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07-13-2020 Minutes CITY OF SALINA,KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS July 13,2020 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. 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 Cheryl Mermis, Deputy City Clerk. AWARDS AND PROCLAMATIONS None CITIZENS FORUM Clark Sanders,Salina,provided his thoughts on the face mask ordinance. Luke Stanford, Salina, provided his thoughts on the requirement of the face mask ordinance, made a request for seating arrangements for his future presentation. Michael Schrage, City Manager stated until the written meeting proposal was submitted, he was unable to commit to any arrangements. He further stated that any proposal would need to be submitted by July 15, 2020 in order to be considered for the July 20, 2020 City Commission meeting agenda. Norman Mannel, Salina, provided his thoughts on the face mask ordinance and would support the repeal of the face mask ordinance and would like information on the Law Enforcement Advisory Board members' ethnicity and the criteria for placement on that board. Mr. Schrage stated no laws were violated when the face mask ordinance was passed, that all applicable statutes and the City's rules of procedure were followed. Mayor Hoppock stated that the Commissioners would be conducting a review of Law Enforcement Advisory Board. Steven Pappy, Salina, stated his appreciation for police officers and the honorable work they perform but would like to see more transparency from the law enforcement advisory board. Mayor Hoppock reminded the public members in attendance about meeting decorum; to refrain from clapping or booing before, during or after a person speaks. Dalton McDowell, Salina, asked for information on the total amount of legal fees spent and the maintenance and upkeep of Indian Rock Park. Mayor Hoppock stated the purpose for the citizen's forum was for the public to make comments and the City Commission to listen. Page 1 PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of July 6, 2020. (6.2) Resolution No. 20-7843 appointing members to the Salina Leverage Lender, Inc. 20-0/17 Moved by Commissioner Davis, seconded by Commissioner Hodges, to approve the consent 0 agenda as presented. Aye: (5). Nay: (0). Motion carried. U ADMINISTRATION (7.1) Resolution No. 20-7841 authorizing the City Manager to execute agreements for Acquisition and authorizing the Mayor to execute Acceptances of the Public Utility Easements needed for the South Well Field and Water Treatment Plant Improvement Project, (Project No. 70019 and Kansas Department of Health and Environment Project No. 2917). Martha Tasker, Director of Utilities, explained the project, easement acquisition, fiscal impact and action options. Norman Mannel, Salina, provided his thoughts on the potential long term issues with the Smoky Hill River pertaining to water rights, citing water right disputes in western states, currently being reviewed in the U.S. court system. 20-0218 Moved by Commissioner Ryan, seconded by Commissioner Davis, to adopt Resolution No. 20- 7841 authorizing the City Manager to execute agreements and authorizing the Mayor to execute Acceptances of the Public Utility Easements needed for the South Well Field and Water Treatment Plant Improvement Project, (Project No. 70019 and Kansas Department of Health and Environment Project No. 2917). Aye: (5). Nay: (0). Motion carried. (7.2) Resolution No. 20-7844 authorizing the Mayor to sign an order form entering into a three (3) year agreement with Quick Base, Incorporated, for data management and process automation software. Sean Morton,Deputy Chief, explained the request,fiscal impact, and action options. Commissioner Franz shared is concern about company standing and inquired about the company's customer listing. Deputy Chief Morton stated the original owner was a reputable company Intuit, developer of Quick Books and had been purchased by Venture Capitalist Companies and while the company's customer listing was somewhat confidential, what was known, was that a municipality of Washington D.C. and the emergency communications center in New Orleans extensively use the software. Commissioner Davis asked for clarification on the budgeted amount for 2020 and the estimated$20,000 increase for both 2021 and 2022. Deputy Chief Morton responded that for the budgeted amount was $4,500 and did not increase the number of licenses that were needed, the department offset the cost increase that was paid last year within the department's budget and the same thing was intended for this year if approval was given. Commissioner Davis asked for clarification on the number of licenses the department was seeking. Deputy Chief Morton stated that the department hoped to transition from a Page 2 licensed based subscription to a usage based subscription or 100 licenses increases to 200 licenses which would be more than enough to utilize for 200,000 read requests. Commissioner Davis asked where the data and accessibility of stored data was kept after an agreement was terminated the end of the 3-year contract. Deputy Chief Morton stated the information could be retrieved from the company's server(s); at any time and downloaded/exported to Excel. The City may need to acquire a Server for storage of the downloaded data but could be easily accessed by staff with standard equipment with no need for computer technology resources or additional hardware resources. Commissioner Ryan wanted confirmation on his understanding that the annual cost of approximately $25,000 would be added to the department annual budget. Deputy Chief Morton responded affirmative. Commissioner Franz stated he has concerns about data integrity and moving away from Quick Base if at some time the company dissolves or no longer meets the SPDs' needs and wanted some assurances that the data wouldn't be lost. Michael Schrage, City Manager stated that transitioning from one software to another would entail some data programing and manipulation based on past experience with a similar and past transition from one software system to a new system. He continued to add a contract provision to the agreement with the company, with regards to data ownership, accessibility and use. Commissioner Davis asked if the Computer Technology (CT) department reviewed the proposal. Deputy Chief Morton stated no, not on this specific proposal but the CT director was initially consulted with when the department initiated the use of the software four years ago. Mayor Hoppock asked for the need for the department to purchase additional equipment to utilize the software. Deputy Chief Morton responded that no new hardware was needed, staff will be able to access all data with current laptops or desktops. Mayor Hoppock wanted confirmation of his understanding, that the 2020 budget for the software was $4500 and annually for the last four years and noted a substantial increase with the current proposal. Deputy Chief Morton responded yes. A conversation ensued between the City Commission and Deputy Chief Morton on the different systems utilized by the department for tracking arrests, use of force reports or identifying special needs information by name or address as part of the records management system. Mr. Schrage stated the functionality that had been described for Quick Base, was customizable to the department's needs as the City dealt with open source data for police and the law enforcement advisory board with capability to add additional tracking platforms. 20-0219 Moved by Commissioner Davis, seconded by Commissioner Ryan, to adopt Resolution No. 20- 7844 authorizing the Mayor to sign an order form entering into a three (3) year agreement with Quick Base, Incorporated, for data management and process automation software at a cost of $70,849.23 on provisional basis,allowing City Manager to add ongoing ownership and accessibility language to the agreement. Aye: (5). Nay: (0). Motion carried. Page 3 (7.3) Authorize the fire department to utilize sole source purchase of a remounted ambulance by Osage Ambulances. Kevin Royse, Fire Chief,explained the request,fiscal impact and action options. 20-0120 Moved by Commissioner Franz, seconded by Commissioner Davis, to recess into executive session for 20 minutes to discuss the subject of non-elected employees performance related to this agenda item based upon the need to discuss personnel matter of non-elected personnel pursuant to K.S.A. 75-4319(b)(1). The open meeting will resume in this room at 5:20 p.m. Aye: (5). Nay: (0). Motion carried. Michael Schrage, City Manager stated that the Commissioners would adjourn to Room 105 and it was expected that action as it related to the topic upon return. The City Commission recessed into executive session at 5:00 p.m. and reconvened at 5:23 p.m. Commissioner Franz asked the number of times a remount can be reused/refurbished and the cost comparisons to a new unit. Chief Royse stated there was a lifetime warranty with the remount with a brand new box on the inside. Commissioner Davis asked about an earlier discussion concerning the Power Cot and the cost for that component. Chief Royse stated the cost was usually between $16,000 and $18,000. He continued to state the Power Load system was constructed inside the patient module, an actual mechanism that took all the weight of moving the patient in and out, on the cot. Mayor Hoppock asked if an ambulance was purchased annually and how many are in service; Chief Royce stated there is a purchase every year, maintaining seven with four units in frontline service and three units in reserve. Participation in the remount program the department does not dispose of the unit it is reused each time with a new chassis. 20-0221 Moved by Commissioner Hodges, seconded by Commissioner Davis, to authorize the fire department to utilize sole source purchase of a remounted ambulance by Osage Ambulances for the amount of$184,600. Aye: (5). Nay: (0). Motion carried. (7.4) Resolution No. 20-7845 addressing the meeting schedules of City of Salina, Kansas subordinate boards and commissions and repealing Resolution No. 20-7824 and Resolution No. 20-7834. Michael Schrage, City Manager, explained the original meeting schedule, the original resolution cancelling meetings,the revised meeting schedule and action options. 20-0222 Moved by Commissioner Hodges, seconded by Commissioner Davis, to adopt Resolution No. 20- 7845 addressing the meeting schedules of City of Salina, Kansas subordinate boards and commissions and repealing Resolution No. 20-7824 and Resolution No. 20-7834. Aye: (5). Nay: (0). Motion carried. (7.5) Budget Discussion Debbie Pack, Director of Finance & Administration, continued with the budget discussion from the ending point of study session held prior to the Commission meeting. Page 4 Commission Hodges asked if staff expected to continue to keep employees furloughed or on reduced hours through the end of the year. Michael Schrage, City Manager, stated the revised plan was a break-even point that was calculated for each individual employee to determine the date to return to work and all employees were capped at thirty weeks but depending on individual circumstances they may have a date that was earlier than thirty weeks. He continued to explain that now knowing April sales tax (June receipts) our recommendation was to at least continue work share through July 25th, which was when the federal pandemic unemployment compensation ended and it would give us time to review May's sales tax numbers (July receipts). He continued to explain that he was open to bringing staff back sooner depending on finances and function of the employees. He 0 continued by discussing an equity issue between essential employees that continued to work and didn't receive the $600/week and the employees that come back early may actually come out financially ahead. He furthered stated while on the other hand there were employees that were upset to not be essential, to be furloughed or put on work share. Finally,he explained that there was only so much we can do in terms of balancing all of the interests. Mayor Hoppock provided his thoughts on bringing employees back and weighing that option. He stated that August was when we find out where we stand. He also discussed the possibility of another wave of stimulus checks and the timing of financial information received. Mr. Schrage, stated that he agreed with Mayor Hoppock and explained that admittedly our accuracy was not going to be very good but we will have had the opportunity to observe economic activity and see how that may connect to financial results. Ms. Pack added that as we continue to understand the program better, the latest date calculated to bring employees back is November 2nd due to a maximum allowed of 26 weeks for unemployment. Ms. Pack provided an overview of General Fund revenue sources and then information on each of the top revenue sources. Mayor Hoppock asked if it would make sense to add the sales and use tax figures together. Ms. Pack stated the information was tracked separately. Mayor Hoppock responded by explaining that maybe what we were losing in sales tax we were making up in use tax. Tara Sauber, Deputy Finance Director stated regarding dollars received we could provide that information but converting to sales dollars would be an issue. Ms. Pack stated that we can certainly combine them as far as tax dollars received. Mayor Hoppock stated that he was more interested in dollars received and that would be interesting as we go forward. Ms. Pack explained the sales tax budget to actual across funds, franchise fees, property tax and property tax cap. To conclude the presentation, Ms. Pack discussed the next steps in the budget process and future meeting dates. Mayor Hoppock asked if setting the maximums was without knowing what the values will be. Ms. Pack stated that we have the property values as shown previously, and they may change, but are not expected to change significantly. Ms. Pack continued to explain that they will adjust the mill levy to meet the tax dollars needed by the City which is why the tax levy sometimes changes. Page 5 Ms. Pack continued with the schedule of future meetings. July 30th publish the notice of the public hearing. August 10th is the first reading to adopt the budget. August 17th is the second reading to adopt the budget, position classifications and comprehensive fee schedule. Information must be to the County by August 25th. Commissioner Franz stated that considering the compressed time frame we find ourselves in, staff had done a great job of putting information together. Mr. Schrage, City Manager, thanked Debbie Pack, Director of Finance and Tara Sauber, Deputy Finance Director for their efforts in putting together information. DEVELOPMENT BUSINESS None. OTHER BUSINESS Commissioner Franz requested that after the budget process, he would like to request a review of the purchasing policy to better handle what happens. Michael Schrage, City Manager, agreed and stated that it had been a task that was near the top of our priority list and we can start with a study session with an overview of the current purchasing policy and suggested revisions. Commissioner Hodges stated her appreciation of City/County staff for putting out the FAQs on face mask ordinance and signage for businesses. Commissioner Hodges would like to see Salina Regional Hospital [resource to all of North Central KS] take part in continuing discussions on stats, what success looks like, how to slow the spread. Mr. Schrage introduced a conversation to possibly amending the requiring of mask or face covering ordinance due to numerous public inquiries wanting clarification on a few topics. A conversation ensued between the City Commission and Mr. Schrage regarding the current ordinance and potential amendments. Changes were not deemed necessary and the information will be reviewed as it is available. (9.1) Request for executive session(legal). 20-0223 Moved by Commissioner Davis, seconded by Commissioner Hodges, to recess into executive session for 20 minutes to discuss the subject of the City's claim arising from the detection, isolation, and cleanup of asbestos materials in the basement and basement stairwell of Fire Station N. 2 with special legal counsel, Ilene Munk,via telephone, 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. 75-7319(b)(2). The open meeting will resume in this room at 6:40 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission recessed into executive session at 6:20 p.m. and reconvened at 6:43 p.m. Also present in executive session: Mike Schrage, City Manager; and Jacob Wood, Deputy City Manager; Greg Bengtson, Legal Counsel and Ilene Munk, Special Legal Counsel (via telephone). Page 6 (9.1a) Possible action to follow. No action taken. ADJOURNMENT 20-024 Moved by Commissioner Davis, seconded by Commissioner Hodges, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 6:47 p.m. 0 N [SEAL] Michael L. Hop , Mayor ATTEST: q...1tO Cheryl rmis, Deputy City Clerk Page 7