08-03-2020 Minutes (Special) CITY OF SALINA,KANSAS
SPECIAL MEETING OF THE BOARD OF COMMISSIONERS,JOINT MEETING WITH
SALINE COUNTY COMMISSION
August 3,2020
1:00 p.m.
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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 1:00 p.m. in Visit Salina
Annex Room at Salina Area Chamber of Commerce, 120 W. Ash. Roll call was taken.
Those present and comprising a quorum: Mayor Michael L. Hoppock (presiding), Commissioners
Trent W. Davis,M.D.,Rod Franz (arrived at 1:03 p.m.),Melissa Rose Hodges, and Karl Ryan.
Also present: Michael Schrage, City Manager; Greg Bengtson, City Attorney; Jacob Wood, Deputy
City Manager and Shandi Wicks,City Clerk.
CURRENT DISCUSSION TOPICS
a). Emergency Radio Communication System presentation by Staff and Tusa Consulting
Services.
Hannah Stambaugh, Deputy County Administrator, provided an overview of the project,
the consultant, the bids received, review of bids, TUSA evaluation process and
recommendation.
b). Discussion and possible action.
Dean Hart,TUSA Consulting,explained the RFP evaluation process.
Commissioner Hodges asked if there were advantages to having the Motorola System
connected with the State. Mr. Hart stated yes, the Motorola System provided three (3) sites
and additional sited would be throughout the State of Kansas (State).
Commissioner Hodges asked if there were any long term advantages to being connected to
the State system. Mr. Hart stated the State was slow to adapt new technology.
Commissioner Davis asked when Phase 2 started. Mr. Hart stated Phase 2 doubled the
capacity of Phase 1 by going with the Phase 2 P25 system.
Commissioner Davis asked what the impact was of having Phase 1 versus Phase 2. Mr.
Hart stated Phase 2 offered more capacity and less frequencies. He continued to state it
offered up variations to include in the agreement.
Commissioner Davis asked for the inoperability differences between the State core and the
other neighboring agencies. Mr. Hart stated it could cause a user issue through the talk
structure when traveling outside the area.
Mayor Hoppock asked why L3Harris was unwilling to outright accept remedies. Mr. Hart
stated he recommended remedies be included in the agreement as a tool to get the vendor
to perform.
Mayor Hoppock asked for a ballpark figure for parts and maintenance for 15 years for the
Motorola Solutions Joining State System. Mr. Hart stated he recommended this be used as a
negotiation tool.
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Mayor Hoppock asked if the State was maintaining at an acceptable level or if the City had
any control over it. Mr. Hart stated the State system was acceptable and the City did not
have any control over it. He continued to state it was a question the State did not like to
answer.
Commissioner Franz asked if the State did not allocate maintenance costs that could change
at any time. Mr. Hart stated yes, at any time.
Commissioner Hodges asked for information on the stand alone option. Ms. Stambaugh
stated the stand alone option would cover the City of Salina and Saline County only, not
the Kansas Highway Patrol or the Kansas Department of Transportation but would have
access to the towers outside of the county.
Commissioner Davis asked if the stand alone option was chosen, could the State access the
system. Ms. Stambaugh stated yes through an agreement with the State.
Commissioner Davis asked if the ISSI costs included all of the costs. Mr. Hart stated it
included the City/County costs but not the State costs.
A conversation ensued between the City Commission and Mr. Hart regarding the
additional State ISSI costs.
Commissioner Franz asked what the preference was for those using the system. Ms.
Stambaugh stated the information was provided to the 911 Advisory Committee and the
rural fire districts and the 911 Advisory Committee recommended moving forward with
L3Harris Stand Alone and Motorola Solutions Stand Alone. She continued to state
regardless of the pros and cons the enforcement agencies were aware a new system was
necessary.
Commissioner Davis asked if either system would satisfy the needs. Ms. Stambaugh stated
yes,with at least a 98% satisfaction.
Commissioner Hodges asked for a timeline moving forward. Mr. Hart stated negotiations
would take approximately one (1) month with 18 months to 2 years for a completed system.
Commissioner Franz asked the final costs would be determined during the negotiations.
Mr. Hart explained a few scenario options in detail.
Commissioner Davis asked if the radios would work for Phase 2. Mr. Hart stated the radios
would work for Phase 1 or 2.
Commissioner Hodges asked if the State moving to Phase 2 would be seamless. Mr. Hart
stated yes,if the City/County was on a Phase 2 system.
Ms. Stambaugh asked if a motion of each board was necessary. Phillip Smith-Hanes,
County Administrator, stated he did not know if a motion was necessary today but a
consensus of each board going with a dual negotiation approach would be best.
Mayor Hoppock asked the City Commission for a consensus to go with a dual negotiation.
A consensus was reached.
Commissioner Hodges asked if once negotiations were done, would there be a single
recommendation. Ms. Stambaugh stated that was the intent.
Michael Schrage,City Manager, stated the conversations to date were for a joint agreement.
Commissioner Davis asked if the system would be County owned. Ms. Stambaugh stated it
had been discussed as the County taking care of the infrastructure,various agencies paying
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for the radios and the City paying for any various costs.
Ms. Stambaugh continued to state she had several options to review as we were not the
only City/County going through this same process. She continued to explain the narrow
banding situation and the change to the system was mandatory.
Wayne Pruitt, Communications Supervisor, provided information on how the current
system started, operated and past funding.
Ms. Stambaugh asked Mr. Hart if there was any additional information he needed. Mr.
Hart asked if once the negotiations were done in one (1) month, another meeting could be
scheduled in September. A consensus of both boards was yes.
ADJOURNMENT
20-0248 Moved by Commissioner Hodges, 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 2:03 p.m.
11(7,
[SEAL] Michael L. Hop p•,Mayor
ATTEST:
j‘kout4cii,R.).6,
Shandi Wicks, CMC,City Clerk
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