City Commission: full agenda for April 24th

Published:

The next City Commission voting meeting is this coming Monday at 5:00.

We've been awarded $130,000 in stimulus money to be used on energy efficient projects. Unlike the funds that recently purchased the trolley (which could only be spent on vehicles), we have a broad range of discretion over this $130,000. I'm afraid, however, that the money will be spent on unnecessary hybrid police cars instead of on actual energy efficiency projects that could benefit our local economy. This seems to already be a done deal, but I intend to fight it anyway.

Be warned: this will be a particularly long meeting. The full agenda is below.

Please write me at selluswilder@gmail.com if you have any questions or concerns.

Thanks,
Sellus

http://www.selluswilder.com

BOARD OF COMMISSIONERS April 27, 2009

REGULAR MEETING 5:00 P.M. (EDT)

315 WEST SECOND STREET

FRANKFORT, KY 40601

502/875-8500
1. INVOCATION Sandra Murphree, Associate Pastor, First

United Methodist Church


PLEDGE OF ALLEGIANCE John Hammond

ROLL CALL

MINUTES

MAYOR'S REPORT

2. CEREMONIAL ITEMS

2.1 Presentation to family of former Frankfort Mayor Jim Burch.

2.2 Background: The Board of Commissioners traditionally recognizes City employees who are retiring or are being promoted within the various City departments. At this meeting, the following individuals who have retired will be recognized:

Police Department Montey Chappell, Patrol Officer III, retiring after 15 years service

Fire Department Sam Luckett, Sergeant, retiring after 21 years service

2.3 Presentation by Henry Jackson concerning Sustainability/Climate Study.

3. CITIZEN COMMENTS

4. ORDINANCES

4.1 SECOND READING: An Ordinance amending Ordinance No. 13, 2008 Series, setting forth the budget of the City of Frankfort for Fiscal Year 2008-2009 to provide for the payment of overtime and Public Safety Building Expenditures.

Purpose: The purpose of this item is to consider approval of an ordinance amending the 2008-2009 Budget to provide monies for the City of Frankfort to correct overtime amount owed on the State Incentive pay to the City's Firefighters and the Public Safety Building.

Background: The 2008-2009 Budget for the City of Frankfort was approved by the City Commission, on June 22, 2008. Since that time the following items requiring additional

funding have been identified:

1) Ruling by the Court of Appeals (Overtime due on State Incentive Pay) $ 700,000

2) Public Safety Building 325,000


Total Amendment $ 1,025,000

This Ordinance would amend the 2008-2009 Budget to provide monies to pay the above.

This Ordinance had its first reading on April 17, 2009.

Financial Analysis: Approximately $1,025,000 to cover the above expenses that will be paid.

Recommendation: Approval

Attachment:

+ Ordinance

 

Contact Person:

Name: Steve Dawson

Title: Director

Department: Finance

Phone: 502/875-8500

Email: sdawson@frankfort.ky.gov

5. ORDERS

5.1 An Order authorizing the City to enter into a Memorandum of Understanding with Franklin County Fiscal Court regarding funding from the 2009 Recovery Act: Edward Byrne Memorial Justice Assistance Grant (JAG) Formula Program Local Solicitation.

Purpose: To consider authorizing the filing of a grant application for 2009 Edward Byrne Memorial Justice Assistance Grant (JAG) Program and to authorize the Mayor to sign all grant documents. The project will be designed to purchase and replace Mobile Data Units for our police vehicles and to purchase additional license fees for Emergitech Interlink. This computer software is used in vehicles to create reports and to then upload those reports into the central data base.

Background: Under the Edward Byrne Memorial JAG Program the City of Frankfort will be allocated $77,885.00 for Community Policing. The project will be designed to purchase and replace Mobile Data Units for our police vehicles and to purchase additional license fees for Emergitech Interlink. This computer software is used in vehicles to create reports and to then upload those reports into the central data base. This equipment would enable the police department to save time and money by creating and uploading reports from their vehicles without going to City Hall and Police Headquarters. The cost of 25 Emergitech Software License fees will be $35,696.00. The cost of eight new Mobile Data computers Motorola ML910s is $37,936.40. Franklin County Fiscal Court also received an allocation of $10,642.00. The city will need to enter into a Memorandum of Understanding with the county stating that each entity will be utilizing their allocation separately instead of submitting a joint project.

Financial Analysis: Cost for this project is estimated to be $73,632.40 Under the Edward Byrne Memorial JAG Program the City of Frankfort will be allocated $77,885.00 for Community Policing. The grant program should cover the cost of the project.

Recommendation: Approval

Attachment:

+ Order
+ Memorandum of Understanding

 

Contact Person

Name: Mark Wilhoite Tom Columbia Rebecca Hall

Title: Chief IT Grants Manager

Department: Police City Manager City Manager

Phone: 502/875-8500 502/875-8500 502/875-8500

Email: mwilhoite@frankfort.ky.gov tcolumbia@frankfort.ky.gov rhall@frankfort-ky.gov

6. RESOLUTIONS

6.1 Resolution authorizing the acceptance of grant funds of $89,185.00 for the safe Routes to School Program and designating the Mayor to execute all documents pertaining to this grant.

 

Purpose: The purpose of this item is to consider acceptance of grant funds of $89,185.00 for the Safe Routes to School Program through the SAFETEA-LU Federal Reimbursement Agreement and authorizing the Mayor to sign all grant related documents. Adoption of the Resolution will allow the Mayor to sign all administrative documents required to submit and process the grant.

Background: The City of Frankfort applied for Safe Routes to School funds to install and repair sidewalks at six Frankfort/Franklin County Schools to enable students to walk or bike to school in May of 2008. In August of 2008 the City was notified and informed that our project had been funded. This Resolution will authorize the Mayor to accept funds and sign all grant related documents.

Financial Analysis: This grant does not require a match.

Attachment:

+ Resolution
+ Agreement


Contact Persons:

Name: Bob Tillett Rebecca Hall

Title: Public Works Assistant Grants Manager

Department: Public Works City Manager

Phone: 502/875-8500 502/875-8500

Email: btillett@frankfort.ky.gov rhall@Frankfort.ky.gov

6.2 Resolution authorizing the filing of an application for 2009 Kentucky Heritage Land Conservation Funds and designating the Mayor to execute all documents pertaining to this grant.

Purpose: To authorize the filing of an application for 2009 Kentucky Heritage Land Conservation Funds for the purchase, preservation and development of additional land adjacent to Cove Spring Park/Nature Preserve, and designating the Mayor to execute all grant related documents.

Background: The Kentucky Natural Resources Department has opened the KHLCF grant program for applications. The City is requesting $130,500 to purchase 20 additional acres to add to Cove Spring Park. This will protect additional areas adjacent to the park, allow for additional trails, protect habitat and historic sites and provide access to Schenkel Lane and Ridgeview Dr. A Resolution from the City is required as part of the full application package.

Financial Analysis: The grant requests $130,500 from the KHLCF. There are no matching funds required. Financial or in-kind participation does help the chances for receiving a grant. The City proposes to furnish a $29,000 match. Of this, $24,000 is in-kind and $5,000 is in cash. The City can take as long as it wants to provide this match. The cash match is available in the Parks Department budget.

Recommendation: Approval

Attachment:

+ Resolution

 

Contact:

Name: Andrew Cammack Rebecca Hall

Title: City Arborist Grants Manager

Department: Parks, Recreation, and Historic Sites City Manager

Phone: 502/803-0764 502/875-8500

Email: acammack@frankfort.ky.gov Rhall@Frankfort.ky.gov

6.3 Resolution authorizing the acceptance of grant funds of $761,600.00 for the American Recovery and Reinvestment Act (ARRA) program and designating the Mayor to execute all documents pertaining to this grant.

Purpose: The purpose of this item is to consider acceptance of grant funds of $761,600.00 for the American Recovery and Reinvestment Act through the Transportation Delivery Federal Reimbursement Agreement and authorizing the Mayor to sign all grant related documents. Adoption of the Resolution will allow the Mayor to sign all administrative documents required to submit and process the grant.

Background: The City of Frankfort applied for American Recovery and Reinvestment Act funds to purchase needed vehicles and equipment for the Frankfort Transit System in February 2009. In March of 2009 the City was notified and informed that our project had been funded. This Resolution will authorize the Mayor to accept funds and sign all grant related documents.

Financial Analysis: This grant does not require a match.

Attachment:

o Resolution

 

Contact Persons:

Name: Jeff Hackbart Rebecca Hall

Title: Director Grants Manager

Department: Public Works City Manager

Phone: 502/875-8500 502/875-8500

Email: Jhackbart@frankfort.ky.gov rhall@Frankfort.ky.gov

7. CONSENT CALENDAR

Items on the Consent Calendar are considered to be routine by the Board of Commissioners and will be enacted by one motion and one vote. There will be no separate discussion of these items unless a Board member so requests, in which event the item will be removed from the Consent Calendar and considered separately. The City Manager will read the items recommended for approval.

7.1 To authorize the Mayor to sign a renewal agreement with Twenty First Century Communications, Inc. for mass notification services (Communications).

Purpose: To authorize the Mayor to sign a renewal agreement with Twenty First Century Communications, Inc. for mass notification services.

Background: The City of Frankfort has previously contracted with Twenty First Century Communications, Inc. for mass notification services. This service permits the calling of a large number of people in a short period of time and can be used in emergencies, such as missing children or major disasters. This was previously funded with Homeland Security funds which are no longer available. The E911 Center would like to assume these services so as to maintain this capability.

Financial Analysis: The City of Frankfort currently has 50,426 minutes of telephone time in the account with this vendor. The previous annual maintenance cost of this service was $8,500 per year. This has been negotiated down to $4,250 per year with the option of a one-year extension at the same fee. Funds are available in Account No. 590.00.51100.

Recommendation: Approval

Attachment:

o Twenty First Century Agreement

 

Contact Person

Name: Daryl Hensley

Title: Director

Department: E911 Communications

Phone: 502/875-8582

Email: dhensley@frankfort.ky.gov

7.2 To authorize a bid award to Brasco International, Inc. to purchase five (5) bus shelters (Public Works).

Purpose: To authorize a bid award to Brasco International, Inc. to purchase five (5) bus shelters.

Background: On 3-24-09, the City received 3 bus shelter bids. The bids ranged from $35,970 to the low bid of $32,435 submitted by Brasco International. The city currently has four bus shelters on its three fixed transit routes. The five new shelters will be placed in high use areas determined by the Transit Superintendent.

Financial Analysis: Funds are available in the Transportation Improvement Account 530.00.51100 to purchase the five (5) bus shelters. The city will utilize a $36,000 State of Good Repair Transit Grant to fund the purchase of these five bus shelters. There is no city match required. The total cost for the five bus shelters is $32,435.

Recommendation: Approval

Attachments:

+ Agreement
+ Bid Tabulation Sheet

 

Contact Person

Name: Jeff Hackbart

Title: Director

Department: Public Works

Phone: 502/875-8500

Email: jhackbart@frankfort.ky.gov

7.3 To authorize the Mayor to sign an agreement with Joe Penn Auction Service to perform the City auction to be held May 23, 2009 (Finance).

Purpose: The purpose of this item is to authorize the Mayor to sign an agreement with Joe Penn Auction Services to perform the City auction, May 23, 2009

Background: On February 26, 2009 the City of Frankfort advertised to receive bids for an auctioneer for the City's spring sale. On March 6, 2009, the City of Frankfort received three (3) bids, and Joe Penn Auction Service was our low bidder. It would be in the City's best interest to sign an agreement with Joe Penn Auction Service to perform our Spring auction.

Financial Analysis: The Auctioneer's service cost will be 8% of the sale proceeds. It is estimated auction will generate approximately $20,000.

Attachment:

o Auctioneer's Agreement

 

Contact Person:

Name: Allen Burriss Angie Disponette

Title: Street Superintendent Deputy Finance Director/ Purchasing Agent

Department: Public Works Finance

Phone: 502/875-8500 502/875-8500

Email: aburriss@frankfort.ky.gov adisponette@frankfort.ky.gov

7.4 To authorize the Mayor to sign a minor plat tract A as the grantor/grantee on behalf of the City of Frankfort for the City owned lot located at 226 West Second Street (Public Works).

Purpose: To authorize the Mayor to sign a minor plat and all required legal documents as the grantor/grantee on behalf of the City in order to relocate an existing access easement on the subject property.

Background: The City of Frankfort purchased the property located at 226 West Second Street in order to build a parking lot. The Housing Authority of Frankfort had an existing access easement along the northern boundary of the lot for access to its adjacent property. The design and construction of the City parking lot requires re-alignment of the existing access easement. This authorization would allow the Mayor to sign all legal documents required to relocate the access easement.

Financial Analysis: None

Recommendation: Approval

Attachment: None

Contact Person

Name: Jeff Hackbart, PE

Title: Director

Department: Public Works

Phone: 502/875-8500

Email: jhackbart@frankfort.ky.gov

7.5 To authorize the disposal of surplus property by public auction (Finance).

Purpose: The purpose of this item is to declare various items as surplus to be disposed by public auction.

Background: Department heads have determined that these items were deemed obsolete or no longer required in their area. Items require disposal to provide storage space. We plan to dispose of them by public auction in May.

Financial Analysis: Proceeds from this should generate revenue for the City of Frankfort.

Attachment:

o List of surplus items

 

Contact Person:

Name: Angie Disponette

Title: Deputy Finance Director/Purchasing Agent

Department: Finance

Phone: 502/875-8500

Email: adisponette@frankfort.ky.gov

7.6 To authorize the rejection of all bids for clarifier rehabilitation at the Wastewater Treatment Plant (Sewer Department).

Purpose: The purpose of this item is to reject all bids for clarifier rehabilitation at the Wastewater Treatment Plant.

Background: Three of the four clarifiers at the Wastewater Treatment Plant have been in operation for 30 years. The forth clarifier was rehabilitated in 2006 under an emergency PO. The original design life of the clarifiers is 20 years. As part of the rehabilitation, algae sweeps will be installed to help with plant operation. This will reduce safety concerns and reduce maintenance requirements. The budget estimate was $200,000.00 and the lowest bid was $289,982.00. The sewer department would like to reject all bids, rework the contract specifications, and then rebid.

HMB Engineers recommends that the City reject all bids.

Recommendation: Reject the Bids

Attachments:

o HMB Award Recommendation
o Bid Tab

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.7 To authorize award of an engineering contract to GRW Engineers for the design of a fine bar screen at the Wastewater Treatment Plant (Sewer Department).

Purpose: The purpose of this item is to authorize a contract with GRW Engineers for design and bidding services for a fine bar screen at the Wastewater Treatment Plant.

Background: The current bar screen at the WWTP allows fine particles through which settle out in the oxidation ditches and result in labor intensive cleaning. This will assist the plant with meeting discharge permits.

The total contract amount is summarized below:

Contract: not to exceed $ 80,000

Financial Analysis: Funds are available in Account No. 300.68.54390.

Recommendation: Approval

Attachment:

o Engineering Agreement

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.8 To authorize award of an engineering contract with Greenbaum Associates for the geotechnical services for the East Frankfort Project (Sewer Department).

Purpose: The purpose of this item is to authorize a contract with Greenbaum Associates for the geotechnical services for the East Frankfort Project. This project is estimated to mitigate 6 sanitary sewer overflow.

Background: West Frankfort Pump Station pumps majority of sewage on the west side of town. The station was built in 1981 and has surpassed its useful life. With the growth on the west side of town the station is undersized and has recently started bypassing during wet weather. This contract will cover evaluation, design, and bidding.

The total contract amount is summarized below:

Contract: not to exceed $ 11,900

Financial Analysis: Funds are available in Account No. 450.68.56550.

Recommendation: Approval

Attachment:

+ Engineering Agreement

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.9 To authorize a unit price contract for the 2009-2010 Street Resurfacing Project with H. G. Mays, Inc. (Public Works).

Purpose: The purpose of this item is to award a unit price contract for the 2009-2010 Street Resurfacing Project with H. G. Mays, Inc.

Background: On 4/13/09, the City received two bids for the 2009-2010 Street Resurfacing Project as shown on the attached Bid Tabulation sheet, H. G. Mays, Inc. was the low bidder in the amount of $58.96/ton for surface mix. Last year's asphalt surface price was $56.95/ton.

The Public Works Department hosted a public meeting on 4/8/09 to discuss the 2009-2010 street resurfacing list. Anticipated start date for this year's program is July 1, 2009.

Financial Analysis: This year's program will cost approximately $249,000. Funds are available in the Municipal Aid Account No. 535.00.51100.

Recommendation: Approval

Attachments:

o 2009-2010 Street Resurfacing List
o Bid Tabulation
o Agreement

 

Contact Person:

Name: Jeff Hackbart

Title: Director

Department: Public Works

Phone: 502/352-2091

Email: jhackbart@frankfort.ky.gov

7.10 To authorize a bid award to Larry Smith Contractors, Inc. to replace sewer lines in the Buffalo Hills Subdivision (Sewer Department).

Purpose: The purpose of this item is to consider a bid award to Larry Smith Contractors, Inc. to replace sewer lines in the Buffalo Hills Subdivision.

Background: The Sewer Department had Girdler Engineering provide plans for bidding to repair a deep section of clay pipe that is collapsing and has caused backup in the past. The existing line is up to 15 feet deep and is close to utility poles making conventional replacement difficult and dangerous. This will replace the collapsed section and bring the immediate area up to current specifications. Engineers estimate is $70,000.

Girdler Engineering recommends that the City award the contract to the lowest responsible bidder, Larry Smith Contractors, Inc. in the amount of $49,400.00.

Financial Analysis: Funding is available in Account No. 300.68.53250.

Recommendation: Approval

Attachment:

+ Bid Tab

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.11 To authorize the Mayor to sign a contract authorizing the Kentucky League of Cities to develop and build a depreciation software program for the City of Frankfort (Finance).

Purpose: The Kentucky League of Cities' depreciation program would enable the city to

automate the depreciation process.

Background: The City Of Frankfort is currently using a spreadsheet to calculate annual

depreciation for City capital assets. In order to strengthen internal controls, the City should purchase a software program with restricted access to prevent the possibility of error and manipulation of the depreciation calculation.

Financial Analysis: The cost of the program is a one time fee of $1,500 and an annual

maintenance fee of $150. Note that competitive quotes for an established program have

been approximately $2,000 with an annual maintenance fee of $500.00.

Funds are available in Account No. 100.50.53265.

Recommendation: Approval

Attachments:

+ Contract from the League of Cities
+ Vendor quotes

 

Contact Person:

Name: Steve Dawson

Title: Director

Department: Finance

Phone: 502/875-8500

Email: sdawson@frankfort.ky.gov

7.12 To declare 43 weapons as surplus property and obtain authorization to trade said weapons for three (3) Rock River AR-15 semi automatic rifles (Police).

Purpose: The purpose of this item is to declare 43 weapons (see attached list for serial numbers) as surplus property and obtain authorization to trade surplus weapons to Kiesler's Police Supply of Jeffersonville, IN for three (3) Rock River AR-15 semi automatic rifles.

Background: These weapons are an accumulation of shotguns, rifles and dart guns that are no longer suitable for police use. The trade-in value is of sufficient amount to trade for three (3) new .223 caliber patrol rifles.

Financial: None " even trade

Recommendation: Approval

Attachments:

+ List of weapons to be declared surplus and traded
+ Quote from Kiesler's Police Supply

 

Contact Person:

Name: Walter M. Wilhoite

Title: Chief of Police

Department: Police

Phone: 502/875-8549

Email: mwilhoite@frankfort.ky.gov

7.13 To declare nine (9) sub machine guns as surplus and obtain authorization to trade said machine guns for new weapons parts and sighting systems for Department owned weapons (Police).

Purpose: The purpose of this item is to declare nine (9) sub machine guns (see attached list for serial numbers) as surplus property and obtain authorization to trade surplus weapons to Double Star Corporation of Winchester , KY for credit toward purchasing equipment to adapt eleven (11) AR-15 platform rifles for use by the Police Department's Tactical Response Unit.

Background: The Tactical Response Unit has five (5) HK MP5, .40 caliber submachine guns and four (4) HK UMP, .40 caliber submachine guns. The MP5 is obsolete and replacement parts are difficult to find. More important, this type of automatic weapon is ballistically unsuitable for the urban police environment.

The Police Department intends to adapt eleven (11) Double Star AR-15 platform rifles already owned by the Department for use by the Tactical Response Unit by purchasing new, shorter barrels with fixed Tritium sights, extra magazines, rails and Aimpoint Comp M-3 sighting systems and mounts.

These weapons must be sold or traded by this Department to a licensed dealer with a Class 3 Federal Firearms License.

Financial Analysis: Double Star Corporation of Winchester, KY will credit the Police Department $3700 towards the purchase price of the new parts and sighting systems price of $10,142. The difference of $6442.00 is to be taken from the U.S. Justice Asset Forfeiture Account. 645.00.1100.

Recommendation: Approval

Attachments:

+ Serial numbers of sub machine guns to be traded
+ Weapon Parts and Sighting System appraisal

 

Contact Person:

Name: Walter M. Wilhoite

Title: Chief of Police

Department: Police

Phone: 502/875-8549

Email: mwilhoite@frankfort.ky.gov

7.14 To authorize award of additional funds to the engineering contract with HMB Engineers for the design of clarifier rehabilitation at the Wastewater Treatment Plant (Sewer Department).

Purpose: The purpose of this item is to consider adding additional funds, Amendment # 1, to the contract with HMB Engineers for bidding services and construction administration for clarifier rehabilitation at the Wastewater Treatment Plant.

Background: In December 2008 a contract was entered into with HMB Engineers to prepare plans and specifications for rehabilitation of clarifiers at the WWTP.

Amendment # 1 covers services related to bidding and construction administration of the rehabilitation.

The total contract amount is summarized below:

Original Contract $ 8,500

Amendment # 1 $ 12,200

 

Revised Contract $20,700

Financial Analysis: Funds are available in account 300.68.54390.

Recommendation: Approval

Attachment:

o Amendment No.1

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.15 To authorize a contract between the City of Frankfort and Westaw to provide the City with a copy of the Kentucky Revised Statutes and opinions of the Attorney General (City Solicitor and City Clerk).

Purpose: To execute a contract between the City of Frankfort and Westlaw to provide the City with a copy of the Kentucky Revised Statutes, and opinions of the Attorney General.

Background: This contract between the City of Frankfort and Westlaw will provide the City with a hard copy of the Kentucky Revised Statues, a treatise on municipal law and opinions of the Attorney General and an electronic copy of the Kentucky Decisions, Kentucky Revised Statues, municipal law related services and opinions of the Attorney General. The contract is for a three (3) year term.

Financial Analysis: The City will be required to pay Westlaw the approximate amount of $2,288 per year for this service under the three (3) year contract.

Recommendation: Approval

Attachment:

+ Agreement

 

Contact Persons:

Name: Robert C. Moore Ramona Newman

Title: City Solicitor City Clerk

Department: City Manager

Phone: 502/227-2271 502/875-8500

Email: rmoore@hazelcox.com rnewman@frankfort.ky.gov

7.16 To authorize the submission of a continuing application for Law Enforcement Service Fee Grant funds and authorize the Mayor to sign all grant-related documents (Police Department).

Purpose: Requesting authorization to submit an application to the Commonwealth of Kentucky Justice and Public Safety Cabinet for $10,000.00 for Law Enforcement Service Fee Grant funds to aid in Driving Under the Influence (DUI) Enforcement Overtime and authorize the Mayor to sign all grant-related documents (Police Department).

Background: The Commonwealth of Kentucky Justice and Public Safety Cabinet currently has funding available for the enforcement of DUI which can be utilized for overtime of officers. Typical grant amounts are for $10,000.00. The city applied for and was awarded grant funds in 2008 and this a continuation of that grant fund. The funding does not require a match from the city.

Financial Analysis: There is no match requirement from the city.

Recommendation: Approval

Attachments: None

Contact Persons:

Name: Mark Wilhoite Rebecca Hall

Title: Chief Grants Manager

Department: Police City Manager

Phone: 502/352-2042 502/875-8500

Email: mwilhoite@frankfort.ky.gov rhall@frankfort.ky.gov

7.17 To authorize amending a professional services contract with Jordan, Jones, and Goulding (JJG) for a preliminary evaluation of the Two Creeks Sewer Collection System (Sewer Department).

Purpose: The purpose of this item is to consider amending a contract to Jordan, Jones, and Goulding for Engineering Design Services for the Two Creeks #2 Pump Station, Two Creeks #3 Pump Station, and Goshen Pump Station.

Background: In December 2007 the Sewer Department accepted Statements of Qualifications from engineering firms for prequalification into the Wet Weather Program. The Sewer Department received Statements of Qualifications from 27 firms. Upon review of the Statements of Qualifications, a short-list of 3 firms was interviewed for the Two Creeks Project. Two members of the Sewer Department participated in the interviews of the short-listed firms.

Based upon the presentations and the firm's responses to questions by members of the selection committee, the selection committee unanimously recommended that the project be awarded to Jordon, Jones, and Goulding (JJG).

A contract for preliminary design and evaluation was awarded to JJG in June of 2008. This Amendment #2 is for final design, engineer drawings, and specifications for the pump station at a lump sum of $263,500.

Financial Analysis: Funds are available in Sewer Account No. 450.68.56550 (Capital Improvement Account).

Recommendation: Approval

Attachment:

Amendment # 2

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2444

Email: wscalf@frankfort.ky.gov

7.18 Authorization to amend a professional services contract to Jordan, Jones, and Goulding for a preliminary evaluation of the Two Creeks Sewer Collection System (Sewer Department).

Purpose: The purpose of this item is to consider amending a contract to Jordan, Jones, and Goulding to cover additional services required to complete a Feasibility Study and Preliminary Engineering for Two Creeks to address capacity issues and sanitary sewer overflow elimination.

Background: In December 2007 the Sewer Department accepted Statements of Qualifications from engineering firms for prequalification into the Wet Weather Program. The Sewer Department received Statements of Qualifications from 27 firms. Upon review of the Statements of Qualifications, a short-list of 3 firms was interviewed for the Two Creeks Project. Two members of the Sewer Department participated in the interviews of the short-listed firms.

Based upon the presentations and the firm's responses to questions by members of the selection committee, the selection committee unanimously recommended that the project be awarded to Jordon, Jones, and Goulding.

During the course of the engineering evaluation, an additional service area from Silver Lakes of 125 homes was identified and added to the project area. This change in scope required additional work not negotiated in the original contract. This amendment is to cover those additional costs of $27,600.

Financial Analysis: Funds are available in Sewer Account No. 450.68.56550 (Capital Improvement Account).

Recommendation: Approval

Attachment:

+ Amendment #1

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.19 To approve the lowest bid for demolition of 517 Barrett Avenue and to execute the Agreement (Planning and Building Codes).

Purpose: In accordance with the Property Maintenance Code, Section 109.1, the City ordered the property owner of 517 Barrett Avenue to repair or raze the condemned building within thirty days or the City would raze the building and charge the costs incurred to the real estate that remains. The property was properly noticed in accordance with the Property Maintenance Code.

Background: A notice to raze the structure was sent to the owner at the last known address, via certified letter, first class letter and the property was also posted with the same notice. The owner has received the certified notice of violation to raze the structure and place a lien on the property if not paid.

Quotes were received as follows:

517 Barrett Avenue: CC Moore $4,250

John Fehsal, Jr. $8,300

no other bids received

Financial Analysis: The Planning and Building Codes Department has budgeted $30,000.00 for demolitions and nuisance abatement. Upon approval of these bids and Agreements, $4,250 can be provided under the Planning Department's Account No. 100-70-53295.

Attachments:

+ Received bid
+ Recent photos of property
+ Draft Agreement

 

Recommendation: Approval

 

Contact Person

Name: Gary Muller Robert Engle

Title: Director Code Enforcement Supervisor

Department: Planning and Building Codes Planning and Building Codes

Phone: 502/875-8500 502/875-8500

Email: gmuller@frankfort.ky.gov rengle@frankfort.ky.gov

7.20 To approve the proposed Central Frankfort National Register Historic District nomination and district boundary.

Purpose: In accordance with the Kentucky Heritage Council Certified Local Government Review procedures, it is requested the City Commission recommend support of the proposed

Central Frankfort National Register Historic District nomination and district boundary.

Background: As a certified local government, the City of Frankfort is eligible for Federal Survey and Planning Funds administered by the Kentucky Heritage Council. Last year the City applied for funding with Downtown Frankfort, Inc. to prepare nominations to the National Register of Historic Places for four historic districts in Frankfort (Old State House, Frankfort Commercial, Corner-in Celebrities, and South Frankfort Neighborhood). The grant request was awarded and the City in collaboration with DFI hired a historic preservation consultant, David Taylor, to assist with the survey and preparation of the National Register nomination.

The project consists of establishing a new Period of Significance and a new National Register Historic District referenced as "The Central Frankfort Historic District", which would not remove the original boundaries of the Frankfort Commercial, Corner-in Celebrities, or the Old State House boundaries, rather it would include the properties/ structures within these National Historic Districts, as well as those along Second Street, that are eligible with the Historic District's period of significance. The proposed boundary of the new National Register District is indicated in Exhibit 1.

The Central Frankfort Historic District retains integrity and meets National Register Criteria A, B and C on a statewide basis as a strong concentration of primarily residential and commercial historic resources built largely on a late-eighteenth century grid of streets encompassing historic state governmental buildings, representative of the cultural patterns of governance, commerce and community planning, and containing the homes of a series of individuals of transcendent importance to the locale, state and nation.

The table below summarizes the findings of this survey and nomination process:

# Properties in National Register District in study area # Contributing

(Eligible for Tax Credits)
# Non-Contributing
Current status 241 188 53
With adoption of Central Frankfort National Register District 401 325 76

 

As part of the outreach and education component of the project, the City and DFI along with the consultant, Mr. Taylor, conducted a public workshop on August 26, 2008 for property owners in the proposed survey area and another community meeting is planned on April 21, 2009. At the conclusion of the community meeting, the ARB will take action on the proposed nomination in accordance with Certified Local Government procedures.

It is important to note that the establishment of this new period of significance and the naming of the District as the Frankfort Downtown Historic District will provide potential redevelopment incentives such as Federal and State Tax Credits to those contributing properties within the new boundary and will NOT change any of the current zoning of such properties. The zoning of property will not be changed and cannot be changed by being designated on the National Register " rather a zone change can only occur after being initiated by the Planning Commission or City Commission followed by public hearings by the Planning Commission and approval of an ordinance amendment by the City Commission.

Financial Analysis: There is no direct fiscal impact from this action.

Attachments:

+ Exhibit 1-Proposed Central Frankfort National Register Historic District Map
+ Exhibit 2-National Register Nomination Cover

 

Contact:

Name: Gary Muller

Title: Director

Department: Planning and Building Codes

Phone: 502/875-8500

Email: gmuller@frankfort.ky.gov

7.21 Personnel Action Employee Department Date Other

Appointment Jeremy S. Soard Sewer 5-12-09 Plant Operator Trainee

Rescission of

Appointment Dennis Cook Sewer 4-7-09 Plant Operator Trainee

Retirement Sam Luckett Fire 3-31-09 Sergeant; authorize

Payment of all accrued time as of effective date.

Attachment:

o Sam Lucket retirement letter

 

Contact Person

Name: Randy Donahue

Title: Director

Department: Human Resources

Phone: 502/875-8500

Email: rdonahue@frankfort.ky.gov

8. BOARD APPOINTMENTS

8.1 Board of Park Commissioners

+ Reappoint David Camack to a four-year term ending 5-1-13
+ Appoint Polly Coblin to a four-year term ending 5-1-13
+ Appoint Steve Pewitt to complete a term ending 5-1-12
+ Appoint Jeff Howard to complete a term ending 5-1-10

 

Attachments:

o Letters of recommendation from Mayor Graham

 

9. OLD BUSINESS

10. NEW BUSINESS

10.1 To authorize a bid contract for Holmes Street Sewer Separation Contract III - A2 (Sewer Department and Public Works Department).

Purpose: To authorize bidding for separation of combined sewers in the area of Holmes Street bordered by High Street to the west, Warsaw Street to the south, Collins Street to the east and Murrell Street to the north.

Background: The East Main Outlet Tunnel and the micro tunneling upstream of the Tunnel have been completed. This project is the next phase that will begin actual separation of the combined sewers in the area defined above. The construction cost is estimated at $3,330,000 and funding will come from Sewer Department Reserve Fund, a Grant from the Kentucky General Assembly, the Municipal Aid Fund, Transportation Improvements Fund, and the Holmes Street Drainage Account.

Financial Analysis: Funds are available in Account No. 300.68.53240.

Recommendation: Approval

Attachments: None

Contact Person

Name: William R. Scalf, Jr., PE Jeff Hackbart, PE

Title: Director Director

Department: Sewer Public Works

Phone: 502/875-2448 502/875-8500

Email: wscalf@frankfort.ky.gov jhackbart@frankfort.ky.gov

10.2 To execute a Lease Agreement between the City of Frankfort and Bluegrass Canoes, Inc., d/b/a Canoe Kentucky (Parks and Recreation).

Purpose: To execute a Lease Agreement between the City of Frankfort and Bluegrass Canoes, Inc., d/b/a Canoe Kentucky.

Background: Pursuant to the Lease, Bluegrass Canoes will lease a portion of Riverview Park in Frankfort, Kentucky for the purpose of renting canoes and kayaks in order to encourage the use of the Kentucky River and provide more tourism activities. This transaction is being considered as a Apilot project

Financial Analysis: The City will receive the amount of $500.00.

Recommendation: Approval

Attachment:

o Lease

 

Contact Persons:

Name: Jim Parrish Jim McCarty Rob Moore

Title: Co-Director Co-Director City Solicitor

Department: Parks and Recreation Parks and Recreation

Phone: 502/875-8575 502/875-8575 502/227-2271

Email: jparrish@frankfort.ky.gov jmccarty@frankfort.ky.gov rmoore@hazelcox.com

10.3 To authorize the execution of a Sewer Easement between the City of Frankfort and George Seay and Jo Ellen Seay, his wife, across property located at 765 Stoneleigh Lane, Frankfort, Kentucky (Sewer).

Purpose: To obtain a sewer easement over the residential real property located at 765 Stoneleigh Lane, Frankfort, Kentucky owned by Mr. and Mrs. Seay.

Background: The City requires a permanent easement across the residential real property located at 765 Stoneleigh Lane, Frankfort, Kentucky owned by George Seay and Jo Ellen Seay, his wife. The City has negotiated the purchase of the easement for the amount of $8,500.00, thereby avoiding having to file a condemnation action against Mr. and Mrs. Seay.

Financial Analysis: The City will be required to pay George Seay and Jo Ellen Seay the amount of $8,500.00 to obtain the permanent easement.

Recommendation: Approval

Attachment:

o Easement

 

Contact Persons:

Name: Bill Scalf Robert C. Moore

Title: Director City Solicitor

Department: Sewer

Phone: 502/875-2448 5027227-2271

Email: wscalf@frankfort.ky.gov rmoore@hazelcox.com

11. ADJOURNMENT

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