05-06-2019 Minutes CITY OF SALINA, KANSAS
REGULAR MEETING OF THE BOARD OF COMMISSIONERS
May 6,2019
4:00 p.m.
The City Commission convened at 2:30 for North Central Regional Planning Commission Update;
2:45 p.m. for the Lower Smoky Hill Water Supply Access District, Inc.; 3:30 p.m. for Salina Field
A House Lender, Inc. Annual 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.
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;Jacob Wood, Deputy City Manager; Greg Bengtson,
City Attorney;and Shandi Wicks, City Clerk.
AWARDS AND PROCLAMATIONS
(3.1) The week of May 5-11, 2019 as "National Travel and Tourism Week" in the city of
Salina. Sylvia Rice, Director of Visit Salina, introduced Bob Jenkins with Rolling
Hills Zoo and provided information on the zoo. Mr. Jenkins read the proclamation.
Ms. Rice provided information on events planned for the week.
(3.2) The month of May, 2019 as "Mental Health Month" in the city of Salina. Ericka
Lysell, Central Kansas Mental Health Center Community Support Services Director,
read the proclamation. Mayor Davis provided information on Mental Health Month
and asked if there were any opportunities for men. Ms. Lysell stated there was an
opportunity for a walk-in clinic
(3.3) The week of May 5-11, 2019 as the "50th Anniversary of Municipal Clerks Week" in
the city of Salina. Trent W. Davis, M.D., Mayor, read the proclamation and thanked
the Clerk's staff for all they do.
CITIZENS FORUM
Joan Ratzlaff, Salina, on behalf of the Salina Area Workers Coalition, read the Governor's
proclamation for Public Service Recognition Week, which is the first week of May and
provided her thoughts on the recognition of civil servants.
Ken Reitz, Salina, provided information on the amount of waste being buried at the landfill
and wanted to offer his services informationally if and when it would be needed to assist
with recycling and the landfill.
Rod Franz, 2214 Mayfair, expressed his appreciation to the Commission for the recognition
of Shandi Wicks and her staff.
ADMINISTRATION
Commissioner Ryan asked for Agenda Item 7.1 to be moved up on the agenda.
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(7.1) Second reading Ordinance No. 19-11000 changing the zoning district classification
from R-3 (Multi-Family Residential) to C-5 (Service Commercial) to allow the
construction of an automated car wash facility. The subject property addressed as
2661 Market Place (the parking lot for the Starlite Skate Center).
Mayor Davis noted that Ordinance No. 19-11000 was passed on first reading on April 22, 2019 and
since that time no comments have been received.
19-0127 Moved by Commissioner Hay, seconded by Commissioner Ryan, to adopt Ordinance No. 19-11000
changing the zoning district classification from R-3 (Multi-Family Residential) to C-5 (Service
Commercial) to allow the construction of an automated car wash facility. The subject property
addressed as 2661 Market Place (the parking lot for the Starlite Skate Center) on second reading. A
roll call vote was taken. Aye: (5) Hay, Hodges, Hoppock, Ryan, Davis. Nay: (0). Motion carried.
PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME
(5.1) Public hearing and report on Petition No. 4396, (filed by Michael McArthur,
petitioner), requesting the vacation of an 8 ft. wide north-south utility easement 4 ft.
either side of the common lot line between Lots 7 and 8, Block 3, Country Club
Heights Addition to the City of Salina, Saline County, Kansas located on property
addressed as 214 Greenway Road.
Mayor Davis opened the public hearing.
Dean Andrew, Director of Planning, explained the request, affected public and franchise
utilities comments, request of the petitioner and action options.
Commissioner Hoppock asked where the current gas line was located. Mr. Andrew stated
it was not in the easement but on the property.
Commissioner Hoppock asked if staff would need to get a portion of an easement from the
neighbor. Mr. Andrew stated that Mr. McArthur had conversations with his neighbor and
he was receptive to the easement with 4ft of the easement from both properties.
19-0128 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to postpone
consideration of Petition No. 4396 and continue the public hearing to May 20, 2019 in order to
garner additional information for staff on the petition. Aye: (5). Nay: (0). Motion carried.
CONSENT AGENDA
(6.1) Approve the minutes of April 22, 2019.
(6.2) Award contract for the Minor Concrete Rehabilitation, Project No. 90018, to Davis
Concrete Construction, in the amount of $31,561.55 with an 11% construction
contingency ($3,468.45).
(6.3) Award on-call contract for the Right-of-Way Concrete Sidewalk Repairs, Project No.
90034, to Davis Concrete Construction.
19-0129 Moved by Commissioner Hodges, seconded by Commissioner Ryan, to approve the consent
agenda as presented. Aye: (5). Nay: (0). Motion carried.
ADMINISTRATION,CONTINUED
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(7.2) Resolution No. 19-7708 authorizing staff to submit an application on behalf of
eligible local recipient agencies for the 2019 Kansas Emergency Solutions Grant
Program (ESGFFY2019).
Lauren Driscoll, Director of Community & Development Services, explained the
z application process, the program, eligible applicants and fiscal impact.
y
F. Commissioner Ryan stated it looked as if requests were going downwards and asked if
staff was aware of the reasons. Ms. Driscoll stated staff had discussed having more
coordination with agencies in the future but stated the match factor was a challenge.
19-0130 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to adopt Resolution No.
19-7708 authorizing staff to submit an application on behalf of eligible local recipient agencies for
the 2019 Kansas Emergency Solutions Grant Program (ESGFFY2019). Aye: (5). Nay: (0). Motion
carried.
(7.3) Authorize the installation of three 911 answering positions at the backup dispatch
center located at Salina Fire Station #3, 2633 Belmont Blvd.
Wayne Pruitt, Communications Supervisor, explained the request, fiscal impact and action
options.
Commissioner Hodges asked for the cost of the current subscription program for the
software. Mr. Pruitt stated the current system was $57,900 annually.
Commissioner Hodges asked if the additional request would cost $20,600. Mr. Pruitt stated
I yes.
Commissioner Hodges stated that since we were frying to integrate with the current
software system currently used at dispatch headquarters, we were committed to using that
software vendor. Mr. Pruitt stated yes, we were committed to the state system that was
utilized by 90% of the state system.
Mr. Pruitt stated that House Bill #2084 was recently signed by the Governor that staff
anticipated would bring in an additional$114,000 yearly.
Commissioner Hoppock stated the funds to pay for the system were in a separate escrow
account to be spent on certain allocations for 911 services and not coming out of the general
fund.
Mayor Davis asked with the typical call volumes, how long could the backup center stay
up with the demands. Mr. Pruitt stated the minimum staffing at the dispatch headquarters
was three (3) full time dispatchers and the backup center would have the same.
Commissioner Ryan asked if the main dispatch center went down, would the staff move to
the backup center. Mr. Pruitt stated two (2) dispatchers would stay at dispatch
headquarters, if possible, while one (1) dispatcher moves to the backup center along with
an off duty dispatcher called in to report at the backup center. He continued to state as soon
as the two (2) dispatchers get to the backup center, the two (2) dispatchers at dispatch
headquarters would leave for the backup center.
I19-0131 Moved by Commissioner Hodges, seconded by Commissioner Hay, to authorize the installation of
one full workstation and two soft positions at the cost of $20,600 annually. Aye: (5). Nay: (0).
Motion carried.
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(7.4) Resolution No. 19-7707 authorizing the Mayor to execute a Sound Provider
Agreement with Titan Visual Audio, LLC for the 2019 Smoky Hill River Festival.
Brad Anderson, Director of Arts and Humanities, explained the agreement, fiscal impact
and action options.
m.
Commissioner Hoppock asked if there was an agreement on file with Hooper Sound
covering multiple years. Mr. Anderson stated the two (2) times the request went out as a
H request for bids, little to no bids were received that could handle the services needed.
Commissioner Hoppock asked when staff would work on the agreement for the next year.
Mr. Anderson stated the way the multi-year understanding worked it would allow the
company to calendar their events but the agreement would not be made until the price
would be received.
Mr. Anderson continued to provide information on the agreement process.
Michael Schrage, City Manager, stated with the commissioner's question, staff could work
through the process to try and develop a multi-year process or agreement.
Commissioner Hodges stated that the fuel and fee cost was listed as less than $300 but
wanted to make sure the fuel and fee costs did not rise above that. Historically, staff would
receive an annual invoice reflecting the federal mileage rate or direct receipts of fuel to and
from. Mr. Schrage stated the basis of payment language in the agreement included the
compensation based on the stage and the only variation was specified as fuel costs for
transportation of equipment and personnel from actual fuel receipts submitted by the
Contractor.
19-0132 Moved by Commissioner Hay, seconded by Commissioner Hoppock, to adopt Resolution No. 19-
7707 authorizing the Mayor to execute a Sound Provider Agreement with Titan Visual Audio, LLC
for the 2019 Smoky Hill River Festival. Aye: (5). Nay: (0). Motion carried.
(7.5) Community Art& Design Advisory Committee
(7.5a) Resolution No. 19-7709 approving an updated and restated Community Art
and Design Policy.
(7.5b) Resolution No. 19-7700 appointing a member of the Arts and Humanities
Commission to serve on the Community Art and Design Advisory
Committee.
Brad Anderson, Director of Arts and Humanities, explained the amendments to the
Community Art and Design Policy (CAD) and the appointment to the CAD Committee.
Mayor Davis asked if there would be a time when the City Commission would not want to
appoint the recommended individual. Michael Schrage, City Manager, stated it was
unique but did apply to multiple boards.
Commissioner Hodges read a portion of the policy and asked how it would work if
multiple individuals were available. Mr. Anderson stated the Salina Arts and Humanities
Commission would then make a recommendation to the City Commission but the selection
would ultimately be up to the Mayor and Commission. Mr. Anderson stated an additional
step in the process for those boards that have a two-step process may be necessary.
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19-0133 Moved by Commissioner Hodges, seconded by Commissioner Hay, to adopt Resolution No. 19-
7709 approving an updated and restated Community Art and Design Policy. Aye: (5). Nay: (0).
Motion carried.
19-014 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to adopt Resolution No.
19-7700 appointing a member of the Arts and Humanities Commission to serve on the Community
Art and Design Advisory Committee. Aye: (5). Nay: (0). Motion carried.
The City Commission recessed at 5:21 p.m. for a 5 minute break. The meeting resumed at
5:26 p.m.
(7.6) Resolution No. 19-7702 authorizing the Mayor to award the bid to Commercial
Irrigation & Turf, Inc., and enter into an agreement for the Salina Municipal Golf
Course Irrigation project.
Chris Cotten, Director of Parks & Recreation, explained the project, process, fiscal impact
and action options. Michael Schrage, City Manager, stated 100% plans were completed and
submitted as part of the plans and specifications and provided information on a 5%
construction contingency.
Mayor Davis asked for a clarification of the design services costs. Mr. Schrage stated there
were additional design services that staff had added in between meetings. Mayor Davis
asked if the S5,000 would be included in the debt financing of the project. Mr. Schrage
stated yes, the amount would be included in the total for debt financing. Mr. Schrage stated
the project had been reworked to separate the design contract from the construction
contract. He continued to explain the redesign of the project.
A conversation ensued between the City Commission and Mr. Schrage regarding the
project changes.
Scott Carrie, Deputy Director of Parks & Recreation, explained the tables in the original
blue sheet from April 22, 2019 meeting.
A conversation ensued between the Commission, Mr. Schrage and Mr. Carrie regarding the
design costs of the project.
Commissioner Hodges provided her thoughts on the design services cost and the need to
reflect the design costs incurred in the past.
Commissioner Hoppock stated it was common to have the CIP planning item separate
from the actual project. Mr. Schrage stated it had been past practice.
Commissioner Hodges asked if a formal bid process was done for the consultant project.
Mr. Carrie stated an informal bid process was done. Mr. Cotten stated that five (5) firms
were contacted with quotes received from three (3) firms.
Commissioner Hodges provided her thoughts on the process taken for the scope of services
of the project. Mr. Schrage stated by way of the purchasing policy and past practice, this
was not unique, but if there was an ability to recognize progression beyond the initial
purchase price under S20,000, we were starting into a relationship that should be
considered whether we should do an RFQ process, but that had not been our past practice.
Commissioner Hay asked if it was not a best practice to go out and get bids. Mr. Schrage
stated the S20,000 threshold had frequently been the basis for the process for the project. He
continued to state there had been conversations at a staff level on how the process should
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be worked instead of how it had been done in the past.
A conversation ensued between the Commission and Mr. Schrage regarding the purchasing
policy and the options for requests.
Commissioner Hodges provided her thoughts on the process followed for the design
services.
Larry Collins, EC Design Group, provided information on the process, examples of other
golf courses he had worked for in the past, how the project would work and the services
EC Design Group would perform as part of the project.
8 Commissioner Hay stated he did not think the company's credentials were in question at
all.
Mayor Davis stated the issues were not with the credentials but the total expenditures for
the involvement of the company by receiving bidding in a different fashion. Mr. Schrage
stated staff would have completed the project differently
Commissioner Hoppock provided his thoughts on utilizing the same consultant for the full
phases of the project and stated the total budget amount for the consultant was about 4% of
the project.
Commissioner Hoppock stated he had two (2) concerns; (1) with the knowledge on the
level of the plans and (2) the contingency aspect of the project.
Commissioner Hoppock asked if the project was completed and there were coverage
issues, who would be responsible for that. Mr. Collins stated if the system was installed as
designed, EC Design would look to see if there was a manufacturer issue and stated that
was why his company had Errors and Omissions Insurance to cover it if it was EC Designs
fault, but it would ultimately have to be reviewed to determine the needed result.
Commissioner Hoppock asked for the depth of the piping. Mr. Collins provided
information on the types of pipes and how the construction of the system would take place.
Commissioner Hodges stated we really had to heavily value engineered this project for a
quarter of a million dollars. Mr. Collins stated there was always a range when you bid,
between 51.568 million dollars and $1.8 million dollars.
Commissioner Hodges stated she feared that the items that were taken out would be much
needed and would need to be added in the future.
Commissioner Hodges asked what kind of a continued investment would you see us
needing to make in the next 5 to 10 years and would those conversations be needed now.
Mr. Collins stated he felt comfortable on the deductions that were taken out. He continued
to state there was no compromise in the equipment for the 18 hole course. He further
stated he did not think there was anything eminent that would need to be done in the near
future for the course.
Mr. Schrage stated the thought was to replace the 18 hole system and utilize the current
system of the Par 3 and the Driving Range.
Commissioner Hoppock asked if the project would go above the authorized amount how
that would be handled. Mr. Schrage stated as part of Option No. 1, staff had included an
amendment to the Project Authorization.
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a19-0135 Moved by Commissioner Hay, seconded by Commissioner Ryan, to adopt Resolution No. 19-7702
111 authorizing the Mayor to award the bid to Commercial Irrigation & Turf, Inc., and enter into an
agreement for the Salina Municipal Golf Course Irrigation project in the amount of $1,440,314 and
authorizing a 5% project contingency in the amount of $72,016, and amend the Project
LT
= Authorization amount to $1,562,585 to allow additional project costs to be funded through General
w Obligation Bonds.
g.
N Mayor Davis asked if the construction contingency was correct. Debbie Pack, Director of Finance&
Administration, stated the contract and contingency for the consultant would be addressed as a
separate item. Mr. Schrage stated the motion would be to award the construction contract and the
e
U contingency for the construction contract and the bonding authorization would be inclusive of
both contracts and both contingencies. Ms. Pack stated the authorization would be the total
amount available to spend but it was not required to all be spent.
Mayor Davis called the question: Aye: (5). Nay: (0). Motion carried.
(7.7) Resolution No. 19-7703 authorizing the Mayor to execute a Consultant Agreement
for the Salina Municipal Golf Course Irrigation project.
Chris Cotten, Director of Parks & Recreation, explained the project, process, fiscal impact
and action options.
Mayor Davis stated that the contingency amount was elevated from $20,275 to $72,016. Mr.
Schrage stated if you look at the construction contract there was a contingency set aside for
sprinkler heads which was included in the $20,275 contingency.
19-0136 Moved by Commissioner Hay, seconded by Commissioner Hoppock, to adopt Resolution No. 19-
7703 authorizing the Mayor to execute a Consultant Agreement with Erick Christiansen Design
Group, LTD for the Salina Municipal Golf Course Irrigation project in the amount of $48,100, and
authorizing a 5% construction contingency in the amount of$2,155.
Commissioner Hodges stated her vote against the action was not in reflection to the work
performed by EC Design Group, or to do with the history or skill in what the company
does but it does have a direct reflection on how this process was carried out and I think it
should lead to some internal reflections on our own organization.
Mayor Davis stated we were awarding a contract for $48,100 but$5,000 of that was already
spent. Mr. Schrage stated yes, in part, staff was doubling back to ratify the expenditure of
over the S20,000 threshold. A conversation ensued between Mayor Davis and Mr. Schrage
regarding the expenditure.
Aye: (4). Nay: (1) Hodges. Motion carried.
DEVELOPMENT BUSINESS
None.
OTHER BUSINESS
I Commissioner Hoppock stated that we owe Baseball Enterprises an answer in the near
future. He continued to state that it would be necessary to look at the debt of $1 million
dollars and to look at the Transient Guest Tax. He further stated the need to look at the
Parks Master Plan and look at the number of ball fields in the plans and the deferred
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maintenance of the fields.
Mayor Davis asked if there was a list of fields in the proposal. Chris Cotten, Director of
Parks Sr Recreation, stated he had been working on a plan for James Matson Field but had
tnn not discussed that with Baseball Enterprises until he could come up with the numbers.
Michael Schrage, City Manager, stated he had quite a bit of information on this plus
additional items that staff could bring back to next week's meeting as a study session type
conversation.
A conversation ensued between the City Commission, Mr. Cotten, and Mr. Schrage on the
maintenance of the fields, the drainage of the golf course, the drainage issues at Dean Evans
Stadium and Baseball Enterprises proposal.
ADJOURNMENT
19-0137 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 6:40 p.m.
[SEAL] Trent W. Davis, M.D., Mayor
ATTEST:
•
aSh ndiWicks,CMC,City Clerk
I
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