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Home My WebLink AboutCCMPacket2013-01-08CALLED CITY COMMISSION MEETING AGENDA FOR JANUARY 8, 2013 6:00 P.M. ROLL CALL INVOCATION PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS I. MINUTES II. APPOINTMENTS A. Paducah Riverfront Development Authority B. Water Works Board C. Paducah -McCracken County Joint Sewer Agency D. Paducah -McCracken County Emergency Communication Service Board E. Brooks Stadium Commission III. MOTIONS A. Mayor Pro Tem B. R & F Documents IV. MUNICIPAL ORDERS A. Personnel Changes V. ORDINANCE — ADOPTION A. Extension of Time for 2006 Kentucky Transportation Enhancement Program/Greenway Trails Project Agreement — S. ERV IN VI. ORDINANCES —INTRODUCTION A. Accept Grant Award for 2013 Kentucky Litter Abatement Program Award — R. MURPHY B. Approve Memorandum of Understanding with the State for Geographic Information System Data & Aerial Photography Updates — G. MUELLER/B. PETERSON VII. CITY MANAGER REPORT VIII. COMMISSIONER COMMENTS IX. PUBLIC COMMENTS X. EXECUTIVE SESSION JANUARY 8, 2013 WHEREAS, it is necessary to adjust the terms of two members of the Paducah Riverfront Development Authority to be in compliance with City of Paducah Ordinance No. 2010-11-7752; and WHEREAS, subject to the approval of the Board of Commissioners, I hereby extend the terms of members Meredith Schroeder from October 28, 2012 to October 28, 2014, and Joe Dempsey from October 28, 2011, to October 28, 2015; and WHEREAS, subject to the approval of the Board of Commissioners, I hereby appoint Commissioner Sandra Wilson to replace Commissioner Gayle Kaler as a member of the Paducah Riverfront Development Authority, which term will expire December 31, 2014, or coincide with her service as city commissioner. JANUARY 8, 2013 WHEREAS, subject to the approval of the Board of Commissioners, I hereby appoint Allan Rhodes as a member of the Commissioners of Water Works to replace Gayle Kaler whose term has expired. This term will expire December 31, 2014. JANUARY 8, 2013 WHEREAS, subject to the approval of the Board of Commissioners, I hereby appoint Commissioner Carol Gault as a member of the Paducah -McCracken County Joint Sewer Agency to replace Commissioner Gerald Watkins. This term will expire December 31, 2014. JANUARY 8, 2013 WHEREAS, subject to the approval of the Board of Commissioners, I hereby reappoint Carol Gault as a member of the Paducah -McCracken County Emergency Communication Service Board. This term will expire December 31, 2014. JANUARY 8, 2013 WHEREAS, subject to the approval of the Board of Commissioners, I hereby appoint Commissioner Richard Abraham as a member of the Brooks Stadium Commission to replace Gerald Watkins whose term has expired. This term will expire December 31, 2014. JANUARY 8, 2013 I move that Commissioner Sandra Wilson be nominated and elected Mayor Pro Tem of the City of Paducah, to serve in this capacity until the expiration of her present term as City Conunissioner. CITY OF PADUCAH January 8, 2013 Upon the recommendation of the City Manager, the Board of Commissioners of the City of Paducah order that the personnel changes on the attached list be approved. FIRE Morgan, Thomas K. Campbell, Heston Campbell, Heston EPW Chandler, Boyce F. CITY OF PADUCAH PERSONNEL ACTIONS January 8, 2013 PAYROLL ADJUSTMENTSITRANSFERS/PROMOTIONSfTEMPORARY ASSIGNMENTS PREVIOUS POSITION CURRENT POSITION NCS/CS FLSA EFFECTIVE DATE AND BASE RATE OF PAY AND BASE RATE OF PAY Fire Captain Acting Assistant Fire Chief #3 NCS Non -Ex November 29, 2012 $16.26/Hr $16.31/1 -Ir Relief Driver Acting Fire Lieutenant NCS Non -Ex November 26, 2012 $14.00/H r $15.23/Hr Acting Fire Lieutenant Relief Driver NCS Non -Ex December 29, 2012 $15.23/Hr $14.00/Hr Solid Waste Truck Driver ROW Maintenance Person $15.11/Hr $16.92/Hr NEW HIRE • FULL-TIME (FIT) POSITION RATE EPW Willett, Thomas D. ROW Maintenance Person $13.53/Hr NCS Non -Ex January 10. 2013 NCS/CS FLSA EFFECTIVE DATE NCS Non -Ex January 10, 2013 Agenda Action Form Paducah City Commission Meeting Date: December 18, 2012 Short Title: 2006 Kentucky Transportation Enhancement Program/ Greenway Trails Project ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Angela Weeks, Audra Herndon, Cheryl Meadows Presentation By: Steve Ervin Background Information: The Kentucky Transportation Cabinet "Transportation Enhancement Program will reimburse up to 80% of the expenses of a project prior -approved by the State. A wide variety of surface transportation enhancement projects are eligible. This is a financial reimbursement program. Funding was obtained through Municipal Order# 1187 on January 10, 2006 and on October 10, 2006 through Ordinance # 2006-10-7191 a contract with Kentucky Transportation Cabinet was approved for signatures and execution. Oct. 13, 2009 though Ordinance 2009-10-7611 the contract was extended due to repair work on the gravity feed drain. The work has begun on the 4.7 mile Greenway Trails Project, however the dates on the grant agreement with the Kentucky Transportation Cabinet must be extended to accommodate payment for the project. Approving this ordinance will extend the grant agreement until June 30, 2013. If the Commission desires to approve the Transportation Enhancement Grant Agreement with the Kentucky Transportation Cabinet on behalf of the Greenway Trails Project, it must authorize and direct the Mayor to sign all necessary and required application documents. Any award offered as a result of this application will be brought before the Commission for its consideration. Goal: ®Strong Economy ® Quality Services[] Vital Neighborhoods® Restored Downtowns Funds Available: Account Name: Greenway Trail Phase I Account Number: 040-8821-536-2307 Finance Project Number: PA0056 Staff Recommendation: Approval Department Head City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: January 8, 2013 Short Title: 2013 Kentucky Litter Abatement Program Award ® Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Rick Murphy, Pam Souder, Audra, Hemdon, Cheryl Meadows Presentation By: Rick Murphy Background Information: The Kentucky Division of Waste Management (DMW) provides funds across that commonwealth to local jurisdictions for litter abatement. The litter abatement award amount is based on a street mileage formula with Paducah having 250 miles. DMW has awarded to the Engineering/Public Works in the amount of $15,058.68 for their Street & Street Litter Abatement Program. This award requires no local cash or in-kind match. If the Commission desires the Engineering/Public Works to accept this award it must authorize and direct the Mayor to sign all application documents. Goal:❑ Strong Economy ® Quality Services ❑ Vital Neighborhoods ❑ Restored Downtowns Funds Available: Account Name: Public Works -Solid Waste Account Number: 050-0000-420.69-00 Finance Project Number: Staff Recommendation: Approval &Head411 Department City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: January 8, 2013 Short Title: Memorandum of Understanding with the State of Kentucky for Geographic Information System Data and Aerial Photography Updates ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Greg Mueller, Ben Peterson, Stephen Chino Presentation By: Greg Mueller, Ben Peterson Background Information: In 1999, the McCracken and Paducah Geographic Information System (MAP—GIS) was formed in order that the member agencies could coordinate their efforts in the development and maintenance of a computer mapping system for McCracken County. The partnership between McCracken County, the City of Paducah, Paducah Water, Paducah Power, E911, and the Joint Sewer Agency continues this strong development partnership by taking advantage of an opportunity presented by the State of Kentucky. This opportunity will allow the MAP—GIS member agencies to obtain updated county -wide high resolution color aerial photographs and base map information. Originally, the consortium agreed to update this data at seven year intervals. By partnering with the state on their project, the consortium can save money by getting the data a year earlier (6 years instead of 7). In addition, the consortium will also get high resolution LIDAR data. LIDAR is highly accurate elevation data that also provides a three dimensional view of the ground cover including buildings. This is new state- of-the-art technology that only a select few communities around the world have. Staff has been working with Kent Armes, Director of the Kentucky Office of Geographic Information on this project. The MAP—GIS Consortium passed a motion with a recommendation for approval by the City Commission. The total cost of the project is $178,494.36. The MAP -GIS consortium will be responsible for $165,458.34. A quote from the State shows that the same project without the grant would cost $238,558.76. This represents a cost savings of $73,100.76 for the Consortium. Paducah Water requested additional coverage beyond McCracken County to cover their service areas in Marshall and Graves County. This cost is an additional $13,036.02. Paducah Water would be responsible for paying the cost of these additional tiles. The breakdown is as follows: MAP—GIS Consortium - $165,458.34 Paducah Water add on - $13,036.02 Project Total - $178,494.36 The MAP—GIS project account currently has the funds in the account to cover the cost of the project. This project account is maintained for this specific purpose. The project account will Agenda Action Form Page 2 be reimbursed by Paducah Water for the $13,036.02 to cover the areas outside of McCracken County. Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Downtowns Funds Available: Account Name: GIS 001 GIS Project Account Account Number: 040-1205-513.23.07 Staff Recommendation: Adopt an Ordinance authorizing the execution of the Memorandum of Understanding among the City of Paducah and the members of the MAP—GIS Consortium with the State of Kentucky for the acquisition of updated county -wide color aerial photography, planimetrics, and LIDAR data. Attachments: • Quote from the State of Kentucky for aerial photography, data updates, and LIDAR • MOU between the City of Paducah (MAP—GIS) and the State of Kentucky Department d City Clerk City Manager McCracken County Area 300.8 Square Miles LIDAR Product Price Product Price Total Triangulated Irregular $6,716.86 Imagery Total Surface (TIN) $7.28 $2,189.82 Contours $17.86 $5,372.29 Reproject Lidar $22.33 $6,716.86 LIDAR Total $14,278.98 IMAGERY Product Price Total 6" Orthos $202.50 $60,912.00 Reproject Imagery $22.33 $6,716.86 Imagery Total $67,628.86 apping ntrol 15 existing/9NeW $7,127.50 r 1377 Frames $14,458.50 in Updates $51,637.50 it and QC $10,327.00 Total $83,550.50 Additonal Paducah Water Data Cost Price Increase for TIN = $163.07 Price Increase for Contours = $400.05 Increase for Reprojecting LIDAR = $500.20 Price Increase for 6" Orthos = $4,536.00 Increase for Imagery Reprojection = $500.20 Price Increase for Control = $0 Price Increase for A/T = $1,312.50 Price Increase for Plan Updates = $4,687.00 Price Increase for Edit & QC = $937.00 Total= $13,036.021 Grand Total $165,458.34 Total with Add'I Data = $178,494.36 Kentucky StateWide LIDAR Pricing „n.>-:: Pnotg scieNco q�. Pn� L ... I F- IF- � "'. . MEMORANDUM OF AGREEMENT This Agreement, made and entered into at Frankfort, Kentucky, this _day of _ 2012, by and between the Commonwealth Office of Technology's Division of Geographic Information ("DGI") within the Commonwealth of Kentucky's Finance and Administration Cabinet and City of Paducah ("City of Paducah") 300 South 5th Street, P.O. Box 2267, Paducah KY 42003. Purpose DGI is responsible for developing and maintaining a current basemap that meets the needs of its users at the federal, state, regional, and local levels, including the public at large. A common basemap reduces the cost of developing geographic information system (GIS) applications, promotes data sharing, and adds efficiency to state agency business processes. The purpose of this Memorandum of Agreement (MOA) is to specify the responsibilities of both parties in the acquisition of current, leaf -off aerial photography and elevation data (LiDAR) for the Commonwealth. Scope of Services and Responsibilities The total program area served by Kentucky's Statewide Digital Aerial Photography and Elevation Basemap Program includes all 120 counties in the Commonwealth and comprises approximately 40,411 miles. Terrain elevations range from approximately 257 feet to over 4,139 feet above mean sea level. The Commonwealth plans to acquire data for this program during multiple, consecutive leaf -off seasons beginning in the Spring of 2012. DGI, along with other state, federal, regional and/or local agencies are providing funding for the acquisition of the new digital orthophotography and LiDAR data. The state will be divided into at least three (3) or more distinct areas that follow county boundaries. DGI is responsible for defining the areas to be mapped. The designation will be driven by a variety of factors, including but not limited to, scheduling, budgeting, need, and economies of scale. Please note that all data will be delivered in a defined standard format so as to promote data sharing and information exchange. All data obtained under this agreement will reside within the public domain and will be distributed freely by the Commonwealth. The most current data standards for digital orthophotography and LiDAR deliverables and other information regarding the Commonwealth's program can be found @ http://kygeonet.lcy.goN,/!Z fromabove/ DGI will award and administer all contracts necessary for data and imagery acquisition. This MOA establishes a funding partnership for the acquisition of digital orthophotography and LiDAR data that covers your entity's area of interest (AOI) as defined on the attached map. Acquisition areas shall be defined using the Commonwealth's 5k Grid (5,000' x 5,000' tiles). Participating agencies shall receive one (1) copy of the data on a portable hard drive. If a DGI portable hard drive is used for data transfer it must be returned within a reasonable timeframe (1-2 weeks). Pricing for Orthoimagery and LiDAR products can be found within Master Purchase Agreement (MA 758 1200000546 1) in V. Pricing on pages 18 and ig. The specific products desired and the defined acquisition AOI requested by City of Paducah are shown in Appendix A. The cost to the Commonwealth for Orthoimagery and LiDAR products to be procured through the selected contractor/vendor is $178,494.36 as indicated in Appendix A. The City of Paducah shall be responsible for the cost as follows and will pay DGI accordingly: Cityof Paducah.......................................................................$178,494.36 The Commonwealth Office of Technology will make full payment to the vendor for these products after funding is received from the City of Paducah. TERM OF AGREEMENT: This Agreement shall be effective on the date executed below, and shall expire on December 31, 2013. Time is of the essence for performance herein. CAUSES AND TERMINATION: Either party may terminate this contract without cause after thirty (30) days written notice, or for cause at any time. CONFLICT OF INTEREST: The parties certify by the signatures of duly authorized representatives hereinafter affixed, that they are legally entitled to enter into this agreement and that they shall not be violating, either directly or indirectly, any conflict of interest statute of the Commonwealth of Kentucky, by the performance of this agreement. LIABILITY: The City of Paducah agrees that any and resulting from negligence on its part or that shall be brought in accordance with KRS § 45A.24o et. seq CHOICE OF LAW AND FORUM: all claims against DGI of its employees/agents 44.070 et. seq or KRS § All questions as to the execution, validity, interpretation, construction and performance of this agreement shall be governed by the laws of the Commonwealth of Kentucky. Furthermore, the parties hereto agree that any legal action which is brought on the basis of this agreement shall be filed in the Franklin County Circuit Court of the Commonwealth of Kentucky. MISCELLANEOUS: i. The Commonwealth, including but not limited to, the Finance and Administration Cabinet may audit or review all documentation and records pertaining to the event pursuant to the provisions of KRS 45A.150; 2. No modification or change of any provision of this Agreement shall be made, or construed to be made, unless such modification is mutually agreed in writing; 3. Both parties shall abide by KRS 45.570; 4. All notices or communications whatsoever, shall be in writing and sent by First Class Mail to the parties as identified below. FUNDING OUT PROVISION: The state agency may terminate this contract if funds are not appropriated to the contracting agency or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the contract. The state agency shall provide the contractor thirty (30) calendar days written notice of termination of the contract. REDUCTION IN CONTRACT WORKER HOURS: The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. ACCESS TO RECORDS: The contractor, as defined in KRS 45A.030 (9) agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this contract for the purpose of financial audit or program review. Records and other prequalification information confidentially disclosed as part of the bid process shall not be 3 deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61,878(i)(c). The contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. In the event of a dispute between the contractor and the contracting agency, Attorney General, or the Auditor of Public Accounts over documents that are eligible for production and review, the Finance and Administration Cabinet shall review the dispute and issue a determination, in accordance with Secretary's Order 11-004. IN WITNESS WHEREOF, the Parties hereunto have executed this agreement the day and year first written above. AGREED TO: Gayle Kaler, Mayor City of Paducah Signature Date Lori Flanery, Secretary Steve Rucker, Commissioner Finance and Administration Cabinet Commonwealth Office of Technology Signature Date Approved as to form and legality: Finance and Administration Cabinet Office of General Counsel 0 Signature Date APPENDIX A PRODUCTS TO BE PROVIDED TO THE CITY OF PADUCAH 1. 6" digital orthophotography (RGB with NIR) for the entire acquisition area as illustrated on the map shown on the following page. 373 Total Tiles covering approximately 323.2 square miles. 2. Reprojection of the orthophotgraphy and all elevation data products to State Plane Kentucky South Zone, FIPS 1602, NAD 1983, HARN (US Feet). Triangulated Irregular Surface (TIN) with hydro -enforced breaklines* 4. Contours (2')* 5. Planimetric Mapping Update — Control, A/T, Plan Updates, Edits, QC * The TIN and Contour products will be derived from the LiDAR data that is being collected by the KYAPED Program during the 2013 season. The base elevation data products including the LiDAR point cloud, captured hydro - enforced breaklines, and DEMs with hydro -enforced breaklines will also be projected and delivered to the City of Paducah. APPENDIX A N Wq nE �5 McCracken CountyTile other project area tile L..—..l City of Paducah LIVINGSTON------ �1 EALtAau CCRACKEN ri PROPOSED PROJECT AREA Commonwealth Aerial Photography and Elevation Program 1 _ \ EALtAau CCRACKEN ri PROPOSED PROJECT AREA Commonwealth Aerial Photography and Elevation Program