City Commision: Agenda for May 11

Published:

Here's the full agenda for our next work session, on May 11 at City Hall. I've also included the draft agenda for our next voting meeting at the end of the month (we'll be discussing this draft agenda at our next meeting, which is why I've included it).

There are no plans to discuss the proposed trash fee, but please feel free to come and voice your concerns anyway.

Thanks,
Sellus Wilder

City Commissioner

selluswilder@gmail.com

WORK SESSION May 11, 2009

BOARD OF COMMISSIONERS 5:00 P.M. (EDT)

315 WEST SECOND STREET

FRANKFORT, KY 40601

502/875-8500

CALL TO ORDER/ROLL CALL

CITIZEN COMMENTS

DISCUSSION ITEMS

o Update on Grand Theatre project " Bill Cull, Save the Grand Theatre
o Holmes Street HOME project update " Rebecca Hall, Grants Manager
o Code Enforcement Issues " Rob Moore, City Solicitor

 

DISCUSSION OF TENATIVE AGENDA

(the following is the tentative agenda for our voting meeting on May 26th):

1. INVOCATION

PLEDGE OF ALLEGIANCE John Hammond

ROLL CALL

MINUTES

MAYOR'S REPORT

2. CEREMONIAL ITEMS

2.1 Presentation by Tourism Commission Executive Director Joy Jeffries

2.2 Recognition of Public Works Week- Jeff Hackbart, Public Works Director

3. CITIZEN COMMENTS (Agenda Items Only)

4. ORDINANCES

4.1 FIRST READING: An Ordinance appropriating the revenue to be received by the City of Frankfort for Fiscal Year 2009-2010.

TO BE PROVIDED

Contact Person:

Name: Steve Dawson

Title: Director

Department: Finance

Phone: 502/875-8500

Email: sdawson@frankfort.ky.gov

5. ORDERS

6. RESOLUTIONS

Resolution amending the HOME Holmes Street Redevelopment Project Guidelines

Purpose: To consider amending Program Guidelines for the HOME Holmes Street Redevelopment Project to change the income eligibility to conform to current HUD requirements, change eligible locations to include Areas A, B, C and E along with eligible sections of Holmes Street, to address sidewalks adjacent to the eligible property and to offer an optional temporary location policy.

Background: The City of Frankfort applied for and received notification that we were awarded funding under the Kentucky Housing Corporation's HOME Focus Community Project. A consultant was hired and Program Guidelines were drafted and accepted for the project. A meeting was held on March 6, 2008 on Holmes Street to present the guidelines and to receive pubic input. Although there are five houses under construction, we have funds for two to three additional rehabilitations. However, we do not currently have any eligible property owners. By amending the guidelines more property owners will be eligible.

Financial Analysis: The amendments to the Guidelines and this should not affect funding.

Recommendation: Approval

Attachments:

+ Resolution
+ Revised Guidelines

 

Contact Person:

Name: Rebecca Hall

Title: Grants Manager

Department: City Manager

Phone: 502/875-8500

Email: 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 a bid award to ________________ to repair roofs at the Mero, Willow and Ewing pump stations (Sewer Department).

Purpose: The purpose of this item is to consider a bid award to ________________ to repair roofs at the Mero, Willow and Ewing pump stations.

Background: The existing roofs are leaking and have been patched several times in the last 25 years. The sewer department retained Sherman Carter Barnhart Architects to design new roof systems and develop bid specifications. The bids will open on May 12th at 2:00 pm.

SCB Architects recommends that the City award the contact to the lowest responsible bidder, ______________ in the amount of $_________________.

Financial Analysis: Funding is available in Account No. 300.68.54390

Recommendation: Approval

Attachment:

o Bid Tab (Available after May 12)

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.2 To authorize a bid to award a contract for clarifier rehabilitation at the Wastewater Treatment Plant (Sewer Department).

Purpose: The purpose of this item is to consider awarding a contract 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 bids will open May 7th at 2:00 pm.

HMB Engineers recommends that the City recommends awarding to the lowest responsible bidder, __________________ for $____________________.

Financial Analysis: Funds available in account 300.68.54390.

Recommendation: Approval

Attachment:

o Bid Tab ( Available May 7)

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 50/-875-2448

Email: wscalf@frankfort.ky.gov

7.3 To authorize the Mayor to sign a plat releasing a utility easement (Sewer Department).

Purpose: The purpose of this item is to authorize the Mayor to sign a plat releasing a utility easement in the Franklin County Industrial Park No. 3.

Background: The developer is re-plating lot 7 and has requested to release a utility easement. The sewer department does not use the easement and does not foresee any use in the future.

Financial Analysis: NA

Recommendation: Approval

Attachment:

o Minor Subdivision and Consolidation Plat (to be provided).

 

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort-ky.gov

7.4 To authorize the Mayor to sign a site access agreement between Chevron Products Company a division of Chevron USA Inc. and the City of Frankfort (Public Works).

Purpose: To authorize the Mayor to sign a site access agreement to allow Chevron to access the site located at 403 West Second Street in order to perform monitoring activities.

Background: The public parking lot located at 403 West Second Street was formerly a Chevron Station. Chevron seeks authorization from the city to access the property to conduct their ongoing monitoring work. Chevron has agreed to repair and restore any physical damage to the property that may result from their work. Chevron also agrees to indemnify and hold the City harmless from any claims resulting from performing their work.

Financial Analysis: N/A

Recommendation: Approval

Attachment:

o Site Access Agreement
o

Contact Person

Name: Jeff Hackbart, PE

Title: Director

Department: Public Works

Phone: 50/-875-8500

Email: jhackbart@frankfort.ky.gov

7.5 Purpose: The purpose of this item is to consider a bid award for a one (1) year supply contract for road salt to Cargill Deicing Technology (Public Works).

Background: On 4/297/09, the City received five bids for a (1) one year unit price contract for road salt as shown on the attached Bid Tabulation. The bids ranged from a high of $92.80/ton to the low of $70/ton submitted by Cargill Deicing Technology.

Financial Analysis: Funds are available in the Drugs and Lab Supplies Account No.100.62.5433 for the purchase of road salt.

Recommendation: Approval

Attachments:

o Bid Tabulation
o Contract

 

Contact Person

Name: Jeff Hackbart

Title: Director

Department: Public Works

Phone: 502/875-8500

Email: jhackbart@frankfort.ky.gov

7.6 To authorize the Mayor to sign all grant-related documents associated with the COPS Hiring Grant for the American Recovery and Reinvestment Act (Police Department).

Purpose: The purpose of this item is to authorize the Mayor to sign all grant-related documents associated with the COPS Hiring Program for the American Recovery and Reinvestment Act.

Background: The American Recovery and Reinvestment Act is making funding available through the COPS Hiring Program for communities to hire police officers for three years with no match requirement. Cities are obligated to maintain their current police force for the life of the grant plus one full fiscal year after all funding is expended. Frankfort Police Department is applying for two officers to fill vacant positions.

Financial Analysis: There is no match for the city for the salary and benefits of the two COPS officers, however, we are obligated to maintain our current police force for the life of the grant plus one full fiscal year after all funding is expended.

Recommendation: Approval

Attachment: None

Contact Person:

Name: Chief Walter M. Wilhoite Rebecca A. Hall

Title: Chief of Police Grants Manager

Department: Police City Manager

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

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

7.7 To authorize purchase of Overhead In-Car Recording Systems from WatchGuard Video (Police Department).

Purpose: The purpose of this item is to receive authorization to purchase seven (7) overhead in-car recording systems with a two year extended warranty and 15 " 100 pack plain unmarked disc from WatchGuard Video. The state contract price is $4,578 per system, $250 per system for a two year warranty and $77 per 100 pack of disc, making a total purchase price of $34,951. This price is under State Price Contract No. 758 0700001925 1.

Background: The purchase of in-car recording systems is necessary to maintain the objectives of officer safety and aid in the prosecution of traffic and criminal cases.

The Police Department maintains in-car recording systems in all pursuit vehicles assigned through the levels of Patrol Officer and Sergeant.

Financial Analysis: $35,000 is budgeted in Equipment Account No. 100.43.56550

Recommendation: Approval

Attachment:

o Item specifications

 

Contact Person

Name: Walter M. Wilhoite

Title: Chief of Police

Department: Police

Phone: 502/875-8523

Email: mwilhoite@frankfort.ky.gov

7.8 To authorize the purchase of six (6) Police Pursuit Vehicles (Police Department).

Purpose: The purpose of this item is to receive authorization to purchase six (6) Police pursuit vehicles.

Background: This is an annual purchase that is necessary to maintain the operational integrity of the Department's vehicle fleet. The purchase will be made under State Contract Master Agreement #C-04534210 at the contract price of $21,168 each (this includes preparation and delivery) for a total purchase price of $127,008. These units are to be purchased from Countryside Motors, Lawrenceburg, KY.

Financial Analysis: Funding is available in the equipment account 100.43.56550 in the amount of $114,400, with the remaining $12,608 to be taken from the U.S. Justice Asset Forfeiture Account No. 645.00.51100.

Recommendation: Approval

Attachment:

o Vehicle Specs.

 

Contact Person

Name: Walter M. Wilhoite

Title: Chief of Police

Department: Police

Phone: 502/875-8523

Email: mwilhoite@frankfort.ky.gov

7.9 To authorize the Rain Barrel Pilot Program (Sewer Department).

Purpose: The Rain Barrel Pilot Program is a joint venture between the Sewer Department, the Planning and Building Codes Department, and Frankfort Independent School System. Barrels have been donated to the City of Frankfort from the Pepsi Cola bottling facility in Lexington. Frankfort Independent School System will be converting the barrels into rain barrels to be available for purchase at approximately $35. All proceeds will go to the school system.

In order to qualify for the program, the property owner must fill out a pre-application and an application/agreement through the Sewer Department, the property must be located in one of the Historic Districts (Special Capital, Central Business, or Special Historic), and the property owner must agree to install the rain barrel on either the side or the rear of the structure. We are also asking applicants if they would be willing to allow photographs to be taken of their installed rain barrel and/or if they would be willing to participate in a survey regarding the Rain Barrel Pilot Program.

During the course of the Pilot Program, the Sewer and Planning Departments will be working together to assess issues and potential problems associated with rain barrel installation, effectiveness, and aesthetics. Any recommended ordinance changes resulting from the Pilot Program will be brought to the Commission for approval prior to rolling out the full Rain Barrel Program.

Background: Approximately 2.4 billion gallons of storm water was treated through the Wastewater Treatment Plant in 2008. The Sewer Department is working through a series of major capital improvement projects to improve our sewer system's ability to keep out storm water; however, we realize a significant amount of storm water entering the sewer system is coming from sources on private property. The Rain Barrel Pilot Program is the first step in creating a Rain Barrel Program that can provide property owners with the opportunity to capture and re-use storm water on their property rather than directing it into the sewer system.

Financial Analysis: N/A

Recommendation: Approval

Attachments: None

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.10 To authorize a Sewer Extension Contract with Hurst Properties, LLC for the Hurst Property located at intersection of C. Michael Davenport Blvd. and Physicians Drive in Frankfort, Kentucky (Sewer Department).

Purpose: To approve a contract with Hurst Properties, LLC for Hurst Property located at intersection of C. Michael Davenport Blvd. and Physicians Drive in Frankfort, Kentucky which is zoned commercial

with 2 lots, with improvements including 2 new manholes, 212 feet of 8-inch SDR 35 pipe serving ____ and ____ Physicians Drive.

Background: Prior to acceptance of discharge from a development into the municipal sanitary sewer and acceptance of the development's collection by the Department, a contract must be entered into between the developer and the City of Frankfort.

The City Solicitor is reviewing the contract. Sanitary sewer plans and specifications have been prepared and submitted to the Department for review and approval. The Division of Water will review the sanitary sewer plans and specifications after commission approval. Final acceptance is contingent upon completion of the 30-day waiting period for testing after construction is completed.

Financial Analysis: Not applicable

Recommendation: Approval

Attachment:

o Sewer Extension Contract (to be provided)

 

Contact Person

Name: William R. Scalf, Jr., P.E.

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@fewpb.com

CITY MANAGER REPORTS/STAFF COMMENTS

OLD BUSINESS

NEW BUSINESS
ADJOURNMENT

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