02-22-2021 Minutes CITY OF SALINA,KANSAS
REGULAR MEETING OF THE BOARD OF COMMISSIONERS
February 22,2021
4:00 p.m.
The City Commission convened via Zoom meeting at 3:00 p.m. for the Fire Department
Performance Analysis.
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Mayor Hodges 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. via Zoom
meeting. Roll call was taken followed by a moment of silence.
Those present and comprising a quorum via the Zoom meeting: Mayor Melissa Rose Hodges
(presiding),Commissioners Trent W. Davis,M.D.,Rod Franz,Michael L.Hoppock,and Karl Ryan.
Also present via Zoom meeting: Michael Schrage, City Manager; Jacob Wood, Deputy City
Manager;Greg Bengtson,City Attorney; and Cheryl Mermis,Deputy City Cl:rk.
AWARDS AND PROCLAMATIONS
(3.1) Proclaiming the week of "February 21st through February 2 th, 2021 as Engineers
Week in the City of Salina: Jarred Green, President of the Smoky V. ey Chapter of Kansas
Society of Professional Engineers read the proclamation.
Mayor Hodges thanked Jarred Green and inquired about planned events. r. Green announced
several events to commemorate the profession.
Michael Schrage, City Manager reported on his participation in weekly to ephone call with the
Saline County Health Officer and provided an overview of latest Covid-19 ca.es in Saline County.
Mayor Hodges asked about the procedure for citizens to sign-up for the Covi. vaccine.
Mr.Schrage stated there was a wait list and encouraged citizens to visit the S..line County Health
Department website at https//www.vaccinatesalinecounty.com;alternativel citizens can call the
Salina Senior Center and Salina Regional Health Center,to sign-up to receive the vaccine.
Jacob Wood, Deputy City Manager, was facilitator for the Zoom mee g and provided an
overview for citizens' participation.
CITIZENS FORUM
Dalton McDowell, Salina, asked when the city commission will resu e in-person meetings
conducted at the City/County Building. Mayor Hodges stated that as a conversation that
Commissioners would have to address collectively and further state. she would like to see
that as a future agenda item.
Mr. McDowell asked if the City has factored cybersecurity in to e budget, to combat
potential breaches to the City's infrastructure. Michael Schrage, Ci Manager stated that
the City has a computer technology department that was respo .ible for preparation,
acquisition, and response to cybersecurity issues.
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Erin Hecker, Salina, asked about re-opening the Fieldhouse. Mayor Hodges stated that
discussion was scheduled later in the meeting as the last agenda item.
PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME i
(5.1) Ordinance No. 21-11054 Public hearing and report on Petition #4409, filed by the
W LaVelle Frick Trust and Saline County (contract purchaser), requesting vacation of
the platted Woodland Avenue right-of-way east of North Fro Street,except for the
West 200 ft.
Commissioner Hoppock requested to be recused from the discussion.
Mayor Hodges opened the hearing.
Dean Andrew, Director of Planning, provided historical overview of the land use and
stated that Saline County Commission approved a contract to purcha•e 18 acres of property
for a new jail facility, contingent on obtaining acceptable soil reports and all required City
planning and zoning approvals,for the project.
Mr. Andrew stated the first step was to obtain the vacation request in .rder to proceed with
County's project,to construct new street pavement,a cost assumed b the petitioner (Saline
County) and the proposed 200 foot road segment would beco e the maintenance
responsibility of the City.
Mr. Andrew continued to explain that there were no design plans su omitted for Woodland
Avenue; that the preliminary development plan would be submitt•d with the County's
plan development district application which would determine the final configuration for
access. Mr. Andrew stated there was an opportunity for the Commission to identify
conditions or stipulations before a second reading of an ordinance occurred and explained
the action options.
Commissioner Davis asked if the eastern section of Woodland Avenu continued into what
looked like a driveway that encircles the entire property, whe er it would still be
considered a dead-end street. Mr. Andrew stated the purpose of a pr posed turnaround or
cul-de-sac was for public safety (fire apparatus or emergency ve cles) or driver's that
made a wrong turn.
A discussion ensued between the Commissioners and Mr. Andrew that referred to the
diagrams presented for the conversation and consideration, at this meeting; clarification
was needed on intersecting roads and the need for a turnaround/c 1-de-sac. Mr. Andrew
stated the plans were conceptual at this point but staff recognized a eed for some form of
turnaround since there would be an electronic security gate in a fin 1 plan that would be
presented to the Commission,at a later date.
Commissioner Franz shared his concern and preference to prese a Lot 18 as whole.
Mr. Andrew stated there were options that required different evels of consent or
participation by the LaVelle Frick Trust and further stated that step o involved the City
Commission's approval of a preliminary development plan for the roject; a resolution of
the turnaround design would have to be in place before that occurs.
Mayor Hodges inquired about procedural protocols on adoption of the ordinance on first
reading and postponing second reading until a development plan is presented. Mr.
Andrew stated that was an option available to the Commission. Mr. Andrew further stated
that a future agenda item would be an ordinance to change the zoning classification of the
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property to public use; a second reading of the vacation ordinance could be a companion
item to the site development plan.
Mayor Hodges asked if there were any public members that wished to comment.
Jeffrey Lane [Applicant] stated that they plan to have options as it related to the area and
provide a solution to the designer; the County was planning to purchase the lots and put a
building on it and wanted to start the process by obtaining the vacation.
Mayor Hodges closed the public hearing.
A discussion ensued between the Commissioners, Mr. Andrew, and Greg Bengtson,
regarding specific language to be included in the motion.
21-0040 Moved by Commissioner Ryan, seconded by Commissioner Franz, to approve on first reading
Ordinance No. 21-11054 deferring the second reading until a development plan has been presented
that addresses the accessibility for Lot 18 and establishes a code compliant gress on the east side
of the development. A roll call vote was taken. Aye: (4) Davis, Franz, Ry , Hodges. Nay: (0).
Motion carried.
Commissioner Hoppock returned to the meeting.
CONSENT AGENDA
(6.1) Approve the minutes of February 8,2021.
(6.2) Resolution No. 21-7938 authorizing the acceptance of a ant award from the
Federal Edward Byrne Memorial Justice Assistance Grant Pro am in the amount of
$18,475.00 to be utilized for technology enhancements. Autho ' e the Mayor to sign
the memorandum of understanding with Saline County.
(6.3) Resolution No. 21-7940 adopting a Health Insurance Rese a Fund Policy and
authorizing the City Manager to maintain the Fund in accord ce with the adopted
policy and calculate funding balances to maintain a fiscally responsible account
balance in accordance with the Health and Dental Insurance Trust Fund
Management Policy.
(6.4) Approve Change Order No. 2 for the 2017 Water Main Repl.cement Project No. 2,
Project No. 70016, Kansas Public Water Supply Loan Fund ( WSLF) Project No.
2957.
Commissioner Franz requested that Item 6.3 be removed from the consent agenda.
21-0041 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, to approve the consent
agenda items 6.1, 6.2, and 6.4 as presented. A roll call vote was taken. ..ye: (5) Davis, Franz,
Hoppock,Ryan,Hodges. Nay: (0). Motion carried.
Mayor Hodges called the question and asked Commissioner Franz to .tart the discussion.
Commissioner Franz stated he wanted to deliberate agenda item 6.3, on the change to
procedures and wanted know how the proposed formula factored in,to the discussion that
the Commission had last December, and whether the fund balance would have been
acceptable,had the protocols been in place.
Natalie Fischer, Director of Human Resources, stated that eighteen months of claims were
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factored in to the calculations of the proposed policy, which included administration fees
for those claims, the formula included terminal liability, in the event that there was a
change in providers;the outstanding expenses would include financial exposure which was
different from the stop-loss attachment. Ms. Fischer further stated that staff reviewed the
7 stop-loss for all plan participants, less the expected claims which was the number provided
by the insurance provider during the renewal period;the two numbers added together was
the minimum fund balance recommendation.
Commissioner Franz asked if the number given was Option B,which included prescription
plans. Ms. Fischer responded yes and further stated that the numbers presented during the
study session last October were slightly higher and was attributed to the difference in the
number of claims. Ms. Fischer stated that the amount of claims typically trend up, as the
year progresses.
A discussion ensued between Mayor Hodges, Commissioners Davis, Franz, Ms. Fischer,
and Mr. Schrage on the amount of funds in the account, factored risk exposure, and the
calculation period. Mr. Schrage stated there are general guidelines presented and
adjustments would be brought before the Commission.
There were no public comments.
21-0042 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, to approve consent agenda
item 6.3. A roll call vote was taken. Aye: (5) Davis, Franz, Hoppock, Ryan, Hodges. Nay: (0).
Motion carried.
ADMINISTRATION
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(7.1) Authorize the purchase of a portable sports court from Connor Sports for the Tony's
Pizza Event Center to replace the current court purchased in 1999 and declare the
current court surplus property.
Chris Cotten,Director of Parks&Recreation,explained the request,fiscal impact and action
options.
Commissioner Hoppock asked about quality and longevity between the Horner and
Conner flooring. Susan Trafton, General Manager/Tony's Event Pizza Center stated the
new Connor flooring was considered a premium floor and Horner flooring was an
acceptable choice as a used option. Ms. Trafton further stated staff felt the new floor would
provide the most longevity,improved pad system,and better warran t .
Commissioner Ryan asked if the different brands had the same mans•eability with regards
to set-up and take down. Ms. Trafton stated the portable style floor'�g share a similar set-
up and take down process.
Commissioner Davis asked about the breakeven point for direct purc ase verses financing.
Michael Schrage, City Manager stated that staff looked at spreading i e expense across the
life cycle of the purchase through financing.
Mayor Hodges asked about the life cycle of basketball court as it rela ted to financing terms.
Ms. Trafton stated it was reasonable to expect around 25 years. De•bie Pack, Director of
Finance and Administration, stated the intended life debt service o the purchase was 10
years. Ms. Pack further stated that in early 2020 the intent was to pay cash for the item but
that because of the impact of Covid,the fund balance was not sustainable.
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Commissioner Ryan asked about the process to re-line the flo ring for volleyball.
Ms. Trafton stated there was a detailed process, broken up in di ferent segments; for
placement of the floor panels,re-tape the outer edges,and placement of logos.
N Rose Wittman asked if anyone had checked with Kansas State High School Activities
Association [KSHSAA] regarding court configurations. Ms. Wittman stated her concern
w about removal of panels from the basketball set-up to volleyball and noted the volleyball
court requirements. Ms.Wittman suggested leaving the basketball co rt complete and drill
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four holes through the wood flooring and cement for pole placeme t. Ms. Trafton stated
the Connor flooring had customization for volleyball, with holes •riled in-place. Ms.
Trafton further stated that conversations with KSHSAA have focuse• on a different edge
for volleyball, factoring in safety concerns, when panels are remove• from the basketball
configuration.
There were no other public comments.
21-0043 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to a thorize the purchase
of a portable sports court from Connor Sports for the Tony's Pizza Event enter to replace the
current court and declare the current court surplus property. A roll call vot- was taken. Aye: (5)
Davis,Franz,Hoppock,Ryan,Hodges. Nay: (0). Motion carried.
(7.2) Consider contracts for 2021 Pavement Sealing,Projects No. 21003 and 21003B.
Dan Stack,City Engineer,explained the request,fiscal impact and action options.
F Mayor Hodge asked about the alternate material proposed from the b d out of San Antonio,
Texas that did not meet the bid specification. Mr. Stack stated that ids are based on per
,,.,.. pound of material put down,the company thought they could use les people to put down
less material, a product that has not been approved by the Kansas Department of
Transportation(KDOT).
There was no public comments.
21-0044 Moved by Commissioner Hoppock, seconded by Commissioner Franz, to . and project number
21003, 2021 Pavement Sealing, to APAC-KANSAS, INC. Shears Division, of Salina, Kansas in the
amount of $204,453.90 with a $5,546.10 (2.7%) construction con gency ($210,000.00
authorization). A roll call vote was taken. Aye: (5) Davis, Franz, Hoppock, Ryan, Hodges. Nay:
(0). Motion carried.
21-0045 Moved by Commissioner Hoppock,seconded by Commissioner Davis,awar• project 21003B,2021
Pavement Sealing, to APAC-KANSAS, INC. Shears Division, of Salina, Ka sas in the amount of
$240,518.87 with a$9,481.13 (3.9%) construction contingency ($250,000.00 au ' orization).
(7.3) Authorize the City Manager to execute an Authorization to Pr•ceed and Agreement
to Pay with the Dragun Corporation for the Work Plan for I onsulting Services at
the Former Schilling Air Force Base Site.
Martha Tasker,Director of Utilities,explained the request,fiscal impa t and action options.
There were no public comments.
21-0046 Moved by Commissioner Davis, seconded by Commissioner Ryan, authoriz the City Manager to
execute an Authorization to Proceed and Agreement to pay with the Dra Corporation for the
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Work Plan for Consulting Services at the Former Schilling Air Force Base Site. A roll call vote was
111 taken. Aye: (5) Davis,Franz,Hoppock,Ryan,Hodges. Nay: (0). Motion carried.
(7.4) Resolution No. 21-7936 appointing members to the Convention & Tourism
Committee,Salina Airport Authority,and Solid Waste Management Committee.
W Mayor Hodges recognized and thanked the following individuals for their service: Chelsie
Andrews appointed to the Convention & Tourism Committee; Kristin Gunn and Tod
Roberg that were appointed to the Salina Airport Authority; and Gerrett Morris appointed
to the Solid Waste Management Committee.
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There were no public comments.
21-0047 Moved by Commissioner Ryan, seconded by Commissioner Davis, approve Resolution No. 21-
7936. A roll call vote was taken. Aye: (5) Davis, Franz, Hoppock, Ryan, Hodges. Nay: (0).
Motion carried.
(7.5) Resolution No. 21-7939 appointing members to the Law Enforcement Citizen
Review Board.
Michael Schrage, City Manager provided an overview on the proce-s of forming the new
board, in response to public opinion and deliberations that occurr:d in previous citizen
forums. Mr. Schrage further stated that 92 expression of interest for were received from
citizens that wanted to serve.
Mayor Hodges explained the extensive process that commissioners took to complete the
final list of candidates.
Commissioners Davis,Franz,Hoppock and Ryan thanked Mayor Ho.ges for all of her time
and conscientious work she devoted to the process.
Mayor Hodges expressed her appreciation to the following individua s that would serve on
the Citizen Review Board.
One-year term:Julius Griffin,Josh Massey,Human Relations Repr:sentative [TBD].
Two-year term: RaQuita Davis,Teresa Hernandez,Aaron Melby.
Three-year term: Todd Hadnot,The Very Reverend David Hodges,Deborah Shetlar.
Mayor Hodges thanked all candidates that expressed an interest ' serving the City of
Salina on the newly formed board and encouraged everyone to look .t current openings on
other City boards and commissions.
There were no public comments.
21-0048 Moved by Commissioner Davis, seconded by Commissioner Franz, appro 'e Resolution No. 21-
7939 appointing members to the Law Enforcement Citizen Review Board. A roll call vote was
taken. Aye: (5) Davis,Franz,Hoppock,Ryan,Hodges. Nay: (0). Motion carr ed.
(7.6) Reopening the Salina Fieldhouse with COVID Guidelines.
Travis Scheele, Parks and Recreation Superintendent provided an overview of the City's
response to the COVID-19 pandemic and cancellation of recreational activities in early
2020, and the subsequent and intermittent reopen of some services with the use of
.• volunteer groups.
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Mr. Scheele stated that Saline County Commission's new public health order, to take effect
on February 22, 2021 regarding mass gathering limitations would permit occupancy to the
Fieldhouse equal to 50% occupancy. Mr. Scheele stated that the Public Health Order had
cleaning and sanitation requirements that facility staff would implement and provided the
Commissioners an overview of the Parks and Recreation COVID 1.9 requirements and
guidelines,developed for users of the Salina Fieldhouse.
Mr. Scheele addressed previous questions of Commissioners and provided information on
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what other Kansas communities were allowing in their associated facilities.
A discussion ensued between the Commissioners, Mr. Scheele, Mr. Cotton, and Mr.
Schrage with regards to protocols on taking temperatures, mask requirements, monitoring,
and enforcement.
Rose Wittman,Salina,thanked Commissioners for adding the discussion to the agenda.
Erin Hecker,Salina,thanked the Commission for having the discussion.
Mayor Hodges thanked Ms. Wittman and Ms. Hecker for their comments.
No other public comments.
21-0049 Moved by Commissioner Hoppock, seconded by Commissioner Ryan, authorize the reopening of
the Salina Fieldhouse with 50% occupancy and within the modified Salina Fieldhouse COVID
Requirements & Guidelines to include provisions for tournament directors to provide a
compliance plan for the Public Health Order. A roll call vote was taken. ye: (5) Davis, Franz,
Hoppock,Ryan,Hodges. Nay: (0). Motion carried.
DEVELOPMENT BUSINESS
None.
OTHER BUSINESS
Commissioner Franz stated the Commission previously heard a pres:ntation in 2019 about
a shortfall on child care needs in the community and requested an up ate.
Lauren Driscoll, Director of Community & Development Services, s •ted that Child Care
Aware of Kansas was organized from a strategic planning sessi.n through the Dane
Hanson Foundation [DHF]. Ms. Driscoll further stated that there as been some delays
related to COVID as well as organizational changes within the DHF but that the coalition
has started to move forward with additional members added to the : sup.
Commissioner Hoppock stated he made a trip with a group of p.ople from Salina, to
review Garden City's program and further stated that he thought th•re was a lot of work
involved to get a complex and highly regulated program up and g.
A discussion ensued between the Commissioners Franz, Hoppock, Ms. Driscoll, and Mr.
Schrage; all concurred it was complicated topic, many factors have to be considered, not
just a building and staffing but affordability and sustainability, in relation to economic
development.
Mayor Hodges stated her appreciation for public works employees, for all their efforts to
keep citizens safe in the challenging working conditions, during the polar vortex that
impacted the state.
Commissioner Hoppock brought up a potential legislative matter that dealt with fitness
clubs being tax exempt and stated that if anyone had an opinion about the matter, he
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recommended that individual citizens contact their respective Legislators.
Michael Schrage, City Manager stated that he sent a response, on behalf of the City, related
to potential financial impact and provided a comparison to the kind of service levels
offered by not-for-profit facilities that receive tax exemption,to private facilities.
A discussion ensued between the Commissioners related to in-person commission
meetings and their willingness to add the discussion to a future agenda.
There were no public comments.
U ADJOURNMENT
21-0050 Moved by Commissioner Davis, seconded by Commissioner Hoppock, that the regular meeting of
the Board of City Commissioners be adjourned at 6:31 p.m. Aye: (5). Nay: (0). Motion carried.
41/1"17111/Chr-W-4
[SEAL] Melissa Rose Hodges, ayor
ATTEST:
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Cheryl M:/'s, Deputy City Clerk
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