Board of Commissioners

REGULAR MEETING May 23, 2016 FRANKFORT BOARD OF COMMISSIONERS 5:00 P.M. (EDT) PRESENT: Commissioner Tommy Z. Haynes Commissioner Robert E. Roach Commissioner Lynn Bowers Mayor William I. May, Jr. (5) ABSENT: Commissioner John R. Sower (1) Mayor May called the meeting to order. The invocation was given by Reverend Gary Hager. The Pledge of Allegiance was recited. It was moved by Commissioner Roach, seconded by Commissioner Haynes, that the minutes of the April 11, 2016 Special Meeting; April 11, 2016 Work Session; April 25, 2016 Special Meeting and April 25, 2016 Regular Meeting be approved. The question was put upon the motion, and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers, and Mayor May (4). Those voting against the motion were none (0). The motion was thereupon adopted. Mayor May called for citizens comments. Citizens Comments Natalie Wilkerson spoke in favor of 2-way West Main Street and thanked the Commission for their support and the first reading of the Ordinance. Ms. Wilkerson stated the conversion to 2-way will have a positive economic impact on downtown businesses. Donna Hecker, representing Walk/Bike Frankfort, requested that the bike lanes on Louisville Road be checked for debris and repaint the decals on Broadway and Second St. Ms. Hecker also expressed her support for 2-way West Main Street. Ordinances “AN ORDINANCE TO AMEND THE CITY OF FRANKFORT’S SPECIAL ORDINANCE 19, 1993 SERIES – PROPERTY ASSESSMENT AND REASSESSMENT MORATORIUM - BY AMENDING THE QUALIFYING AGE OF RESIDENTIAL STRUCTURES FROM 50 YRS OLD TO 25 YRS OR OLDER” was presented and read. This Ordinance had its first reading on April 25, 2016. It was moved by Commissioner Bowers, seconded by Commissioner Haynes, that the Ordinance be adopted. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The Ordinance was thereupon adopted (Ordinance No. 5, 2016 Series). “AN ORDINANCE AMENDING CHAPTER 50, SECTION 50.03 OF CITY’S CODE OF ORDINANCES TO ALLOW PROPERTY OWNERS TO EXCHANGE THEIR TRASH CONTAINERS FOR CONTAINERS OF A DIFFERENT SIZE AT ANY TIME DURING THE YEAR” was presented and read. This Ordinance had its first reading on April 25, 2016. It was moved by Commissioner Bowers, seconded by Commissioner Haynes, that the Ordinance be adopted. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The Ordinance was thereupon adopted (Ordinance No. 6, 2016 Series). “AN ORDINANCE APPROPRIATING THE REVENUE TO BE RECEIVED BY THE CITY OF FRANKFORT FOR THE FISCAL YEAR 2016-2017” ” was presented and read. This Ordinance had its first reading on May 9, 2016. It was moved by Commissioner Haynes, seconded by Commissioner Bowers, that the Ordinance be adopted. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The Ordinance was thereupon adopted (Ordinance No. 7, 2016 Series). “AN ORDINANCE TO AMEND SECTION 52.04(A)(1) OF THE CITY OF FRANKFORT CODE OF ORDINANCES TO PROVIDE THAT THE ANNUAL INCREASE IN SEWER RATES BASED ON THE CONSUMER PRICE INDEX SHALL BE AT LEAST 1.5% PER YEAR” was presented and read. Commissioner Roach suggested the addition of which CPI we are using. This will be revised prior to the second reading of the Ordinance. “ AN ORDINANCE TO AMEND CHAPTER 74, SCHEDULE I, ONE-WAY STREETS, IS TO MAKE WEST MAIN STREET BETWEEN ANN STREET TO WILKINSON BLVD GOING WEST BETWEEN ANN STREET AND WILKINSON BLVD A TWO-WAY TRAFFIC STREET” was presented and read. Orders “AN ORDER ADOPTING THE PROVISIONS AND REQUIREMENTS AND REGULATIONS OF THE UPDATED FEDERAL TRANSIT ADMINISTRATION DRUG AND ALCOHOL RULE FOR THE FRANKFORT TRANSIT SYSTEM EMPLOYEES, AND ALL RELATED DOCUMENTS” was presented and read. It was moved by Commissioner Roach, seconded by Commissioner Bowers, that the Order be adopted. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The Order was thereupon adopted (Order No. 3, 2016 Series). Consent Calendar The following miscellaneous and personnel items were presented: 7.1 Authorized Change Order #2, a final balancing change order, to the construction contract with Insituform Technologies, Inc. for the Country Lane Sanitary Sewer Rehabilitation Project and authorized the Mayor to sign all related documents. This change order reduces the contract amount by $136,083.39 The Original Contract is $873,709.45 - Change Order 1 is $0.00 - Change Order 2 is ($136,083.39) – the Final Contract Amount is for $737,626.06 (Sewer Department). 7.2 Approved Amendment #2 of the Professional Services Agreement with URS Corporation for additional survey and design services and authorized the Mayor to sign all documents related to the project. The Initial Contract is $80,450.00 - Amendment 1 is $24,965.00 - Amendment 2 is $39,045.00 – the Total is $144,460.00. Funding for this project is available in Account No. 300.68.54390. This account has $14,797,500 budgeted and as of March 31, $4,968,761 has been expensed and encumbered (Sewer Department). 7.3 REMOVED 7.4 Approved Change Order 006 for the Juniper Hills Family Aquatic Center and authorized the Mayor to sign all documents pertaining to the project. Monies are available on the remaining Purchase Order RGO28621 to cover the Change Order; thus no financial impact to the City (Parks & Recreation). 7.5 Authorized the Mayor to sign the 2015 Phase II Annual Report for the City of Frankfort and Franklin County. No financial impact on the City (Public Works). 7.6 Approved Change Order #6 of the Transit Wash Bay construction contract and authorized the Mayor to sign all related documents. Change order #6 is for a deduction of $2,768.32 to the Contract amount due to the elimination of some water heating equipment. Also in Change Order number #6, is the addition of 38 calendar days to the contract. This time accounts for delays encountered with the roof installation, time to complete exterior painting, weather days and time to complete the punch list items. There is not a cost associated with this item (Public Works). 7.7 Awarded a contract to Colston Paving for resurfacing around the Transit office building and authorized the Mayor to sign all related documents. The total cost of the project is $16,900. The funds for this project will be paid for out of the Transportation Improvements account and reimbursed 100% by a 5309 Capital Grant – Budget Line Item 11.44.01 Rehab of Administration Facility (Public Works). 7.8 Authorized the purchase of three (3) 2017 Ford Police Interceptor Utility patrol vehicles and authorized the Mayor to sign all related documents. The cost per vehicle on State Contract is $29,142.00. The cost of total up-fit (stripping, equipment etc.) is $15,047.22 per vehicle. This brings the total cost of each of the three (3) requested vehicles to $45,141.66 per vehicle. The total cost of this vehicle purchase request is $135,424.98. Please note that although the price quote for up-fitting is from Paul Miller Ford, the cars will be purchased from Crossroads Ford under State Price Contract. Funds are available in Account No. 100.43.54315 (Police). 7.9 Authorized the surplus and sale of a 2000 GM Humvee airport/brush truck and allowed the Mayor to sign all related documents. After assessing the usefulness to daily operation, it is recommended that Humvee be sold with the help of a consignment equipment company. Approval is sought to allow the sale of the vehicle for a minimum price of $30,000. Offers for less than $30,000 will be brought back to the commission for final approval. The vehicle will not be replaced. The consignment company will receive 10% of the sale price (Fire Department). 7.10 REMOVED 7.11 Authorized entering into a contract with BIS Digital to provide the hardware, software and installation for the replacement of the sound system in the Council Chamber and authorized the Mayor to sign all related documents. The cost of the contract is $ 13,062.80. Funds are available in Public Works/Buildings Account Numbers 100-64-53251 $7,000.00 & 100-64-54325 $6,062.80 (IT Department). 7.12 The following personnel items were presented:  Resignation of T J Gaines in the Sewer Department as Maintenance Tech IV and authorize payment of accrued leave, effective 5/16/16 (Sewer). It was moved by Commissioner Haynes, seconded by Commissioner Roach that the Consent Agenda be adopted. All members being present, the motion to approve the consent agenda was adopted by voice vote without objection. Old Business Item 9.1 is to obtain authorization for the Mayor to execute a contract with Oracle Design Group, Inc., and to sign all documents related to the contract. Rob Moore, City Solicitor, stated that the contract will not be with Oracle Design Group, Inc,, it will be with the property owners which are Bridgeport Elementary School Redevelopment, LLC. Mr. Moore indicated all terms will be the same and he will revise the contract to reflect the correct owner. It was moved by Commissioner Haynes seconded by Commissioner Roach, that the contact be approved. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The motion was thereupon adopted. Item 9.2 was removed. Commissioner Haynes mentioned the recent changes to the Transit Service as recommended in the CTAA Study and he would like to review the th fare change. Commissioner Bowers agreed it could be discussed further. After a brief discussion, this item will be placed on the June 13 Work Session agenda. Commissioner Roach stated that the Paul Sawyier Public Library’s bids have come in for the addition and they are much more than originally stated. Since the taxpayers are spending a lot of money, Commissioner Roach wanted to confirm that the Commission was still in agreement to let the library use the City parking lot. There was no objection from the Commission. Commissioner Roach asked Tommy Russell, Director of Emergency Management, the status of County Emergency Management funds. Mr. Russell stated the County has agreed to give the City $12,500.00 on 10/1/16 and $12,500.00 on 3/1/17. Also, pay the City any leftover funds at the end of the year over and above State funds. Rob Moore, City Solicitor, inquired if the County would sign a written agreement, since they declined to sign the Memorandum of Agreement (MOA) in July 2015. Mr. Russell will confirm with the County Judge Executive and contact Mr. Moore. New Business Item 10.1 was to consider authorizing the Mayor to sign all grant-related documents associated with the 2016 COPS Hiring Grant was removed. Item 10.2 authorized the Mayor to execute a Memorandum of Agreement between the City of Frankfort and the Franklin County Health Department. The Franklin County Health Department (“FCHD”) has requested the use of the Emergency Management Mobile Command Post in administering its syringe exchange program. The Memorandum of Agreement authorizes the use of the Mobile Command Post, and provides that the FCHD will provide insurance to cover its use of the Mobile Command Post. Emergency Management will deliver and set up the Mobile Command Post at the FCHD program site. It will then pick up the Mobile Command Post after the program is completed. The FCHD has executed the Memorandum of Agreement and provided it to KACO in order to ensure that the City of Frankfort has the required insurance coverage. There will be minimal financial impact on the City as the result of entering into this MOA. Following a brief discussion, it was moved by Commissioner Haynes, seconded by Commissioner Bowers, to approve the Memorandum of Agreement. The question was put upon the motion and the roll called. Those voting in favor of the motion were Commissioners Haynes, Roach, Bowers and Mayor May (4). Those voting against the motion were none (0). The motion was thereupon adopted. It was moved by Commissioner Bowers, seconded by Commissioner Roach, that the meeting go into closed session per KRS 61.810 (1)(c), Litigation. The question was put upon the motion and thereupon adopted by voice vote. The meeting went into closed session at 5:43 p.m. It was moved by Commissioner Roach, seconded by Commissioner Haynes, that the meeting return to open session at 6:20 p.m.. The question was put upon the motion and thereupon adopted by voice vote. It was moved by Commissioner Roach, seconded by Commissioner Bowers, that the meeting adjourn. The question was put upon the motion and thereupon adopted by voice vote. The meeting adjourned at 6:20 p.m. ________________________________ Mayor Attest: ________________________ City Clerk