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03-30-2020 Minutes CITY OF SALINA,KANSAS SPECIAL MEETING OF THE BOARD OF COMMISSIONERS March 30,2020 2:30 p.m. Mayor Hoppock asked the Clerk for verification that notice had been sent for today's City Commission meeting. The Clerk replied yes. The Special Meeting of the Board of Commissioners was called to order at 2:30 p.m. in Room 107, City-County Building. Roll call was taken followed by the Pledge of Allegiance and a moment of silence. U 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; Greg Bengtson, City Attorney; and Shandi Wicks, City Clerk. Michael Schrage,City Manager, asked staff to verify the audio for the conference call, audio and video from Salina Media Connection and audio and video on YouTube Live were all working. Scott Gardner, Director of Continuous Process Improvement, verified that the audio for the conference call was working, the audio and video from Salina Media Connection was working and the audio and video for YouTube Live. Mr. Schrage stated the Mayor would need to read the agenda items and there was a potential for the need for an executive session which due to the social distancing requirement the executive session would need to occur in Room 107 with the audio and video muted. CITIZENS FORUM None. CONSENT AGENDA (4.1) Approve the minutes of March 23,2020. 20-0100 Moved by Commissioner Hodges, seconded by Commissioner Ryan, to approve the consent agenda as presented. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION (5.1) First Reading Ordinance No. 20-11031 establishing a temporary moratorium on future building permits in the Grand Prairie Addition in the City of Salina,Kansas. (5.1a) Declare a compelling public purpose exists to allow first and second reading on the same day. (At the discretion of the Governing Body). (5.1b) Second reading Ordinance No. 20-11031. (At the discretion of the Governing Body). Lauren Driscoll, Director of Community & Development Services, explained the timeline of events, Planning Commission action, current subdivision regulations, impact of moratorium on subdivision and action options. Page 1 Commissioner Davis asked if this was establishing the temporary moratorium or extending the same moratorium. Ms. Driscoll stated that the old moratorium would end and the new moratorium would start. Commissioner Hodges asked if there would be a point that lacking action through the Planning Commission would either nullify or approve the replat application. Ms. Driscoll w stated that there was a timeline through the state statutes and that legal counsel might want to speak to it. Greg Bengtson, City Attorney, stated the statute that related to any scenario where you would have a plat that would be deemed approved on the basis of lack of action by the 8 Planning Commission. He continued to state that had to occur in a context where there was no basis for the applicant to know why action was not taken. He further stated this circumstance, as unique as it may be, there was sufficient evidence that was clear to the applicant and I understand the applicant understood why final action by the Planning Commission had not been taken. He also stated in this particular situation the statute would be inapplicable and stated the statute referred to plats and not to replats, it was a fine distinction but a distinction that was made in the statute. He lastly stated he thought the matter would just proceed as circumstances allowed. Commissioner Hodges provided a scenario that the applicant had building permits lined up and was ready to proceed and asked staff what would happen in that scenario. Ms. Driscoll stated that she did not have an answer for that at the moment, since the governor's order for 30 days and the county's order just happening, it had created kind of a new timeline. She continued to state that was why she was recommending 60 days versus 30 days. She also stated that staff was trying to figure out what a new normal for business looked like and how we could conduct public business and try to keep things moving forward. Michael Schrage, City Manager, stated the first priority would be to not have the application approved or denied automatically but would continue to work with the applicant and verify their receptivity to the approach but if it would become imminent that staff thought statutorily or procedurally it looked like our hands were tied, then yes, staff would either pursue some type of virtual meeting that was compliant with the directives that were in place at the time. He lastly stated the most conservative approach would be to go ahead and deny the application to prevent a proceeding until staff felt comfortable developing a process that was inclusive. Mayor Hoppock stated with this being a new moratorium, he did not see where we were establishing a time period of 60 days and asked if he missed it. Mr. Schrage stated in Section 2 of the ordinance it stated there was hereby established a 60 day moratorium. Mayor Hoppock stated he didn't see it in the motion, which was why he asked. He continued to state he wanted to make sure the public knew the conversation was for a 60 day moratorium since the actual motion did not address it. Ms. Driscoll stated the information included in the newspaper publication read: a 60-day temporary moratorium on future building permits in excess of 35 total building permits in phase I and II of the Grand Prairie Addition. Commissioner Ryan asked if the approved and pending permits were the same as before. Ms. Driscoll stated there were now two (2) permits pending. Commissioner Franz noted the staff report noted 28 permits issued and 2 permits pending Page 2 and the ordinance stated 29 permits were approved and asked for clarification. Ms. Driscoll stated there were 29 permits approved with one (1) pending pickup. Christy Carlson, Salina, asked if the City Commission received a couple emails from citizens regarding the request. She continued to state that the neighbors agreed that a 60- day moratorium was the best way to move forward. 20-0i 1 Moved by Commissioner Davis, seconded by Commissioner Hodges, to pass Ordinance No. 20- 11031 establishing a temporary moratorium on future building permits in the Grand Prairie Addition in the City of Salina,Kansas on first reading. Aye: (5). Nay: (0). Motion carried. 20-0102 Moved by Commissioner Davis, seconded by Commissioner Hodges, to declare a compelling public interest exists for second reading approval of Ordinance No. 20-11031 on the same day as the first reading. Aye: (5). Nay: (0). Motion carried. 20-0103 Moved by Commissioner Davis, seconded by Commissioner Hodges, to adopt Ordinance No. 20- 11031 on second reading. A roll call vote was taken. Aye: (5) Davis, Franz, Hodges, Ryan, Hoppock. Nay: (0). Motion carried. (5.2) Financial Discussion Continued. Michael Schrage, City Manager, provided information related to budget, revenue sources, impact on the revenue sources and identifying cost savings. Debbie Pack, Director of Finance & Administration, explained the financial statement as of February 29,2020, and the revenue sources. Commissioner Franz stated that the distribution of property tax received was called first half but what was probably received was 70% of those this year due to the first distribution being larger and the impacts on delinquencies may not be a big deal until 2021. Ms. Pack stated we typically do see a bigger collection in the December distribution because citizens have the option to pay their property taxes through escrow and that was being collected prior to this distribution. Michael Schrage, City Manager, suggested a pause at the end of each slide to allow for conversation. Ms. Pack continued to explain the franchise fees, interfund transfers, EMS and fees and charges. Mr. Schrage provided information on the supplement bill on unemployment, delays in due dates on property taxes,and the EMS volume. Commissioner Hodges asked what the interfund transfers were for. Ms. Pack stated they were transfers from water funds to the general fund. Ms. Pack continued to provide information regarding the motor vehicle tax. Mayor Hoppock asked what the delay on motor vehicle licenses was. Ms. Pack stated that she was only aware that the delay was for 60 days and it was not more specific than that. Ms. Pack continued to provide information regarding Municipal Court, licenses and permit fees, grants,other taxes and investment income. Mayor Hoppock asked if investment income held as CD's were being held as reserve or what were those actually. Ms. Pack stated staff reviewed all funds in general and invest it Page 3 as the cash flow would allow it. Commissioner Hodges asked what the total was on transfers into the general funds. Ms. Pack stated approximately $4 and $5 million dollars a year and continued to explain how interfunds worked. Commissioner Hodges asked how the interfund transfers were determined. Ms. Pack stated there was typically an overhead analysis performed to create a matrix. She continued to state the franchise fees were consistent with the franchise fees charged by other municipalities. Mr. Schrage provided additional information regarding how interfunds 0 were handled. U A conversation ensued between Commissioner Hodges, Ms. Pack and Mr. Schrage regarding how interfund transfers work and what they were funding. Commissioner Franz stated the overhead expense was based on the number of employees and the budget amount and stated the numbers were similar each year so the amount used was the same each year. Mr. Schrage stated the risk management was based on the insurance costs. Ms. Pack continued to provide information regarding the other funds. Commissioner Hodges asked if there was an overall calculation on the amount of savings. Mr. Schrage stated that he had asked staff and we were not to that point yet and cancellation of the river festival had a small cost savings. Commissioner Franz stated the river festival generally broke even but there was need to think about the staff time used to put the event together and tear it down. Commissioner Franz stated a concern regarding Tony's Pizza Events Center and the transient guest tax being really soft and there not being a direct control on the operation of the facility. He continued to state the need to push Tony's Pizza Events Center on their limit of exposure. Mr. Schrage stated Spectra had reached out to staff and asked for approval on items and staff would need to review the contract. He continued to state the venue had cancelled all recent events. Commissioner Franz noted the need for less part- time staff when no events were happening. Commissioner Franz asked how the golf course was being operated. Mr. Schrage stated the facility was closed just prior to the meeting and explained the reasoning for the closure. He continued to state there was still a need to maintain the facility. He further stated some potential need for subsidizing the facility. Commissioner Hodges stated that amount of staff time to maintain the soccer complex was large for what appears to be little use of the facility and the potential need to reduce the maintenance and send the resources elsewhere. Mr. Schrage stated that his priority was the safety of the employees and developing an approach to develop teams to maintain the facilities. Commissioner Hodges provided her thoughts on the need to look at the parks master plan and to look at spending time on items on the plan with keeping the employee's safe. Mr. Schrage stated essential staff was developed based on trash pickup and mowing but if choices needed to be made,utilizing the plan would be an option. Ms. Pack continued to provide information regarding long-term debt obligations. Susan Trafton, Tony's Pizza Events Center Executive Director, provided information on the Page 4 effects of the COVID-19 pandemic and the cost-saving measures they have taken. Ms. Pack continued to provide information regarding bond payments, sources of revenue and STAR Bond information. Commissioner Hodges stated the transient guest tax was even more in arrears because it was done quarterly. Ms. Pack stated the collection in July for the April, May, and June would be the ones that would be the most impacted. Commissioner Hodges asked at what point would we start to have conversations about the funding source to cover the bond payments. Mr. Schrage stated we would only receive revenue until year end to know if it could be redirected to cover STAR Bonds. Ms. Pack stated that staff was already having conversations with the financial advisors during the current bond issuance. Mayor Hoppock stated based on what STAR Bonds were used for, this was not unique. Commissioner Franz asked if the generated tax was based on the district as a whole. Mr. Schrage stated it was for the district as a whole for the entire year. Mayor Hoppock stated based on the baseline, we should know where we were at. Ms. Schrage stated that was correct. Ms. Pack continued to provide information regarding sales tax capital fund. Commissioner Franz asked if the 26% was for two (2) months or three (3) months. Ms. Pack stated three (3) months. Ms. Pack continued to provide information regarding the sales tax capital commitments. Commissioner Hodges asked if they all were internal commitments to the organization with the exception of the economic development fund and the Lee Building. Ms. Pack stated that was correct. Commissioner Hodges provided her thoughts on the economic development fund and that the Salina Community Economic Development Organization, Inc. was aware of the ramifications. Mr. Schrage stated the debt was committed outside the organization. Ms. Pack stated that if the City Commission decided to not fund any of the commitments from sales tax it would need to be funded by property tax. Ms. Pack continued to provide information regarding the funding that must be spent in 2020. Mayor Hoppock asked if this included the signal on Ohio. Mr. Schrage stated the KDOT trail grant funding was for the YMCA/Ohio hike/bike trail and would welcome a motion from the commission sooner rather than later. He also stated that he was hoping to get an idea of the direction the City Commission would like to go for staff to bring an agenda item back for action next Monday. Commissioner Franz provided his thoughts on the pandemic and reducing expenses of the sales tax money and his thoughts on the added signal on Ohio for the hike/bike trail. Mr. Schrage stated there was an additional $400,000 in federal fund exchange money was available due to the math errors by the State of Kansas. He continued to list the projects that were underway and the uses of the federal fund exchange money. Jim Kowach, Director Public Works, stated that the federal fund exchange money was project specific. He also noted the projects staff would suggest completing: Santa Fe, storm sewers along Mulberry,Crack Sealing, Manhole Repairs. Page 5 Commissioner Franz stated it might be best to look at the KDOT Trail Grant and whether we wanted to do that or not. Mayor Hoppock asked for a consensus of the City Commission. 20-01404 Moved by Commissioner Franz, seconded by Commissioner Hodges, to politely decline the KDOT Trail Grant given our current circumstances with regard to the COVID-19 pandemic and the necessity of preserving our sales tax funds for purposes that will become apparent. Aye: (5). Nay: (0). Motion carried. Mayor Hoppock asked if the federal fund exchange needed to be acted on today or could that wait. Mr. Schrage stated that staff could prepare the item for next Monday's meeting. Ms. Pack continued to provide information regarding the projects to consider. Mr. Schrage stated conversation could occur for the status of the project generally but more detailed information would need to be discussed in executive session. Commissioner Davis suggested generic conversations may be best first. Ms. Pack continued to provide information regarding the projects well under way. A conversation ensued between the City Commission and Ms. Pack regarding the Police Training Center project. Ms. Pack continued to provide information on the Golf Course Irrigation Project, the Water Plant,River Renewal Design, and the Downtown Streetscape project. Commissioner Franz noted the Downtown Streetscape project, it listed a total amount of the project was about $11.9 million dollars and we've paid out $11.3 million dollars and we're anticipating spending another million and stated the project was going to run over. Ms. Pack stated the contract amount was the contract that was issued with the contractor and the cost to date could include financing costs or additional costs. Ms. Pack continued to provide information on the projects that had been approved by the City Commission and given Notice to Proceed and fully executed contracts. Commissioner Hodges asked if the Mulberry Storm Sewer project would be paid for using federal fund exchange money, it would no longer be listed under the gas tax fund. Dean Evans Drainage project coming out of sales tax and asked what may come out of the season. Mr. Schrage stated mass gatherings must be permissible along with part-time staffing. A conversation ensued between the City Commission and Mr. Schrage regarding the Dean Evans Drainage project. Ms. Pack explained the projects that had been approved by the City Commission and have fully executed contracts. Commissioner Franz stated that the discussion on the automated sanitation trucks and refuse carts would need to be done in executive session. Ms. Pack stated yes. Commissioner Franz stated to add those to the list. Ms. Pack explained the projects that had been approved by the City Commission but contracts have not been completely signed and projects that had been bid but not yet awarded or projects not yet out for bid. Commissioner Hodges asked how much the fine was. Ms. Pack stated$67,000 dollars. Page 6 Mr. Schrage provided information on the Price Property - flood damaged access road repair. Mayor Hoppock asked if it was a one-time fix. Mr. Schrage stated staff was hoping it would be a one-time fix. Commissioner Ryan asked what the Greenway Trail was. Ms. Pack stated it was the YMCA Trail that was discussed earlier. Ms. Pack explained the special assessment projects. Mr. Schrage provided an update on the status of the following special assessment projects: Pheasant Ridge III, Magnolia Hills II, Nine South,Stone Lake II and Stone Lake IIIa. Mayor Hoppock stated the Water Plant project was $11.6 million dollars through the end of January. Ms. Pack stated yes, that was the last invoice that was in the system. Mayor Hoppock stated that staff estimated additional costs of $1.4 million dollars. Mr. Schrage stated there were two (2) payouts from January to pay which would be close to the $1.4 million dollars. Chief Nelson provided an update on the Police Training Center. Mr. Schrage stated the conference call would be live but muted, Salina Media Connection would post executive session with no audio and mute audio with a message for YouTube Live. He continued to state then staff would verify the video and audio was muted. Mayor Hoppock asked if a motion would be necessary or simply giving staff general direction for a resolution for next Monday. Commissioner Franz asked if it was best to go through all of it and wait to go into executive session. Commissioner Davis stated recess now. Ms. Pack stated the remaining slides had not gone out to bid yet but would take a lot of conversation. Mayor Hoppock asked how long staff anticipated the executive session would take. Mr. Schrage stated he had been thinking about that, at least 30 minutes if not an hour. Commissioner Hodges asked if a list of projects to be discussed would be needed. Aaron Martin, Legal Counsel, stated listed the projects specifically was not necessary but conversation could occur on all projects listed. I move the city commission recess into executive session for _ minutes to discuss the subject of the City's legal rights and obligations in the event the City elects to terminate or temporarily suspend outstanding contract awards and contracts as identified in the staff report for agenda item 5.2,with 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. 20-0105 Moved by Commissioner Davis, seconded by Commissioner Hodges, to recess into executive session for 40 minutes to discuss the subject of the City's legal rights and obligations in the event the City elects to terminate or temporarily suspend outstanding contract awards and contracts as identified in the staff report for agenda item 5.2, with 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 6:00 p.m. Aye: (5). Nay: (0). Motion carried. Page 7 Mr. Martin stated if the Commission wished to discuss the shorter slate of projects, which would need to be included in the motion otherwise the entire list of projects would need to be discussed. The City Commission recessed for a 10 minute break at 5:10 p.m. and then into executive session at 5:20 p.m. and reconvened at 6:00 p.m. Z Also present in executive session: Debbie Pack, Director of Finance and Administration; Mike Schrage, City Manager; Greg Bengtson, City Attorney, and Aaron Martin, Legal 176 Counsel. crl Michael Schrage,City Manager, asked staff to verify the audio for the conference call,audio and video from Salina Media Connection and audio and video on YouTube Live were all working. Scott Gardner, Director of Continuous Process Improvement, verified that the audio for the conference call was working, the audio and video form Salina Media Connection was working and the audio and video for YouTube Live. 20-0106 Moved by Commissioner Davis, seconded by Commissioner Hodges, direct staff to review our current contracts and bid awards in an effort to develop contingency plans in case our financial situation might warrant altering the progress of any of our current projects. Mr. Schrage stated that staff would review all contracts with lenders and vendors. Mayor Hoppock called the question: Aye: (5). Nay: (0). Motion carried. Ms. Pack provided information on the 2020 Sub-CIP - Vehicles & Equipment. Mr. Schrage also provided information regarding the patrol SUV's. Commissioner Franz stated he did not think we needed to defer for a whole year but look at the items later in the year. Mayor Hoppock stated we need to look at them maybe as the units break down. Commissioner Hodges asked about the Single-Yard Dump Truck that was wrecked in 2019 and was on the list to replace. She continued to state that she would be open to replacing if that was necessary. Mayor Hoppock asked if there was an insurance claim to replace the unit. Mr. Schrage stated he was not sure if there was insurance money but it did not require replacement. Ms. Pack noted the well pumps was noted as needing to proceed due to required repairs needed to well pumps. Ms. Pack provided information on the Sub-CIP- Buildings&Facilities. Commissioner Davis asked what type of repairs were needed at the crematorium. Mr. Schrage stated it was the brick liner that needed repairs and staff had a conversation regarding alternative approaches. Commissioner Ryan asked if the crematory was operational. Mr. Schrage stated if it continued to fail,it would not be operational. Commissioner Hodges stated that she too thought the cremations were done elsewhere. Mayor Hoppock asked where the animals were being transported to for cremations and if staff could gather more information. Commissioner Davis stated when it failed, what did that mean. Commissioner Ryan stated the bricks end up burning up with the floor generally being first. Page 8 Ms. Pack asked if there were items that the commission would like staff to look into further and bring back. Commissioner Hodges stated the crematorium repairs and the single-axle dump truck. Commissioner Davis added the Fire Station#3 bathroom plumbing. Ms. Pack provided information regarding part-time salaries and contractual services. Mr. Schrage provided additional information regarding Kenwood Cove and utilizing full-time staff only. Commissioner Davis asked to what extent did part-time staff fill in for full-time staff in the summer. Mr. Schrage stated if we proceed with pulling part-time staff, which would require those individuals to find alternate employment. He also stated that services offered would have to be prioritized to allocate the resources we have. Mayor Hoppock stated we were planning for the worst and maybe at some point in the summer, we could backfill and review projects then. Mr. Schrage stated if we could do everything,it would be 13% of the general fund. Commissioner Franz stated we need to know what the savings in the part-time staffing was and take a look at the revenue side to determine the outlook. Mr. Schrage stated that Commissioner Franz was correct but continued to provide information regarding the projected outlook. Commissioner Davis asked if the part-time employees were on staff now. Mr. Schrage stated they were seasonal part-time and had yet to report for duty but generally come on each summer. Mayor Hoppock stated there was additional research that was necessary dealing with personnel. Commissioner Hodges asked for additional information on the use of the federal fund exchange funds. Mayor Hoppock stated the Santa Fe Crawford to Mulberry and Minor Concrete/Manhole Adjustments would cover part of the project. Ms. Pack stated those were two (2) projects noted to use the money and there was an additional project. Commissioner Hodges asked if the Mulberry Storm Sewer project was the additional project. Mr. Schrage stated yes. Commissioner Franz stated the Mulberry Storm Sewer project may be on the edge of where it could be considered for use of the funds. Mr. Schrage stated he would clarify but thought it could be included. A conversation ensued between the City Commission and Mr. Schrage regarding the Mulberry Storm Sewer project. Mr. Schrage thanked Debbie Pack, Director of Finance & Administration; Tara Sauber, Deputy Director of Finance & Administration; Natalie Fischer, Director of Human Resources and Scott Gardner, Director of Continuous Process Improvement along with department heads on their hard work. (5.3) Additional Temporary COVID-19 Related Personnel Manual Updates. Michael Schrage, City Manager, explained the additional temporary COVID-19 related personnel manual update. Commissioner Davis asked if the emergency paid sick leave could be interrupted. Mr. Schrage stated staff was hoping there was some guidance from the Department of Labor on that question. Natalie Fischer, Director of Human Resources, stated from the brief Page 9 information from the Department of Labor looks as if it was an option but staff was still awaiting clarification from the full regulations from the Department of Labor. Mr. Schrage provided additional clarification. Mayor Hoppock stated he wondered if we would be here again next week talking about the same thing. Mr. Schrage stated there was that possibility,but thinking about the employees w that was why we were here today. Commissioner Hodges asked why we can't do full pay through April 30th so we do have the ramifications to review the guidance from the Department of Labor. She continued to state she would rather pay the employees whether they were here or they were not. Commissioner Hodges asked how the county was handling the same dilemma. Mr. Schrage stated the Governing Body could create paid leave. A conversation ensued between the City Commission and Mr. Schrage regarding the leave advancement. Commissioner Davis asked could a person apply for unemployment while receiving the emergency paid sick leave. Ms. Fischer stated normally no but she did not know with the new regulations if that could be a possibility. Mr. Schrage stated there were 150 non-essential employees and 300 essential employees and trying to find the right combination. Mayor Hoppock asked if being non-essential was considered furloughed. Ms. Fischer stated an employee furloughed was not paid but did receive health benefits. Mayor Hoppock stated if we consider 80 hours of leave advancement that would give us two (2) weeks and review the guidelines, could something be done after that 80 hours. Mr. Schrage stated he thought something could be done after the 80 hours in furloughing employees if they could get unemployment to cover the wages. Commissioner Franz stated there was some concern about equity for an employee that was not working and an employee that was working. He also asked about the discussion on the stimulus bill and asked if it was extending unemployment benefits for a period of time or was it extending benefits to employees. Mayor Hoppock stated that was his question. Mr. Schrage stated an employee leaving with a leave advancement balance, there would be an agreement that the pay would not be given. He continued to state that an employee that was infected with the COVID-19, the advanced leave would cover that employee. He further stated the federal stimulus provided $600 a week above and beyond the current unemployment and it would also extend the unemployment period for 13 weeks. A conversation ensued between the City Commission and Mr. Schrage regarding the federal stimulus package and the potential for the stay-at-home order extended. Mr. Schrage stated the county would be taking it up tomorrow. He continued to state the county was looking at the employees that were directed not to report to work would be provided pandemic pay for up to 25 days over a calendar year. Mayor Hoppock stated the money the county received was different than ours and they would not be impacted like we were. Mr. Schrage stated that was correct and explained the differences between the City and the County. Page 10 A conversation ensued between the City Commission and Mr. Schrage regarding the leave options, essential versus non-essential employees. Mayor Hoppock asked if staff knew when anything would be out to get an understanding of the Families First Act. Ms. Fischer stated the bill required regulations or guidance from the Department of Labor by April 1st. Z Greg Bengtson, City Attorney, stated the Q & A came out today from the Department of Labor and the League of Municipalities provided information today and should have information on April 1st or by April 1st. Mayor Hoppock asked if the Governing Body would advance the 80 hours of leave would an employee lose out of unemployment. Ms. Fischer stated if you were looking at a short term 80 hours, it could defer the employee from receiving benefits but would not jeopardize them. Commissioner Ryan asked if we did nothing today, what would that cause. Mr. Schrage stated it would leave an employee short 50 hours. Commissioner Franz asked for staff to clarify. Mr. Schrage stated if there was no leave on the books, they only had the 110 hours last week,it would leave an employee 50 hours short. Ms. Fischer stated there was one (1) employee that requested leave due to self-quarantine for travel out of state. Ms. Fischer stated the Families First Act stated the guidelines would be available 15 days after the bill took effect,which was March 18th. Mr. Schrage provided information on the action taken last week. Mayor Hoppock asked if an employee would like to utilize the 80 hours of advanced leave would an employee have to complete a form. Ms. Fischer stated the employee would have to select whether they would like to use vacation, sick leave, or extended leave. Mayor Hoppock asked if they employee could apply for unemployment. Mr. Schrage stated that was a question that staff had tried to answer. Mr. Schrage stated there were key staff we would need. He continued to state if an employee had leave on the books, could they apply for unemployment and if the employee would be furloughed could they apply for unemployment. Commissioner Davis asked if an employee was furloughed, would they be eligible for unemployment. Mr. Schrage stated the employee could draw unemployment if they would work a part schedule or not at all in the weeks. Commissioner Davis asked if there was an option for an employee to utilize 38 weeks of unemployment and then come in on the last week and want to use the leave advancement time. Ms. Fischer stated there were regulations on using the leave advancement. She also stated the creation of the leave bank for all employees would allow an essential employee to use the leave advancement if they needed it. A conversation ensued between the City Commission and Mr. Schrage regarding emergency responders and the Families First Act. Mr. Schrage explained the action options. A conversation ensued between the City Commission and Mr. Schrage regarding the options. Page 11 Commissioner Franz stated he would like to authorize 80 hours of COVID-19 leave for all non-essential employees and leave the 110 hours of leave on the books. A conversation ensued between the City Commission regarding leave for all employees or just non- essential employees. Mr. Bengtson handed out a draft resolution for all commissioners, he read and explained the resolution. Mayor Hoppock asked why the resolution listed 120 hours but we were discussing 110 hours. Mr. Schrage stated the 120 hours plus the 80 hours would be one (1) month plus one (1) week. Commissioner Franz stated he was thinking for a 30 day stop gap. Mr. Schrage stated the resolution approved last week went until the end of the year but we could do a shorter term. A conversation ensued between the City Commission and Mr. Schrage regarding the number of hours,the duration of the resolution and the use of unemployment. Mr. Bengtson asked to discuss a few points of clarification on the resolution. A conversation ensued between the City Commission and Mr. Bengtson on modifications to the resolution. A citizen called and asked why it was not revisited in two (2) weeks until more was known. Mr. Schrage stated he did not have much hope we would know much more then. The citizen stated he was an employee that he was uncertain how this would affect him. Mr. Schrage stated it would cover leave for employees for 30 days. The citizen provided his thoughts on the essential and non-essential employees. Mr. Schrage explained the 80 hours would be provided by the City of Salina for employees without the requirement to pay it back. Mayor Hoppock stated the Governing Body was hoping that the federal stimulus bill would be beneficial to employees. Commissioner Hodges stated that we were here tonight to get something done for our employees but right now there were so many questions that we do not have answers to and she stated we were spit balling with people lives and their families and did not understand the reservations by senior staff and the Governing Body and let's keep everybody whole until the stay-at-home order ends on April 29th. Commissioner Franz stated there would be 5 weeks of leave available for employees to use for the 30 day period and when we meet again at the end of April or beginning of May we can discuss it at again at that time. Commissioner Hodges stated her concerns on the leave advancement. The citizen continued to provide his thoughts on the use of leave advancement. Commissioner Davis stated it was a short term fix and an attempt to keep the employee whole for a month. Mayor Hoppock thanked the caller for calling in and appreciated his time. Mr. Schrage stated the desire to have the employee's back for 30 days would need to require additional action. Mayor Hoppock stated we need to try to take care of the employee with the 80 hours of paid leave until there was time to relook at the situation. He continued to state this was a compromise and an opportunity to go into the back of 120 Page 12 hours. He further stated we have to be fair to the employees but the tax payers too. Commissioner Franz asked if all of the amendments to the resolution had been addressed. Mr. Bengtson stated speaking of the COVID-19 leave advancement, there may be some need for come retroactive leave advancement. A conversation ensued between the City Commission, Mr. Schrage and Mr. Bengtson regarding the amendments to the resolution. Commissioner Hodges asked if she was a non-essential employee and she used her leave and was not called back to work, she would then leave employment and apply for unemployment, what would happen in a year, applied for a job, does the deficit stay with them when they rejoin the organization. Ms. Fischer stated there were revisions to the personnel manual for an agreement to be signed by the employee that the City of Salina would invoice the employee for use of the advanced leave if they did not return to work. Mr. Schrage stated it was our current approach but if the invoice remained unpaid there was not a current remedy. A conversation ensued between the City Commission regarding the current policy. A conversation ensued between the City Commission, Mr. Schrage and Mr. Bengtson regarding the language necessary for the COVID-19 Leave Advancement. 20-0107 Moved by Commissioner Franz, seconded by Commissioner Davis, to approve Resolution No. 20- 7825 amending, restating and repealing Resolution No. 20-7822 addressing temporary personnel measures in response to the COVID-19 public health emergency, as amended. Aye: (4). Nay: (1) Hodges. Motion carried. OTHER BUSINESS Commissioner Davis reminded citizens to complete the census forms. He also thanked Kansas Gas leader,Chris,for an emergency response to his house to resolve a gas leak. ADJOURNMENT 20-0108 Moved by Commissioner Ryan, seconded by Commissioner Davis, that the special meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 8:31 p.m. 7" 7 [SEAL] Michael L. Hoppo , ayor ATTEST: hand Wicks,k I,CMC, S andi Wicks,CMC,City Clerk Page 13