City Commission - June Meetings and agenda

Published:

June 14 - Work Session
June 28 - Voting Meeting

Meetings are held at City Hall (315 W. Second Street) and begin at 5:00pm. Citizen comments are welcome at the beginning of each meeting.

Our draft agenda for the month is posted below:

BOARD OF COMMISSIONERS June 28, 2010

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


3. CITIZEN COMMENTS
4. ORDINANCES

4.1 SECOND READING: An Ordinance amending the City of Frankfort Code of Ordinances "Chapter 37: Personnel; City Employees" " General Provisions, Sections 37.01 through 37.09; Insurance Benefits, Sections 37.10 through 37.29, Salaries and Wages, Sections 37.30 through 37.40, Administration, Sections 37.41 through 37.49 and Disciplinary Actions and Administration, Sections 37.50 through 37.55.

Purpose: To organize and update the provisions of the City's personnel ordinance. Amendments were made to Sections 37.01 through 37.19 and Sections 37.30 through 37.55 of Chapter 37, and Section 37.20 and section 37.56 through 37.58 were added to Chapter 37.

Background: This Ordinance amends Chapter 37 of the Frankfort Code of Ordinances to organize and update the provisions of the City's personnel ordinance. Amendments were made to Sections 37.01 through 37.19 and Sections 37.30 through 37.55 of Chapter 37, and Section 37.20 and section 37.56 through 37.58 were added to Chapter 37. 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, and 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 proposal addresses numerous HR laws and regulations that have been enacted or modified at the federal and state levels. 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.

This Ordinance had its first reading on May 24, 2010

Financial Analysis: The revisions to Chapter 37 will have a minimal fiscal impact. However, actions taken pursuant to the proposed provisions, including promotions, merit raises, cost of living raises and longevity pay raises, could have more than a minimal fiscal impact.

Recommendation: Approval

Attachment:

Ordinance

Contact Person

Name: Randy Donahue Rob Moore

Title: HR Director City Solicitor

Department: City Manager/Human Resources

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

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

4.2 SECOND READING: An Ordinance amending Ordinance No. 5, 2010 Series appropriating the revenue to be received by the City of Frankfort for the Fiscal Year 2009-2010 to provide for the payment of the KACO Lease Agreement.

.

Purpose: The purpose of this item is to consider approval of an ordinance amending the 2009-2010 budget to provide monies for the City of Frankfort to cover the CCEIDA loan commitment.

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) $ 51,500.00

This Ordinance had its first reading on May 24, 2010.

Financial Analysis: The CCEIDA Loan Commitment will be paid from Account No.

100.90.53295

Recommendation: Approval

Attachment:

Ordinance

Contact Person:

Name: Steve Dawson

Title: Director

Department: Finance

Phone: 502/875-8500

Email: sdawson@frankfort-ky.gov

4.3 SECOND READING: An ordinance appropriating the revenue to be received by the City of Frankfort for Fiscal "Year 2010-2011.
Purpose: The purpose of this ordinance is to appropriate revenue to be received and expended by the City of Frankfort for Fiscal-Year 2010-2011 in accordance with the budget submitted and approved by its adoption.
This Ordinance had its first reading on June 14, 2010.

Recommendation: Approved
Attachment:

Ordinance

Contact Persons

Name: Tony Massey Steve Dawson

Title: City Manager Director

Department: City Manager Finance

Phone: 502/875-8500 502/352-2083

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

4.4 FIRST READING: Adoption of an Ordinance to Amend the City of Frankfort's Code of Ordinances " Chapter 36 " by amending the City of Frankfort's Code Enforcement Board - by amending Sections 36.015 " Definitions; 36.016 Creation and Membership; 36.017 Appointment of Members; Term, Compensation and the Like; and Section 36.025 Prepayment of Civil Penalties.

Purpose: To amend the City's Property Maintenance Code Sections 36.015, 36.016, 36.017, and 36.025, to make consistent with the 2009 Property Maintenance Code and to add two additional members " both of which are to be current Architectural Review Board members - to the Code Enforcement Board.

Background: On May 10, 2010, staff and the city commission discussed Property Maintenance Code concerns and one of the staff recommended changes was to change the membership of the Code Enforcement Board by adding representation from the Architectural Review Board (ARB). This was to provide a direct link with property maintenance concerns within the city's historic districts and the ARB members.

The changes to this code is to specify that two members from the ARB are to be appointed by the ARB to also become members of the Code Enforcement Board and to amend the early payment of violations to match that within the currently adopted Property Maintenance Code.

Financial Impact: an additional $50.00 per attended Code Enforcement Board meeting by the two new members representing the Architectural Review Board.

Recommendation: Approval

Attachment:

Ordinance
Contact Person

Name: Gary Muller

Title: Director

Department: Planning and Building Codes

Phone: 502/875-8500

Email: gmuller@frankfort.ky.gov


5. ORDERS

5.1 An Order to decrease the employees' and elected officials' Health Insurance premium by $21.00 per month for July 1, 2010 through December 31, 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 $21.00 per month for July " December of 2010. Employee premiums will return to the regular rate in January 2011. The regular and reduced FY 2010-11 employee health insurance rates are listed below:

Regular Rate Reduced Rate (July " December 2010)

Single Plan $25.00/Month $4.00/Month

Family Plan $239.00/Month $218.00/Month

 

Financial Analysis: The approximate annual impact is $40,000.

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 authorizing the acceptance of funds of $20,000.00 for Transportation Improvements to Louisville Road and designating the Mayor to execute all documents pertaining to this grant.

Purpose: The purpose of this item is to consider acceptance of funds of $20,000.00 for Transportation Improvements to Louisville Road 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 funding.

Background: In December 2009 the City passed an ordinance providing for the City to maintain, repair and replace sidewalks within the public right of way. The Kentucky Transportation Cabinet has agreed to help fund sidewalk and curb replacement along Louisville Road. These funds will be used to repair hazardous or damaged sidewalks and to reconstruct deteriorated curbs. This Resolution will authorize the Mayor to accept funds and sign all grant-related documents.
Financial Analysis: This funding does not require a match.

Recommendation: Approval
Attachment:

Resolution

Contact Person:

Name: Jeff Hackbart

Title: Director

Department: Public Works

Phone: 502/875-8500

Email: jhackbart@frankfort.ky.gov

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 to have the Mayor sign a renewal service agreement with RCS Communications for 911 hardware and software (E 911 Communications).

Purpose: Request approval to have the Mayor sign a renewal service agreement with RCS Communications for 911 hardware and software.

Background: The City of Frankfort has contracted with RCS Communications for the annual maintenance of its 911 equipment that was purchased through RCS in 2004.
Financial Analysis: This contract renewal would be at the quoted price of $37,528.72 and would be covered with E911 Funds (Acct. #590.00.51100).

Recommendation: Approval
Attachment:

RCS Communications Service Agreement

Contact Person:

Name: Daryl S. Hensley

Title: Director

Department: E911 Communications

Phone: 502/352-2077

Email: dhensley@frankfort.ky.gov
7.2 To authorize payment for third year of three year agreement with ESRI for an Enterprise License Agreement for GIS software (Sewer Department).

Purpose: The purpose of this item is to authorize payment of the third year of a three year agreement with ESRI for an Enterprise License Agreement for GIS software.
Background: In June 2008 the City of Frankfort entered into a three year agreement with ESRI for an Enterprise License Agreement of GIS software. The total cost of this three year agreement is $107,250.00 (with 3 equal payments of $35,750.00) and runs till June 30, 2011. The License Agreement is being jointly funded by the Sewer Department, E911 and the IT Department.

Financial Analysis: Funds available in the following accounts:

Sewer Department $15,000 Account 300.68.56551

E911 $10,000 Account 590.00.51110

IT Department $10,750 Account 100.25.56551

$35,750

Recommendation: Approval

Attachment: Quotation from ESRI

Contact Person

Name: William R. Scalf, Jr., PE Julsun Pacheco

Title: Director IT Manager

Department: Sewer City Manager

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

Email: wscalf@frankfort.ky.gov jpacheco@frankfort.ky.gov
7.3 Sewer Extension Contract with Cracker Barrel Old Country Stores Inc, (CBOCS) for 161 Bizzack Boulevard located off of Duncan Road in Franklin County, Kentucky (Sewer Department).

Purpose: To approve a contract with CBOCS, Inc. for 161 Bizzack Boulevard located off of Duncan Road in Franklin County, Kentucky which is zoned commercial with 1 lot, with improvements including 2 new manholes, 156 feet of 8-inch SDR 35 pipe serving 161 Bizzack Boulevard.
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.

Rob Moore 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.
Financial Analysis: Not applicable

Recommendation: Approval
Attachment:

Sewer Extension Contract

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 award of additional funds to the construction contract with Cleary Construction to install sewers along Jones Lane and replace Cedar Pump Station (Sewer Department).
Purpose: The purpose of this item is to consider adding additional funds, Change Order # 4, to the contract with Cleary Construction to install sewers along Jones Lane and replace Cedar Pump Station.

Background: In July 2009, a contract was entered into with Cleary Construction to install sewers along Jones Lane and replace Cedar Pump Station. In November 2009, Change Order # 1 was signed to include language required for ARRA funding. Change Order # 2 covered additional costs for changes that were found during construction of the project. Change order #3 was the result of a recommendation made by the Frankfort Plant Board to revise our power from 480 volt to 240 volt

This Change Order is balancing for quantities actually installed. This overrun is due to additional lateral lengths due to field changes required and for pavement replacement that necessitated a much larger repair than expected.
The total contract amount is summarized below:

Original Contract $ 766,104

Change Order # 1 0

Change Order # 2 40,702

Change Order # 3 6,350

Change Order # 4 72,739.60

Revised Contract $885,859.60

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

Recommendation: Approval
Attachment:

Change Order No. 4

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
7.5 Authorization to reject all bids for East Main Line Rehab at the East Main and Capital Avenue (Sewer Department).

Purpose: The purpose of this item is to consider rejecting all bids for East Main Line Rehab at the East Main and Capitol Avenue.

Background: Currently there is a sewer line attached to a retaining wall behind 101 " 119 East Main Street. This line is suspended above the river bank making susceptible to damage from floods. Since the line is exposed it is also easily damaged and a constant maintenance issue. This project is designed to fix operational issues with this line and make the line more secure. The budget estimate was $423,000.00 and the lowest bid was $803,847.00. The sewer department would like to reject all bids, rework the contract specifications, and then rebid.

SCB Engineers recommends that the City reject all bids.

Recommendation: Approve rejection of all bids

Attachments:

Bid Tab
SCB Award Recommendation
Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
7.6 Authorize a bid award to Herrick Company, Inc. to install equipment for rehabilitation of Oxidation Ditches 1 and 2 (Sewer Department).

Purpose: The purpose of this item is to award a bid to Herrick Company, Inc. to install equipment for rehabilitation of Oxidation Ditches 1 and 2.

Background: In May the Frankfort Sewer Department advertised for installation of pre-purchased equipment to rehabilitate oxidation ditches number 1 and 2. This oxidation ditches are over 30 years old and the rotors and related equipment have exceeded their life expectancy. This project will replace all mechanical and electrical equipment and extend the life of the oxidation ditches 20 to 25 years. The Sewer Department pre-purchased the equipment to save over $50,000 in sales tax.

Bids were opened on May 27 and Herrick was the low bidder at $119,380.00 for ditch number 2 and $137,380 for ditch number 1.

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

Recommendation: Approval
Attachments:

Bid Tab
Engineers Recommendation

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 a bid to award a contract for construction of a pump station for the East Frankfort Project for the Sewer collection system (Sewer Department).
Purpose: The purpose of this item is to consider awarding a contract for construction of a pump station for the East Frankfort Project for the Sewer collection system.
Background: This project is to construction a 4 MGD pump station to eliminate the Industrial Park pump station, Governors Place pump station and convey the sewage from the new station to a point just upstream of the Schenkel Cave. This project addresses 6 SSO's.

GRW Engineers recommends that the City award to the lowest responsible bidder, Judy Construction for $ 2,045,000.00.

Financial Analysis: Funds available in Account No. 300.68.54390.

Recommendation: Approval
Attachments:

Bid Tab
Engineer's Recommendation Letter

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort-ky.gov
7.8 Authorization to award an engineering contract for the Evaluation and Preparation of Contract Documents for bidding of the Cardinal Hills Rehab Project (Sewer Department).
Purpose: The purpose of this item is to consider awarding a contract to Burgess & Niple, Inc. to perform evaluation and preparation of contract documents for bidding of the Cardinal Hills Rehab Project to address excessive inflow and infiltration issues and an existing sanitary sewer overflow.
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 Cardinal Hills Rehab Project. Three 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 recommends that the project be awarded to Burgess & Niple, Inc. The initial contract will have a contract limit of $21,400. Additional funds will be necessary upon completion of the bidding for construction administration, construction observation and other services as may be required.
Financial Analysis: Funds are available in Sewer Account No. 695.00.51100.
Recommendation: Approval
Attachment:

Contract

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
7.9 Authorization to award an engineering contract for the Evaluation and Execution of Contract Documents for bidding of the Indian Hills Rehab Project (Sewer Department).
Purpose: The purpose of this item is to consider awarding a contract to Burgess & Niple, Inc. to perform evaluation and execution of contract documents for bidding of the Indian Hills Rehab Project to address excessive inflow and infiltration issues.

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 Indian Hills Rehab Project. Three 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 recommends that the project be awarded to Burgess & Niple, Inc. The initial contract will have a contract limit of $21,000. Additional funds will be necessary upon completion of the bidding for construction administration, construction observation and other services as may be required.
Financial Analysis: Funds are available in Sewer Account No. 695.00.51100.
Recommendation: Approval
Attachment:

Contract

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
7.10 Authorization to award a professional services contract to DLZ Kentucky, Inc. to serve as the Wet Weather Program Manager for the City of Frankfort Sewer Department (Sewer Department).

Purpose: The purpose of this item is to consider extending the contract of DLZ Kentucky to assist the Sewer Department with complying with the requirements of the Consent Judgment with the Kentucky Energy and Environment Cabinet.

Background: DLZ Kentucky was awarded a contract in June 2007 to provide various support activities to the Department. Support included project oversight, assistance with contractor selection, scheduling, cost estimating, and programming associated with the Consent Judgment. The current contract expires in July 2010.

The proposed new contract would retain DLZ Kentucky as Wet Weather Program Manager for two additional years. This would allow for consistent program management assistance through the submittal and implementation of the Long Term Control Plan and other planning documents.

The Agreement has a cap of $250,000 and tasks will be authorized and executed by individual work orders.
Financial Analysis: Funds are available in account 300.68.54390.

Recommendation: Approval
Attachment:

Contract

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
7.11 Authorize a Change Order Number 1 with Lakeside Equipment Corporation for additional funds to purchase equipment for rehabilitation of Oxidation Ditch 1 (Sewer Department).
Purpose: The purpose of this item is to approve Change Order Number 1 with Lakeside Equipment Corporation for additional funds to purchase equipment for rehabilitation of Oxidation Ditch 1.

Background: On January 26, 2010, the Frankfort Sewer Department advertised for equipment to rehabilitate Oxidation Ditch Number 2. Included with this bid was an alternate for furnishing equipment for Ditch Number 1. This oxidation ditches are over 30 years old and the rotors and related equipment have exceeded their life expectancy. This project will replace all mechanical and electrical equipment and extend the life of the oxidation ditch 20 to 25 years.

Bids were opened on February 11, 2010 and Lakeside was the only bidder. By awarding this change order to Lakeside, instead of rebidding, the Sewer Department is saving the cost of rebidding the project and Lakeside is giving a discount due to not having to prepare engineering drawings to bid the project. Additionally, by sole sourcing to Lakeside, the Department will have all three of our ditches with the same equipment manufacturer, which should reduce our maintenance costs due to redundancy of equipment.
Original Contract $425,300.00

Change Order # 1 $435,994.00


Revised Contract $861,294.00

Change Order Number 1 includes a base bid of $420,654.00 for the rotors and ancillary equipment for Oxidation Ditch Number 1 and $15,340.00 for modifications to the weirs for Oxidation Ditch Number 1 and 2.

Financial Analysis: Funding is available in account # 695.00.51100.

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
7.12 To authorize a bid to award a contract for installation of gravity lines and force-main for the East Frankfort Project for the Sewer collection system (Sewer Department).
Purpose: The purpose of this item is to consider awarding a contract for installation of gravity lines and force-main for the East Frankfort Project for the Sewer collection system.

Background: This project is to install approximately 3000 feet of 30-inch gravity sewer to eliminate the Industrial Park pump station and convey to the New East Frankfort Pumps station to be built in its place. This project will also include approximately 14,000 feet of 20" force-main to convey the sewage from the new station to a point just upstream of the Schenkel Cave. This project addresses 6 SSO's.

GRW Engineers recommends that the City award to the lowest responsible bidder, Schroeder Construction for $3,287,150.00 plus 10 % for contingencies for a total award of $3,615,865.
Financial Analysis: Funds available in Account No. 300.68.54390.

Recommendation: Approval
Attachments:

Bid Tab
Engineers Recommendation Letter

Contact Person

Name: William R. Scalf, Jr., PE

Title: Director

Department: Sewer

Phone: 502/875-2448

Email: wscalf@frankfort.ky.gov
8. BOARD APPOINTMENTS
9. OLD BUSINESS
10. NEW BUSINESS
11. ADJOURNMENT

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