KY - Frankfort: BOARD OF COMMISSIONERS

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BOARD OF COMMISSIONERS

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Revised 4-6-18 AGENDA

REGULAR MEETING April 23, 2018 BOARD OF COMMISSIONERS 5:00 P.M. (EDT) 315 WEST SECOND STREET FRANKFORT, KY 40601 502/875-8500 www.frankfort.ky.gov

Tagged Passions:streets

INVOCATION Rev. Darlene Mumford House of God

PLEDGE OF ALLEGIANCE

ROLL CALL CEREMONIAL ITEMS The Board of Commissioners traditionally recognizes city employees who are retiring or are being promoted. At this meeting, the following individuals will be recognized:
Tagged Passions:recognition

Retirements: Police Department - Lieutenant Herbert Wilson will retire May 1, 2018 with over 18 years of service. Police Department - Detective Mike Davidson will retire May 1, 2018 with over 15 years of service.

No additional detail provided

Tagged Passions:public safety, retirement, and seniors

Promotions: Promotion of Travis Curtsinger in the Police Department from Sergeant to Lieutenant. Promotion of Kenneth Keith in the Police Department from Officer to Sergeant.

No additional detail provided

Tagged Passions:public safety

CITIZEN COMMENTS PLEASE USE THE SIGN IN SHEET. INDIVIDUAL REMARKS ARE LIMITED TO

FIVE MINUTES. CONSENT CALENDAR Items on the Consent Calendar are considered 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.

Tagged Passions:administrator, manager, and events

1.
Minutes To be provided

No additional detail provided

2.
Glenns Creek Interceptor Hayes Pipe Supply, Inc

The purpose of this memo is to recommend the approval of Pipe Procurement contract with Hayes Pipe Supply, Inc. for pipe supply for Glenns Creek Interceptor project and authorize the Mayor to sign all related documents. Glenns Creek interceptor is a major trunk line in the sewer system that starts near Versailles Road and conveys flow to the river crossing near 4th Street. The line was originally installed in the 1960 s and upgraded in the early 1980 s. The line is nearing capacity overload with the additional growth of the east end of Frankfort since the 1980 s and is also experiencing structural issues due to the degradation of the concrete pipe used in the 1980 s construction. This contract is to supply pipe only so that it will be owner supplied to the contractor. By purchasing directly this will be approximately a 20,000.00 savings by not paying sales tax. Bids were received on March 13, 2018 and Hayes Pipe Supply, Inc. was determined to be the lowest qualified bidder at 332,899.29. A total of 4 bids were received, the remaining bids were Core and Main, LP for 337,545.68, CI Thornburg for 342,035.35, and Ferguson Water Works for 351,691.82. This project was budgeted for in the sewer construction account and is under a Kentucky Infrastructure Authority (KIA) Loan. Currently there is 4,529,000 left available on the loan. We would request an authorization of 366,189.22 which will include a 10 contingency for change orders to be approved administratively. The original contract is 332,899.29 (Sewer). Attachments: Engineer s recommendation letter Suggested Disposition: Receive and File; Approve

Tagged Passions:contract, streets, taxes, budget, rfp, RFP, Taxes, purchasing, Utility, watershed, construction, sale, utility, growth, sewer, and water

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3. Glenns Creek Interceptor Tribute Contracting and Consulting, LLC. The purpose of this memo is to recommend the approval of a construction contract with Tribute Contracting and consultants, LLC for the Glenns Creek Interceptor project and authorize the Mayor to sign all related documents. Glenns Creek interceptor is a major trunk line in the sewer system that starts near Versailles Road and conveys flow to the river crossing near 4th Street. The line was originally installed in the 1960 s and upgraded in the early 1980 s. The line is nearing capacity overload with the additional growth of the east end of Frankfort since the 1980 s and is also experiencing structural issues due to the degradation of the concrete pipe used in the 1980 s construction. Bids were received on March 22, 2018 and Tribute Contracting and Consultants, LLC was the determined to be the lowest qualified bidder at 2,282,242.00. A total of 7 bids were received, the remaining bids were Cleary Construction, Inc. for 3,189,760.00, Smith Contractors, Inc. for 3,244,590.00, Norris Brothers Excavating LLC for 3,474,725.00, Todd Johnson Contracting, Inc. for 3,998,372.71, Lagco, Inc. for 4,154,456.00, and Garney Companies, Inc. for 4,528,020.00. The Engineers estimate was 3,500,000.00. This project was budgeted for in the sewer construction account and is under a Kentucky Infrastructure Authority (KIA) Loan. Currently there is 4,529,000 left available on the loan. We would request an authorization of 2,521,466.20 which will include a 10 contingency for change orders to be approved administratively. The original contract is 2,282,242.00 (Sewer). Attachments: Engineer s recommendation letter Suggested Disposition: Receive and File; Approve

Tagged Passions:contract, streets, budget, rfp, RFP, services, Utility, watershed, construction, utility, growth, and sewer

4.
Glenns Creek Interceptor Hazen The purpose of this memo is to recommend the approval of a contract amendment with Hazen for additional services related to the KIA loan for Glenns Creek Interceptor project and authorize the Mayor to sign all related documents. This interceptor line is approximately 3.25 miles starting along Senate Drive, then following the railroad down to the Kentucky River near Springhill where it connects to the 4th Street siphon. It provides service to the area bounded by the Kentucky River to the West, Main Street to the North, and Versailles Road to the East. The interceptor was constructed in the early 1980 s of reinforced concrete pipe and during a recent evaluation it was determined to be in serious disrepair. Utilizing the information acquired during that evaluation, Hazen and Sawyer will consider lining/replacement alternatives to determine the most cost effective method of correcting the identified deficiencies. Hazen and Sawyer will also evaluate capacity to determine if the pipe requires upsizing to handle the growth that has occurred since the 1980 s and also look at projected future growth including the proposed State office building at Sower Boulevard. This study will determine whether repair or replacement of the lines will be the most financially and technically beneficial. Amendment 1: This amendment is to add detailed design services, bidding services, construction administration and resident representation to the professional services agreement. With this amendment the professional engineering fees are less than 10 of the estimated project costs. This amendment also includes 81,000.00 credit for services that were not needed in the original contract. This project is being funded by an SRF loan. Amendment 2: This amendment is to cover additional services required by the KIA loan. As part of the requirements of the KIA loan there are additional submittals during design and bidding and monthly reports that are required to be submitted during the project by the engineering firm on the project. This section of the contract will be billed on an hourly basis with a not to exceed amount of 20,000.00.

Original Contract 171,000.00 Amendment 1 277,000.00 Amendment 2 20,000.00 Total Contract 448,000.00

Tagged Passions:contract, streets, services, watershed, construction, and growth

This project was budgeted for in the sewer construction account and is under a Kentucky Infrastructure Authority (KIA) Loan. Currently there is 4,529,000 left available on the loan. We would request an authorization of 20,000.00 (Sewer). Attachments: Amendment 2 (draft) Suggested Disposition: Receive and File; Approve

Tagged Passions:budget, Utility, construction, utility, and sewer

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5. Sewer Cleaning Contract The purpose of this memorandum is to request approval of a Sewer Cleaning Contract with ___________ in the amount of ______________ and to authorize the Mayor to sign all related documents. The Sewer Department has Capacity, Management, Operation and Maintenance (CMOM) annual goals for CCTV, sewer cleaning and manhole inspections. In previous years, at least half of this work has been contracted to Hydromax for a cost of 150,000 per year. This fiscal year, the FSD camera crew has already completed 90 of the annual goal for CCTV and 60 of the cleaning goal. They are getting set up to complete the manhole inspections in house as well. An RFP will be issued this week for contracted sewer cleaning of about 30 of our annual goal to supplement in house efforts. We plan to receive bids and make a recommendation in time for the April 23rd Commission meeting. This will allow 2 months for the contractor to complete the cleaning. Our annual goals must be met by June 30, 2018. We anticipate that the amount of work the crews were able to complete in house this year will save the department 100,000. We will have a firm cost savings once the bids are received. The cost for this project is___________. This project is listed in the current budget and funds are available in 300.68.56555, which has a budget of 9,310,000.00 and as of February 28th, 2018, 2,092,873.18 expensed and encumbered (Sewer). Attachments: Contract (to be provided) Suggested Disposition: Receive and File; Approve

Tagged Passions:contract, budget, rfp, RFP, boards and commissions, Utility, CCTV, utility, funding, and sewer

6.
2017 Historic Grant Extensions Staff requests a time extension of sixty days for four properties including 330 St. Clair Street, 517 Shelby Street, 322 East Third Street and 307 Logan Street for the 2017 Historic Preservation Grant. All four projects were scheduled to be completed by May 1, 2018, however, due to inclement weather over the past several weeks they may not be completed on time. This extension will give additional time to complete the work. Staff recommends giving the 60 day time extension. These projects have begun but were delayed due to poor weather. Time extensions have been given for similar projects during the last two funding cycles. There is no budget impact for this time extension (Grants). Attachments: None Suggested Disposition: Receive and File; Approve

No additional detail provided

Tagged Passions:streets, budget, poverty, historic, grant, preservation, and funding

7.
2018 Recreational Trails Grant Application Staff requests approval to apply for grant funds for trail amenities under the 2018 Recreational Trails Grant Programs and to authorize the Mayor to execute all grant documents pertaining to this application. The Department for Local Government has asked for projects for the 2018 funding cycle. Staff recommends installing trail amenities to the Pinsly Trail. Total costs to complete the project will not exceed 100,000.00. Our grant request will be for 80,000.00 and the City s match will be 20,000.00 which can be met with cash or in-kind services. Amenities to be added to the Pinsly Trail with Recreational Trail funds include railing at the Clinton Street access, fencing along the trail edges, landings and curves, plantings for soil stabilization, kiosks, benches, signage and historical exhibits. If the City does not pursue these funds the amenities will be added at a later date when funds are available in the budget. Match for the project will be 20 percent of the overall project. Grants funds requested will not exceed 80,000.00 which would make the city match 20,000.00 in cash or in-kind contributions (Grants). Attachments: None Suggested Disposition: Receive and File; Approve

No additional detail provided

Tagged Passions:streets, budget, services, advertising, signage, trails, historical, recreation, grant, program, and funding

8.
Panel Truck Replacement Public Works Street Division Public Works is seeking approval to purchase a 2019 F450 4WD Supercab from Paul Miller Ford via the Master Commissioner s Agreement to replace a truck that was damaged in an accident and to authorize the Mayor to sign all related documents. The truck being replaced was damaged in an accident that occurred on December 18, 2017. The cost estimate for repairing the damage to the truck due to the accident is 8,348.18. There are other repairs that need to be done to the truck due to wear and tear; these are estimated to be 1,664.72. The Master Commissioner s Agreement has a 2019 F450 4WD Supercab available from Paul Miller Ford for 46,337.28. The purchase of this truck was not included in the 2017-18; however, funds are available in the Street Division due to the lack of the need to purchase salt this year (Account 100.62.54315). This purchase would come from the Equipment Account (100.62.56550) (Public Works). Attachments: Paul Miller Quote Suggested Disposition: Receive and File; Approve

No additional detail provided

Tagged Passions:streets, purchasing, Public Works, equipment, transportation, funding, and public works

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9. Request for approval of Sturgill Turner Barker Maloney letter of engagement for continuing representation related to the Old Y court-ordered mediation and litigation (Legal). Attachments: Engagement letter Suggested Disposition: Receive and File; Approve

No additional detail provided

Tagged Passions:legal and court

10.
Personnel Employee Department Date Other

Appointment Andrew Durrenberg Fire 4/10/18 Firefighter I Appointment Justin Walker Fire 4/10/18 Firefighter I

Tagged Passions:personnel, appointments, and fire departments and districts

Appointment Samuel Hillard Fire 4/10/18 Firefighter I

Appointment Thomas Lightfoot III Fire 4/10/18 Firefighter I Appointment Andrew Brewer Fire 4/10/18 Firefighter I Appointment Jarod Rhodus Fire 4/10/18 Firefighter I Appointment Daniel Quire Police 5/1/18 Patrol Officer I Appointment Jonathan Dean Police 5/1/18 Patrol Officer I
Tagged Passions:public safety, appointments, alcohol, and fire departments and districts

Promotion Kenny Keith Police 5/1/18 Patrol Officer III to Sergeant

Promotion Travis Curtsinger Police 5/1/18 Police Sergeant to Police Lieutenant Retirement Herb Wilson Police 4/30/18 Police Lieutenant (authorize payment of accrued leave) Retirement Mike Davidson Police 4/30/18 Patrol Officer III (authorize payment of accrued leave) Attachments: Herb Wilson, retirement letter; Mike Davidson, retirement letter (to be provided). Suggested Disposition: Receive and File; Approve BOARDS
Tagged Passions:public safety, retirement, and seniors

1.
Board Appointments

1.1 Code Enforcement Board Reappointment of Brenda Allen expiring 4-24-21. Attachments: Letter from the Mayor Resume Suggested Disposition: Receive and File; Approve ACTION ITEMS These are items where discussion is held by the City Commission. Items such as Ordinances, Orders and Resolutions are discussed under this section of the agenda. Public comments are not allowed except as authorized by the Mayor.
Tagged Passions:boards and commissions, appointments, ordinance, and codes enforcement

1.
Second Reading

No additional detail provided

An Ordinance amending section 36.069(A) pertaining to the Director of Planning Building Codes of the City of Frankfort Code of Ordinances. This Ordinance had its First Reading on March 26, 2018.

Suggested disposition: Receive and File; Adopt Ordinance

Tagged Passions:ordinance, planning, and building codes

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2. Second Reading An Ordinance amending section 40.23(A), section 40.45(A), section 40.48(A) and section 40.49(A) (B) of the City of Frankfort Code of Ordinances relating to Police Department promotions. This Ordinance had its First Reading on March 26, 2018.

Suggested disposition: Receive and File; Adopt Ordinance
Tagged Passions:public safety and ordinance

3.
First Reading - FY2018 Budget Amendment To be provided

No additional detail provided

Tagged Passions:budget

4.
Surplus Scrap Metal Order

The purpose of this memo is to obtain permission to haul scrap metal from the Wastewater Treatment plant to a local recycling center. The Sewer Department stockpiles any parts that can be recycled and usually once a year will take the scrap metal to the recycling center. This scrap metal is made up of broken manhole castings, broken manhole lids, old cast iron pipe, miscellaneous metal pipe, sheet metal and old filing cabinets; all of which are no longer useful to the department in any way. The Department is asking the commission to deem this as surplus so that staff can send the scrap metal to the recycling center. An Order is now required to declare certain property as surplus. Suggested disposition: Receive and File; Adopt Order

Tagged Passions:recycling, property, boards and commissions, Utility, surplus, plant, utility, and sewer

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