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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. Page 1 (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 Page 2 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. Page 3 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 Page 4 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. Page 5 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 Page 6 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 Page 7 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 Page 8