City Commission - April meetings and agendas

Published:

All City Commission meetings are held at City Hall (315 W. Second Street).

Work Session
April 12
5:00 pm

Sewer Budget Meeting
April 20
4:30 pm

Voting Meeting
April 20
6:00 pm

Citizen comments and questions are welcome at the the beginning of each meeting.

I've posted the draft agenda for the month below. Please note that the date on this agenda is apparently being changed to April 20 in order to coincide with a previously scheduled sewer budget meeting. The budget meeting will start at 4:30 pm and recess at 6:00, and the voting meeting will then start immediately at 6:00.

Please don't hesitate to write me at selluswilder@gmail.com with any questions or concerns.

Thanks,
Sellus

BOARD OF COMMISSIONERSApril 26, 2010
REGULAR MEETING5:00 P.M. (EDT)
315 WEST SECOND STREET
FRANKFORT, KY 40601
502/875-8500
1.INVOCATION
PLEDGE OF ALLEGIANCEJohn Hammond
ROLL CALL
MINUTES
2.CEREMONIAL ITEMS
2.1Recognition of Neurofibromatosis Month and presentation of Proclamation to Ann Brooks by Mayor Gippy Graham
3.CITIZEN COMMENTS
4.ORDINANCES
4.1SECOND READING: An Ordinance amending Ordinance No. 6, 2009 Series appropriating the revenue to be received by the City of Frankfort for the Fiscal Year 2009-2010.
Purpose: The purpose of this item is to consider approval of an ordinance amending the 2009-2010 budget to provide monies for three grants and for the City of Frankfort to cover CCEIDA loan commitments.
Background: The 2009-2010 Budget for the City of Frankfort was approved by the City Commission, on June 22, 2009. Since that time the following items requiring additional
funding have been identified:
1) KACO Lease Agreement (CCEIDA Loan Commitment)$ 50,000.00
2) Hanly Note Payoff (CCEIDA Loan Commitment) $ 36,500.00
3) Energy Efficiency & Conservation Block Grant$132,100.00
4) Software and Laptops$ 28,000.00
5) ARRA Justice Assistance Grant$ 77,855.00
6) 2009 Justice Assistance Grant$ 22,898.00

Total Amendment $347,353.00
This Ordinance would amend the 2009-2010 Budget to provide monies to pay the above.
This Ordinance had its first reading on March 22, 2010.
Financial Analysis: The CCEIDA Loan Commitments will be paid from Account No.
100.90.53295. The EECBG will be paid from Account No. 100.02.44540 and be reimbursed. Both Justice Assistance Grants will be paid from Account No. 645.00.15110 and will be reimbursed.

Recommendation: Approval
Attachment:
Ordinance

Contact Person:
Name:Steve Dawson
Title: Director
Department:Finance
Phone:502/875-8500
Email:sdawson@frankfort-ky.gov
4.2 An Ordinance relating to the City's Human Resource system and Pay Plan.
Purpose: To implement recommendations of the Mercer Consulting report relating to payment of overtime and accrual of compensatory time.
Background: In July 2009 the Mercer Group presented several recommendations to the Board of Commissioners to modernize its human resources ordinance and practices to move from a system with strictly longevity based pay to a system where job performance was the most important factor. This proposed ordinance includes a section that authorizes performance pay for city employees. In addition, the proposed ordinance includes provisions to reinstate a limited longevity pay provision beyond the 2012 sunset in the current ordinance, but with the new provision that employees may not be eligible for longevity adjustments if the employee had been disciplined in the previous three year period. The current ordinance has many sections that date back to the 1970s and beyond. Many of them need to be updated to take into consideration the numerous HR laws and regulations that have come into existence at the federal and state levels since that time. Many recommendations from the Mercer report have been previously implemented administratively since July 2009. Other recommendations accomplished by means of this proposed ordinance include a review and standardization of job titles in the classification plan, authorization to allow reclassification of positions and fluid job postings, authorization for recognizing employees that obtain additional job related certificates or licenses, and clarification of duties and responsibilities of the City manager in administering the provisions of the ordinance.
Recommendation: Approval
Financial Impact: It is anticipated that the changes will modernize and simplify the City's Personnel Ordinance and Pay Plan. Salary increases that had been set in ordinance will typically be provided within the framework of the new ordinance, but also dependent upon funding in the annual City budget. There are provisions that increase the amounts of Vacation or Holiday Leave that an employee may accrue. Therefore, over several years there may be an increased liability in those areas. However, those increases are minimal and the City can accommodate the increase due to the current way we have valued the accrued Sick Leave that is carried on the financial statements.
Attachment:
Ordinance (to be provided)

Contact Person
Name:Randy Donahue
Title:HR Director
Department:City Manager/Human Resources
Phone:502-875-8500
Email:rdonahue@frankfort.ky.gov
5.ORDERS
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.
7.1To authorize award of an engineering contract to BTM Engineering Inc. for the design of a system to sewer Inverness Subdivision (Sewer Department).
Purpose: The purpose of this item is to authorize a contract with BTM Engineering Inc. for the design of a system to sewer Inverness Subdivision.
Background: There are approximately 30 homes in the Inverness subdivision located off of Galbraith Road that currently do not have sewer service. This will increase the customer base of the sewer department and help the environment by taking aging septic tanks offline. This will also further the mission to provide all properties in the city limits of Frankfort with sanitary sewers.
The total contract amount is summarized below:
Contract not to exceed $ 73,250
Financial Analysis: Funds are available in account 300.68.54390.
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
7.2To 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, sealed bid or electronic 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. The City plans to dispose of them by public auction, sealed bid or electronic auction in May.
Financial Analysis: Proceeds from this should generate revenue for the City of Frankfort.
Attachment:
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
7.3To authorize purchase of one (1) 2010 Ford F-150 truck (Police).
Purpose: The purpose of this item is to request authorization to purchase one (1) 2010 Ford F-150 truck.
Background: This vehicle will be used by the police task force officer as a duty vehicle. The purchase will be made under State Master Contract # MA 758 0600000524 at the contract price of $24,749. This unit is to be purchased from Wildcat Ford Lincoln Mercury, Lexington, KY.
Financial Analysis: Funds are available in the Police Department US Justice Asset Forfeiture Account. These monies can only be used for law enforcement purposes. Account No. 645.00.51100.
Recommendation: That the Commission grant authorization to purchase one (1) 2010 Ford F-150 truck.
Attachment:
Wildcat Ford Lincoln Mercury specs.

Contact Person:
Name:Walter M. Wilhoite
Title:Chief of Police
Department:Police
Phone:502/875-8523
Email:mwilhoite@frankfort.ky.gov
7.4To authorize the Mayor to sign an agreement with Joe Penn Auctioneer (Finance).
Purpose: The purpose of this item is to authorize the Mayor to sign an agreement with Joe Penn Auctioneer to perform the City's 2010 Spring Auction.
Background: On May 8, 2010 the City will dispose of any items deemed obsolete or no longer required in their area to provide storage space at a public auction. The City has used Joe Penn's service in the past and been very pleased with the outcome.
Financial Analysis: The City will pay the auctioneer fee of 8% from the auction's sale proceeds.
Attachment:
Lease Agreement

Contact Person:
Name: Angie DisponetteAllen Burriss
Title: Deputy Finance Director/ Street Superintendent
Purchasing Agent
Department: FinancePublic Works
Phone:502/875-8500502/875-8500
Email:adisponette@frankfort-ky.govaburriss@frankfort.ky.gov
7.5To authorize a bid award to Cleary Construction, Inc. to replace approximately 100 straps stolen from Schenkel Cave (Sewer Department).
Purpose: The purpose of this item is to award a bid to Cleary Construction, Inc. to replace approximately 100 straps stolen from Schenkel Cave.
Background: The new 36- inch pipeline in Schenkel Cave was completed late last fall to provide adequate capacity for sanitary sewers in East Frankfort. The new line through the cave was strapped down to the pipe supports to prevent flotation during high water events in the cave. During the past several weeks the straps have been stolen from the cave and need to be replaced.
Recognizing the need to replace straps, and since Cleary Construction was the contractor on this project, the department desires contract with Cleary to replace the straps so that the 1 year warranty against defects will be able to be reinstated.
This purchase was sole-sourced to Cleary Construction so the warranty on the original construction is not void.
Financial Analysis: Funding, in the amount of $52,500, is available in Account No. 300.68.53250.
Recommendation: Approval
Attachment:
Quote

Contact Person
Name:William R. Scalf, Jr., PE
Title:Director
Department:Sewer
Phone:502/875-2448
Email:wscalf@frankfort.ky.gov
7.6To authorize award of an engineering contract to Otis Engineering Inc. for the design of a system to sewer a section of Cloverdale Subdivision (Sewer Department).
Purpose: The purpose of this item is to authorize a contract with Otis Engineering Inc. for the design of a system to sewer a section of Cloverdale Subdivision.
Background: There are approximately 7 homes in the Cloverdale subdivision located off of Collins Lane that currently do not have sewer service. This will increase the customer base of the sewer department and help the environment by taking aging septic tanks offline. This will also further the mission to provide all properties in the city limits of Frankfort with sanitary sewers.
The total contract amount is summarized below:
Contract not to exceed $ 4,000

Financial Analysis: Funds are available in Account No. 300.68.54390.
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
7.7To authorize purchase of a flow meter monitoring and alarm system for CSO locations (Sewer Department).
Purpose: The purpose of this item is to consider the purchase of ten (10) Telog units to be placed at CSO flow meter locations for real-time monitoring and overflow alarms.
Background: The Frankfort Sewer Department evaluated several vendors for real-time monitoring and overflow alarm systems to be utilized in CSO control structures. Based upon field evaluations, the Telog system was selected based upon performance, cost, and integration with existing flow meters. Selection of another vendor would require replacement of all flow meters at a substantial cost.
A requirement of the FSD Consent Judgment is monitoring and reporting on all CSO locations. The purchase and implementation of Telog units, coupled with existing flow meters, will create an alarm-based monitoring system that will allow for more accuracy and reliability in reporting overflow numbers and volumes to the Kentucky Division of Water and EPA Region 4.
Financial Analysis: $36,000. Funds are available in Sewer Account No. 300.68.54390 Replacement Account " CSO Modifications.
Recommendation: Approval
Attachments: None
Contact Person
Name:William R. Scalf, Jr., PE
Title:Director
Department:Sewer
Phone:502/875-2448
Email:wscalf@fewpb.com
7.8To authorize a bid award to WASCON, Inc. to purchase new dry pit submersible pump for Capital Avenue Pump Station (Sewer Department).
Purpose: The purpose of this item is to award a bid to WASCON, Inc. to purchase new dry pit submersible pump for Capital Avenue Pump Station.
Background: The pumps at the Capiaol Avenue Pump Station are over 30 years old and they have exceeded their design life. Parts are difficult to obtain and the only pump that will work without major renovation is made by Yeomans.
Recognizing the need to replace pumps, and as part of the Sewer Department's attempt to reduce costs, the department has decided to use the same pump manufacturer that will bolt directly to the existing piping.
This purchase was sole-sourced to purchase compatible equipment and WASCON is the sole distributor in the Kentucky Tennessee region.
Financial Analysis: Funding, in the amount of $45,677.50, is available in Account No. 300.68.54390.
Recommendation: Approval
Attachment:Quote
Contact Person
Name:William R. Scalf, Jr., PE
Title:Director
Department:Sewer
Phone:502/875-2448
Email:wscalf@frankfort.ky.gov
7.9To authorize award of an engineering contract to Otis Engineering Inc. for the design of a system to sewer a section of Tanglewood Dr. (Sewer Department).
Purpose: The purpose of this item is to authorize a contract with Otis Engineering Inc. for the design of a system to sewer a section of Tanglewood Drive.
Background: There are approximately 6 structures on Tanglewood Drive near Louisville Road that currently do not have sewer service. This will increase the customer base of the sewer department and help the environment by taking aging septic tanks offline. This will also further the mission to provide all properties in the city limits of Frankfort with sanitary sewers.
The total contract amount is summarized below:
Contract not to exceed $ 4,000

Financial Analysis: Funds are available in Account No. 300.68.54390.
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
7.10Personnel ActionEmployeeDepartmentEffective DateOther
RetirementGary A. RubadoPolice4-12-10Patrol Officer; authorize
payment of all accrued leave as of effective date.
AppointmentAdam B. CurryParks/Golf Course4-26-10Maintenance Worker (Mr.
Curry is currently a seasonal employee)
PromotionRick KelleySewer3/29/10From Sewer Tech III to
Sewer Tech IV
Authorization to make three (3) conditional job offers for the position of Firefighter I. Background checks, etc. have begun for the top six candidates on the Civil Service Board's Fire Recruit Eligibility list. Names of the three successful candidates to be made conditional offers will be provided prior to the April 26, 2009 meeting. These conditional job offers are contingent upon successful completion of physical, psychological, polygraph, and drug screen examinations.
Attachment:
Gary Rubado resignation letter

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

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