessed at 7:07 p.m. for an 8 minute break. The meeting resumed at 7:15 p.m. Mayor Ryan asked if the City Commission wanted to have a discussion on the city manager search. The City Commission was fine with where they were with the process. Page 7 Mayor Ryan requested to move Agenda Item 9.1 and 9.2 down and 9.3 up for action first. (9.3) Request for executive session (personnel). I move the city commission recess into executive session for_minutes to discuss the - questions to be asked of the two finalists for the position of City Manager at the "Meet & Greet" scheduled for Thursday evening, December 20, 2018 in order to avoid premature disclosure of the questions to either of the candidates status 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. 18-0533 Moved by Commissioner Hoppock, seconded by Commissioner Davis, to recess into executive session for 15 minutes to discuss the questions to be asked of the two finalists for the position of City Manager at the "Meet & Greet" scheduled for Thursday evening, December 20, 2018 in order to avoid premature disclosure of the questions to either of the candidates status 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 7:33 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 7:18 p.m. and reconvened at 7:33 p.m. No action was taken. 18-0534 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to recess into executive session for 5 minutes to discuss the questions to be asked of the two finalists for the position of City Manager at the "Meet & Greet" scheduled for Thursday evening, December 20, 2018 in order to avoid premature disclosure of the questions to either of the candidates status 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 7:40 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 7:35 p.m. and reconvened at 7:40 p.m. No action was taken. (9.1) Request for executive session (legal). I move the city commission recess into executive session for minutes to discuss the road annexation and impact fee agreement with Saline County 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. 45-7319(b)(2). The open meeting will resume in this room at p.m. 18-0535 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to recess into executive session for 30 minutes to discuss the road annexation and impact fee agreement with Saline County 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. 45- 7319(b)(2). The open meeting will resume in this room at 8:12 p.m. Aye: (5) Nay: (0). Motion carried. The City Commission recessed into executive session at 7:42 p.m. and reconvened at 8:12 p.m. No action was taken. 18-0536 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to recess into executive session for 5 minutes to discuss the road annexation and impact fee agreement with Saline County Page 8 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. 45- 7319(b)(2). The open meeting will resume in this room at 8:18 p.m. Aye: (5) Nay: (0). Motion carried. The City Commission recessed into executive session at 8:13 p.m. and reconvened at 8:18 p.m. No action was taken. N' (9.2) Request for executive session (legal). a I move the city commission recess into executive session for minutes to discuss the Expo Center lease with Saline County 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. 45-7319(b)(2). The open meeting will resume in this room at p.m. 18-0537 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to recess into executive session for 20 minutes to discuss the Expo Center lease with Saline County 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. 45-7319(b)(2). The open meeting will resume in this room at 8:40 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 8:20 p.m. and reconvened at 8:40 p.m. No action was taken. ADJOURNMENT 18-0538 Moved by Commissioner Hay, 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 8:40 p.m. [SEAL] Karl F. Ryan, Mayor ATTEST: *Qua� / �� Qu an.- I t CJ^.vX Shandi Wicks, CMC, City Clerk I Page 9