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11-25-2019 Minutes CITY OF SALINA,KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS November 25,2019 4:00 p.m. The City Commission convened at 2:30 p.m. for Discussion on our State Legislative Priorities and at 3:45 p.m.for Citizens Forum at City-County Building,Room 107. ti Mayor Davis asked the Clerk for verification that notice had been sent for today's City Commission meeting. The Clerk replied yes. T 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.,and 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. Absent: Commissioner Melissa Rose Hodges AWARDS AND PROCLAMATIONS None. CITIZENS FORUM Deborah Corrales, Salina, read some stories regarding pit bulls. She asked for financial statements, time and costs to care for the animals and transportation costs to transport the animals and if staff had contacted experts to answer commissioner questions. Michael Schrage, City Manager, stated financial statements were available, the detail of information on time and cost to care for the animals and the transportation costs were not detailed out to be able to provide. He continued to state staff was putting together information from outside experts but staff did not have outside experts planning to attend. Ms. Corrales asked if she had outside experts willing to come to the meeting and answer questions of the commission, would that be allowed. Mr. Schrage stated they could speak during the citizen's forum on the agenda item. James Vint, 1115 Andrew Avenue, provided information on the increase in his City and County property taxes by almost 18%. Norman Mannel,Salina,provided his thoughts on property taxes and tax increases. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the special meeting minutes of November 13,2019. (6.2) Approve the regular meeting minutes of November 18,2019 Page 1 19-0364 Moved by Commissioner Ryan, seconded by Commissioner Hay, to approve the consent agenda as presented. Aye: (4). Nay. (0). Motion carried. ADMINISTRATION (7.1) Resolution No. 19-7773 designating official depositories for city funds, providing authority for wire transfers, providing for authorization of check signers and authorizing securities purchases and sales. Debbie Pack, Director of Finance and Administration, explained the request, state statute, fiscal impact and action options. Commissioner Hoppock mentioned the credit unions in town and asked if they needed to be added to the list. Ms. Pack stated the state statute required that banks, savings and loans be listed but if the credit unions met the qualifications,staff could add them to the list. 19-0365 Moved by Commissioner Hay, seconded by Commissioner Hoppock, to adopt Resolution No. 19- 7773 designating official depositories for city funds, providing authority for wire transfers, providing for authorization of check signers and authorizing securities purchases and sales. Aye: (4). Nay: (0), Motion carried. (7.2) Receive and review the 2015 Audit Report from Mize Houser and Company. Debbie Pack,Director of Finance and Administration,summarized the audit. Commissioner Ryan asked what other cities of the first class were doing. Ms. Pack stated it was typical for the cities of the first class to have their commission accept the audits. Commissioner Hoppock asked if a target date could be set for when the audits would go before the commission to allow the City Commission and staff to both know when the anticipated date would be. 19-0366 Moved by Commissioner Ryan, seconded by Commissioner Hay, to receive the 2015 Audit Report as presented. Aye: (4). Nay: (0). Motion carried. (7.3) Award contract for installation of LED lighting on various park shelters and restrooms. Jeff Hammond, Deputy Director of Parks and Recreation, explained the project, bids received,the master plan project rankings,fiscal impact and action options. Commissioner Hay asked if the vandalism in the parks was still on the rise or had it declined, Rick Martin, Parks Superintendent, stated it was cyclic and would occur more in the summer, He continued to state lighting was updated to LED with dawn and dusk sensors at an Indian Rock Park shelter and at Centennial Park and the vandalism had decreased at Indian Rock. He further stated that vandalism in Centennial Park had been minimal. 19-0367 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to accept bid from Gleason and Sons Signs, Inc. to complete all work to remove old light fixtures and bulbs and replace with LED lights and fixtures and other materials associated with the conversion in the amount of $18,223. Aye: (4). Nay: (0). Motion carried. (7.4) Award contract for installation of standing seam metal roofs on various park shelters and restrooms. Page 2 Jeff Hammond, Deputy Director of Parks and Recreation, explained the project, bids received,the master plan project rankings,fiscal impact and action options. Commissioner Hoppock asked what the warranty on the roof covered. Mr. Hammond stated it would cover all damage to the roof. Mayor Davis asked how falling tree limbs would be covered. Rick Martin, Parks Superintendent, stated the property insurance would be used to cover the damage. He also stated that there were structures that currently had those type of roof structures and the roof structures seemed to be holding up well. i Commissioner Hoppock asked how the roofs would stand up to hail. Mr. Martin stated the current roofs on the structures replaced a few years ago were in good shape and did not have scratches or damage. He continued by stating that the hail would cause dents to the roofs. Norman Mannel, Salina, asked for information on the bids received and the amount of the bids. Mayor Davis stated there were two (2) bids, low bid was for $93,816 and the second bid was for$114,341 with approximately$21,000 difference, 19-0368 Moved by Commissioner Ryan, seconded by Commissioner Hay, to accept bid from Midwest Siding to complete all work to remove old roof and replace with metal roofs in the amount of $93,816. Aye: (4). Nay: (0). Motion.carried. (7.5) Resolution No. 19-7769 amending the 2019-2023 Capital Improvement Program for the City of Salina, Kansas to reallocate Parks Improvement Funds for the Dean Evans Drainage Project and allocating the expenditures to the Special Sales Tax Fund for Parks and Recreation Improvements. Chris Cotten, Director of Parks & Recreation, explained the project, the reallocation, fiscal impact and action options. Commissioner Hoppock asked if this would be done even if we were not having conversations with Baseball Enterprises. Mr. Cotten stated the project would need to be completed even if the conversations were not happening with Baseball Enterprises. He continued to state that staff had been working on the problems prior to conversations with Baseball Enterprises. Commissioner Hay stated the amount was a lot less than the amount discussed in the past. Mr. Cotten stated the project had been value engineered to bring the project cost down. Commissioner Hoppock stated it addressed the water drainage issues at Dean Evans Stadium and asked how it would help the other fields. Mr. Cotten stated the drainage project for Dean Evans Stadium would not help the drainage issues for the other fields but stated that there had been some work done to help with the water drainage but there would be additional work that would need to occur in the future. Michael Schrage, City Manager, provided additional information on the project scope and plan to fix the water drainage problem, Mayor Davis asked if the water coming up from below would be addressed as well. Mr. Cotten stated the under drain would catch the water to remove it. Mr. Schrage also provided detailed information on the project plans to drain the water. 19-0369 Moved by Commissioner Ryan, seconded by Commissioner Hay, to adopt Resolution No. 19-7769 amending the 2019-2023 Capital Improvement Program for the City of Salina, Kansas to reallocate Page 3 Parks Improvement Funds for the Dean Evans Drainage Project and allocating the expenditures to the Special Sales Tax Fund for Parks and Recreation Improvements. Aye: (4). Nay: (0). Motion carried. i' DEVELOPMENT BUSINESS (8.1) Consider request (from Brad Blochlinger) to modify Section 2 of the Protective Covenants in the Holiday Resort Addition as it applies to property he owns, at 142 S. Eastmoor Drive,in the Holiday Resort Addition. Michael Schrage, City Manager, stated that staff had some additional information regarding the item that may cause the item to be moved to a future agenda. He continued by stating information was needed on the status of the homeowners association and their role. Dean Andrew, Director of Planning explained the Protective Covenants and the uniqueness of the City Commission s role in the Protective Covenants. Commissioner Hoppock asked that copies of the actual covenants restrictions be attached to the agenda item when the agenda item comes back to us. Mr. Schrage stated staff to do that. Commissioner Hoppock asked if staff could provide any history or background on the City Commission's involvement in the past. Mr. Schrage stated that staff could look to see what they could find on the topic in the past. Mayor Davis asked where in the process of buying a house, where would a buyer be notified of the covenants. Commissioner Hoppock stated at the time of closing, a list of commitments including covenants, restrictions and conditions, the plat, building setbacks, easements to name a few would be listed as exceptions. He continued to state that the real estate agent would typically go over this with the buyer. Mayor Davis asked if staff had a date to postpone the item to. Mr. Schrage stated staff thought it would be best to postpone the item to allow staff to conduct the research necessary and return the item to the City Commission at a later date. 19-0370 Moved by Commissioner Ryan, seconded by Commissioner Hay, to postpone to a time to allow staff to conduct the research necessary on the item and return the item to the City Commission at a later date. Aye: (4). Nay: (0). Motion carried. (8.2) Amended Application #Z19-5A, (filed by the Salina City Planning Commission), requesting amendment of Sections 42-503(l) and 42-504 of Salina's Sign Regulations to clarify what types of signs are and are not allowed in the public right-of-way. (Returned to Planning Commission for reconsideration at the Commission's October 21,2019 meeting). (8.2a) First reading Ordinance No. 19-11020. Dean Andrew, Director of Planning explained the amended application, exceptions, Planning Commission recommendation,and action options. Commissioner Hoppock asked if the signs at the Salvation Army and Martin Luther King, Jr. Child Care Center would be in or out of compliance with this change. Mr. Andrew stated they would be in compliance. Page 4 Commissioner Hoppock asked if there were currently any advertising on bus stops that were on collector and arterial streets. Dustin Herrs, City Planner, stated that the inventory of existing advertising signs given to staff by OCCK showed all of the advertising signs facing an arterial street. Commissioner Hay stated he thought a bus stop with advertising signs was located on W Highland. Mr. Herrs stated that OCCK provided staff with a list of bus stops with advertising and staff had reviewed that list and determined that there were two (2) bus Q? stops on Santa Fe Avenue that had advertising signs. Commissioner Ryan asked if he heard correctly that OCCK did not plan to continue their advertising signs on the bus stops. Mr. Andrew stated yes,OCCK does not plan to continue their advertising program at this time but this text amendment would cover the bus locations if they wish to continue it in the future. 19-0371 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to pass Ordinance No. 19- 11020 amending Sections 42-5030) and 42-504 of Salina's Sign Regulations to clarify what types of signs are and are not allowed in the public right-of-way on first reading. Aye: (4). Nay: (0). Motion carried. OTHER BUSINESS Mayor Davis stated the National Aerobatic Contest was held in the community in September and the contest went so well that they plan to return to the community next year. Mayor Davis mentioned that the lighting of the downtown streetscape overhead structures on Saturday looked good and staff did a great job. Michael Schrage, City Manager, stated he had told both Jim Kowach, Director of Public Works and Dan Stack, City Engineer, personally the appreciation of their hard work on the downtown streetscape project and keeping the project in budget but wanted to do it publicly as well. (9.1) Request for executive session(trade secrets). I move the city commission recess into executive session for minutes to discuss the subject of specific economic development prospects based upon the need to discuss data relating to financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships pursuant to K.S.A. 75- 4319(b)(4). The open meeting will resume in this room at p.m. 19-0372 Moved by Commissioner Hoppock, seconded by Commissioner Hay, to recess into executive session for 20 minutes to discuss the subject of specific economic development prospects based upon the need to discuss data relating to financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships pursuant to K.S.A. 75-4319(b)(4). The open meeting will resume in this room at 5:18 p.m. Aye: (4). Nay: (0). Motion carried. The City Commission recessed into executive session at 4:58 p.m. and reconvened at 5:18 p.m. No action was taken. Also present in executive session: Tim Rogers, Airport Authority Executive Director; Mitch Robinson, Salina Community Economic Development Organization, Inc. Executive Director, Greg Bengtson, City Attorney; Mike Schrage, City Manager; and Jacob Wood, Deputy City Manager. Page 5 (9.2) Request for executive session(legal). I move the city commission recess into executive session for — minutes to discuss the subject of confidential mediation with representatives of the U.S. Department of Justice and U.S. Army Corps of Engineers associated with pending litigation in U.S. District Court relating to the former Schilling Air Force Base environmental matter w with environmental counsel for the Salina Public Entities and the City's 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. H C O U 19-0373 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, to recess into executive session for 30 minutes to discuss the subject of confidential mediation with representatives of the U.S. Department of Justice and U.S. Army Corps of Engineers associated with pending litigation in U.S. District Court relating to the former Schilling Air Force Base environmental matter with environmental counsel for the Salina Public Entities and the City's 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 5:50 p.m. Aye: (4). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:20 p.m. and reconvened at 5:50 p.m. No action was taken. Also present in executive session: Tim Rogers, Airport Authority Executive Director; Greg Bengtson, City Attorney; Mike Schrage, City Manager; and Jacob Wood, Deputy City Manager. (9.3) Request for executive session(personnel). I move the city commission recess into executive session for _ minutes to discuss the City Manager's performance evaluation 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. 19-0374 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, to recess into executive session for 10 minutes to discuss a non-elected employee's performance and 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 6:02 p.m. Aye: (4). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:52 p.m. and reconvened at 6:02 p.m. No action was taken. Also present in executive session: Mike Schrage, City Manager and Greg Bengtson, City Attorney. ADJOURNMENT 19-0375 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (4). Nay: (0). Motion carried. The meeting adjourned at 6:04 p.m. Page 6 [SEAL] Trent W. Davis,M.D.,Mayor ATTEST: Shandi Wicks,CMC,City Clerk z a ue C N V O e U Page 7