Agenda: May 26th City Commission voting meeting

Published:

BOARD OF COMMISSIONERS May 26, 2009

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

315 WEST SECOND STREET

FRANKFORT, KY 40601

502/875-8500
1. INVOCATION Reverend Glenn Spaulding, St. John AME

Church

 

PLEDGE OF ALLEGIANCE John Hammond

ROLL CALL

MINUTES April 27, 2009 Regular Meeting; May 4, 2009 Special Meeting; May 11, 2009 Work Session; May 14, 2009 Work Session.

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

2.3 Recognition of Neurofibromatosis Month and presentation of Proclamation to Ann Brooks by Mayor Gippy Graham

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.

Purpose: The purpose of this ordinance is to appropriate revenue to be received and expended by the City of Frankfort for Fiscal-Year 2009-2010 in accordance with the budget submitted and approved by it's adoption.

Recommendation: Approval

Attachment:

+ Ordinance

 

Contact Persons

Name: Tony Massey Steve Dawson

Title: City Manager Director

Department: City Manager Finance

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

Email: amassey@frankfort.ky.gov sdawson@frankfort.ky.gov

4.2 FIRST READING: An Ordinance amending Frankfort Code of Ordinances Chapter 50, Garbage; Solid Waste, to add a provision setting a garbage collection fee.

Purpose: In order to defray the cost of the disposal of residential solid waste picked up by the City of Frankfort from residences and buildings, the City is passing an Ordinance establishing a garbage collection fee requiring, as of July 1, 2009, that each residence or building from which residential waste is collected by the City pursuant to Section 50.02 of the City of Frankfort Code of Ordinances pay a collection fee of Five Dollars ($5.00) per month to the City for such service. Residences or buildings having more than one apartment or living unit shall pay the amount of Five Dollars ($5.00) per month for each apartment or living unit. This fee will pay approximately one-fourth of the cost of residential garbage collection incurred by the City.

Financial Analysis: The City will receive approximately $600,000 in fees.

Attachment:

+ Ordinance

 

Contact Persons:

Name: Jeff Hackbart Robert C. Moore

Title: Director City Solicitor

Department: Public Works

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

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

5. ORDERS

5.1 An Order to decrease the employees' and elected officials' Health Insurance premium by $250.00 for FY 2001-2010.

Purpose: To consider decreasing the Health Insurance Premiums for city employees and elected officials.

Background: It is recommended to decrease the Single and Family Health Insurance Premiums for City Employees and Elected Officials by $250.00 for FY 2009-10. The current and 2009-10 rates are listed below:

Current Rate 2009-10 Rate

Single $25.00/Mo or $300/Yr $4.17/Mo or $50.04/Yr

Family $239.00/Mo or $2,868/Yr $218.17/Mo or $2,618.04/Yr

Financial Analysis: The approximate annual impact is $70,000.

Recommendation: Approval

Attachment:

# Order

 

Contact Person

Name: Steve Dawson Tony Massey

Title: Director City Manager

Department: Finance City Manager

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

Email: sdawson@frankfort.ky.gov amassey@frankfort.ky.gov

6. RESOLUTIONS

6.1 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 Carter Douglas Company 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 $26,500 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.

SCB Architects recommends that the City award the contact to the lowest responsible bidder, Carter Douglas Company in the amount of $26,500.

Financial Analysis: Funding is available in Account No. 300.68.54390.

Recommendation: Approval

Attachments:

o Bid Tab
o Engineer's letter of recommendation.

 

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.

HMB Engineers recommends that the City recommends awarding to the lowest responsible bidder, Herrick Company, Inc., for $241,738.

Financial Analysis: Funds available in Account No. 300.68.54390.

Recommendation: Approval

Attachment:

o Engineer's recommendation
o Bid Tab

 

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 Release of Easement

 

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.

Recommendation: Approval

Attachment:

o Site Access Agreement

 

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 4/29/09, 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 discs 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 discs, 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 City, 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 for 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.

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 3 lots, with improvements including 2 new manholes, 212 feet of 8-inch SDR 35 pipe serving 101 and 103 C. Michael Davenport Drive, and 8 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 has reviewed 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.

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

7.11 To authorize a Sewer Extension Contract with C. Michael Davenport for Prevention Park South located on Cardwell Lane South of I-64 (Sewer Department).

Purpose: To approve a contract with C. Michael Davenport for Prevention Park South located on Cardwell Lane South of I-64 in Frankfort, Kentucky which is zoned commercial with 1 lot, with improvements including 2 new manholes, 334 feet of 8-inch SDR 35 pipe, and 105 feet of 8-inch Ductile Iron pipe serving 1 lot.

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.

Recommendation: Approval

Attachment:

o Sewer Extension Contract (Draft)

 

Contact Person

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

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

12. Personnel Action Employee Department Effective Date Other

Promotion Dean Lickliter Public Works 5-12-09 Mechanic II to Mechanic III

Retirement Henry Hartman Public Works 5-29-09 Tech III; authorize payment of all

accrued time as of effective date

Contact Person

Name: Randy Donahue

Title: Director

Department: Human Resources

Phone: 502/875-8500

Email: rdonahue@frankfort.ky.gov

8. BOARD APPOINTMENTS

8.1 Forestry Advisory Board

o Reappoint Deborah White, to a term ending 5-8-12
o Reappoint Venita Bright to a term ending 5-8-12

 

Attachments:

o Letters of recommendation from Mayor Graham
o Deborah White resume
o Venita Bright resume

 

9. ADJOURNMENT

Want to leave your comments?

Sign in or Register to comment.