City Council

City of Olathe City Council 100 E. Santa Fe | Council Chamber Tuesday | November 6, 2018 | 7:00 PM 1. CITY OF OLATHE VISION 2040 PRESENTATION COMMUNITY CENTER-1205 E. KANSAS CITY ROAD - 5:30 P.M. Mayor Copeland, Councilmembers Campbell, Bacon, Brownlee and Vogt attended the Olathe Vision 2040 Presentation. 2. CALL TO ORDER Others in attendance were City Manager Wilkes, Assistant City Manager Sherman and City Attorney Shaver. Present: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy 3. BEGIN TELEVISED SESSION – 7:00 P. M. 4. PLEDGE OF ALLEGIANCE The American Legion Post 153 Color Guard presented the colors and lead the Pledge of Allegiance. 5. SPECIAL BUSINESS A. Proclamation designating November 11, 2018, as “Veterans Day." Mayor Copeland read the proclamation and presented it to Adjutant John Smith with the American Legion Earl Collier Post 153. Mr. Smith invited everyone to Antioch Park at Antioch and 119th on the 10th to celebrate Veteran's Day and Mr. Smith added that it is also the 50th Anniversay of the Vietnam War. Page 1 of 13 City Council Meeting Minutes November 6, 2018 B. Recognition of the Olathe Wastewater Collection Program for receiving the KWEA/KsAWWA Joint Conference Wastewater Collection Award. Zach Hardy, Field Operations Manager, gave a brief overview of the of the KWEA/KsAWWA Joint Conference held this year in Topeka and the Wastewater Collection Award. Mr. Hardy talked about the criteria for the award and that the City of Olathe's Wastewater Collection Program. Mayor Copeland presented the award to Utility Maintenence employees Chris Dakinbring and Ira Speer, who accepted the award on behlf of the 25 fulltime and part-time employees in the Wastewater Collection Program. C. Recognition of Jeff Brotherton and Rick Roberts, Public Works Field Operations Division, for receiving 1st Place awards at the APWA National Equipment “Roadeo.” Mr. Hardy introduced Jason Meyers, APWA Kansas City Metro Chapter President. Mr. Meyers gave brief overview of the APWA organization and spoke about the Annual Conference held in Kansas City this year. Mr Meyers introduced Rick Roberts who received 1st Place in the Skidsteer Competition and Jeff Brotherton who received 1st Place in the Technition Challenge and presented trophies to both. D. Recognition of Zach Coburn and Matt Dalsing, Public Works Utility Maintenance Division, for taking 3rd Place overall in the KWEA/KsAWWA Joint Conference “Hydrant Hysteria” Competition. Mr. Hardy talked about the new event at the Joint Conference "Hydrant Hysteira" explaining there were two member teams who have to assemble a fire hydrant as quickly as possible and the hydrant had to work properly too. This year Zach Coburn and Matt Dalsing, Public Works Utility Maintenance Dvision, who took 3rd Place. Mayor Copeland presented Mr. Coburn and Dalsing their award. 6. CONSENT AGENDA Approval of the Consent Agenda Motion by Bacon, seconded by Campbell, to approve the Consent Agenda with the exception of items P & V. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy Page 2 of 13 City Council Meeting Minutes November 6, 2018 A. Consideration of City Council meeting minutes for October 16, 2018. approved. B. Consideration of drinking establishment license applications for Elite Sports 2115 KC Road LLC, Mi Ranchito #1 LLC, Residence Inn Olathe, and The Peanut. approved. C. Consideration of cereal malt beverage license applications for calendar year 2019. approved. D. Consideration of business expense statement for Council Member Karin Brownlee for expenses incurred to attend the League of Kansas Municipalities Annual Conference in Topeka, Kansas, October 6 - 8, 2018. approved. E. Consideration of business expense statement for City Manager Michael Wilkes for expenses incurred to attend the Alliance for Innovation BIG Ideas conference in Austin, TX, October 25 - 28, 2018. approved. F. Consideration of Resolution No. 18-1096 calling and providing for the giving of notice of a public hearing on the adoption of the Olathe 151st Street STAR Bond Project Plan.. approved. G. Consideration of a detachment agreement with Johnson County Fire District No. 2. approved. H. Consideration of Resolution No. 18-1097 authorizing the Olathe Fire Department to participate in the Kansas wildland fire task force program.. approved. I. Request for the acceptance of the dedication of land for public easements and right-of-way for a final plat for Woodland Hills, Second Plat (FP18-0032) containing 5 single-family lots and 2 common tracts on 2.70± acres; located at the northeast corner of 115th Terrace and Woodland Road. approved. Page 3 of 13 City Council Meeting Minutes November 6, 2018 J. Request for the acceptance of the dedication of land for public easements and right-of-way for a final plat for Valley Ridge Monument (FP18-0033) for one (1) common tract on 0.49± acres; located at the southwest corner of the intersection at W. 114rd Street and S. Clare Road. Planning Commission recommended approval 6-0. approved. K. Request for the acceptance of the dedication of land for public easements and right-of-way for a final plat for Boulder Hills Pool (FP18-0034) for four (4) residential lots and one (1) common tract on 2.56± acres; located in the vicinity of 171st Place and Black Bob Road. Planning Commission recommends approval 6-0. approved. L. Request for the acceptance of the dedication of land for public easements and right-of-way for a final plat for Stonebridge Meadows, 3rd Plat (FP18-0035) containing 56 single-family lots and 3 common tracts on 20.00± acres; located along the west side of future S. Lindenwood Drive, south of W. 163rd Street. Planning Commission recommends approval 6-0. approved. M. Request for the acceptance of the dedication of land for public easements and right-of-way for a final plat for Heather Ridge South, 3rd Plat (FP18-0036) containing 36 single-family lots and 4 common tracts on 12.76± acres; located at the southeast corner of 167th Street and Warwick Street. approved. N. Consideration of Consent Calendar. approved. O. Consideration of Agreement No. 151-18 with the Kansas Department of Transportation (KDOT) for funding the inspection of the 119th and Black Bob Geometric Improvements Project, PN 3-C-030-17. approved. Page 4 of 13 City Council Meeting Minutes November 6, 2018 P. Consideration of a Professional Services Agreement with Burns & McDonnell Engineering Company, Inc. for design of the Vertical Well Field Improvements Project, PN 5-C-031-18. Councilmember Brownlee asked staff to provide an overview of the project and information on vertical wells verses collector wells. Beth Wright, Public Works Deputy Director, gave a brief overview of the vertical wells field improvement project. Ms. Wright stated the project is intended to do the design and site layout for rehabilitation of nine (9) collector wells. Ms. Wright explained the water study showed an additional collector well would be needed by 2023, would need to be built on the north side of the Kansas River and a raw water river crossing would also be needed. Ms. Wright stated the estimated cost for the collector well system would cost around $40 million. Ms. Wright stated that rehabilitating the vertical wells was the alternative they found. Ms. Wright explained the request before the Council tonight is for design services to do the facility plan for the wells, the initial project will cost around $2.5 million which covers the entire site layout and design of the initial vertical well rehabilitation. Ms. Wright stated that over the next 8 years its thought that a total of seven (7) vertical wells will need to be rehabilitated. Ms. Wright stated she believes this is a cost savings to the community and will allow the City to meet the capacity needs. Motion by Bacon, seconded by Vogt, that this Council Consent was approved. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy Q. Consideration of Resolution No. 18-1098 authorizing the City Facilities Expansion Infrastructure Improvements Project, PN 6-C-031-18. approved. R. Consideration of Resolution No. 18-1099 authorizing the Park Maintenance Facilities Improvements Project, PN 6-C-001-18. approved. S. Consideration of a Design-Build Agreement with McCown Gordon Construction, LLC for design-build services for the Park Maintenance Facilities Improvements Project, PN 6-C-001-18, and the City Facilities Expansion Infrastructure Improvements Project, PN 6-C-031-18. approved. Page 5 of 13 City Council Meeting Minutes November 6, 2018 T. Consideration of Resolution No. 18-1100 authorizing a survey and description of land or interest to be condemned for the 151st and Ridgeview Geometric Improvements Project, PN 3-C-112-17. . approved. U. Consideration of a purchase agreement with Cartegraph Systems, LLC to expand implementation of Cartegraph Operations Management System (OMS)© software as a service. approved. Page 6 of 13 City Council Meeting Minutes November 6, 2018 V. Consideration of a Professional Services Agreement with George Butler Associates, Inc. for design of the Santa Fe Arterial Mill and Overlay Project, PN 3-P-005-19. Councilmember Vogt asked if the design would include bike lanes or access for cyclist. Beth Wright, Public Works Deputy Director, stated the entire section of Santa Fe is not included in the original bike network plan because it is an expressway. Ms. Wright noted 127th and 143rd streets will have bike lanes. Ms. Wright stated adding bike lanes could be looked at but with the width of the existing pavement it could be difficult without significant widening for the bike lanes. Ms. Vogt asked how this would affect what they are doing tonight and would it affect the cost of the project. Ms. Wright stated the proposal before Council tonight is to approve the professional services agreement for the design and does not set the cost of the construction of the project. Councilmember Campbell clarified that what they have to approve tonight is George Butler Associates as the design team. Mr. Campbell also clarified that staff would go to George Butler and let them know we would like to look at a bicycle portion and ask if it would change their numbers drastically. If their numbers change then staff will come back to the council with the changes and if there are no changes staff will proceed and Council will see the estimate of the bicycle portion later? Ms. Wright said yes. Councilmember Bacon stated if George Butler Associate is able add the additional right of way, pavement and all, and do it within the scope of this agreement he is fine with that, but if it's going to be more than adding $100 to the project then he is not interested in seeing it. Mayor Copleand asked Ms. Wright if she was clear on the direction of the Council. Ms. Wright stated it was her understanding that if Gerorge Butler can include the design of the bike lanes within the scope of project then staff will proceed, if George Butle is unable to include without changing the scope then staff will get an estimate and return to the Council with the information. Motion by Vogt, seconded by Bacon, that this Council Consent was approved. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Page 7 of 13 City Council Meeting Minutes November 6, 2018 Absent: Randall, and McCoy W. Consideration of Resolution No. 18-1101 authorizing the I-35 & 119th Street Interchange Improvements Project, PN 3-C-026-16; and repealing Resolution No. 16-1033.. approved. X. Consideration of Supplemental Agreement No. 2 with HNTB Corporation for design of the I-35 & 119th Street Interchange Improvements Project, PN 3-C-026-16. approved. Y. Consideration of Resolution No. 18-1102 authorizing the Santa Fe Street and Ridgeview Road Geometric Improvements Project, PN 3-C-083-15; and repealing Resolution No. 16-1027. approved. Z. Consideration of renewal of contract to Paymentus Group, Inc. (dba Paymentus Corporation) for payment processing services. approved. AA. Consideration of award of contract to Utility Maintenance Contractors, LLC for the painting of Black Bob Bay Pool for the Parks and Recreation Department. approved. AB. Consideration of renewal of contract with Secure e-Cycle for electronic waste recycling for the Solid Waste Division of Public Works. approved. AC. Acceptance of bids and consideration of award of contract to Elliott Equipment for the 2019 replacements of a compressed natural gas-powered front-loader and a compressed natural gas roll-off for the Solid Waste Division of Public Works. approved. AD. Acceptance of bid and consideration of award of contract to Truck Component Services for the 2019 replacement of a compressed natural gas-powered roll-off for the Solid Waste Division of Public Works. approved. AE. Acceptance of rental agreement with Murphy Tractor and Equipment Company for the rental of one (1) Asphalt Cold Milling Machine for the Field Operations Division of Public Works. approved. Page 8 of 13 City Council Meeting Minutes November 6, 2018 AF. Consideration of award of contracts to Kansas Land Management and Millgoal Enterprises II LLC. for highway and median mulching for the Parks and Recreation Department. approved. AG. Consideration of renewal of contract with Surency Vision for the City’s fully insured vision plan. approved. AH. Acceptance of bid and consideration of award of contract to American Equipment Company for the replacement of a pot hole patcher for the Street Maintenance Division of Public Works. approved. AI. Award of contract to Logic, Inc. for the purchase of adjustable frequency drives for the Environmental Services Division of the Public Works Department. approved. AJ. Consideration of renewal of contract with Cigna for the health and prescription stop loss insurance program. approved. AK. Acceptance of bid and consideration of award of contract to Truck Component Services for the purchase of a work ready rear-loader for the Solid Waste Division of Public Works. approved. 7. NEW BUSINESS-PUBLIC WORKS A. Consideration of Amendment No. 3 to the Agreement with Crossland Heavy Contractors, Inc. for construction of the Water Treatment Plant 2: Lime Feed Building (PN 5-C-029-15), Basin Modifications (PN 5-C-025-16), Alternative Disinfection (PN 5-C-004-16), and Above-Ground Clearwell Replacement (PN 5-C-049-18). Action needed: Consider a motion to approve or deny. Sabrina Parker, Water and Sewer Manager gave a brief presentation on four (4) water quality projects. The presentation covered agenda items 7A,B,C,D & E. Motion by Bacon, seconded by Vogt, to approve amendment no. 3 to the Crossland Heavy Contractors Agreement. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy Page 9 of 13 City Council Meeting Minutes November 6, 2018 B. Consideration of a Professional Services Agreement with Kaw Valley Engineering, Inc. for construction phase special inspection and materials testing services for the Water Treatment Plant 2: Lime Feed Building (PN 5-C-029-15), Basin Modifications (PN 5-C-025-16), Alternative Disinfection (PN 5-C-004-16) and Above-Ground Clearwell Replacement (PN 5-C-049-18). Action needed: Consider a motion to approve or deny. Motion by Bacon, seconded by Vogt, to approve the Professional Services Agreement with Kaw Valley Engineering. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy C. Consideration of Supplemental Agreement No. 4 with HDR Engineering, Inc. for construction phase services and resident project inspection services for the Water Treatment Plant 2: Lime Feed Building and Basin Modifications Projects, PNs 5-C-029-15 and 5-C-025-16. Action needed: Consider a motion to approve or deny. Motion by Bacon, seconded by Vogt, to approve the supplemental no. 4 with HDR Engineering. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy D. Consideration of Supplemental Agreement No. 2 with Black & Veatch Corporation for construction phase services for the Water Treatment Plant 2: Alternative Disinfection Project, PN 5-C-004-16. Action needed: Consider a motion to approve or deny. Motion byby Bacon, seconded by Vogt, to approve supplemental agreement no. 2 with Black & Veatch. The motion failed by the following vote: Absent: Randall, and McCoy E. Consideration of Supplemental Agreement No. 1 with Black & Veatch Corporation for construction phase services for the Water Treatment Plant 2: Above-Ground Clearwell Replacement Project, PN 5-C-049-18. Action needed: Consider a motion to approve or deny. Motion byby Bacon, seconded by Vogt, to approve supplemental agreement no. 1 with Black & Veatch. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy Page 10 of 13 City Council Meeting Minutes November 6, 2018 8. NEW BUSINESS-ADMINISTRATION A. Consideration of Resolution No. 18-1073 establishing a “Comprehensive Listing of Fees and Charges.” Tabled from the November 6, 2018 City Council meeting. Action needed: Consider a motion to approve or deny. Mayor Copeland stated this item would come back in two (2) weeks when the full Council is here. The Comprehensive Listing of Fees and Charges was tabled. 9. NEW CITY COUNCIL BUSINESS Councilmember Brownlee thanked Mary Jaeger and Beth Wright for their help in understanding our well situation. Mayor Copeland gave reminders on upcoming events, Eggstravaganza at Olathe First Watch, and the Mayor's Prayer Breakfast. 10. END OF TELEVISED SESSION 11. GENERAL ISSUES AND CONCERNS OF CITIZENS Kathleen Caldwell, 300 North Chestnut, Apt. 406 voiced her concerns regarding toxigenic mold at Parkview Manor Apartments. Wendolyn Crease, 300 N Chestnut, Apt. 411, shared her concerns regarding mold at the Parkview Manor Apartments. Glendora Wright, 300 N Chestnut, Apt. 218, shared her health concerns due to mold in her apartment at Parkview Manor. Carolyn Grant, 300 N Chestnut, Apt. 105 shared concerns regarding mold in her apartment at Parkview Manor. 12. CONVENE FOR PLANNING SESSION Reports are prepared for informational purposes and will be accepted as presented. There will be no separate discussion unless a Councilmember requests that a report be removed and considered separately. A. REPORTS 1. Report on the Old 56 Highway Watermain Improvements Project, PN 5-C-016-18. Report was accepted. Page 11 of 13 City Council Meeting Minutes November 6, 2018 2. Report on the City of Olathe Bike Share Feasibility Study, PN 4-C-018-16. Report was accepted. 13. EXECUTIVE SESSION A. Consideration of a motion to recess into an executive session to discuss personnel matters of non-elected personnel pursuant to the exception provided in K.S.A.75-4319(b)(1) regarding the Internal Auditor position. (City Council) Motion by Bacon, seconded by Vogt, to recess into an executive session to discuss personnel matters of non-elected personnel pursuant to the exception provided in K.S.A. 75-4319(b)(1) regarding the Internal Auditor Position. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy B. Consideration of a motion to recess into an executive session for consultation with the City’s attorneys which would be deemed privileged in the attorney-client relationship pursuant to the exception provided in K.S.A.75-4319(b)(2) pertaining to a real estate contract. Motion by Bacon, seconded by Vogt, to recess into an executive session for consultation with the City's attorneys which would be deemed privileged in the attorney-client relationship pursuant to the exception provided in K.S.A. 75-4319(b)(2) pertaining to a real estate contract. The open meeting will resume at 8:25PM. The motion carried by the following vote: Yes: Copeland, Bacon, Brownlee, Campbell, and Vogt Absent: Randall, and McCoy 14. RECONVENE FROM EXECUTIVE SESSION Meeting reconvend at 8:25PM. Executive Session Item A-An update was given to the Council, no formal action was needed. Executive Session Item B-Motion by Bacon, seconded by Vogt to authorize staff to proceed with the strategies as discussed with and directed by the Governing Body. Motion passed 5-0 15. ADDITIONAL ITEMS Councilmember Vogt asked who the respresentative was on the TTPC at MARC, Mary Jaeger stated she and Councilmember Randall were. Page 12 of 13 City Council Meeting Minutes November 6, 2018 16. ADJOURNMENT Meeting adjourned at 8:27. Page 13 of 13