KY - Ashland: BOARD OF COMMISSIONERS

Issues discussed this meeting include:

BOARD OF COMMISSIONERS

Ashland Board of Commissioners Regular Meeting

Thursday, March 12, 2020 12:00 PM AGENDA

I.
CALL TO ORDER

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II.
INVOCATION

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III.
PLEDGE OF ALLEGIANCE

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IV.
RECEIVE AND FILE AGENDA

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V.
RECEIVE AND FILE MINUTES

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a.
Regular Meeting February 27, 2020

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b.
Recessed Meeting February 28, 2020

VI.
HEARINGS AND REPORTS

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Tagged Interests: hearing

VII.
PUBLIC PARTICIPATION - FOR ITEMS NOT LISTED ON THE AGENDA. Anyone with a comment or request may come to the podium and address the Commission concerning matters related to City business, services or personnel. Comments related to election issues or concerning personal disputes will not be allowed. Personal attacks, obscene, or threatening language will not be tolerated. Presentations are limited to five (5) minutes. A yellow light indicates 30 seconds remain and a red light means the time limit has expired. Only one speaker is permitted per subject. No action will be taken at this meeting. Those with comments are asked to fill out an Inquiry/Complaint Form and leave it with the City Clerk for distribution to the proper City Department.

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Tagged Interests: business, boards and commissions, voting, personnel, election, and services

VIII.
OLD BUSINESS

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Tagged Interests: business

a.
Other Old Business

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Tagged Interests: business

Board of Commissioners Page - 2 -

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IX.
CONSENT AGENDA - Reading and adoption of a resolution adopting, authorizing and approving

the course of action recommended by the City Manager on items appearing on the Consent Agenda.

Tagged Interests: administrator and manager

1.
City Manager recommends awarding the bid for the placement and replacement of bituminous asphalt material for the 2020 Street Paving Program to Mountain Enterprises, Inc. in the amount of 851,250.00.

FISCAL NOTE: Fiscal Year 2020 bid was 851,250 vs. Fiscal Year 2019 824,175 for a price increase of 27,075

Tagged Interests: rfp, RFP, streets, program, administrator, and manager

or 3.29 . Fiscal Year 2020 General Fund Budget = 1,535,530 and Map Fund Budget = 441,465 totaling FY 20 budget = 1,976,995. Fiscal Year to Date expenses = 452,005.

Tagged Interests: budget

2.
City Manager recommends approval to award the bid for the purchase of bulk chemicals to the following bidders:

Aulick Powdered Activated Carbon 1.07 per pound Brenntag Hydofluosilicic Acid 2.190 per gallon Brenntag Liquid Chlorine 479.00 per ton Brenntag Sulfur Dioxide 640.00 per ton Brenntag Sodium Hypochlorite 0.815 per gallon Chemtrade Poly-Aluminum Chloride (PAC) 1.55 per gallon Polydyne Liquid Polymer (WWTP) 11.18 per gallon Polydyne Liquid Polymer (WTP) 12.90 per gallon Polydyne Polymer Cationic 1.800 per pound Shannon Potassium Permanganate 1.830 per pound Shannon Liquid Sodium Permanganate 8.17 per gallon CI Thornburg Sand 0.140 per pound Univar Liquid Caustic Soda 0.7846 per gallon USALCO Aluminum Sulfate 0.999 per gallon

Tagged Interests: rfp, RFP, sewer, purchasing, administrator, and manager

FISCAL NOTE: The 2019 estimated chemical cost was 784,627.50. The 2020 estimated cost is 779,469.00. This

would indicate a cost decrease of 5,158.50 or .66 . All low bids were accepted. These costs are in line with the FY21 budget requested.
Tagged Interests: rfp, RFP, and budget

3.
City Manager recommends awarding the bid for the purchase of all labor and materials for miscellaneous

asphalt and concrete repair work (Utility Cuts) for a period of up to one year to Cosby Construction, LLC for their total bid of 469,595.00 for the Department of Engineering. FISCAL NOTE: Bid Amount = 469,595.00, 0.97 increase. Last year bid amount = 465,070. Total Fiscal Year 2019 expenses = 241,754.97.

Tagged Interests: rfp, RFP, construction, utility, Utility, materials, purchasing, administrator, and manager

4.
City Manager recommends authorizing payment of Application 1 for the period ending February 27, 2020 in the amount of 123,966.94 to Frederick May Construction Co., Inc. for the Pollard Mills Storm Water, Sidewalks, Curbs, Gutters and Paving project for the Department of Community Economic Development from CDBG funds.

FISCAL NOTE: Project budget in FY2020. Total contract amount = 439,685.00. Amount remaining following

Tagged Interests: funding, construction, economic development, streets, budget, utility, development, Utility, contract, water, Development, administrator, manager, Pedestrian, cdbg, and stormwater

payment = 315,718.06.

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5.
City Manager recommends authorizing payment of Invoice 1200251544 dated January 10, 2020 in the

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Tagged Interests: administrator and manager

amount of 7,200.00 and Invoice 1200248147 dated February 14, 2020 in the amount of 3,600.00 for a total of 10,800.00 to HDR Engineering, Inc. for engineering services associated with a Cost of Service Study for water and sewer rates for the Department of Utilities.

Tagged Interests: sewer, utility, Utility, services, water, and rates

FISCAL NOTE: Total Contract Amount = 72,000.00. Contract payments to date including this payment =

18,000.00. Remaining contract balance following this payment = 54,000.00.

Tagged Interests: contract

Board of Commissioners Page - 3 -

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6.
City Manager recommends authorizing payment from the General Fund in the amount of 30,000.00 to the Department of Housing and Urban Development as repayment for Loan No. 2017-M-002 for the Department of Community and Economic Development.

No additional detail provided

Tagged Interests: economic development, development, Development, administrator, manager, and housing

FISCAL NOTE: The Department of Housing and Urban Development will be reimbursed 30,000.00 from the

General Fund. This money will be returned to HUD and added to our CDBG entitlement to be used for another eligible project. A budget adjustment and action plan amendment will be needed for this reimbursement.
Tagged Interests: budget, development, Development, cdbg, and housing

7.
City Manager recommends authorizing payment of Invoice 0157701 dated February 12, 2020 in the amount of 15,450.37 to Strand Associates for engineering services associated with the City of Ashland Wastewater Treatment Plant Expansion and Improvements Project for the Department of Utilities.

FISCAL NOTE: Total Sewer Treatment Plant Engineering Contract Amount = 535,990.00. Total Paid to Date including payment of this invoice = 81,396.61. Remaining Contract balance = 454,593.39. FY20 budget is 300,000.00. Phase I proposal not to exceed 535,990.00. Total extends over multiple budgets. This project is entirely funded with Combined Sewer Overflow (CSO) surcharges.

Tagged Interests: sewer, expansion, budget, utility, Utility, contract, services, plant, administrator, and manager

8.
City Manager recommends authorizing payment of Invoice 18044-05 dated February 12, 2020 in the amount of 9,503.50 as the 6th payment to Taylor Siefker Williams Design LLC for the update to the City's Comprehensive Plan for the Department of Community and Economic Development to be paid by the General Fund.

FISCAL NOTE: Amount contracted = 32,980.00. Payments made to date = 13,548.50. Remainder of contract following payment of current invoice = 9,928.00.

Tagged Interests: economic development, strategic, development, contract, Development, administrator, and manager

9.
City Managers recommends authorizing payment of Invoice S100107339.001 in the amount of 14,287.24,

Invoice S100107339.002 in the amount of 455.00, Invoice S100107339.003 in the amount of 19,833.74, Invoice S100107339.004 in the amount of 2,123.38 and Invoice S100107339.005 in the amount of 6,775.00 totaling 43,474.36 to C.I. Thornburg Co. Inc. for the purchase of stock and parts in various sizes for the Dixon Street Waterline Replacement Project. FISCAL NOTE: Waterline replacement budget = 1,575,129. Total spent/encumbered = 879,342.92 in FY20 for

Tagged Interests: streets, budget, water, purchasing, administrator, and manager

waterline replacement. Remaining funds for waterline replacement 695,786.08.

Tagged Interests: funding and water

10.
City Manager recommends approval of the request by USS LST Ship Memorial, Inc. to dock the USS LST 325

at the Port of Ashland on September 24 - 29, 2020. Set-up will begin on September 24th and tours on September 25th following the opening ceremony. FISCAL NOTE: Request event be budgeted for FY21. Cost estimate for City services not expected to exceed 3,000.

Tagged Interests: budget, services, events, boating, administrator, and manager

11.
City Manager recommends approval to allow the Ashland Police Department to make application to the

Kentucky Department of Homeland Security for a grant relating to intelligence gathering equipment.

Tagged Interests: grant, equipment, security, public safety, administrator, manager, and Immigration

FISCAL NOTE: The grant reimburses 100 of the cost of equipment.

Tagged Interests: grant and equipment

12.
Other Consent Items

Board of Commissioners Page - 4 -

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X.
NEW BUSINESS

a. First reading and approval of an ordinance entitled:

Tagged Interests: ordinance and business

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH AULICK CHEMICAL SOLUTIONS FOR THE PURCHASE OF POWDERED ACTIVATED CARBON IN THE AMOUNT OF 1.07 PER POUND FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WATER PRODUCTION AND WASTEWATER TREATMENT. FISCAL NOTE: Powered Activated Carbon bid = 1.07 per pound vs .92 per pound in 2019. An increase of .15 per pound or 2,700 per year or 16.3 .

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

b.
First reading and approval of an ordinance entitled:

No additional detail provided

Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH BRENNTAG MID-SOUTH, INC. FOR THE PURCHASE OF HYDROFLUOSILICIC ACID AT A PRICE OF 2.19 PER GALLON, LIQUID CHLORINE AT A PRICE OF 479.00 PER TON, SODIUM HYPOCHLORITE AT A PRICE OF .815 PER GALLON AND SULFUR DIOXIDE AT A PRICE OF 640.00 PER TON FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WATER PRODUCTION AND WASTEWATER TREATMENT. FISCAL NOTE: Hydrofluosilicic Acid bid = 2.19 per gallon vs 2.75 per gallon in 2019. A decrease of .56 per gallon or 13,440 per year or decrease of 20.22 . Liquid Chlorine = 479.00 per Container vs 499.00 per Container in 2019. A decrease of 20.00 per container or 240 per year or 4.01 . Sodium Hypochlorite = .815 per gallon vs .87 per gallon in 2019. A decrease of .055 per gallon or 3,520 per year or 6.32 . Sulfur Dioxide = 640 per ton vs 654 per ton in 2019. A decrease of 14.00 per ton or 420 a year or 2.14 .

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

c.
First reading and approval of an ordinance entitled:

No additional detail provided

Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH CHEMTRADE CHEMICALS US, LLC FOR THE PURCHASE OF POLY-ALUMINUM CHLORIDE (PAC) AT A UNIT PRICE OF 1.55 PER GALLON FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WASTEWATER TREATMENT AND WATER PRODUCTION. FISCAL NOTE: All low bids accepted. Poly -Aluminum Chloride (PAC) = 1.55 per gallon vs 1.48 per gallon

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

last year. An increase of .07 per gallon or 7,700 or 4.73 .

d. First reading and approval of an ordinance entitled:
Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH POLYDYNE, INC. FOR THE PURCHASE OF LIQUID POLYMER FOR THE WATER TREATMENT PLANT AT A PRICE OF 12.990 PER GALLON, LIQUID POLYMER FOR THE WASTEWATER TREATMENT PLANT AT A PRICE OF 11.180 PER GALLON, AND POLYMER CATIONIC AT A PRICE OF 1.80 PER POUND FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WASTEWATER TREATMENT AND WATER PRODUCTION. FISCAL NOTE: All low bids were accepted. Liquid Polymer WTP = 12.90 vs 11.18 per gallon in 2019. An

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, purchasing, and plant

increase of 1.72 per gallon or 5,160 or 15.38 .

Liquid Polymer WWTP = 11.18 per gallon vs. 10.234 per gallon in 2019. An increase of .946 per gallon or 2,838 or 9.24 Polymer Cationic = 1.80 per pound vs 1.55 per pound in 2019. An increase of .35 per pound or 14,000 or 16.13 .

Board of Commissioners Page - 5 -

e. First reading and approval of an ordinance entitled:

Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH SHANNON CHEMICAL CORPORATION FOR THE PURCHASE OF LIQUID SODIUM PERMANGANATE IN THE AMOUNT OF 8.17 PER GALLON AND POTASSIUM PERMANGANATE IN THE AMOUNT OF 1.830 PER POUND FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WASTEWATER TREATMENT AND WATER PRODUCTION. FISCAL NOTE: Low bids accepted. Liquid Sodium Permanganate = 8.17 vs FY 19 = 8.213 per gallon.

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

Decrease of .043 per gallon or 860 or .52 .

Potassium Permanganate = 1.83 per pound vs 1.995. Decrease of .165 or 4,290 or 8.27 . f. First reading and approval of an ordinance entitled:
Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH THE C.I. THORNBURG COMPANY, INC. FOR THE PURCHASE OF SAND AT A UNIT PRICE OF 0.14 PER POUND FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WASTEWATER TREATMENT AND WATER PRODUCTION. FISCAL NOTE: All low bids accepted. Sand Last Year = 0.14 per pound. No change in price. Estimated Yearly cost = 2,800. g. First reading and approval of an ordinance entitled:

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH UNIVAR USA, INC. FOR THE PURCHASE OF LIQUID CAUSTIC SODA AT A PRICE OF 0.7846 PER GALLON FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WASTEWATER TREATMENT AND WATER PRODUCTION. FISCAL NOTE: All low bids accepted. Liquid Caustic Soda = .7846 per gallon vs. .9727 per gallon for Calendar

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

Year 2019. A decrease of .1881 or 11,286 or 19.34 .

h. First reading and approval of an ordinance entitled:
Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT WITH USALCO, LLC FOR THE PURCHASE OF ALUMINUM SULFATE AT A PRICE OF 0.9990 PER GALLON FOR THE DEPARTMENT OF UTILITIES, DIVISIONS OF WATER PRODUCTION AND WASTEWATER TREATMENT. FISCAL NOTE: All low bids accepted. Aluminum Sulfate = .9990 per gallon. Increase of .0069 or 379.50 or .70 .

Tagged Interests: rfp, RFP, ordinance, sewer, utility, Utility, contract, water, and purchasing

Board of Commissioners Page - 6 -

i. First reading and approval of an ordinance entitled:

Tagged Interests: ordinance

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT BETWEEN THE CITY OF ASHLAND AND MOUNTAIN ENTERPRISES, INC. FOR THE PLACEMENT AND REPLACEMENT OF BITUMINOUS ASPHALT MATERIAL FOR THE 2020 STREET PAVING PROGRAM IN THE AMOUNT OF 851,250.00 FOR THE CITY OF ASHLAND, DEPARTMENT OF PUBLIC WORKS. FISCAL NOTE: Fiscal Year 2020 bid was 851,250 vs. 824,175 for a price increase of 27,075 or 3.29 . Fiscal Year 2020 General Fund Budget = 1,535,530 and Map Fund Budget = 441,465 totaling FY 20 budget = 1,976,995. Fiscal Year to Date expenses = 452,005. j. First reading and approval of an ordinance entitled:

Tagged Interests: rfp, RFP, ordinance, streets, budget, contract, program, Public Works, and public works

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND APPROVING

CHANGE ORDER NO. 1 BETWEEN THE CITY OF ASHLAND, KENTUCKY AND GRANITE INLINER, LLC INCREASING THE CONTRACT AMOUNT BY NO MORE THAN 25,000.00 ADDING 430.5 FT. OF 8 SEWER LINING ON HOLT STREET FOR THE DEPARTMENT OF UTILITIES. FISCAL NOTE: Adding this section of sewer line to the existing project scope will save on mobilization fees. Sewer line replacement budget = 695,839. Total spent/encumbered = 657,580.55. Remaining funds for sewer line replacement 38,258.45. k. First reading and approval of an ordinance entitled:

Tagged Interests: impact fee, funding, ordinance, sewer, streets, budget, utility, Utility, and contract

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND DIRECTING

STEPHEN E. GILMORE, MAYOR, TO EXECUTE A CONTRACT BETWEEN THE CITY OF ASHLAND AND COSBY CONSTRUCTION, LLC FOR ALL LABOR MATERIALS FOR MISCELLANEOUS CONCRETE AND ASPHALT REPAIR WORK FOR UP TO ONE YEAR IN THE AMOUNT OF 469,595.00 FOR THE DEPARTMENT OF ENGINEERING.

Tagged Interests: ordinance, construction, contract, and materials

FISCAL NOTE: Total Contract = 469,595.00, 0.97 increase over last year. Last year amount = 465,070 for

an increase of 4,525. l. First reading and approval of an ordinance entitled:

Tagged Interests: ordinance and contract

AN ORDINANCE OF THE CITY OF ASHLAND, KENTUCKY, AUTHORIZING AND APPROVING

CHANGE ORDER NO. 1 BETWEEN THE CITY OF ASHLAND, KENTUCKY AND FREDERICK MAY CONSTRUCTION CO., INC. REGARDING THEIR CONTRACT FOR THE POLLARD MILLS DRAINAGE PROJECT INCREASING THE CONTRACT AMOUNT BY 5,200.00 FOR THE DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT.

Tagged Interests: ordinance, construction, economic development, development, contract, Development, and stormwater

FISCAL NOTE: Unexpected cost of tree removal was not included in the bid the property was not acquired by the

City until after the contract was awarded. Cost paid for by CDBG funds.
Tagged Interests: rfp, RFP, funding, contract, trees, property, and cdbg

m.
Other New Business

Tagged Interests: business