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05-04-2020 Minutes CITY OF SALINA,KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS May 4,2020 4:00 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 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; Greg Bengtson, City Attorney; and Shandi Wicks, City Clerk. Mr. Schrage explained how a citizen could call in to participate in the meeting. Michael Schrage, City Manager, asked for verification from Scott Gardner, Director of Continuous Process Improvement that the following were working: (1) telephone conference, (2) Salina Media Connection audio, (3) Salina Media Connection live meeting, and (4) City of Salina YouTube Live. Mr. Gardner confirmed that they all were working properly. AWARDS AND PROCLAMATIONS None. CITIZENS FORUM Mr. Patel provided information on behalf of hotel owners in Salina regarding financial assistance for water bills. He continued by stating that if they did not receive needed help their businesses were in the danger of closing. Michael Schrage, City Manager, stated that the City Commission were copied in on the conversation he had with Mr. Patel and left the decision up to the City Commission. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of April 22,2020. (6.2) Approve the minutes of April 27, 2020. Commissioner Hodges noted an error in the April 22,2020 minutes and noted the error was communicated to Mayor Hoppock and Shandi Wicks, City Clerk. 20-0139 Moved by Commissioner Hodges, seconded by Commissioner Davis, to approve the consent agenda with an amendment to the minutes of April 22,2020. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION Page 1 (7.1) Authorize the City Manager to sign a request from the Kansas Department of Transportation (KDOT) to exchange 2020 federal funds. Dan Stack,City Engineer,explained the request,projects,fiscal impact and action options. Commissioner Hodges asked if the federal fund exchange fund amount reflected in the budget conversations. Michael Schrage, City Manager, stated yes, both the amount and the projects were listed. He also provided additional information regarding the federal fund exchange program. Mayor Hoppock asked when the expansion of the program began. Mr. Stack stated in 2012 and continued to explain the program expansion. Commissioner Franz asked by windfall, was staff referring to the amount being larger than normal. Mr. Stack stated the amount was higher than it had been in the past. He continued to state the allotments for the last five (5) years ranged from $543,061.07 in 2019 to $564,423.70 in 2018. 20-0140 Moved by Commissioner Hodges, seconded by Commissioner Ryan, to authorize the City Manager to sign the request from Kansas Department of Transportation (KDOT) to exchange 2020 federal funds. Aye: (5). Nay: (0). Motion carried. (7.2) Resolution No. 20-7831 addressing City participation in the Kansas N95 respirator decontamination program, coordinating with Saline County regarding the Kansas N95 respirator decontamination program, and indemnification of Saline County relating to liabilities arising from City participation in the Kansas N95 respirator decontamination program. Michael Schrage, City Manager, explained the request, agreement, fiscal impact and action options. Commissioner Hodges thanked Saline County for agreeing to coordinate the program for the first responders and the federal government or FEMA for the program. Commissioner Franz stated the documentation stated the respirators could be returned to the same individual and asked if staff was electing to have the respirators return to the same individual. Mr. Schrage stated yes, staff was electing to have the respirators return to the same individual. 20-0141 Moved by Commissioner Ryan, seconded by Commissioner Davis, to adopt Resolution No. 20- 7831 addressing City participation in the Kansas N95 respirator decontamination program, coordinating with Saline County regarding the Kansas N95 respirator decontamination program, and indemnification of Saline County relating to liabilities arising from City participation in the Kansas N95 respirator decontamination program. Aye: (5). Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Commissioner Hodges noted a list of items that may not be able to be addressed today but maybe at a future meeting. She stated there was an increase in the number of employee's in the work share program but noted that Municipal Court was not on that list. Michael Schrage, City Manager, stated the employees of Municipal Court would be on furlough for Page 2 the next couple weeks and then work on a work share program for a few of their employees. He continued to state staff submitted 26 work share program applications were submitted, with 15 approved and 11 waiting. He stated that staff received an update on a few of the remaining work share program plans but not all of the plans. Commissioner Hodges asked if staff could provide a weekly update on staffing to the community. Mayor Hoppock asked if it would be advantageous to submit the work share program for Municipal Court since there was a delay in the approvals of the other plans. Mr. Schrage stated that staff had conversation on preparing the work share program for Municipal Court for submission. C O Commissioner Hodges asked when a decision would be forthcoming on recreation programming, reopening Barkley Park and Kenwood Cove. Mr. Schrage stated that his plan was for staff to come back next week with a finance update and discussion on a plan for recreation programming, special events and reopening other facilities. Commissioner Hodges stated there was a public safety aspect as well as a financial impact on the decisions to be made. Mr. Schrage stated that staff would model topic by topic, expense information on each facility. Commissioner Davis stated that we need to keep in mind the health aspect. Commissioner Ryan stated that he was interested in seeing all options on the table to review. A conversation ensued between the City Commission and Mr. Schrage regarding the reopening of various facilities. Commissioner Hodges asked if reviewing of outside agencies could be on the agenda for next week as well. Mr. Schrage stated he would do his best but he did not know if he could get it completed. Commissioner Hodges stated there was information included in the City Manager briefing and asked if the City Manager could provide an update. Mr. Schrage stated the agreed upon solution for cracking of the Fieldhouse floor was tile flooring including a warranty. He continued to state the tile style picked was a hexagon style tile. He continued to state that contractor began installation and noticed that part of the tiles were not the same color and part of the tiles did not match the hexagon design and another style of tile as chosen for installation at no cost to the City of Salina. He lastly stated he signed a change order on the tile style change and installation. Commissioner Davis asked if the Planning Commission meetings and building inspections services could get restarted. Mr. Schrage stated staff had been monitoring the deadlines for Planning Commission and the plan was to conduct Planning Commission meetings beginning on May 18, 2020 similar to how we were doing the City Commission meetings. He continued to state that staff had been conducting inspections with the exception of interior inspections. He also stated that staff would be bringing back an item to set the meeting dates for the Planning Commission. Commissioner Davis asked what type of water bills we would be talking about for a typical hotel. Mr. Schrage stated approximately$1800 to$2000 per month for a majority of hotels. Mr. Schrage explained the meeting process Saline County was utilizing for citizen Page 3 participation and staff's conversations regarding meeting conduct for citizen participation. Mr. Schrage stated all technologies would be placed on hold during the executive session. He stated the YouTube Live feed and Salina Media Connection live feed would indicate the City Commission was in executive session and the time the meeting would resume. (9.1) Request for executive session(legal). I move the city commission recess into executive session for _ minutes to discuss with legal counsel certain yet-to-be negotiated details regarding negotiations with Saline County arising from previously negotiated general terms of the anticipated long term leasing of the Expo Center by Saline County based upon the need 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. 75- 7319(b)(2). The open meeting will resume in this room at p.m. 20-0142 Moved by Commissioner Davis, seconded by Commissioner Ryan, to recess into executive session for 45 minutes to discuss with legal counsel certain yet-to-be negotiated details regarding negotiations with Saline County arising from previously negotiated general terms of the anticipated long term leasing of the Expo Center by Saline County based upon the need 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. 75-7319(b)(2). The open meeting will resume in this room at 5:53 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 5:08 p.m. and reconvened at 5:53 p.m. No action was taken. Also present in executive session: Mike Schrage, City Manager; and Greg Bengtson, Legal Counsel. 20-0143 Moved by Commissioner Hodges, seconded by Commissioner Davis, approve the draft lease agreement between City of Salina and Saline County, Kansas for the Expo Center and forward to the county counterparts for their review. Aye: (5). Nay: (0). Motion carried Mayor Hoppock stated they would direct staff to forward the agreement to Saline County. Greg Bengtson, Legal Counsel, stated staff would make the changes to the document necessary and post the document to the City of Salina website for anyone wanting to view the agreement. ADJOURNMENT 20-0144 Moved by Commissioner Davis, seconded by Commissioner Ryan, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 6:00 p.m. Lor [SEAL] Michael L. Hopp.t:Mayor ATTEST: Shandi Wicks,CMC,City Clerk Page 4