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03-01-2021 Minutes CITY OF SALINA,KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS March 1,2021 4:00 p.m. N The City Commission convened via Zoom meeting at 2:30 p.m. for the Park Fleet Replacement and Park Master Plan Update. T. Mayor Hodges asked the Clerk for verification that notice had been sent for today's City i Commission meeting. The Clerk replied yes. 3 Mayor Hodges conveyed condolences to the families of Courtney Ann Hoffman and Carlton Jones. 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 Clerk. Jacob Wood, Deputy City Manager was facilitator for the Zoom meeting and provided an overview of instructions,for citizens' participation. Michael Schrage, City Manager provided an overview of protocols should there be an executive session during the meeting. Michael Schrage, City Manager provided the weekly COVID-19 update from the Saline County Public Health Officer. Mr. Schrage further stated that Jason Tiller was scheduled to attend the Commission meeting on Monday, March 15,2021 and report. AWARDS AND PROCLAMATIONS None. CITIZENS FORUM None. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME (5.1) Public hearing for 2020 Special Assessment Projects. (5.1a) Second reading Ordinance No. 21-11053 levying special assessments for improvements. Commissioner Hoppock recused himself from the discussion. Dan Stack, City Engineer, provide a timeline of events to occur subsequent the hearing for paying off the projects in the Benefit Districts that were completed the past couple of years. There were no public comments. Mayor Hodges closed the public hearing. 1 ill 21-0051 Moved by Commissioner Ryan, seconded by Commissioner Franz, to approve on second reading Ordinance No. 21-11053 leveling special assessments for improvements. A roll call vote was taken. Aye: (4) Davis, Franz, Hodges, Ryan. Nay: (0). Motion carried. Page 1 1 Commissioner Hoppock returned to the meeting. CONSENT AGENDA (6.1) Approve the minutes of February 22,2021. 21-052 Moved by Commissioner Davis, seconded by Commissioner Ryan, to approve the consent agenda as presented. A roll call vote was taken. Aye: (5) Davis,Franz,Hoppock, Ryan, Hodges. Nay: (0). To Motion carried. ADMINISTRATION (7.1) Resolution No. 21-7937 expressing the intent of the Governing Body of the City of Salina,Kansas to the proposal by Salina Net Generation. Chris Cotten, Director of Parks&Recreation,explained the request,fiscal impact and action options. Clark Renfro and Samantha Angell both representing Salina Net Generation, thanked the Commission for considering the project. Commissioner Davis brought up a prioritization of park projects discussion and referenced the Park Master Plan. Commissioner Davis further questioned the change in priorities, asked where the funding would come from, on the projects that was further down a task list and not anticipated at the current time. A discussion ensued between the Commissioners and Mr. Cotton that highlighted the deteriorated conditions of the tennis courts in the park system;the failed repairs for several years due to the condition of the subsurface. Mr. Cotton further reported that the condition of the tennis courts had been discussed several times before the master plan project commenced and a number of times since completion. Michael Schrage, City Manager stated deferred maintenance on the tennis courts had presented potential liability concerns that would necessitate either limited use or shut them down completely. Mr. Schrage further stated that staff viewed the tennis program, as one to maintain and that the priority list in the park master plan was not all inclusive. Debbie Pack, Director of Finance and Administration, provided an overview on fund balances in the Parks and Recreation Fund and the Special Parks Fund. Ms. Pack stated the past couple of years had seen those fund balances increase due,to pending implementation of the park master plan and the impact of COVID-19 related reductions to programs that occurred in 2020. Ms. Pack further provided funding options,if the project was approved. Mr. Cotton restated the costs to rebuild the existing courts and provided an overview of benefits to the City, if a partnership with Salina Net Generation and USD 305 was formalized for a new tennis complex. Commissioner Davis questioned the fund balances and funding urgent needs, like replacement of the 32 year old truck and grounds maintenance. Mr. Schrage stated the funds were segregated; through the department's general fund or the sales tax fund, treated as separate and distinct funding sources. A discussion ensued between Mayor Hodges, Commissioner Davis, Mr. Schrage, and Mr. Cotton on repurposing certain park areas. Page 2 Gerald Gillespie, Salina, thanked the City Commission and Salina Net Generation, for all the hard work to address replacement of the deteriorated tennis courts. Mr. Gillespie stated that he was a recreational tennis player and made a request for consideration, to include a dedicated hitting wall in a new tennis complex. N Ryan Stuart,Salina,stated that he appreciated the discussion. Mr. Stuart further stated that he was the high school tennis coach and that the four courts in Jerry Ivey Park were not adequate for the number of student participants and that the condition of the courts are unplayable and dangerous. Brad &Christina Daily,Salina, stated their support for new tennis court complex and hope the City Commission will approve the project. Commissioner Davis asked for a summarization of the two different financing plans for future projects. Ms. Pack stated one option would to take the debt expense out of the fund balance, spending now instead of saving; a second option included the debt financing component for a $12,000.00 payment a year; taken out of a normal budget from the special parks fund that earns about$187,000.00 per year. Commissioner Davis stated his preference to delay some demo work and direct some focus on Centennial Park. Ms. Pack commented that three demo projects were ancillary to the current project and could be delayed. Ms. Pack further stated, staff felt that it made sense to present all projects, all at once and while there was no demand for the work to occur immediately, there was some safety issues that will have to be addressed. Mayor Hodges asked about the duration of the debt payment option. Ms. Pack stated ten years. Mayor Hodges asked how much was budgeted for annual maintenance. Mr. Cotton stated that money would have to be set aside for the first 6 or 7 years, for future resurfacing costs but typical maintenance on post-tension cable courts are minimal; net replacements, light repairs. It was estimated that $6,000.00, per tennis court, would need to be spent every eight years. Commissioner Franz stated the financing options were not addressed in the resolution and inquired as to if it would come later in the process. Mr. Schrage stated a resolution of support,this date,would provide Salina Net Generation (SNG) the assurance of support,to continue their fundraising; that an agreement with full details, between the City and SNG would be put together and presented at a later date. A discussion ensued between Mayor Hodges, Commissioners Davis and Franz, Mr. Schrage, and Ms. Pack on the $864,600.00 and whether that amount was specific to the demo projects. Ms. Pack stated that$864,600.00 was the cash investment for the Kenwood Pool demo,the Rodeo Grounds demo and the bathhouse restoration, all instrumental to the tennis proposal. The demolition of the Sunset courts,Oakdale courts,and Oakdale Pool are outside the commitment to the tennis project, under option one, from the Special Parks Fund balance. Mayor Hodges thanked Mr. Renfro and Ms. Angel for participation in the meeting and all the work that has gone into the development of the proposal. 21-0053 Moved by Commissioner Davis, seconded by Commissioner Hoppock, to approve Resolution No. 21-7937 expressing the intent of the Governing Body of the City of Salina,Kansas, in response to a Page 3 proposal by Salina Net Generation, to enhance the tennis experience in the City of Salina. A roll 111 call vote was taken. Aye: (5) Davis,Franz,Hoppock,Ryan,Hodges. Nay: (0). Motion carried. (7.2) Discussion on City Commission Meeting format. Jacob Wood, Deputy City Manager, stated the Saline Public Health Order was modified and increased to allow 50 people to gather in indoor spaces, which would allow for in- person meetings to resume. Mr. Wood provided an overview of options available for open meetings to resume,in the City/County meeting room. Commissioner Davis asked about absent members for in-person meetings but available remotely. Mr. Wood stated meetings could function as a Zoom meeting with individual participation screens segregated off to the side. The meeting chambers would be a box, the camera, in the meeting room can zoom-in close to a speaker, real-time images would project in its own box and be visible on a screen, in the meeting room, and to individuals participating or viewing the meeting remotely. Commissioner Davis inquired about the three broadcasting methods that have been tried and noted delays,from two seconds to twenty-three seconds and asked if those delays had been eliminated. Mr. Wood stated that there would be a delay for the feed to the access channels and to viewers watching on TV. Michael Schrage, City Manager provided clarification to mass gatherings when social distancing cannot be observed; the new health order would allow for 50 people in a meeting without social distancing. A discussion ensued between the Commissioners centered on resuming in-person meeting with a hybrid approach. There were no public comments. 21-0054 Moved by Commissioner Davis, seconded by Commissioner Ryan, to direct staff to prepare to transition to hybrid in-person virtual zoom meetings, beginning on March 8, 2021. A roll call vote was taken. Aye: (5) Davis, Franz,Hoppock,Ryan,Hodges. Nay: (0). Motion carried. DEVELOPMENT BUSINESS None. OTHER BUSINESS Mayor Hodges asked for a status update, to potential exemptions for health and fitness centers, a topic that State Legislators were considering, that was briefly discussed at the previous meeting. Jacob Wood, Deputy City Manager reported that the particular amendment was part of a bill pertaining to changes to property tax lid and that bill never made it to the floor. Mr. Wood stated that the bill may be heard in the next couple of weeks. Mayor Hodges asked if the property tax legislation issue would be an issue that the City Commission would need to respond to and whether it would be added to a future meeting agenda. Mr. Schrage stated occasionally he would receive notifications of legislative issues, with very little advanced notice and responds, in his role as City Manager, on behalf of the Commission. Mr. Schrage further stated that if an opportunity presents itself, for a more formal action,the issue would be brought to the City Commission. Page 4 ADJOURNMENT 21-0055 Moved by Commissioner Davis, seconded by Commissioner Franz, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting N adjourned at 5:29p.m. a IVky w m c To [SEAL] Melissa Rose Hodges, Mayor ATTEST: 0 0 Cheryl fermis, Deputy City Clerk I Page 5