agenda november 26, 2018 regular meeting 5:00 pm board …

AGENDAREGULAR MEETINGBOARD OF COMMISSIONERS315 WEST SECOND STREETFRANKFORT, KY 40601502/8758500 ~ www.frankfort.ky.gov

November 26, 20185:00 PM

INVOCATION

REVEREND SANDY LACEY ‐ FIRST PRESBYTERIAN CHURCH

PLEDGE OF ALLEGIANCE

ROLL CALL

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

MINUTES

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:

Retirements:Parks & Recreation Jim Parrish will retire November 30, 2018 with over 37 years of service.

CONSENT CALENDARItems 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.1. Minutes October 8, 2018 Work Session; October 29, 2018 Special Regular Meeting Attachments: 1. Minutes October 2018

Suggested Disposition: Receive and FileApprove

2. Memorandum of Understanding (MOU) with the Legislative Research Commission (LRC) Fire Department The purpose of this memo is to request the Board of Commissioners approve the continuation of the Memorandum of Understanding (MOU) with the Legislative Research Commission (LRC) and authorize the Mayor to sign all related documents. The responder will be required to be in fire department uniform, be equipped with fire department response equipment, and will operate under the authority and direction of the City of Frankfort. During assignment, personnel are not to engage in any lobbying activities or attempt in any way to influence the passage or defeat of legislation during any Session of the Kentucky General Assembly. The fire department shall provide biweekly billing statements to LRC itemizing the number of paramedic or EMT hours provided for reimbursement at the rate of $40.00 per hour. The rate reimbursement remains sufficient to cover all salary and pension without negatively impacting the overall budget. The Agreement does include a cancellation clause that allows either party to withdraw from the Agreement after thirty (30) days’ notice or sooner with mutual agreement. The Fire Department has provided a first responder during the Kentucky legislature regular session for the last eight years. During the convening of the Kentucky Legislature it is not uncommon to see significant increases in both staff and visitors. All benefits and wages are covered by the City of Frankfort; however, the City will be reimbursed by the Legislative Research Commission at a rate of $40.00 per hour and will be working under the authority and direction of the City of Frankfort. Wages and benefits will be paid by the City from both the Fire and EMS personnel services budgets with a reimbursed rate of $40.00 per hour by the Legislative Research Commission. The rate of $40 per hour remains sufficient to cover the overtime and benefits of the employees working any standby shift(s) and should result in a very minimal, if any, budget impact.

Attachments:

1. Memo LRC Contract2. FFEMS 1819 MOA3. FFEMS 1819 Addendum4. FFEMS Proof of Necessity 1819


3. Manowar Court Drainage Project – Silverlake Subdivision Public WorksPublic Works is requesting that the City Commission award a contract to Akins Excavation to reline three stormwater sewer pipes in Silverlake Subdivision via the State’s Master Commissioner’s Agreement and authorize the Mayor to sign all related documents. This is a project about which we have previously presented to the Commission during a work session. Results of a study conducted by our consultant were shown to the Commission and the Commission granted approval to continue. This project is in Silverlake Subdivision, the area affected is the back yard of 211 Manowar Circle and the surrounding yards. As recent as November 5th of this year, the water backed up in the yard and got into the basement of 211 Manowar. Award of this project would be per the KYTC Master Agreement: MA 607 1800000088. The Contractor who holds this bid is Akins Excavating. The project cost per the plans is $74,834.04. Funds for this project are available in the Stormwater Improvements Fund (7350011000).

Attachments: None


4. Entrada Drainage Project – Tierra Linda Subdivision Public Works Public Works is requesting that the City Commission award a contract to RandallDavies Construction Company for installation of storm sewer via the UPC contract and authorize the Mayor to sign all related documents. This is a project about which we have previously presented to the Commission during a work session. Residents living along the first block of Entrada complained to Staff and to the Commission about stormwater that was coming from the farm to southeast. This water flows through a pipe under Hanley Lane, crosses under Entrada and runs in an open ditch behind the homes on the south side of Entrada. These residents complained of damage to their homes and yards from the amount of water during storm events. Award of this project would be per the UPC Contract. The Contractor whose bid is lowest for this project is RandleDavies Construction Company. The project cost per the plans is $76,779.81, with a 20% contingency the total cost would be $92,135.77. Funds for this project are available in the Stormwater Improvements Fund (7350011000).

Attachments: None


5. Personnel Action Employee Department Date PositionRetirement Jim Parrish Parks and Rec 11/30/18 Parks and Recreation

DirectorAuthorize payment accrued leave

Retirement Michael Frazee Police 11/30/18 Police SergeantAuthorize payment accrued leave

Retirement Peggy Marie Allen Police 11/30/18 Patrol Officer IIIAuthorize payment accrued leave

Resignation Trent Sparks Fire 11/16/18 Firefighter I Promotion Jennifer Hall PW/Transit 11/13/18 Transit Foreman to

Transit Superintendent

Attachments:

1. Jim Parrish letter of retirement2. Charles Sparks letter of resignation3. Michael Frazee letter of retirement4. Marie Allen letter of retirement


6.Regan Street Storage Building Purchase Fire DepartmentThe purpose of this memo is to request the Board of Commissioners approve the contract with Ronnie Ratliff Estate Trust to purchase a plot of land located at 103 Regan Street which contains one (1) 120x50 fivebay building and one (1) 3 bay garage in the amount of $250,000.00. During a closed session in May of 2018, the Board of Commissioners approved a request to begin negotiations and subsequent offers to purchase land located at 103 Regan Street which contains one (1) 120x50 fivebay building and one (1) 3 bay garage that is currently being leased by the Fire Department. The Fire Department has budgeted $16,800.00 annually $1,400.00 per month – for the last 12 years. In addition to the $16,800.00 in annual rental savings, this property currently has two additional sources of income. A $500.00 monthly rental agreement to allow Baker Iron to park and access electric for 23 trucks, and a $250.00 income from Harrod Brothers Funeral Home for the rental of the small three bay garage. Based on the annual savings and monthly rental income, the City would recognize a return of investment in 15 years.This will require a budget amendment for this purchase with a budget impact of $250,000.00.

Attachments: 1. Memo Regan Street Contract Approval (2)


7.Holly Hills and Meadowview I&I Reduction Project Sewer This memo is to request commission approval to reject the bid for the Holly Hills and Meadowview I&I reduction project, and for the Mayor to sign all related documents. The Frankfort Sewer Department opened bids for the Holly Hills and Meadowview I&I Reduction project on November 15th. Only one bid was received and it was significantly higher than the engineer’s estimate. The engineer’s estimate was $858,425.00 and the one bid received was $1,293,791.22. This is $435,366.22 greater than the estimate. We would like to reject the bid and rebid the project in December. This project was designed and bid with the options of UVcured CIPP lining and PVC fold and form lining. We plan to allow thermal cured CIPP lining in order to open the project to more potential bidders and reduce cost.

Attachments: 1. Memo reject bids2. HH_Bid Evaluation Package


8. Backflow Preventer Valve at 243 & 245 Woodhill Lane Sewer The purpose of this memo is to request approval from the City Commission for a backflow preventer valve to be installed at 243 & 245 Woodhill Lane. The Sewer Department has a backflow preventer valve program that allows customers to be reimbursed for a backflow valve based on the lowest bid. To qualify for this program, residents in the separate sanitary sewer system must have experienced a sewer backup at least once in the last five years and in the combined sewer system they automatically qualify. The customer requesting the valve must obtain 3 quotes from plumbers and will be reimbursed for the lowest bid. Rod A. Sell of 243 & 245 Woodhill has experienced sewer backups and requested a backflow valve be installed. He has received 3 quotes in the amounts of $4,800.00 (Tim Spencer Plumbing), $5389.00 (Dauenhauer Plumbing), and $5,515.00 (Shelly Toles Plumbing). He has also signed and returned a “Backflow Preventer Valve Agreement” which is to be signed by the Mayor and recorded. Funds are available in the 400.68.53295 account. The budget for this account is $340,000 and as of September 2018 this account had $6,297.31 expensed and encumbered.

Attachments:1. Memo 243 245 Woodhill Ln2. 243245 Woodhill Backflow Valve Agreement3. 243245 Woodhill Quote


BOARDS

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

1. Market Analysis Findings Report Robin Antenucci, Executive Director, Frankfort Tourism Commission

Attachments: None


2. Downtown Master Plan City Manager Attachments: 1. Downtown Master Plan


3. Parcel B Redevelopment Approval of Preliminary Plan City Manager (To be provided) Attachments: None


4. Second Reading AN ORDINANCE AMENDING SECTION 37.32 OF THE CITY OF FRANKFORT CODE OF ORDINANCES RELATING TO SALARY SCHEDULES; PAY GRADE STRUCTURE. This Ordinance had its First Reading on October 29, 2018.

Summary: This ordinance amends Section 37.32 of the City of Frankfort Code of Ordinances relating to Salary Schedules; Pay Grade Structure by amending the pay band structure set forth in Salary Schedule Q referenced in Section 37.32(C) by 1.0% to match the cost of living increase issued by the City of Frankfort in July of 2018 to adjust for inflation and improve hiring recruitment competitiveness. The effective date for the amendment to Salary Schedule Q is December 2, 2018.

Attachments: 1. Ordinance Salary Schedule Q2. Copy of COF SALARY SCHEDULE Q

Suggested Disposition: Receive and FileAdopt Ordinance

5. Second ReadingAN ORDINANCE AMENDING THE CITY OF FRANKFORT CODE OF ORDINANCES, SECTION 37.31 RELATING TO THE EMPLOYEE CLASSIFICATION AND COMPENSATION PAY PLAN. This Ordinance had its First Reading on October 29, 2018. Summary: This ordinance amends Section 37.31(E) of the City of Frankfort Code of Ordinances establishing the chart specifying City employee job titles and pay grades to change the titles of various positions within the Department of Planning & Community Development as follows:

•Code Enforcement Technician has been changed to Neighborhood Technician;

•Code Enforcement Inspector I has been eliminated;

•Code Enforcement Inspector II has been changed to Neighborhood Inspector;

•Code Enforcement Supervisor/Building Inspector has been eliminated;

•Code/Building Inspection Supervisor has changed to Neighborhood Inspection Supervisor;

•Building Inspector III has been changed to Senior Building Inspector;

•Electrical Inspector II has been changed to Senior Electrical Inspector;

•Staff Planner I has been changed to Community Planner;

•Staff Planner II has been changed to Senior Community Planner

Attachments: 1. MEMO Job Title Changes2. Ordinance Planning Community Development


6. Second ReadingAN ORDINANCE AMENDING SECTION 37.35 OF THE CITY OF FRANKFORT CODE OF ORDINANCES RELATING TO PAY FOR FIREFIGHTER PARAMEDIC INCENTIVES. This Ordinance had its First Reading on October 29, 2018. Summary: This ordinance amends Section 37.35 of the City of Frankfort Code of Ordinances to adjust the annual paramedic incentive for members of the Fire Department up to and including the rank of Sergeant, who attain and maintain Kentucky licensure as a paramedic and are authorized by the department and its medical director to function in a paramedic capacity, from $4,000 to $2.64/hr ($5,500 annually); and to provide that members of the Fire Department at the rank of Captain or above who maintain the required licensure and authorization will still receive an incentive of $1.92/hr ($4,000 annually). The amendment also deletes outdated language that conflicts with more recently enacted ordinances.

Attachments: 1. Memo Paramedic Incentive2. Ordinance Paramedic Incentive Pay


7. Surplus of Inventory & Order Fire Department The purpose of this memo is to seek approval to declare Boat 1, a 1989 Sea Ark boat Model # MAK405560289 ( COF # 0002105), as surplus property and authorize the Mayor to sign all related documents. In 2002, the City of Frankfort entered into an agreement with the Kentucky River Authority for the use of Boat 1 for Police, Fire, and Rescue operations as needed. This agreement remained in effect until August 2011 at which time the City of Frankfort purchased the Boat 1 for $1.00. Boat 1 has since fallen into disrepair and has been unused over the last 2 fiscal years. Currently, Boat 1 is in need of substantial repairs in order to make the boat useful again and it’s of the opinion of Fire Administration that spending additional funding into this particular boat is not fiscally responsible. Currently, the Fire Department has 1 operational rescue boat and 1 rapid deployment swift water boat on loan from Emergency Management. Boat 1 has had significant operational issues over the last 56 years, has seen limited use, and is extremely unreliable for emergency operations. This request will result in an estimated gain of $5 – 10K in surplus sales.

Attachments: 1. Memo Boat 12. Order Boat 1

Suggested Disposition: Receive and FileAdopt Order

8. Second Reading AN ORDINANCE AMENDING THE CITY OF FRANKFORT CODE OF ORDINANCES, SECTION 37.31 RELATING TO THE EMPLOYEE CLASSIFICATION AND COMPENSATION PAY PLAN. This Ordinance had its First Reading on November 19, 2018. Summary: This ordinance amends Section 37.31(E) of the City of Frankfort Code of Ordinances establishing the chart specifying City employee job titles and pay grades to remove the licensure requirement of “P.E.” (Professional Engineer) from the job title for Sewer Director. This complies with the standard practice of listing licensure, certification or degree requirements in job descriptions rather than job title, and widens the recruitment pool for potential qualified candidates for the position.

Attachments: 1. Sewer Director Job Title Ordinance Amendment


9. First Reading AN ORDINANCE TO AMEND THE CITY OF FRANKFORT’S CODE OF ORDINANCES – CHAPTER 152 – BY AMENDING THE CITY OF FRANKFORT’S ZONING REGULATIONS; ARTICLE 4, ARTICLE 16, AND ARTICLE 17. Summary: This ordinance amends the City’s Zoning Ordinance Article 16 by adding Historic Preservation Design Guidelines for properties within the Central Business (CB) Zoning District. The ordinance also amends Article 4.24 – Central Business District by referencing these new design guidelines and removes the reference to the current design standards found in Article 17. Article 17 – Architectural Review Board is also amended by removing reference to the Central Business (CB) Zoning District, as the current guidelines in Article 17 will no longer be used for properties undergoing exterior renovations in the CB District.

Attachments:

1. MEMO CB Design Guidelines2. Ordinance CB Design Guidelines3. CB Design Guidelines4. CB District Report & Recommendation from Planning Commission


10. Lease with Frankfort Independent Schools City Manager (To be provided) Attachments: None


OLD BUSINESS/NEW BUSINESS

CLOSED SESSION

CLOSED SESSION PER KRS 61.810 (1)(C)LITIGATION TO DISCUSS CURRENT LITIGATION BROUGHT AGAINST THE CITY AND PLANNING COMMISSION BY FPB REGARDING THE RESERVOIR PROJECT (FPB v. PLANNING COMMISSION et al.)

ADJOURNMENT

agenda november 26, 2018 regular meeting 5:00 pm board …

Documents