Loading...
02-24-2020 Minutes CITY OF SALINA, KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS February 24, 2020 4:00 p.m. The City Commission convened at 2:00 p.m. for CIP Discussion and 2:30 p.m. for Downtown Arts & Entertainment Ordinance Overview and at 3:45 p.m. for Citizens Forum at City-County Building, Room 107B. Mayor Hoppock asked the Clerk for verification that notice had been sent for today's City Commission meeting. The Clerk replied yes. 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 Michael L. Hoppock (presiding), Commissioners Trent W. Davis, M.D., Rod Franz, Melissa Rose Hodges, 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 February 9-15, 2020 as "VITA Volunteers Week" in the city of Salina. Brenda Gutierrez, Program Director for Salina Area United Way, spoke about the program, a couple of individuals that volunteer with the program introduced themselves. Ms. Gutierrez read the proclamation. Mayor Hoppock asked if there were multiple sites in town. Ms. Gutierrez mentioned the program was located at 145B S. Santa Fe Avenue and noted the hours of operation. CITIZENS FORUM Tyler Certain, 233 N. Kansas, thanked Commissioner Franz for his coffee with a citizen last Saturday and looked forward to another session. He also provided information regarding a pit bull ban that was lifted in Junction City, Kansas. Deborah Corrales, 124 E. Charlotte, provided information on fatalities and dogs in the United States, DNA testing of dogs at the Salina Animal Shelter and asked if one of these dogs was misidentified by the shelter and something would happen, would the City be responsible because they banned this breed but the missed identifying the dog. Michael Schrage, City Manager, stated no,just as a general premise, the law recognized that it was a general attempt and there was no expectation of perfection. He continued to state with respect to the pit bull bases already taken to place, in the courts openly acknowledge that there was some subjectivity to the assessment of the traits of the dogs and there wasn't an expectation of perfection. A conversation ensued between Ms. Corrales and Mr. Schrage regarding DNA testing and court cases. Norman Mannel, Salina, asked what accommodations the City of Salina provided for foreign language for open public meetings. Mr. Schrage stated there were staff members that were bilingual that could assist citizens. Commissioner Davis stated that there were conversations with Salina Media Connections regarding closed captioning once the meeting video was shown on the Salina Media Connection television page for viewing. Page 1 Mr. Mannel also asked what the City of Salina was doing for the flu viruses in the community. Mr. Schrage stated that the City of Salina relied on the health department to handle those matters. Commissioner Davis provided information regarding the types of flu viruses and noted that personal hygiene was the most important. z PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME (5.1) Public hearing authorizing the completion of an application to the Kansas Department of Health and Environment (KDHE) regarding a loan from the Kansas Public Water Supply Loan Fund (KPWSLF) Project No. 2997. 8 (5.1a) Resolution No. 20-7795. Mayor Hoppock opened the public hearing. Martha Tasker, Director of Utilities, explained the project, and fiscal impact. Commissioner Davis asked if the plan was to focus on the areas there were problems or to replace all of the mains. Ms. Tasker stated the focus was on the six (6) inch pipes and the problem areas. She continued to state all of the water mains may not be replaced. Commissioner Franz stated the older cast iron pipes were not having problems no matter the size. Ms. Tasker stated the older cast iron pipes no matter the size were better than the newer pipes installed. She continued to provide information on the problem areas and sizes. Commissioner Hodges stated we were looking at approximately 25 years to 40 years to get all of the six (6) inch pipes replaced. Ms. Tasker stated she thought the project could be completed in 15 to 20 years. Michael Schrage, City Manager, provided information on the strategy staff used on looking at water line and water mains when street work was scheduled to be done in case it could be coordinated. A conversation ensued between the City Commission and Ms. Tasker regarding water main breaks. Mayor Hoppock stated the project was a S2 million dollar project. Ms. Tasker stated it would actually be two (2) $2 million dollar projects. Mayor Hoppock asked from looking at the chart prepared by staff, he noticed in the 2014 to 2016 the state revolving fund was at 2.43% and asked if there was a pre-payment penalty or if the loan could be refinanced. Ms. Tasker stated you can pay those off but she was not had conversations with the Kansas Department of Health & Environment (KDHE) about refinancing a loan. She continued to state you could pay the loan off or do something different without penalties. Mr. Schrage stated staff have had refinancing conversations with bond counsel and can get back with bond counsel to continue that conversation. Norman Mannel, Salina, asked where we were on the air base cleanup. Michael Schrage, City Manager, stated we were currently in mediation with the federal government for the federal government to contribute the bulk of the cost. He continued to state the cleanup was estimated at S68 to 5100 million dollars. There being no further comments the public hearing was closed. ABIs. Tasker listed the action options for consideration. Page 2 I20-0059 Moved by Commissioner Davis, seconded by Commissioner Hodges, to adopt Resolution No. 20- 7795 authorizing the completion of an application to the Kansas Department of Health and Environment (KDHE) regarding a loan from the Kansas Public Water Supply Loan Fund (KPWSLF) Project No. 2997. Aye: (5). Nay: (0). Motion carried. z CONSENT AGENDA 6 W ts (6.1) Approve the minutes of February 10, 2020. B ° (6.2) Award contract for 2020 Microsurfacing, Project No. 20014 to Vance Brothers, Inc. of s Kansas City, Missouri, in the amount of $574,888.37 with a 525,111.63 (4.4%) construction contingency (5600,000 authorization). (6.3) Approve Resolution No. 20-7793 appointing members to various boards and commission. Commissioner Hodges requested that Item 6.2 and 6.3 be removed from the consent agenda. 20-0060 Moved by Commissioner Hodges, seconded by Commissioner Davis, to approve the minutes of February 10, 2020 as presented. Aye: (5). Nay: (0). Motion carried. (6.2) Award contract for 2020 Microsurfacing, Project No. 20014 to Vance Brothers, Inc. of Kansas City, Missouri, in the amount of $574,888.37 with a $25,111.63 (4.4%) construction contingency (5600,000 authorization). I Commissioner Hodges wanted to confirm if the manholes would be adjusted as the project was occurring or as a separate project. Jim Kowach, Director of Public Works, stated the manhole adjustments would be done as part of the projects. He continued to state the manhole adjustment project coming soon would cover the projects from the last couple of years. 20-0061 Moved by Commissioner Hodges, seconded by Commissioner Davis, award to contract for 2020 Microsurfacing, Project No. 20014 to Vance Brothers, Inc. of Kansas City, Missouri, in the amount of 5574,888.37 with a $25,111.63 (4.4%) construction contingency (5600,000 authorization). Aye: (5). Nay: (0). Motion carried. (6.3) Approve Resolution No. 20-7793 appointing members to various boards and commission. Commissioner Hodges felt it was important to disclose and recuse herself from voting for her mother-in-laws position with the Community Art& Design Committee appointment. Mayor Hoppock noted that an appointment was originally on the resolution for the Arts and Humanities Commission but was removed due to an opening listed in error. 20-0062 Moved by Commissioner Ryan, seconded by Commissioner Davis, to adopt Resolution No. 20- 7793 appointing members to various boards and commission. Aye: (4). Nay: (0). Abstained: (1) Hodges. Motion carried. ADMINISTRATION (7.1) Resolution No. 20-7801 setting the date for a public hearing to consider whether a dangerous structure at 320 E. Bond Street shall be condemned and ordered repaired or demolished. Page 3 Sean Pilcher, Building Official, explained the dangerous structure process, property, fiscal impact and action options. 20-0063 Moved by Commissioner Ryan, seconded by Commissioner Franz, to adopt Resolution No. 20- 7801 setting the date for a public hearing to consider whether a dangerous structure at 320 E. Bond Street shall be condemned and ordered repaired or demolished setting April 6, 2020 as the public Z . hearing date. Aye: (5). Nay: (0). Motion carried. ro a (7.2) Resolution No. 20-7809 providing for the acquisition of fire-fighting equipment, providing for the issuance of general obligation bonds of the City of Salina to pay 8 for such equipment and authorization to publish the Notice of Intent. Debbie Pack, Director of Finance & Administration, explained the acquisition, bond issuance, fiscal impact and action options. Commissioner Franz asked what the anticipated term was on the bonds. Ms. Pack stated 20 years and 15 years respectively. Commissioner Hodges stated the current unit would be in reserve for 5 years and asked what would then happen to that unit. Ms. Pack stated her understanding was the current reserve unit would be sold and the current 2000 unit would be put into reserve until the next purchase. Commissioner Franz stated it was noted it was difficult to get parts for the current unit and asked if it made more sense to keep the currently reserved unit instead of the 2000 unit. Ms. Pack stated she could definitely discuss this with fire department staff. ,20-0064 Moved by Commissioner Davis, seconded by Commissioner Hodges, to adopt Resolution No. 20- 7809 providing for the acquisition of fire-fighting equipment, providing for the issuance of general obligation bonds of the City of Salina to pay for such equipment and authorization to publish the Notice of Intent. Aye: (5). Nay: (0). Motion carried. (7.3) Resolution No. 20-7804 terminating the City of Salina subscription recycling program. Jim Teutsch,Operations Manager, explained the program, fiscal impact and action options. Commissioner Hodges asked what the net saving would look like with the reduction in staffing. Mr. Teutsch stated there would be a 50 cent increase for 2020 and no increase in 2021. He continued to note the truck purchase was $145,000 and a worker/driver position was approximately $45,000. Commissioner Franz asked how long a truck lasted. Mr. Teutsch stated ten (10) years. Commissioner Franz stated that would be approximately $14,000 a year. Michael Schrage, City Manager, stated staff had estimated that the actual cost of providing the service was about $19.75 compared to charging S5.50. He continued to state if you look at that difference for 800 customers over 12 months, by his math was 5137,000. Mayor Hoppock stated that amount did not cover the additional costs such as the tipping fees. Jim Kowach, Director of Public Works, stated the position that would be eliminated in the ® transition would be moved over into a similar position and there would not be any layoffs involved. Commissioner Davis provided his thoughts on the discontinuation of curbside recycling, other recycling options, and showed a video regarding recycling. Page 4 I Commissioner Hodges provided her thoughts on recycling and asked if every participant in curbside recycling participated at a 510 level, then the program would pay for itself. Mr. Teutsch stated yes, shifting to 1,000 subscription recycling carts initially and charging each customer $10 a month. He continued to state from an operational standpoint we would be able to expand the number of customers in the program to 2,000. He further stated the w missing math piece was if there would be enough customers interested in paying the higher amount. a Commissioner Davis asked if the question could be added to the upcoming survey. Mr. Ti Teutsch stated he would prefer to have the question as a separate survey but could talk to 8 the cart provider. Mr. Teutsch stated the program was closed and we had not actively advertised the program. Mr. Kowach stated the program was closed as of the study session due to the intent of the commission. A conversation ensued between the City Commission, Mr. Kowach and Mr. Teutsch regarding the curbside recycling program, the outlet for recycling and use of trucks. Mayor Hoppock asked what our life expectancy was for our landfill. Mr. Teutsch stated approximately 150 years. Commissioner Davis asked how much dirt we had to cover. Mr. Teutsch stated there was a shortfall in material but it would be at least 50 years before we would notice the shortfall. He continued to provide information on the process of landfill cell creation and ways to I obtain the shortfall. Commissioner Franz provided his thoughts on recycling and asked how many participated in curbside recycling. Mr. Teutsch stated 798. Commissioner Franz stated that the remaining 19,200 were served by the recycling center. Mr. Teutsch stated yes. Commissioner Franz asked if the almost 800 additional households could be serviced at the drive-thru recycling center. Mr. Teutsch stated absolutely. Commissioner Franz asked if there was more than one private recycling company. Mr. Teutsch stated not that he was aware of. Commissioner Franz asked if we could include in the letter the private recycling hauler. Mr. Schrage stated with it being one provider, he thought it could be included. Mr. Teutsch stated then yes. Commissioner Franz continued to provide his thoughts on the current curbside recycling program and the drive-thru recycling center. Commissioner Davis asked how many participants utilized the drive-thru recycling center. Mr. Teutsch stated approximately 250 per day. Mayor Hoppock stated the drive-thru facility was currently not open every day and could maybe be expanded. Mr. Teutsch stated that staff had been keeping statistics daily with the intent to go to the city manager soon to discuss the hours of operation. Ken Reitz, 1314 Parkwood Drive, provided information on a recycling program that he ran. David Norlin, 608 E. Republic, provided his thoughts on recycling, the need to promote recycling and the house bill on plastic bags. Commissioner Ryan provided his thoughts on the program and the life of the landfill. ,20-0065 Moved by Commissioner Ryan, seconded by Commissioner Franz, to adopt Resolution No. 20- 7804 terminating the City of Salina subscription recycling program. Page 5 Commissioner Hodges provided her thoughts on the curbside subscription recycling program. Commissioner Davis provided his thoughts on the current curbside subscription recycling program, and the amount of trash being produced. Commissioner Franz provided his thoughts on the current program, stated he was a current user of the program and his intended use of the drive-thru recycling center. N $ Mayor Hoppock stated that education was a big part of it and provided his thoughts on the current curbside subscription recycling program. Mayor Hoppock called the question to adopt Resolution No. 20-7804 terminating the City of Salina subscription recycling program: Aye: (4). Nay: (1) Davis. Motion carried. (7.4) Resolution No. 20-7805 directing staff to provide the required 90-day notice and terminate the current agreement with Kanza Organics for processing yard waste for the City of Salina. Jim Teutsch, Operations Manager, explained the program, the agreement, fiscal impact and action options. Commissioner Davis asked what happened to the yard waste taken to the landfill. Mr. Teutsch stated yard waste was considered grass trimmings and brush trimmings and that is not separated from other trash. He continued to state the tree trimmings or brown waste was free to take to the landfill for residential and half price was charged to commercial businesses. Commissioner Davis asked if brown waste was accepted as part of the yard waste program. Mr. Teutsch stated the restriction was lifted on the size of brown waste for the program some time ago and was accepted as part of the program. Commissioner Davis asked if there was a significant storm would the City be able to contract with Kanza Organics. Mr. Teutsch stated that there was a past significant ice storm that a temporary operation was setup on East Crawford Recreation Area to collect the limbs or brown waste and dispose of properly. Commissioner Hodges stated that the current leaf pickup time was not coinciding with the optimal leafs falling and did not know if the timing could be looked at. Mr. Teutsch stated that the program dates were intended to be done prior to the winter season starting. He also stated that staff was willing to look at the program dates and have encouraged citizens to call if a pickup was needed after the leaf pickup truck had been in the neighborhood. Ken Reitz, 1314 Parkwood, provided information on yard waste or brown waste. David Norlin, 608 E. Republic, asked staff if the seasonal nature of yard waste collection was part of the problem with the program. Mr. Teutsch stated the cost of the program was based on the number of tonnage you collect and the more tonnage you collect, the more the program was profitable. He continued to state best way for yard waste to be sustainable was for people to stop collecting it and repurpose it. Mr. Norlin continued to provide his thoughts on a user's point of view on yard waste. Mr. Reitz suggested utilizing a chipper to mulch the limbs periodically and allow citizens to have the mulch. Page 6 Commissioner Hodges stated it was harder than recycling because we have a market for it and it would hasten the need for remediating the methane gas. Mr. Teutsch stated in the next 5 to 10 years we will have to build a system for the methane gas. He continued to provide information on the collection of yard waste. 20-0(166 Moved by Commissioner Ryan, seconded by Mayor Hoppock, to adopt Resolution No. 20-7805 directing staff to provide the required 90-day notice and terminate the current agreement with Kanza Organics for processing yard waste for the City of Salina. Aye: (3). Nay: (2) Davis, Hodges. N Motion carried. (7.5) Resolution No. 20-7808 establishing sanitation refuse collection and Salina Drive- Thru Recycling Center (SDRC) rates effective as of the first billing cycle beginning April 1, 2020, not previously approved in the latest Comprehensive Fee Schedule of the City of Salina. Jim Teutsch, Operations Manager, explained the program, the agreement, fiscal impact and action options. Commissioner Hodges asked what the threshold would be for revisiting the transporting to Stutzman's and the types of recycling materials we are collecting. Mr. Teutsch stated that staff would need to come before the City Commission again to discuss some other options. Commissioner Franz asked how many trips we make in a year to the material recovery facility (MRF). Mr. Teutsch stated approximately 75 trips. Commissioner Franz asked how close we were to operating our own MRF. Mr. Teutsch stated not close, it would require at least 10,000 tons a year and it would not be feasible for us in the near future. Ken Reitz, 1314 Parkwood, provided his thoughts on recycling collection. 20-0067 Moved by Commissioner Ryan, seconded by Commissioner Davis, to adopt Resolution No. 20- 7808 establishing sanitation refuse collection and Salina Drive-Thru Recycling Center (SDRC) rates effective as of the first billing cycle beginning April 1, 2020, not previously approved in the latest Comprehensive Fee Schedule of the City of Salina. Aye: (5). Nay: (0). Motion carried. (7.6) Sanitation Trucks and Carts (7.6a) Resolution No. 20-7818 providing for the issuance of general obligation bonds to pay for six (6) fully automated refuse trucks and authorization to publish the Notice of Intent. (7.6b) Resolution No. 20-7806 authorizing the Mayor to sign an agreement to purchase six (6) fully automated refuse trucks. (7.6c) Resolution No. 20-7807 authorizing the Mayor to sign an agreement to purchase new 95-gallon refuse carts. Jim Teutsch, Operations Manager, explained the program, the agreement, fiscal impact and action options. Commissioner Davis asked what the material the seats were made out of. Mr. Teutsch stated cloth and noted a staff error regarding the seat type in the bids documents. Adam Hlad, Summit Truck Group, asked if the City Commission had any questions regarding the chassis portion of the bids and provided information on additional options and value to the trucks that Summit Truck Group could provide. Paige 7 Ken Reitz, 1314 Parkwood, provided his thoughts on the trucks and amount of trash collected. Commissioner Davis asked if Mr. Hlad's point was a consideration in the bidding or a deficiency in the other trucks. Mr. Teutsch stated it was not something staff looked at but we welcome his input because it was an additional feature. He continued to state it was a feature that was used on landfill equipment now and it was a technology application that allows the technician to identify faults before the driver did and it allowed code revisions to the system, if necessary, and over time could help reduce the cost of maintenance. He 73 further stated the program was not included in the specifications for the bid primarily because that company was the only one that offered the service and staff did not want to eliminate any potential bidders because of the program. Commissioner Hodges stated that she had forwarded an email regarding a small community that was looking at acquiring possibly 100 of our old carts to recycle for their own city and didn't know if staff had been able to connect with that gentleman. Jim Kowach, Director of Public Works, stated that the way the bids were setup, the carts were not our property and were to be disposed of by the low bidder. He continued to state that if the lower bidder didn't want to return the carts or recycling them as they were required to do, that another community would be interested in reusing them and reuse of the carts was acceptable to staff. Mr. Teutsch stated that staff would absolutely pass that information on to Schaffer. Commissioner Franz asked if an education program on the new trash program was 1 developed. Mr. Teutsch stated that staff had drafted a staff position for an E3 coordinator that would need to go through the processes for establishing the position. Mayor Hoppock asked when staff expected delivery of the trucks and carts. Mr. Teutsch stated about a year but the general obligation bond protest period could move that timeframe. Commissioner Hodges asked if the specific type of truck would commit us to a single source collection. Mr. Teutsch stated the model of single stream collection was the market standard. Commissioner Davis asked if the carts being black would be hard to see. Mr. Teutsch stated that he had not known of a community that a black cart was not a problem. He continued to state the company that the City of Salina had used went out of business and the current new carts were black. Commissioner Davis asked which side of the road the driver would drive on. Mr. Teutsch stated the trucks were equipped to allow the driver to sit on either the left or right side. 20-0068 Moved by Commissioner Ryan, seconded by Commissioner Davis, to adopt Resolution No. 20- 7818 providing for the issuance of general obligation bonds to pay for six (6) fully automated refuse trucks and authorization to publish the Notice of Intent. Ave: (5). Nay: (0). Motion carried. 20-0069 Moved by Commissioner Ryan, seconded by Commissioner Franz, to adopt Resolution No. 20- 7806 rejecting the bids from Downing Sales and Service as they are considered non-responsive and authorizing the Mayor to sign an Agreement to purchase of six (6) fully automated side-load refuse trucks from Elliot Equipment Company for a total price of 81,553,584.00. Aye: (5). Nav: (0). Motion carried. Page 8 20-0070 Moved by Commissioner Ryan, seconded by Commissioner Hodges, to adopt Resolution No. 20- I7807 rejecting the bids from Toter, LLC for not bidding to recycle the existing carts, rejecting the Bids from Otto Environmental Systems North America, Inc. for not meeting the specifications, and authorizing the Mayor to sign an agreement with Schaefer Systems International, Inc. to purchase = and deliver approximately 18,800 refuse carts at a unit cost of $46.77, collect and recycle w approximately 22,000 existing carts at the unit price of$6.99, for a total of$1,033,056.00, with a 10% contingency of $103,305.60, (total authorization for $1,136,361.60). The number of new carts N purchased and old carts collected may be adjusted higher or lower to account for the actual number of carts determined in the customer survey. Aye: (5). Nay: (0). Motion carried. The City Commission recessed at 6:57 p.m. for a 8 minute break. The meeting resumed at 7:05 p.m. (7.7) Resolution No. 20-7819 authorizing the Mayor to execute an agreement with Saline County addressing the prisoner housing, emergency dispatch and related services. Michael Schrage, City Manager, explained the agreement, staff working group, fiscal impact and action options. Commissioner Franz commended staff for trying to develop a better plan and hoped for a better outcome. Commissioner Davis asked if there was any reason why the county provided for routine health care and we covered the emergency services. Mr. Schrage stated there were statutory obligations that required the arrangement as it was. 20-0071 Moved by Commissioner Hodges, seconded by Commissioner Franz, to adopt Resolution No. 20- 7819 authorizing the Mayor to execute an agreement with Saline County addressing the prisoner housing, emergency dispatch and related services. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS (8.1) Application #Z19-11, (filed by Lee Haworth Construction Co., Inc.) requesting a change in zoning district classification from A-1 (Agricultural) to R-1 (Single-Family Residential) on a 9.82 acre tract of land located on the north side of Cedar Ridge Drive between Grand Prairie Addition and the Briargate Addition south of the Salina Municipal Golf Course. (8.1a) First reading Ordinance No. 20-11028. Dean Andrew, Director of Planning, explained the request, public utilities, Planning Commission recommendation and action options. Commissioner Franz asked what the average lot size was in the proposed development. Mr. Andrew stated 10 to 12 thousand square feet. He continued to state the lot sizes were less than Cedar Ridge Addition and Grand Prairie Addition. Bob Haworth, 913 Twin Oaks Drive, asked for the item to be considered for a zoning change and thought it was the best use of the area. I Mayor Hoppock asked if it would be done in two (2) phases. Mr. Haworth stated possibly, he might try to do it in one (1) phase. 20-0072 Moved by Commissioner Davis, seconded by Commissioner Hodges, to pass Ordinance No. 20- 11028 on first reading changing the zoning district classification from A-1 (Agricultural) to R-1 Page 9 (Single-Family Residential) on a 9.82 acre tract of land located on the north side of Cedar Ridge Drive between Grand Prairie Addition and the Briargate Addition south of the Salina Municipal Golf Course. Aye: (5). Nay: (0). Motion carried. OTHER BUSINESS Commissioner Davis mentioned potholes on Magnolia at the I-135 overpass. Commissioner Hodges thanked Chief Nelson for responding to her questions regarding parking in the center lanes downtown. She also thanked Lauren Driscoll for her response. Commissioner Franz asked if delivery drivers could park in the center lane. Jim Kowach, Director of Public Works, stated yes. ADJOURNMENT 20-0073 Moved by Commissioner Ryan, seconded by Commissioner Davis, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 7:32 p.m. [SEAL] Michael L. Hopp ck, Mayor ATTEST: 1n0Lau Shandi Wicks, CMC, City Clerk I Page 10