City Work Session plus Special Meeting on Energy

Published:

The City Commission will be meeting on Monday the 13th (full agenda posted below).

We will also be meeting on Thursday the 16th to discuss the City's energy policy.

Hopefully some of my colleagues read the paper today (http://www.state-journal.com/news/article/4626037)and finally understand that we can save money by conserving energy.

Please write me with any questions or concerns at selluswilder@gmail.com

WORK SESSION July 13, 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

Presentation by the Mercer Group " Phillip Robinson

DISCUSSION OF TENATIVE AGENDA

CITY MANAGER REPORTS/STAFF COMMENTS

OLD BUSINESS

NEW BUSINESS

ADJOURNMENT

Here is the Draft Agenda for our voting meeting at the end of the month:

Rev 7-10-09

\BOARD OF COMMISSIONERS July 27, 2009

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

315 WEST SECOND STREET

FRANKFORT, KY 40601

502/875-8500

1. INVOCATION

PLEDGE OF ALLEGIANCE John Hammond

ROLL CALL

MINUTES
2. CEREMONIAL ITEMS
2.1 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 individual who is retiring will be recognized:

Fire Department Andrew Leach; Firefighter III,/Paramedic; retiring with 17years of service

Fire Department Carter Northcutt; Lieutenant, retiring eith 20 years of service

2.2 Background: Recognition of two Public Works employees for receiving awards in the Kentucky Solid Waste Association of North America (SWANA) Roadeo competition. They will compete at the National Roadeo in Tampa. Florida, in January 2010. The following employees received awards:

Daniel Kirk 1st Place, Side Loader

Matt Burris 2nd place, Rear Loader

3. CITIZEN COMMENTS

4. ORDINANCES

4.1 SECOND READING: An Ordinance amending Frankfort Code of Ordinances Chapter 37, Section 37.46, Salaries of Specially Qualified Public Safety Personnel.

Purpose: To consider amending the ordinance regarding minimum monthly requirements of ranked paramedics.

Background: The current ordinance requires paramedics holding officer ranks to ride on a front line ambulance at least one 24 hour shift per month. Newly established minimum requirements, as approved by the Medical Director, will provide more efficiency in daily ambulance staffing assignments while removing the 24 hour monthly requirement for ranking officers.

This Ordinance had its first reading on June 22, 2009.

Financial Analysis: None

Recommendation: Approval

Attachment:

Ordinance

Contact Person

Name: Wallace Possich

Title: Chief

Department: Fire

Phone: 502/875-8511

Email: wpossich@frankfort.ky.gov

4.2 SECOND READING: An Ordinance Amending Frankfort Code of Ordinances, Chapter 40, Police Department and Fire Department, Section 40.17 Promotional Appointments.

Purpose: To amend the City's Code of Ordinances regarding promotional appointments in the police department (see Chapter 40.17(D) subsection (1).

Background: Staff has been reviewing the promotional rating procedures and has determined that some minor changes are need. We are proposing to change the scoring system from a percentage calculated score to a point system. The changes proposed are as listed:

System currently being used: Proposed Change

Written Test 50% Written Test 50 points

Oral Interview 20% Oral Interview 20 points

Longevity/Education 10% Longevity/education 10 points

Department Input 25% Department Input 20 points

The current percentage rating system created a maximum total of 105%; the point system will create a maximum total of 100 points.

This Ordinance had its first reading on June 22, 2009.

Recommendation: Approval

Attachment:

Ordinance

Contact Person:

Name: Walter M. Wilhoite

Title: Chief

Department: Police Department

Phone: 502/875-8549

Email: mwilhoite@frankfort.ky.gov

4.3 SECOND READING: An Ordinance amending Chapter 112, Sections 112.03, 112.04, 112.05, 112.07, 112.08 of the Frankfort Code of Ordinances concerning the solicitation of charitable donations on public streets or ways.

Purpose: To amend Chapter 112 of the Frankfort Code of Ordinances to clarify that a permit to solicit funds on public streets or ways is to be issued by the Police Department and that the charitable entity engaging in the solicitation is required to present evidence to the Police Department of current standing as a not-for-profit entity. Additionally, a fee of $25.00 is required to be paid to the Police Department when the application for permit is filed.

Background: To clarify that the permit to solicit funds on public streets or ways is to be issued by the Police Department and that the charitable entity engaging in the solicitation is required to present evidence to the Police Department of current standing as a not-for-profit entity. Additionally, a fee of $25.00 is required to be paid to the Police Department when the application for permit is filed.

Financial Analysis: A fee of $25.00 will be paid to obtain a permit to engage in charitable solicitations on public streets or ways.

This Ordinance had its first reading on June 22, 2009.

Recommendation: approval

Attachment:

Ordinance

Contact Person

Name: Rob Moore

Title: City Solicitor

Department:

Phone: 502/227-2271

Email: rmoore@hazelcox.com

4.4 FIRST READING: An Ordinance Amending Chapter 52 Of The Frankfort Code Of Ordinance Concerning Sewers, Specifically , To Revise Chapters 52.02, 52.04, 52.05, 52.07, 52.08, 52.46, 52.48, 52.50, 52.51, 52.52, 52.53, and 52.99 to more suitably accommodate residential customers, particularly pertaining to fines and penalties

Purpose: To amend portions of Chapter 52 of the City of Frankfort, Kentucky Code of Ordinances for the purposes of revising

Background: During this recent review of the SUO, several sections were determined to need minor modifications.

Recommendation: Approval

Attachments:

Ordinance
Memo Describing Recommended Changes

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

4.5 FIRST READING: An Ordinance amending Frankfort Code of Ordinances Chapter 37.32, Pay Plan, to establish Pay Plan P; and Section 37.42, Pay For Members of Fire and Police Divisions, to correct and simplify the Fire Department pay scale.

Purpose: The attached Exhibit P, in conjunction with the change to Section 37.32 modifies the city's salary scales to allow the flexibility needed to accommodate salary increases in increments other than 3%. The new structure, Exhibit P/Pay Plan, sets minimum, midpoint, and maximum salaries for each pay grade. The minimum salary for each pay grade is approximately the same as Step A in the previous structure (Pay Plan O). The maximum salary for each grade is approximately the same as Step N in the previous pay structure.

The modification to Section 37.42 adds the Emergency Medical Services Director to the chart in paragraph (C), where it should have been previously. In addition, to simplify the hourly rates in the pay structure, a new and separate set of pay grades (grades 20-35) were created to more accurately reflect earnings for Fire Department employees assigned to platoon (24 on/48 off) work schedules. Each applicable Fire Department job classification is being assigned to a new pay grade in the new series. Having separate pay grades for positions assigned to platoon work schedules will simplify the pay structure and make it more accurate for Fire Department employees and easier to understand.

Background: This Ordinance will change the structure of the City's pay grades, moving from a defined step system to more of an open range concept. The change to Section 37.32 accommodates the recent ordinance that reduced employee longevity increases from 3% to 1%. In addition, it would provide the flexibility to provide other salary adjustments in the future that are in increments other than 3%. The change to 37.42 corrects and simplifies the pay scale for the Fire Department.

Recommendation: Approval

Attachment:

Ordinance (to be provided)

Contact Person

Name: Rob Moore Randy Donahue

Title: City Solicitor Director

Department: Human Resources

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

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

4.6 FIRST READING: An Ordinance closing a proposed extension of Allen Way that was dedicated to the City of Frankfort but is not to be constructed and decreasing the width of the right of way for Canty Way.

Purpose: An Ordinance to close a portion of Allen Way adjacent to US 60, which extends past Canty Way, the second entrance to the Parkside Development near the intersection of US 60 and I-64, and to reduce the width of the right of way for Canty Way from 118.6 feet to 88.75 feet..

Background: M & W, LLC has requested the City to abandon a portion of Allen Way and a portion of the right of way to Canty Way because it will not be used. Accordingly, the purpose of this ordinance is to close the portion of Allen Way which extends past Canty Way, the second entrance to the Parkside Development near the intersection of US 60 and I-64. The extension of Allen Way past its intersection with Canty Way will never be constructed. M & W, LLC also requests that the right of way for Canty Way be reduced from 118.6 feet wide to a width of 88.75 feet. The larger entrance and right of way will not be needed because the Canty property is now subject to a conservation easement and will not be developed. Ownership of the abandoned portion of Allen Way and the right of way to Canty Way will be conveyed to M & W, LLC.

Recommendation: Approval

Attachments:

Ordinance
Request letter (to be provided)

Contact Persons:

Name: Robert Moore Gary Muller

Title: City Solicitor Director

Department: Planning and Building Codes

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

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

ORDERS
5.1 An Order authorizing the Mayor to enter into a Memorandum of Understanding with the Commonwealth of Kentucky, Kentucky River Authority, providing for use of marine equipment for fire, police and rescue operations.

Purpose: Authorization to enter into a Memorandum of Understanding with the Kentucky River Authority.

Background: In April 2002 the City entered into an agreement with the Kentucky River Authority for the use of their 23 foot Sea Ark boat to be used for Fire, Police, and Rescue Operations as needed. That initial agreement actually expired in April 2004 and has never been formally renewed. The updated Memorandum of Understanding brings the City and the Kentucky River Authority into compliance regarding having a legal agreement in place. The details of each parties' responsibilities regarding the use of the boat are outlined in the Memorandum of Understanding.

Financial Analysis: Maintenance and fuel costs are budgeted in the fire department budget.

Recommendation: Approval of a Memorandum of Understanding with the Kentucky River Authority and authorize the Mayor to sign the Memorandum of Understanding.

Attachments:

Order
Memorandum of Understanding (Exhibit A)

Contact Person

Name: Wallace Possich

Title: Fire Chief

Department: Fire

Phone: 502/875-8511

Email: wpossich@frankfort.ky.gov

6. RESOLUTIONS

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 approve Contract Amendment No. 2 to an Engineering Service Contract with HMB Professional Engineers, Inc. for construction administration services associated with the widening of US 421 by the Kentucky Transportation Cabinet (KTC) and an Agreement between the City of Frankfort and the Cabinet (Sewer Department).

Purpose: The purpose of this item is to consider approval of a Revised Engineering Services Contract with HMB Professional Engineers, Inc. for construction administration and construction inspection associated with the widening of US 421 from US 60 to Chenault Road by the Kentucky Transportation Cabinet and an Agreement between the City and the Cabinet.

Background: In May 2003 the Board approved an Engineering Services Contract with HMB in the amount of $38,635.51 for planning and preliminary design of the relocation of sewers required due to the widening of US 421. This contract was submitted to and approved by the KTC.

 

The KTC then requested Amendment No. 1 be prepared to include additional costs for the contract to include alignment changes and associated easement relocations and to also include the costs associated with Construction Administration. HMB prepared this Change Order and it was approved by the KTC and the Board in January 2007 in the amount of $28,156.04 and raised the total contract amount to $66,791.55.

This Contract Amendment No. 2, in the amount of $6,927.80, covers additional costs incurred due to the delay in project construction and cost escalation. Total amount of the revised Agreement is as follows:

Original Agreement $38,635.51

Amendment No. 1 28,156.04

Amendment No. 2 6,937.19

Revised Agreement 73,728.44

Financial Analysis: There are no costs to the City of Frankfort associated with this agreement. This is a reimbursable contract with the Kentucky Transportation Cabinet.

Recommendation: Approval

Attachments:

Amendment No. 2 to Engineering Service Contract
Letter to KY Transportation Cabinet

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.2 To execute a Settlement Agreement and a Deed of Conveyance between the City of Frankfort and Billy Johnson (City Solicitor).

Purpose: To execute a Settlement Agreement and a Deed of Conveyance between the City of Frankfort and Billy Johnson. The Settlement Agreement provides that in return for Mr. Johnson's conveyance of the property at 752 Owenton Avenue, Frankfort, Kentucky, to the City of Frankfort, the City of Frankfort will release any and all claims that it has against Mr. Johnson arising out of violations of the property maintenance code with respect to this property.

Background. The Settlement Agreement provides that in return for Mr. Johnson's conveyance of the property at 752 Owenton Avenue, Frankfort, Kentucky, to the City of Frankfort, the City of Frankfort will release any and all claims that it has against Mr. Johnson arising out of violations of the property maintenance code with respect to this property, including the City's lien in the approximate amount of $10,000 for demotion cost. The subject property has a fair market value of approximately $2,500 and Mr. Johnson does not have the financial ware with all to pay the lien.

Financial Analysis: The City will receive property with a fair market value of approximately $2,500 in return for the release of an uncollectible lien in the approximate amount of $10,000.

Recommendation: Approval

Attachment:

Settlement Agreement

Contact Person

Name: Robert C. Moore

Title: City Solicitor

Department:

Phone: 502/227-2271

Email: rmoore@hazelcox.com

7.3 To authorize a Sewer Extension Contract with Kentucky State University (KSU) for the Aquaculture Center located on KSU Campus in Frankfort, Kentucky (Sewer Department).

Purpose: To approve a contract with KSU for the Aquaculture Center located on KSU Campus in Frankfort, Kentucky which is zoned State Government for service to one Aquaculture Building

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.

KSU and Rob Moore are 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:

Sewer Extension Contract (Under Attorney Review)

Contact Person

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

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov

7.4 To authorize the Mayor to sign an agreement between Vision Care for Life (VSP) and the City of Frankfort (Human Resources).

Purpose: To authorize the Mayor to sign a renewal agreement with VSP to provide Vision Care Insurance under the city employee benefit program. Current service agreement two-year term expires July 31, 2009.

Background: The agreement with VSP provides the benefit level and costs for the City to continue providing a vision care plan to employees. Benefit levels remain the same, cost to the city increases approximately 6.7% above current pricing. This agreement guarantees rates for a two-year period ending July 31, 2011.

Financial Analysis: Approximately $8,400 per year.

Recommendation: Approval

Attachment:

Renewal Agreement

Contact Person

Name: Randy Donahue

Title: Director

Department: Human Resources

Phone: 502/875-8500

Email: rdonahue@frankfort.ky.gov

7.5 To authorize the Mayor to sign 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 5-R 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.

Recommendation: Approval

Attachment:

Minor Subdivision and Consolidation Plat. (Under Attorney Review)

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort-ky.gov

7.6 To authorize Amendment No. 12 to the Engineering Services Agreement between the City of Frankfort and HMB Engineers for the Holmes Street Corridor Sidewalk Project (Public Works).

Purpose: To approve Amendment No. 12 with HMB Professional Engineers for the Holmes Street Corridor Sidewalk Project.

Background: The City requires professional engineering services to prepare plans, specifications, and construction documents for the construction of a sidewalk removal and replacement project in the Holmes Street Corridor. The Engineer shall provide professional engineering services as set forth in Attachment A, Scope of Work. It is anticipated that once the new storm sewers are installed in Phase 3A-2, the sidewalk removal and replacement phase of the project will begin in the Spring of 2010. HMB and City staff hosted a field visit for the Holmes Street Neighborhood Association on June 2, 2009 to discuss the Project's scope of work.

Financial Analysis: Funds in the amount of $61,000 are available for Amendment No. 12 to the Holmes Street Professional Services Agreement with HMB in the Holmes Street Drainage Account (635 00 51100) .

Recommendation: Approval

Attachment:

Amendment No. 12 (under attorney review)

Contact Person

Name: Jeff Hackbart

Title: Director

Department: Public Works

Phone: 502/875-8500

Email: jhackbart@frankfort.ky.gov

7.7 To execute an Easement Agreement between the City of Frankfort and The Housing Authority of Frankfort (Housing Authority) authorizing the exclusive use by The Housing Authority of the parking lot off of Wilkinson Street during the hours from 5:00 p.m. until 8:00 a.m. the following morning each day (Parks and Recreation).

Purpose: To execute an Easement Agreement between the City of Frankfort and The Housing Authority of Frankfort (Housing Authority) authorizing the exclusive use by The Housing Authority of the parking lot off of Wilkinson Street during the hours from 5:00 p.m. until 8:00 a.m. the following morning each day.

Background: The execution of an Easement Agreement between the City of Frankfort and The Housing Authority of Frankfort (Housing Authority) authorizing the exclusive use by The Housing Authority of the parking lot off of Wilkinson Street during the hours from 5:00 p.m. until 8:00 a.m. the following morning each day. Otherwise, the parking lot is available for use by members of the public visiting Fort Hill Park. The Housing Authority will also be required to maintain the parking lot. The Housing Authority may assign its interest in the Easement Agreement. The land for Fort Hill Park was donated to the City of Frankfort contingent upon its use for a public purpose. Including a provision in the Easement Agreement stating that the parking lot is available for use by members of the public visiting Fort Hill Park, and that The Housing Authority is required to maintain the parking lot should satisfy this requirement.

Recommendation: Approval

Attachment:

Easement

Contact Persons:

Name: Rob Moore Jim Parrish

Title: City Solicitor Co-director

Department: Parks and Recreation

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

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

7. 8 Personnel Action Employee Department Effective Date Other

Promotion Ray Richardson Public Works 6-23-09 Public Works Tech II to

Public Works Tech III

Resignation Jeff Hamblen Sewer 7-31-09 Plant Operator II; authorize

payment of all accrued leave as of effective date.

Retirement Andrew Leach Fire 7-31-09 Firefighter III/Paramedic;

Authorize payment of all accrued leave as of effective date.

Retirement Carter Northcutt Fire 7-31-09 Fire Lieutenant; authorize

payment of all accrued leave as of effective date..

Attachments:

Resignation letter " Jeff Hamblen
Retirement letter " Andrew Leach
Retirement letter " Carter Northcutt

Contact Person

Name: Randy Donahue

Title: Director

Department: Human Resources

Phone: 502/875-8500

Email: rdonahue@frankfort.ky.gov

8. BOARD APPOINTMENTS

9. OLD BUSINESS

10. NEW BUSINESS

11. ADJOURNMENT

Want to leave your comments?

Sign in or Register to comment.