City Commission June Meetings (with VIDEO!)

Published:

In the interest of transparency and openness, the new City Commission asked staff immediately upon taking office last January to explore the possibility of videotaping all of our meetings and making those meetings available online to the public. Rather than continuing to wait, I've decided to demonstrate how affordable and easy this is by taking the task upon myself until the City starts doing it officially. I've recorded our most recent work session and posted the full meeting on my website at http://selluswilder.com/content/public-meetings.

Our next meeting is this Monday (June 13th) at 5:00 pm at City Hall. Agendas for this work session and our June 27 voting meeting are posted below.

As always, I'm happy to receive questions and comments at selluswilder@gmail.com

Sellus WilderFrankfort City Commissioner

WORK SESSION
BOARD OF COMMISSIONERS
315 WEST SECOND STREET
FRANKFORT, KY 40601
502/875-8500

June 13, 2011
5:00 P.M. (EDT)

CALL TO ORDER/ROLL CALL

CITIZEN COMMENTS

DISCUSSION OF TENTATIVE AGENDA

CITY MANAGER REPORTS/STAFF COMMENTS

OLD BUSINESS

NEW BUSINESS **

DISCUSSION ITEM
Discussion of 2010 " 2011 garbage fee refund or credit

ADJOURNMENT

The following is the draft agenda for our voting meeting later this month:

REGULAR MEETING
BOARD OF COMMISSIONERS
315 WEST SECOND STREET
FRANKFORT, KY 40601
502/875-8500

1.

INVOCATION

PLEDGE OF ALLEGIANCE

ROLL CALL

MINUTES

2.

CEREMONIAL ITEMS

3.

CITIZEN COMMENTS

4.
4.1

ORDINANCES
SECOND READING: An Ordinance amending Ordinance No. 2, 2011 Series appropriating the
revenue to be received by the City of Frankfort for the Fiscal Year 2010-2011.

Purpose: The purpose of this item is to consider approval of an Ordinance amending the 2010-
2011 Budget to provide monies for the purchase of digital radios for Fire/EMS and Emergency
Management.

Background: The 2010-2011 Budget for the City of Frankfort was approved by the City Commission,
on June 21, 2010. Since that time the following items requiring additional funding have been identified
for the purchase approved by the Board of Commissioners on April 11, 2011.

1) Fire Department
$91,112.00
2) Emergency Management $13,524.00
(Less FEMA reimbursement of $32,800.00= total budget impact of $71,836.00)

Total Amendment

This Ordinance would amend the 2010-2011 Budget to provide monies to pay the above.

This Ordinance had its first reading on May 23, 2011.

Financial Analysis: $91,112.00 to be appropriated for Account No. 100.42.56550 with $32,800.00 to
be reimbursed by FEMA funds; $13,524.00 to be appropriated for Account No. 100.40.56550.

Recommendation: Approval

Attachment:
Ordinance

Contact Persons
Name:
Wallace Possich Steve Dawson
Title:
Fire Chief
Director
Department: Fire
Finance
Phone:
502/875-8511
502/875-8500
Email:
wpossich@frankfort.ky.gov sdawson@frankfort.ky.gov

June 27, 2011
5:00 P.M. (EDT)

$71,836.00

4.2

SECOND READING: An Ordinance rezoning property for an approximate 2.08 acre parcel of property
known as the Thorn Hill Educational Center, being 700 Leslie Avenue, Frankfort, KY.; more
specifically described as PVA map #074-12-09-007.00, from SG (Government " Special) to PO
(Professional Office District).

Purpose: Approval of the recommendation of zone map amendment by the Frankfort/Franklin County
Planning Commission a zone map amendment from SG (Government " Special) to PO (Professional
Office District) for the property located at 700 Leslie Avenue, Frankfort, KY.

Background: KRS requires that a public hearing be held by the Planning Commission and that the
Planning Commission's recommendation be forwarded to the Local Government.

Should the City Commission desire to not follow the Planning Commission's recommendation, then
the item is to be tabled and a request for a verbatim transcript of the Planning Commission meeting,
which must be obtained before the item can be heard by the City Commission. The City Commission
will then be required to make their own findings of fact based on the verbatim transcript or hold its
own public hearing and then make findings of fact. Any action by the City Commission is to be limited
to only the findings and testimony given during the Planning Commission hearing and no additional
evidence or testimony is to be received unless a new public hearing is held by the City Commission.

On May 12, 2011, the Frankfort-Franklin County Planning Commission held a public hearing to
evaluate the property of the Thorn Hill Educational Center and recommends the most appropriate
zoning district for this property. The public hearing was closed (no one present spoke in opposition
to the zone map amendment) and the Planning Commission adopted the report as the summary.
They then approved and adopted the 5 findings of fact as identified within the report, and motioned to
recommend approval of a zone map amendment from SG (Government " Special) to PO (Professional
Office District) based on the five (5) findings of fact. The motion to recommend approval of the zone
map amendment passed unanimously.

This Ordinance had its first reading on May 23, 2011.

Financial Analysis: Not Applicable

Recommendation: Approval

Attachments:
Rezoning Ordinance,
Adopted Findings of Facts,
Staff Report reviewed by the Frankfort/Franklin County Planning Commission.

Contact Person
Name:
Title:
Department:
Phone:
Email:

4.3

SECOND READING: Adoption of an Ordinance to Amend the City of Frankfort's Code of Ordinances
" Chapter 150 " by amending Ordinance No. 18, 2008 series, permit fees.

Purpose: To amend the fee schedule within Ordinance 18, Series 2008, relating to zoning permits.

Background:
The last update to the City's fee schedule relating to permits was in 2003. Staff
believes that it is appropriate and necessary to re-evaluate the permit fees to better reflect the cost to
the City and to be consistent with the State Building Code.

Gary Muller
Director
Planning and Building Codes
502/875-8500
Gmuller@frankfort.ky.com

The proposed fees are less or equal to those currently adopted by Franklin County as well as those
within the Bluegrass ADD District. A comparison table of other jurisdictions within the Bluegrass ADD
District has been provided.

This Ordinance had its first reading on May 23, 2011.

Financial Analysis: Increasing the permit fee from $5.00 to $10.00 for Zoning Permits should assist
in sustaining the City's revenue by balancing the fuel costs of inspections.

Attachment:
Ordinance

Recommendation: Approval.

Contact Person
Name:
Gary Muller
Title:
Director
Department:
Planning and Building Codes
Phone:
502/875-8500
Email:
gmuller@frankfort-ky.gov

4.4

SECOND READING: An Ordinance appropriating the revenue to be received by the City of Frankfort
for the Fiscal Year 2011-2012.

Purpose: The purpose of this Ordinance is to appropriate revenue to be received and expended by
the City of Frankfort for Fiscal Year 2011-2012 in accordance with the budget submitted and approved
by its adoption.

This Ordinance had its first reading on May 23, 2011.

Recommendation: Approved

Attachment:

Ordinance

Contract Persons
Name:
Fred Goins
Title:
Interim City Manager
Department:
City Manager
Phone:
502/875-8500
Email
fgoins@frankfort.ky.gov

4.5

First Reading: An Ordinance to amend the City of Frankfort's Code of Ordinances " Chapter 150.05 "
by amending the City of Frankfort's Property Maintenance Code; Section 301 " Subsection 301.4.2.

.

Purpose:To amend the City's Property Maintenance Code Sections 301.4.2 by increasing the fee of
rental inspections from $10.00 to $20.00.

Background:
During the FY 2011-12 budget review by the City Commission, it was requested that
the rental inspect fees be increased to more appropriately reflect the costs of conducting the
inspections especially with the increase of fuel costs, but keeping the fee minimal to not cause a
negative effect upon the renters or property owners.

Records indicate that the fee was $5.00 for each rental inspection since the mid 1980's. In 1999,
the fee was established as $10.00 for each rental unit " prior to occupancy. The city conducts an

Steve Dawson
Director
Finance
502/875-8500
sdawson@frankfort.ky.gov

average of 1,443 rental inspections each year (average is based on number of annual inspections
from 2005 to 2010 with the low being 1281 and the high being 1646 inspections.

Financial Impact: It is anticipated that based on the average of 1443 rental inspections annually, the
financial impact would be an increase of $14,430 of fees to help compensate the employees time in
the field and fuel costs.

Attachment:
Ordinance

Recommendation: Approval

Contact Person
Name:
Gary Muller
Title:
Director
Department:
Planning and Building Codes
Phone:
502/875-8500
Email:
gmuller@frankfort.ky.gov

4.6

First Reading: An Ordinance to Amend the City of Frankfort's Code of Ordinances "
Chapter 150 " by amending the Building Code permit and inspection fees of Subsections 150.1
Building Codes and 150.3 Electrical Codes.

Purpose:To amend the City's Building permit/inspection fees and Electrical permit/
inspection fees.

Background:
During the FY 2011-12 budget review by the City Commission, it was requested that
the inspection fees and permit fees be reviewed and amended to more appropriately reflect the costs
of conducting the inspections especially with the increase of fuel costs, but keeping the fee minimal to
not cause a negative effect upon the builders or property owners.

Records indicate that the fees were last amended in 2003 and zoning permit fees were added in 2008.
A review of surrounding governmental agencies was conducted in addition to reviewing staff hours and
fuel costs. The city conducts an average of 1116 permits each year (with an average of 2 inspections
for each permit). This average is based on number of annual building, sign, zoning and electrical
permits issued from 2005 to 2010.

Financial Analysis:
It is anticipated that based on the average of 1116 permits annually, the
financial impact would be an increase of revenue to help compensate the employees time in the field,
software and hardware needs, and fuel costs.

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.
5.1

ORDERS
An Order Authorizing a Management Agreement for Juniper Hill Golf Course.

Purpose: To consider the renewal of the Management Agreement for Juniper Hill Golf Course.

Background: In April 2004, the City entered into an agreement with Kirk Schooley, a PGA Certified
Golf Professional, for the operation and maintenance of Juniper Hill Golf Course. The agreement
was for one (1) year with a 90-day cancellation upon notice from either party. The compensation and
duties are outlined in the attached agreement. The agreement has been renewed on an annual basis.

This renewal agreement is for one year. This will ensure that the agreement will stay current
preventing possible conflicts with the alcohol licenses. The 90-day cancellation notice will remain.

Financial Analysis: The Pro shall receive an annual salary of $35,000 commensurate with the
City's Salary Schedule and years of service plus benefits (benefits shall not include accrual of
vacation, sick, holiday or compensatory leave) and any cost-of-living adjustments accorded other city
employees. The Pro shall also receive 10.3 percent of the revenues received for golf cart rentals (up
to a maximum of $16,500 per year) and 35 free memberships to distribute as he sees fit as further
part of his remuneration. Funds are available in Account No. 100.70.51000 Personnel Services.

Recommendation: Approval

Attachment:
Order
Management Agreement

Contact Persons
Name:
Fred Goins
Steve Dawson
Kirk Schooley
Title:
Interim City Manager
Finance Director
Golf Pro
Department: City Manager Finance
Golf
Phone:
502/875-8500
502/875-8500
502/875-8559
Email:
f-goins@frankfort.ky.gov
sdawson@frankfort.ky.gov kschooley@frankfort.ky.gov

6.
6.1

RESOLUTIONS
Resolution authorizing the acceptance of grant funds in the amount of $225,531.00 for the Safe
Routes to School program and designating the Mayor to execute all documents pertaining to this grant.

Purpose: The purpose of this item is to consider acceptance of grant funds of $225,531.00 for the
Safe Routes to School Program through the SAFETEA-LU Federal Reimbursement Agreement 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 accept and process the grant.

Background: The City of Frankfort applied for Safe Routes to School funds to install sidewalks to
connect neighborhoods and Bridgeport Elementary as well as Bondurant Middle School so students
can walk or bike to school in May 2009. In August 2009 the City was notified and informed that our
project had been funded. We recently received the contract from the state program for these funds.
This Resolution will authorize the Mayor to accept funds and sign all grant related documents.

Financial Analysis: This grant does not require a match.

Attachment:
Resolution

Contacts:
Name:

Jeff Hackbart

Rebecca Hall

Title:
Director
Grants Manager
Department: Public Works City Manager
Phone:
502/875-8500
502/875-8500
Email:
jhackbart@frankfort.ky.gov
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 the revised Dark Fiber and Internet Access Agreement between the City of Frankfort and
the Frankfort Plant Board, and authorize the Mayor to sign all related documents (IT).

Purpose: To approve the Mayor's signing of the revised Dark Fiber and Internet Access Agreement
between the City of Frankfort and the Frankfort Plant Board. The purpose of this agreement is to
provide for expanded bandwidth from the Plant Board. The expanded band width will improve the
performance of the City's network. Pursuant to the agreement, the amount paid to the Plant Board per
month for internet service will change from $2,060 per month to $2,384 per month.

The City currently has a Dark Fiber and Internet Access Agreement with the Plant Board. The new
agreement will provide for expanded bandwidth.

Background: The Frankfort Plant Board currently provides the City of Frankfort with its internet
access. The City currently pays the amount of $2,060 per month for this service. The City's IT
Department has determined that the expanded bandwidth will improve the performance of the City's
internet server.

Financial Analysis: Pursuant to the agreement, the City will pay an additional $324 per month for the
improved internet service.

Recommendation: The City's IT Department recommends the approval of this agenda item.

Attachment:
The proposed Dark Fiber and Internet Access Agreement

Contact Persons
Name:
Julson Pacheco
Bobby Ripy
Title:
Director
GIS Technician
Department:
IT
IT
Phone:
502/352-2266
502/352-2267
Email:
Jpacheco@Frankfort.ky.gov
Bripy@Frankfort.ky.gov

7.2

To authorize the Mayor to sign a renewal agreement with Radio Communications Services for
maintenance on current E911 equipment and authorize the Mayor to sign all related documents
(Communications).

Purpose: To authorize the Mayor to sign a renewal agreement with Radio Communications Services
for maintenance on current E911 equipment.

Background: The Frankfort/Franklin County E911 Dispatch Center in July, 2004 upgraded its
hardware and software for 911, fire/EMS, and police services. This is the annual renewal of the
contract associated with the maintenance of all related hardware and software. It provides for 24/7/365
maintenance/upgrades and would permit the continuation of existing services.

Financial Analysis: Total cost for the agreement is $39,648.72 for the period of 7/1/2011-6/30/2012.
Dedicated funds for this expenditure are available in the E911 surcharge account (Balance as of 06/
01/11: $402,200.86).

Recommendation: Approval

Attachment:
Service Agreement Quote

Contact Person:
Name:
Daryl S. Hensley
Title:
Director
7.3 To authorize the Mayor to sign a Full Release of
Department: Communications
Mortgage for property located at 424 Jones Lane (Sewer Department).
Phone:
502/352-2077
Email:
dhensley@frankfort.ky.gov
Purpose: The purpose of this item is to authorize the Mayor to sign a Full Release of Mortgage for
property located at 424 Jones Lane.

Background: Subsequent to construction of the Jones Lane Project we had a number of residents
sign promissory notes and second mortgages to pay off their sewer capacity fee over time. The
property owner at 424 Jones Lane signed a promissory note and mortgage and has since paid the
amount owed in full. This document will be filed with the Office of the Clerk of the Franklin County
Court to release the second mortgage.

Financial Analysis: NA

Recommendation: Approval

Attachment:
Full Release of Mortgage

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 submission of a Letter of Interest for EPA's Greening America's Capitals initiative to
promote the principles of smart growth, green building, and the Partnership for Sustainable
Communities, and authorize the Mayor to sign all documents as may be required (Grants Manager).

Purpose: To authorize the submission of a Letter of Interest for EPA's Greening America's Capitals
initiative to promote the principles of smart growth, green building, and the Partnership for Sustainable
Communities and to authorize the Mayor to sign all documents pertaining to this submission.

Background: The Development, Community, and Environment Division, known as the Smart Growth
Program, in the U.S. Environmental Protection Agency's Office of Policy, Economics, and Innovation
is seeking letters of interest from state capital cities that want to develop in ways that reflect the
principles of smart growth, green building and the Partnership of Sustainable Communities. Letters of
Interest are due by June 20, 2011. The EPA will then choose some state capital cities to participate
in phone interviews. Three to four state capital cities will be selected to receive technical assistance.
If selected, a technical team will visit Frankfort for three days to produce schematic designs and
illustrations to complement a larger planning process. The design team, EPA, HUD and DOT staff will
also assist the city staff in developing specific implementation strategies.

Financial Analysis: The EPA does not require a monetary city match for this technical assistance,
however, if chosen to receive assistance the city will be required to use the design resources
produced to promote better public understanding of sustainable communities.

Recommendation:

Attachment:
None

Contact:
Name:
Rebecca Hall
Title:
Grants Manager
Department:
City Manager
Phone:
502/875-8500
EMail:
Rhall@Frankfort.ky.gov

7.5

To authorize the submission of an application for Homeland Security Grant Funds and authorize the
Mayor to sign all grant-related documents (Grants Manager).

Purpose: Requesting authorization to submit an application for Homeland Security Grant Funds to
purchase various equipment and give the Mayor authority to sign all grant related documents.

Background: The Kentucky Office of Homeland Security is now soliciting applications for 2011
Homeland Security Grant funds and the city would like to apply for funding. The funding does not
require a match from the city. There is no resolution or other documentation required for this grant.
Once applications have been selected for funding a resolution and other appropriate documentation
will be required.

Financial Analysis: There is no match requirement from the city.

Recommendation:

Attachments:

Contact Person:
Name:
Wallace Possich Rebecca Hall
Title:
Fire Chief
Grants Manager
Department: Fire Department.
City Manager
Phone:
502/875-8556
502/875-8500
Email:
wpossich@frankfort.ky.gov
rhall@frankfort.ky.gov

7.6

To authorize Change Order #1 to RS Technical Services, Inc. to upgrade the push type camera to
battery powered, and to authorize the Mayor to sign documents related to the purchase (Sewer
Department).

Purpose: The purpose of this item is to consider Change Order #1 to RS Technical Services, Inc. to
upgrade the push type camera to battery power to make it more portable.

Background: A push type camera was purchased with the new camera unit earlier this year, upon
receipt of the push type camera it was realized that it had to be plugged in to an 110v outlet; this
upgrade will allow use in backyards and other places that often do not have electric available.

Bids were received on December 28, 2010 and RS Technical was awarded the contract as the sole
bidder. Change Order #1, in the amount of $704, increases the total purchase price to $156,024.93.

Original P.O.

Approval

Approval

None

$155,320.93

Change Order #1
Total

Financial Analysis: Funding is available in account # 300.68.56550. The budget for this account is
$621,614 and as of May 31 this account had $166,808 expended and encumbered.

Recommendation: Approval

Attachment:
Price Quote

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 award of an Engineering Services Agreement with URS Corporation for design services
to replace an under capacity and deteriorating sewer line along Slickway Branch between US 60 and
US 421 and to authorize the Mayor to sign all documents related to the project (Sewer Department).

Purpose: To consider awarding an Engineering Services Agreement with URS Corporation for
design services to replace an under capacity and deteriorating sewer line along Slickway Branch
between US 60 and US 421 and to authorize the Mayor to sign all documents related to the project.

Background: Between US 60 and US 421 there is an existing sewer line that is under capacity and
deteriorating. This issue was identified as part of the concrete pipe inspection.

The agreement calls for design and surveying services through the bidding process. The amount of
the agreement is $74,355.00.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Engineering Services Agreement " Under Attorney Review

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.8

To authorize contract award to Cleary Construction for construction of approximately 700-feet of
gravity sewer, sewer line attached to a retaining wall behind 101 " 119 East Main Street, and to
authorize the Mayor to sign all documents related to the project (Sewer Department)

Purpose: To award contract to Cleary Construction for construction of approximately 700-feet of
gravity sewer, sewer line attached to a retaining wall behind 101 " 119 East Main Street, and to
authorize the Mayor to sign all documents related to the project.

Background: Currently there is a sewer line attached to a retaining wall behind 101 " 119 East Main

$704.00
$156,024.93

Street. This line is suspended above the river bank making it 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 low bidder for the
project is Cleary Construction with a bid of $845,262.00 for Option B.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachments:
Engineer's Recommendation
Bid Tab

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.9

To authorize amendment to contract to HMB Professional Engineers, Inc. for additional design
services for the failing brick sewer on West Main and authorize the Mayor to sign all documents
related to the project (Sewer Department).

Purpose: To amend contract to HMB Professional Engineers, Inc. for additional design services for
the failing brick sewer on West Main and authorize the Mayor to sign all documents related to the
project.

Background: In December 2009 HMB Engineers was awarded a contract for a study to identify two
alternatives and cost estimates for repairing the issue. The alternatives have been reviewed and this
amendment is to design the selected alternate.

The amount of Amendment Number 1 is $16,487.50.

Original Contract
Amendment #1
Total

$ 55,500.00
$ 16,487.50
$ 71,987.50

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Contract Amendment Number 1

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 award of Engineering Services Agreement with Kenvirons, Inc. for design services to

replace Bon Air Pump Station in Two Creeks Subdivision and to Authorize Mayor to sign documents
related to project (Sewer Department).

Purpose: To consider awarding an Engineering Services Agreement with Kenvirons, Inc. for design
services to replace Bon Air Pump Station in Two Creeks Subdivision.

Background: Just inside Two Creeks subdivision is Bon Air Pump station that has surpassed the
design life and has numerous equipment issues. The equipment is no longer available and many
times has to be fabricated at a machine shop. This project directly affects two SSO's

The agreement calls for design and surveying services through the bidding process. The amount of
the agreement is $72,600.00.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Engineering Services Agreement " Under Attorney Review

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department: Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.11 Authorization to amend contract to Sherman Carter Barnhart, PSC for additional design services and
Contract Administration and Resident Observation for the East Main project and authorize Mayor to
sign documents related to project (Sewer Department)

Purpose: To amend contract to Sherman Carter Barnhart, PSC for additional design services and
Contract Administration and Resident Observation for the East Main project located from 101 to 119
East Main Street and authorize Mayor to sign documents related to project.

Background: In January 2009 Sherman Carter Barnhart was awarded a contract to replace a failing
sewer along the Kentucky River Bank from 101 " 119 East Main Street. The project has been bid and
this is for resident observation and construction administration.

The amount of Amendment Number 1 is $85,000.

Original Contract
$ 40,000
Amendment # 1
$ 85,000
Total
$125,000

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Contract Amendment #1

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 award of Engineering Services Agreement with Sherman Carter Barnhart, PSC for
design services to replace the roof of the headworks building at the wastewater treatment plant and
authorize Mayor to sign documents related to project (Sewer Department).

Purpose: To consider awarding an Engineering Services Agreement with Sherman Carter Barnhart,
PSC for design services to replace the roof of the headworks building at the wastewater treatment
plant and authorize Mayor to sign documents related to project.

Background: The roof of the headworks building is over 30 years old and leaking. This agreement
will produce documents for bidding and inspection of the roof once complete.

The agreement includes design and inspection services. The amount of the agreement is $11,855.00.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Engineering Services Agreement " Under Attorney Review

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.13 To authorize a bid award to Bluegrass Diesel Specialist's Inc. to provide two (2) trailer mounted
generators (Sewer Department).

Purpose: The purpose of this item is to consider a bid award to Bluegrass Diesel Specialist's Inc. to
provide two (2) trailer mounted generators for use with the pump stations.

Background: Currently the sewer department has 2 generators to cover 53 pump stations. Additional
generators are needed to insure compliance with Division of Water, US EPA, and Consent Judgment
requirements to maintain service in the event of a power outage.

The bid is recommended to be awarded to Bluegrass Diesel Specialist's Inc. who is the lowest
responsible bidder at $ 98,300.00. The lowest bidder, Standby Power USA, did not meet the required
specifications. This procurement was made utilizing Internet reverse auction and came in almost
$30,000 below our estimate, a saving of almost 25 percent.

Financial Analysis: Funding is available in account # 300.68.56550. The budget for this account is
$621,614 and as of May 31 this account had $166,808 expended and encumbered.

Recommendation: Approval

Attachment:
Bid Tab

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.14 To authorize award of Engineering Services Agreement with Lee Engineering, LLC and Cann-Tech,
LLC for design services to expand sewers to Springhill Subdivision and to authorize the Mayor to sign
all documents related to the project (Sewer Department).

Purpose: To consider awarding an Engineering Services Agreement with Lee Engineering, LLC and
Cann-Tech, LLC for design services to expand sewers to Springhill Subdivision and to authorize the
Mayor to sign all documents related to the project. This project is located on US 421 East.

Background: On US 421 East there are approximately 170 homes on septic tanks within 1200 feet
of the sewer system. This is an area that was identified in the 1992 facilities plan as an area for
expansion.

The agreement calls for design and surveying services through the bidding process. The amount of
the agreement is $95,300.00.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Engineering Services Agreement " Under Attorney Review

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.15 To authorize the Mayor to sign all documents related to the construction contract with Schroeder
Construction 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 authorizing the Mayor to sign all documents related
to the construction contract with Schroeder Construction for installation of gravity lines and force-main
for the East Frankfort Project for the Sewer collection system

Background: In June 2010, a contract was entered into with Schroeder Construction for Construction
of approximately 3000-feet of gravity sewer, and approximately 14,000-feet of force-main to serve the
East Frankfort Pump Station.

Amendment # 1 covers additional costs for price changes that incurred during a 6 month delay.
Details of changes are in the attachment.

The total contract amount of the contract is unchanged at $3,615,865.

Financial Analysis: NA

Recommendation: Approval

Attachment:
Change Order #1

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.16 To approve a Purchase Order with C.C. Moore Company, Inc. for additional work resulting from a
sewer collapse in the vicinity of Old Lawrenceburg Road and Todd Street (Sewer Department).

Purpose: To approve a Purchase Order with C.C. Moore Company, Inc. for additional work resulting
from a sewer collapse in the vicinity of Old Lawrenceburg Road and Todd Street.

Background: In February 2010 the Sewer Department was informed of sewer coming out of the
ground in the general location of Todd Street and Old Lawrenceburg Road. Upon investigation it was
determined that a section of old concrete pipe had collapsed and had clogged the line and sewer was
discharging from our system. An emergency Purchase Order to C.C. Moore Company, Inc. in the
amount of $50,000 was prepared under the City's existing unit price contract to replace the section of
collapsed pipe. Since the original collapse, two additional sections of concrete pipe have collapsed
and have been replaced. The Department expended the entire original emergency Purchase Order
and plus an additional $50,000 approved by the City Commission. Upon further investigation it was
determined that several hundred additional feet of concrete sewer was deteriorated to the point that
failure was imminent and the Sewer Department directed C.C. Moore to replace that portion of line
before it collapsed.

A total of approximately 685 feet of concrete pipe have been replaced as part of this emergency repair
at a unit cost of $175.00 per foot.

Financial Analysis: Funds are available in account 300.68.53250. The budget for this account is
$200,000 and as of May 31 this account had $186,612 expended and encumbered.

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

7.17 To approve a Purchase Order with Leak Eliminators to clean inverted siphons in various locations
throughout the collection system (Sewer Department).

Purpose: To approve a Purchase Order with Leak Eliminators to clean inverted siphons in various
locations throughout the collection system.

Background: In April 2011 the Sewer Department discovered that one barrel of our double barrel

inverted siphon across the Kentucky River was totally blocked. The Sewer Department does not
have the equipment to clean a siphon of that length, 1,200 to 1,500 feet. Leak Eliminator's has the
equipment and was able to respond in a timely manner to clear the blockage and open the siphon.
During cleaning of the siphon, it was determined that the second barrel was also partially blocked and
Leak was directed to clear that barrel also.

The Sewer Department has a total of 9 inverted siphons in 5 locations. This Purchase Order will
allow the Sewer Department to investigate the 7 remaining siphons and clean any that are found to be
partially clogged. Cleaning of the siphons has not been performed in over 25 years.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

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

7.18 To authorize award of an Engineering Services Agreement for the Evaluation and Preliminary
Engineering associated with the Willowcrest I&I Reduction Project and to authorize the Mayor to sign
all documents related to the project (Sewer Department).

Purpose: The purpose of this item is to consider awarding an Engineering Services Agreement to
HDR, Inc. to perform Evaluation and Preliminary Engineering for the Willowcrest I&I Reduction Project
to address excessive inflow and infiltration issues and mitigate a Sanitary Sewer Overflow and to
authorize the Mayor to sign all documents related to the project.

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 Willowcrest I&I Reduction Project. Four 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 HDR,
Inc. The initial contract will have a contract limit of $___________. Additional funds will be necessary
upon completion of Preliminary Engineering for bidding, construction administration, construction
observation and other services as may be required.

Financial Analysis: Funds are available in account 300.68.54390. The budget for this account is
$6,336,245 and as of May 31 this account had $610,929 expended and encumbered.

Recommendation: Approval

Attachment:
Engineering Services Agreement (to be provided)

Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director

Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov

7.19

To authorize the filing of a grant application for 2011 Edward Byrne Memorial Justice Assistance Grant
(JAG) Program and to authorize the Mayor to sign all grant documents including a Memorandum of
Understanding with Franklin County Fiscal Court (Grants Manager).

Purpose: To consider authorizing the filing of a grant application for 2011 Edward Byrne Memorial
Justice Assistance Grant (JAG) Program and to authorize the Mayor to sign all grant documents. The
project will be designed to purchase and replace Mobile Data Units for our police vehicles.

Background: Under the Edward Byrne Memorial JAG Program the City of Frankfort will be allocated
$14,139.00 for the purchase and replacement of Mobile Data Units for our police vehicles. Since the
city and county are eligible for Joint Allocation for Disparate communities, the city will need to enter
into a Memorandum of Understanding with the county stating that the city will be utilizing the allocation
for the purchase and replacement of Mobile Data Units.

Financial Analysis: Cost for this project is estimated to be $14,139.00. Under the Edward Byrne
Memorial JAG Program the City of Frankfort will be allocated $14,139.00 for Community Policing. The
grant program should cover the cost of the project.

Recommendation:

Attachment:
MOU

Contact Persons
Name:
Mark Wilhoite
Rebecca Hall
Title:
Chief
Grants Manager
Department:
Police
City Manager
Phone:
502/875-8523
502-875-8500
Email:
mwilhoite@frankfort.ky.gov
rhall@frankfort.ky.gov

7.20

To authorize the Mayor to enter into a 3-year contract with ESRI for an Enterprise License
Agreement for GIS software (Sewer Department).

Purpose: The purpose of this item is to authorize the Mayor to sign a renewal of an Enterprise
License Agreement with ESRI for GIS software for another 3-year contract.

Background: In June 2008 the City of Frankfort entered into a three year agreement with ESRI for
Enterprise License Agreement of GIS software which runs until June 30, 2011.

This renewal of an Enterprise License Agreement with ESRI gives the City unlimited access to ESRI
software products for the duration of the 3-year agreement. The License Agreement is being jointly
funded by the Sewer Department, E911 and the IT Department. The annual cost of the License
Agreement is being split between the Departments as follows:

Sewer Department
$15,000
E911
$10,000
IT Department
$10,750
--------------------------------------------
$35,750

The total cost of the 3-year agreement is $107,250 and would be effective July 1, 2011 and run until
June 30, 2014.

Approval

Financial Analysis: Funds in current year's budget are available as shown:

Sewer Account No. 300.68.56551 - $38,842 available
E911 Account No. 590.00.51110 - $132,199.17 available
IT Account No 100.25.56551 - $10,588 available

Recommendation: Approval

Attachment:
ESRI License Agreement

Contact Persons
Name:
William R. Scalf, Jr., PE
Title:
Director
Director
Department: Sewer
IT
Phone:
502/875-2448
502/352-2266
Email:
wscalf@frankfort.ky.gov

7.21 To authorize the Mayor to sign an agreement between HCC Life Insurance Company and the City of
Frankfort (HR/City Manager).

Purpose: To authorize the Mayor to sign an agreement with HCC Life Insurance to provide Stop
Loss insurance for the self-insured group health insurance plan. Other than four stated exceptions in
the policy, this coverage will limit City health claims exposure to $75,000 per insured, and $x,xxx,xxx
annual aggregate deductible.

Background: The City purchases stop loss insurance to limit health insurance claim risk. Wells
Fargo, our broker and TPA, sought bids from several carriers, and after negotiations HCC was the
only carrier to provide a final proposal.

Recommendation:

Financial Impact: Approximately $xxx,xxx depending upon employee census (Still negotiating)

Attachment:

Julsun Pacheco

jpacheco@frankfort.com

Approval

HCC renewal letter (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

7.22 To authorize the Mayor to sign an agreement between Safety National Insurance Company and the
City of Frankfort (HR/City Manager).

Purpose: To authorize the Mayor to sign a renewal certificate with Safety National Insurance
Company to provide excess worker compensation coverage for the period of July 1, 2011 through
June 30, 2012.

Background: The City purchases excess worker compensation insurance to limit our claim risk.
Wells Fargo, our broker and TPA, sought bids from several carriers, and Safety National Insurance
Company provided the best proposal.

Recommendation:

Financial Impact: Approximately $______________ depending upon employee census.

Attachment:

Contact Person
Name:
Randy Donahue
Title:
HR Director
Department:
City Manager/Human Resources
Phone:
502-875-8500
Email:
rdonahue@frankfort.ky.gov

7.23 To authorize the Mayor to sign an agreement between Forward Edge and the City of Frankfort (HR/
City Manager).

Purpose: To authorize the Mayor to sign an agreement renewal with Forward Edge to provide drug
and alcohol testing and to assist with assuring compliance with the City Drug and Alcohol Policy, as
well as compliance with all applicable state and federal requirements.

Background: The agreement with Forward Edge provides the structure and process for the city to
continue with pre-employment, random and reasonable suspicion drug and alcohol testing as needed
through June 30, 2012.

Recommendation:

Financial Impact: Still calculating

Attachment:

Approval

Renewal Notice (to be provided)

Approval

Agreement (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

7.24 To authorize the Mayor to sign an agreement between Wells Fargo TPA and the City of Frankfort (HR/
City Manager).

Purpose: To authorize the Mayor to sign an agreement with Wells Fargo TPA to provide third party
administration for the self-insured group health insurance plan, dental plan, vision plan, and worker's
compensation program.

Background: Wells Fargo provides claim and other administrative services relating to the various
insurance and benefit programs. The agreement is to extend for two years through June 30, 2013.
however the TPA services will be marketed and bid during the two year period.

Recommendation:

Financial Analysis: Approximately $155,000 depending upon employee census and participation in
various benefit plans.

Attachment:

Approval

Renewal Agreement (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

7.25

To authorize advertising for bids from providers of police uniforms and uniform accessories (Police).

Purpose: The purpose of this item is to request authorization to advertise for bids for providing
uniforms and uniform accessories for the Police Department.

Background: Siegel's Uniforms in Evansville, Indiana currently holds the contract. We request
specifications be mailed to prospective vendors who provide police uniforms and uniform
accessories.

Financial Analysis: Uniforms and accessories are budgeted in account 100.43.54340

Recommendation: Approval to advertise for bids

Contact Person
Name:
Walter M. Wilhoite
Title:
Chief of Police
Department:
Police
Phone:
502/ 875-8523
E-Mail:
mwilhoite@frankfort.ky.gov

7.26

Personnel

Personnel
Action
Employee

Resignation
Kayla L Christie
Authorize payment for
accrued leave.

Attachment:

Contact Person:
Name:
Randy Donahue
Title:
HR Director
Department:
City Manager
Phone:
502/875-8500
Email:
rdonahue@frankfort.ky.gov

8.
8.1

BOARD APPOINTMENTS
Tourism and Convention Board
Reappointment of Charles Booe to a three-year term ending 6-30-14.
Reappointment of Gary Burke to a three-year term ending 6-30-14.

8.2

Board of Park Commissioners (To be provided)

Department

Police/E911 Dispatch

Date

6-23-11

Other

E911 Telecommunicator I "

Kayla Christie resignation letter (to be provided)

Attachments:
Mayor's letters of recommendation.
Charles Booe's resume (to be provided)
Gary Burke's resume (to be provided)

9.

OLD BUSINESS

10.

NEW BUSINESS

11.

ADJOURNMENT

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