02-11-2019 Miuntes CITY OF SAUNA, KANSAS
REGULAR MEETING OF THE BOARD OF COMMISSIONERS
February 11, 2019
4:00 p.m.
The City Commission convened at 2:30 p.m. for Insurance Broker Services Update and at 3:45 p.m.
for Citizens Forum at City-County Building, Room 107B.
g 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 Trent W. Davis, M.D. (presiding),
Commissioners Joe Hay,Jr., Melissa Rose Hodges, Mike Hoppock, and Karl Ryan.
Also present: Michael Schrage, City Manager; Greg Bengtson, City Attorney; and Shandi Wicks,
City Clerk.
AWARDS AND PROCLAMATIONS
(3.1) The week of February 17 through 23, 2019 as "Engineers Week" in the city of Salina.
Jeff Drees, President of the Smoky Valley Chapter of Kansas Society of Professional
Engineers, read the proclamation and announced associated events.
CITIZENS FORUM
None.
PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME
None.
CONSENT AGENDA
(6.1) Approve the minutes of February 4, 2019 special meeting.
(6.2) Approve the minutes of February 4, 2019 regular meeting.
(6.3) Approve Resolution No. 19-7669 appointing members to the Accessibility Advisory
Board, Animal Control Advisory and Appeals Board, Arts and Humanities
Commission, Building Advisory Board, Heritage Commission, Human Relations
Commission, Parks and Recreation Advisory Committee, Planning Commission
and Tree Advisory Board.
Commissioner Hay commented that he had talked with a lot of young individuals about
serving on boards and was happy to see the number of applications submitted. Mayor Davis
asked Commissioner Hay to read the names of the board members appointed.
19-0030 Moved by Commissioner Ryan, seconded by Commissioner Hodges, to approve the consent
agenda as presented. Aye: (5). Nay: (0). Motion carried.
ADMINISTRATION
II Mayor Davis moved Item 7.10 to the beginning of the administration items. He also asked
for Item 7.2 to be moved to follow Item 7.6.
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(7.10) Resolution No. 19-7673 authorizing the city manager to enter into art agreement
with Smart Security, Inc. for security services at the Salina Municipal Court.
Michael Schrage, City Manager, explained the bids received, agreement, fiscal impact and
action options.
Mayor Davis asked if staff was aware of the cost difference of the hourly rate in the bids
received. Judge Stoss stated in the information provided in the proposals the employee
hourly salary was about the same in all bids received with the total hourly rate covering
administration and overhead costs.
19-0031 Moved by Commissioner Hay, seconded by Commissioner Hoppock, to adopt Resolution No. 19-
7673 authorizing the city manager to enter into an agreement with Smart Security, Inc. for security
services at the Salina Municipal Court. Aye: (5). Nay: (0). Motion carried.
(7.1) Second reading Ordinance No. 1940993 authorizing the execution of a Loan
Agreement with the State of Kansas for the purpose of financing the
Markley/Magnolia Sewer System Improvements.
Mayor Davis noted that Ordinance No. 19-10993 was passed on first reading on February 4, 2019
and since that time no comments have been received.
19-0032 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to adopt Ordinance No.
1940993 authorizing the execution of a Loan Agreement with the State of Kansas for the purpose
of financing the Markley/Magnolia Sewer System Improvements on second reading. A roll call
vote was taken. Aye: (5) Hay, Hodges, Hoppock, Ryan, Davis. Nay: (0). Motion carried.
(7.3) Resolution No. 19-7670 authorizing the acceptance of the 2018 People's Choice
Sculpture and its placement on public property, located at 211 West Iron Avenue.
Brad Anderson, Director of Arts & Humanities, explained the Sculpture Tour, People's
Choice winner, placement location,fiscal impact and action options.
19-0033 Moved by Commissioner Hodges, seconded by Commissioner Hay, to adopt Resolution No. 19-
7670 authorizing the acceptance of the 2018 People's Choice Sculpture and its placement on public
property, located at 211 West Iron Avenue. Aye: (5). Nay: (0). Motion carried.
(7.4) Resolution No. 19-7657 approving an updated and restated Community Art and
Design policy.
Brad Anderson, Director of Arts & Humanities, explained the modifications to the
Community Art and Design (CAD) policy and action options.
Greg Bengtson, City Attorney, provided information pertaining to the role of the Arts and
Humanities Commissioner serving on the CAD Committee.
Commissioner Hodges thanked staff for their work to combine the documents into one
policy. She then asked if the policies were in active use and if they were used to adopt best
practices. Mr. Anderson stated yes, the policies were in active use.
Commissioner Hodges asked if an organizational chart could be created to describe the
roles of the CAD Committee, CAD Project Site Committee, Salina Arts & Humanities
Commission, City Commission and Arts and Humanities staff. Mr. Anderson stated that
there was an organizational chart available that staff could provide to the commission. He
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provided information on the representation of the CAD Committee. Grace Peterson, Arts
Services Coordinator,further explained the representation of the project site committee.
A conversation ensued between Commissioner Hodges, Ms. Peterson and Mr. Anderson
regarding the makeup of the CAD Committee and the CAD Project Site Committee.
Commissioner Hodges asked if the spending authority for the City Manager's office was
$20,000. Michael Schrage, City Manager, stated yes. A conversation ensued between Mr.
Schrage and Commissioner Hodges on the spending authority of departments.
Commissioner Hodges asked for information on the purchasing authority change. Mr.
Anderson stated it was simply to bring the purchasing authority into alignment with other
departments.
Karla Prickett, 914 E. Republic, provided her thoughts on the maintenance of the art pieces
and the need for closer monitoring and heavier maintenance of the art pieces. She
provided information on the art piece of the Water Plant and the North Ohio overpass. Mr.
Anderson stated the custodial department was to be responsible for the maintenance of the
art pieces but Arts and Humanities had taken on the role of monitoring the art pieces. He
continued to state there was a line item included in the budget for 2019 that would cover
maintenance for the art pieces. He further stated that the CAD Advisory Committee would
be reviewing the maintenance list and prioritizing the maintenance to bring back to the
City Commission for review.
Mr. Schrage thanked staff for their diligence in reviewing maintenance as part of the
proposal process for new art pieces.
Commissioner Hodges asked for a copy of the assessment report and would like to be kept
in the loop when the art maintenance plan was developed. Ms. Peterson provided
information on the maintenance of the art pieces.
19-0034 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to adopt Resolution No. 19-
7657 approving an updated and restated Community Art and Design policy. Aye: (5). Nay: (0).
Motion carried.
(7.5) Resolution No. 19-7671 authorizing the City Manager to execute Memorandums of
Agreement with Dickinson County, Ellsworth County, Harvey County, Lincoln
County, McPherson County, Ottawa County and Reno County for contingency
and/or overflow support for 911 services.
Wayne Pruitt, Director of Emergency Communications, explained the agreements, 911
services and action options.
Commissioner Hoppock asked if there had been a time when calls were rolled to other
counties or other counties rolled to us. Mr. Pruitt stated Salina had not had any calls rolled
to another county but have had to take on calls from Dickinson County.
Commissioner Hodges asked what PSAP stood for. Mr. Pruitt stated public safety
answering point.
Mayor Davis asked if another county answers the call, what would happen. Mr. Pruitt
stated there was an opportunity for radio communication along with email and phone
communication.
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19-0035 Moved by Commissioner Ryan, seconded by Commissioner Hodges, to adopt Resolution No. 19-
7671 authorizing the City Manager to execute Memorandums of Agreement with Dickinson
County, Ellsworth County, Harvey County, Lincoln County, McPherson County, Ottawa County
and Reno County for contingency and/or overflow support for 911 services. Aye: (5). Nay: (0).
Motion carried.
z
(7.6) Authorize the City Manager to collaborate with representatives of Saline County to
pursue special legislation to create statutory for a county-wide emergency
communications district.
Michael Schrage, City Manager, explained the request and action options.
Commissioner Hoppock provided his thoughts on the project and the request. He also
asked if legislation had been approved at the state level before for something like this. Mr.
Schrage stated there were similar districts such as the airport authority and library.
Commissioner Hoppock asked if the legislation would go to both the house and the senate
and who it would go to first. Mr. Schrage stated it would go to both the house and the
senate and Andrew Manley with Saline County was currently in conversation with state
representatives to see if a representative would be interested in introducing the legislation.
Commissioner Ryan asked if the creation of the legislation would be of the expertise of the
city and county or would it be outsourced. Mr. Schrage stated it would be written by city
and county staff along with legal counsel and the state representative.
Commissioner Hay asked how soon it would be completed. Mr. Schrage stated he was not
able to answer that question.
Daniel Eckhoff, 2664 Highland, asked if there was a tax specifically tied to the district. Mr.
Schrage stated they would be a district that would have taxing authority.
Commissioner Hodges asked if this request represented a decision on what the project
would look like. Mr. Schrage stated it was a funding option at this point.
19-0036 Moved by Commissioner Ryan, seconded by Commissioner Hoppock, to authorize the City
Manager to collaborate with representatives of Saline County to pursue special legislation to create
statutory for a county-wide emergency communications district. Aye: (5). Nay: (0). Motion
carried.
The City Commission recessed at 5:29 p.m. for a 5 minute break. The meeting resumed at
5:35 p.m.
(7.2) Resolution No. 19-7667 authorizing the Mayor to execute an agreement with SCS
Engineers to perform professional engineering services for the Salina Municipal
Solid Waste Landfill.
Jim Teutsch, Operations Manager, explained the project, fiscal impact and action options.
Mayor Davis provided a clarification to the task list within the blue sheet. Mr. Teutsch
thanked him for the clarification.
Commissioner Hodges asked when the waste and recycling characterization study would
be available. Mr. Teutsch stated sometime in 2020.
19-0037 Moved by Commissioner Hay, seconded by Commissioner Hoppock, to adopt Resolution No. 19-
7667 authorizing the Mayor to execute an agreement with SCC Engineers to perform professional
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engineering services for the Salina Municipal Solid Waste Landfill. Aye: (5). Nay: (0). Motion
carried.
(7.7) Resolution No. 19-7672 authorizing and providing for construction of certain
improvements relating to the City's Solid Waste Facility as described in the Landfill
Cell 20 project; and authorizing the issuance of Temporary Notes and/or General
Obligation Bonds of the city to pay the costs thereof.
Debbie Pack, Director of Finance & Administration, explained the request, project, fiscal
impact and action options.
Commissioner Hay asked what the balance was in the solid waste fund. Ms. Pack stated
approximately $890,000.
19-0038 Moved by Commissioner Ryan, seconded by Commissioner Hodges, to adopt Resolution No. 19-
7672 authorizing and providing for construction of certain improvements relating to the City's
Solid Waste Facility as described in the Landfill Cell 20 project; and authorizing the issuance of
Temporary Notes and/or General Obligation Bonds of the city to pay the costs thereof. Aye: (5).
Nay: (0). Motion carried.
(7.8) Award contract for Municipal Solid Waste Landfill Facility Cell 20 Construction,
Project No. 80019.
Dan Stack,City Engineer, explained the project, fiscal impact and action options.
Commissioner Hoppock asked what the amount for the bonds was. Debbie Pack, Director
of Finance & Administration, stated the request was for the budgeted amount and staff
would only issue bonds to cover the costs of the project.
Commissioner Ryan asked why Cell 3, 4, and 5 were still open. Mr. Stack stated the cells
remained open so they would continue to be used.
Commissioner Hay asked why we were opening a new cell instead of using the existing
cells. Mr. Stack stated once cells were built next to the existing cells then the existing cells
could be added to.
A conversation ensued between the City Commission and Mr. Stack regarding the cells.
Commissioner Hodges asked if a soil deficit would be a long term problem. Mr. Stack
stated it was a large deficit and at some point there would be a need for additional soil
from another location to fill the deficit.
19-0039 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to award contract for
Municipal Solid Waste Landfill Facility Cell 20 Construction, Project No. 80019 to Unruh
Excavating, LLC, in the amount of 51,645,289.65 with a 5% construction contingency of S82,264.48.
Aye: (5). Nay: (0). Motion carried.
(7.9) Consideration of recommendations regarding the sanitation plan.
Jim Kowach, Director of Public Works, explained the recommendations and action options.
Commissioner Ryan asked if staff thought they could handle 2,000 customers for the
subscription program. Mr. Kowach stated at $10 a month the number of customers would
have to be at least 2,000 customers and if there were additional customers there would be
an overhead capital cost for an additional truck and staff person.
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A conversation ensued between Mr. Kowach and the City Commission regarding the
recommendations provided.
Commissioner Hoppock asked what the tonnage was that was collected for the PILOT
program versus the drive-thru recycling center. Jim Teutsch, Operations Manager, stated
the PILOT program collected 150 tons annually and,the drive-thru facility had collected 300
tons so far.
v Commissioner Hay provided his thoughts on the expanded subscription recycling
program.
Mayor Davis asked how much was collected by Images Recycling. Mr. Teutsch stated
approximately 900 to 1000 tons annually.
Commissioner Hodges asked if the current packer truck would be used for recycling
collection. Mr. Teutsch stated yes.
Michael Schrage, City Manager, explained the reason why the question was broken out and
staffs hope was to gather an affirmative direction from the City Commission tonight.
Commissioner Ryan provided his thoughts on mandatory recycling.
Commissioner Hoppock also provided his thoughts on mandatory recycling.
Commissioner Hay asked if the current subscription would have to have 2,000 customers to
break even. Mr. Teutsch stated the maximum customers for the current setup would be
2,000 customers.
Commissioner Hodges stated her concerns for alley trash collection, recycling collection
and yard waste collection.
Commissioner Hodges asked if staff ever thought we should be in the business of collecting
trash. Mr. Teutsch stated yes, the citizens' vote for the service every month by paying their
bill. He continued to provide information on sanitation collection.
Commissioner Hodges asked if there had been any thoughts about continuing universal
curb side recycling with the current trucks we have along with the repurposing refuse
containers for recycling purposes. Mr. Teutsch stated there would be an increase in the
number of trucks on the road from two trucks to five trucks, increasing the number of
crews on the street and provided his thoughts on the option.
Mr. Schrage stated part of the dilemma we've been facing all along was trying to create a
balance for providing the services at a competitive rate. He continued to note the monthly
rates of the sanitation services available to citizens in the community.
A conversation ensued between the City Commission, Mr. Schrage and Mr. Teutsch
regarding automated trash pickup, the recycling options and the sanitation services
available by the competitors.
Commissioner Hoppock thanked the individuals involved in all the work on this item. He
continued to provide his thoughts on the options and asked if we turned over the basic
trash collection to private haulers would that allow us to take the time to be proactive to
make recycling collection more beneficial.
Mayor Davis stated he had not lived in a city that did not collect the trash and provided his
thoughts on the options.
Mr. Teutsch and Mr. Schrage provided information on franchising out trash service and the
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collection fees.
Mr. Kowach provided information on the subscription recycling program. A conversation
ensued between the Commissioners and Mr. Kowach on the subscription recycling
program.
Joan Ratzlaff, Salina, provided information from the strategic plan and her thoughts on the
recommendations included in the agenda item and the need for education and outreach to
T: citizens in the community. She provided information to the City Commission on grant
opportunities available.
19-0040 Moved by Commissioner Hodges, seconded by Commissioner Ryan, to continue alley collection in
the sanitation plan. Aye: (5). Nay: (0). Motion carried.
19-0041 Moved by Commissioner Ryan, seconded by Commissioner Hay, to concur with City staff and the
Solid Waste Management Committee to provide 95-gallon containers for standard refuse service.
Ave: (5). Nay: (0). Motion carried.
A conversation ensued between the City Commission, Mr. Schrage and Mr. Teutsch
regarding the cart size availability for sanitation collection.
19-0042 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, to no universal community
wide recycling at this time. Ave: (4). Nay: (1) Hodges. Motion carried.
Mr. Kowach stated the current subscription program could continue until a future date.
119-0043 Moved by Commissioner Hav, seconded by Commissioner Hodges, to have City staff continue to
pursue the details of a subscription of curbside recycling program within 45 days. Aye: (5). Nay:
(0). Motion carried.
19-0044 Moved by Commissioner Hodges, seconded by Commissioner Hay, to have City staff continue to
pursue the details of a continuation of yard waste collection with a study session soon. Aye: (5).
Nay: (0). Motion carried.
Mr. Kowach stated it would be semi-automated allowing for placement of carts, bags or
bundles. Commissioner Hodges asked for information on the costs of collection of yard
waste to be provided in the study session.
DEVELOPMENT BUSINESS
None.
OTHER BUSINESS
Michael Schrage, City Manager, stated he had distributed additional information to the
City Commission upon the request of Lisa Graham who was in attendance at the meeting
today and planned to present to the City Commission on February 25, 2019.
Mayor Davis stated the City Commission had legitimate concerns on the budgetary aspects
1 of recycling and need to task ourselves with thinking about recycling and what we want
and what it means to us.
ADJOURNMENT
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19-0045 Moved by Commissioner Hodges, seconded by Commissioner Hay, that the regular meeting of the
Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting
adjourned at 7:22 p.m.
[SEAL] Trent W. Davis, M.D., Mayor
B ATTEST:
I/1/41t IADb._ (,Mitre
Shandi Wicks, CMC, City Clerk
1
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