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HomeMy WebLinkAboutCCMPacket2016-04-19ROLL CALL INVOCATION CITY COMMISSION MEETING AGENDA FOR APRIL 19, 2016 5:30 PAL CITY HALL COMMISSION CHAMBERS 300 SOUTH FIFTH STREET PLEDGE OF ALLEGIANCE — Kathryn Winfield — PTHS Senior ADDITIONS/DELETIONS I MINUTES II MOTION A. R & F Bid III WNICIPAL ORDERS A. 2016 Recovery Center CDBG Grant Application— S. ERVIN B. Declaration and Sale of Surplus Property at 1036 Madison Street— S. ER VIN IV ORDINANCES - ADOPTION A. Accept Firehouse Subs Public Safety Grant Award — FIRE CHIEF KYLE B. Approve Change Order # I for Police Station Generator Project — R. MURPHY V. ORDINANCE - INTRODUCTION A. Reimbursement Agreement with Paducah Water — R. MURPHY VI WORKSHOP A. Presentation on Two City Hall Options - RATIO VII CITY MANAGER REPORT VIII MAYOR & CONEVIISSIONER COMMENTS IX PUBLIC COMMENTS X EXECUTIVE SESSION - Personnel Agenda Action Form Paducah City Commission Meeting Date: 19 April 2016 Short Title: Center Point Recovery Center— 2016 CDBG Grant ❑ Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ lVbtion Staff Work By: Sheryl Chino Presentation By: Steve Ervin Background Information: The Department for Local Government (DLG) has received for the 2015 Funding Cycle $23,319,211 from the U.S. Housing and Urban Development's (HUD) Community Development Block Grant (CDBG) program. Funds are designated for various program areas including Community Projects, Community Emergency Relief Fund, Economic Development, Housing and Public Facilities. The CDBG program provides assistance to communities for use in revitalizing neighborhoods, expanding affordable housing and economic opportunities, providing infrastructure and/or improving community facilities and services. With the participation of their citizens, communities can devote these funds to a wide range of activities that best serve their own particular development priorities. All project activities must meet at least one of three national objectives: • benefit to low and moderate income persons; • prevention or elimination of slums or blight; and, • meeting particularly urgent community development needs. On behalf of Four Rivers Behavioral Health, the planning department is proposing the submittal of a CDBG application for the Center Point Recovery Center for personnel expenses. The application will be in the amount of $220,000 thru the Public Services program. These funds will be matched by the Four Rivers Behavioral Health with approximately $850,000 in other federal and state funds. Local matching funds will not be required from the City of Paducah. A fee of $10,500 will be paid to the city for maintaining and providing administration of the funding. Goal: ❑ Strong Economy ® Quality Services ❑ Vital Neighborhoods [] Restored Downtowns Funds Available: Account Name: Account Number: Project Number: Finance Staff Recommendation: Authorize and direct the Mayor to sign all required grant application documents. Attachments: None Department Head City Clerk Cit Manager MUNICIPAL ORDER NO. A MUNICIPAL ORDER AUTHORIZING THE APPLICATION FOR A 2016 COMMUNITY DEVELOPMENT BLOCK GRANT IN THE AMOUNT OF $220,000 FROM THE OFFICE OF THE GOVERNOR'S DEPARTMENT FOR LOCAL GOVERNMENT FOR THE FOUR RIVERS RECOVERY CENTER POINT PROJECT BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute an application and all documents relating to same, requesting a Community Development Block Grant from the Office of the Governor Department for Local Development in the amount of $220,000 on behalf of Four Rivers Behavioral Health for the Four Rivers Center Point Recovery Center. A local match is not required. An administration fee of $10,500 will be paid to the City for maintaining and monitoring this funding. SECTION 2. This order shall be in full force and effect from and after the date of its adoption. Mayor ATTEST: Tammara S. Sanderson, City Clerk Adopted by the Board of Commissioners April 19, 2016 Recorded by Tammara S. Sanderson, City Clerk, April 19, 2016 Ino\grants\cdbg-four rivers recovery center project 2016 4-2016 Agenda Action Form Paducah City Commission Meeting Date: April 19, 2016 Short Title: Declaration and Sale of Surplus Property at 1036 Madison St. ❑Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Motion Staff Work By: Nancy Upchurch Presentation By: Steve Ervin Background Information: This action would declare the lot at 1036 Madison Street surplus property, owned by the City of Paducah and authorize the sale of the lot. The Planning Department advertised the property in the Paducah Sun on Wednesday March 30, 2016 and placed a sign on the lot requesting sealed bids. The deadline to submit was 9 AM, Thursday, April 7, 2016. One bid was received prior to the deadline. Millwork Products LLC submitted a bid of $100 for the lot. The proposed investment of $3,000 includes clean-up of the lot, sowing grass, mowing, and weed eating as needed. They already own most of the property between 10`h and 1 1 `h Madison Street. They plan to hold the lot for possible future expansion. No other bids were received. Goal: ❑Strong Economy ® Quality Services® Vital Neighborhoods] Restored Downtowns Funds Available: Account Name: N/A Account Number: N/A Finance Attachments: Additional supporting documentation to meet requirements Sec, 2-668 of the Paducah Code of Ordinances. Sec. 2-668. Disposition of surplus or excess property. 1. Description of property: 1036 Madison Street 2. Its intended use at the time of acquisition: This lot was acquired by the City of Paducah by Deed recorded in Deed Book 1288 Page 381 on Oct. 23, 2014. The City did not have a specific use for the property at the time of the acquisition. 3. The reason why it is in the best interest of the City to dispose of the item: This lot is on the list of properties staff deemed as surplus. It is in the best interest of the City of Paducah to transfer surplus property to responsible o"lier thus saving the City the cost maintaining of the los. 4. The method of disposition to be used: Sealed Bid: The Planning Department advertised the property in the Paducah Sun on Wednesday, March 30, 2016 and placed a sign on the lot requesting sealed bids. The deadline to submit was 9 AM, Thursday, April 7, 2016, One bid was received prior to the deadline. Millwork Products LLC submitted a bid of $100 for the lot. The proposed investment of $3,000 includes clean-up of the lot, sowing grass, mowing, and weed eating as needed. They already oven most of the property between 10th and I 1 th Madison Street. They plan to hold the lot for possible fixture expansion. No other bids were received. Steve Ervin, Director Planning Department JefkFWderson, City Manager MUNICIPAL ORDER NO. A MUNICIPAL ORDER ACCEPTING THE BID OF MILLWORK PRODUCTS, LLC IN THE AMOUNT OF $100 FOR PURCHASE OF REAL PROPERTY LOCATED AT 1036 MADISON STREET AND AUTHORIZING THE MAYOR TO EXECUTE A DEED FOR SAME WHEREAS, pursuant to 2-668 of the Code of Ordinances of the City of Paducah, Kentucky, a written determination has been made by the City Manager that the City does not have any use at this time or in the future for property located at 1036 Madison Street, which constitutes surplus real estate; and WHEREAS, the City advertised for bids on March 30, 201.6 and the deadline to submit a bid was April 7, 2016; and WHEREAS, Millwork Products, LLC submitted a bid to purchase the property at 1036 Madison Street for $100 and propose to clean the lot alid hold it for possible future expansion; and WHEREAS, the City desires to accept the offer of Millwork Products. BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. 'That the City of Paducah accepts the proposal of Millwork Products, LLC in the amount of $100 for the purchase of real property located at 1036 Madison Street. SECTION 2, The Mayor is hereby authorized to execute a deed and any necessary documents relating to same to complete the sale of the real property approved in Section 1 above. SECTION 3. This Order shat l he in full force and effect from and after the date of its adoption. Mayor ATTEST: Tammara S. Sanderson, City Clerk Adopted by the Board of Commissioners, April 19, 2016 Recorded by Tammara S. Sanderson. City Clerk. April 19, 2016 'mo) -prop sale -1036 Madison Agenda Action Form Paducah City Commission Meeting Date: 12 April 2016 Short Title: Firehouse Subs Public Safety Foundation Grant Award Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Moacn Staff Work By: Kevin Mcke#lips and Sheryl Chino Presentation By; Steve Kyle Background Information: Firehouse Subs Public Safety Foundation is dedicated to improving the life-saving capabilities and the lives of local heroes and their community by funding: Lifesaving equipment: prevention education, scholarships and continued education, support for members of the military, and disaster preparedness and disaster relief, The Paducah Fire Department has been awarded $15,125 Firehouse Subs grant program for purchase of equipment, The equipment includes four (4) 10 -minute carbon 3000 psi cflinders, 13 breathing hoses, one (1) air cart, and two (2) Carbon 4500 psi cylinders. No matching funds are required. The grant application was approved through municipal order 1881 on February 9, 2016, Goal; ❑ Strong Economy ❑ Quality Services ❑ Vital Neighborhoods ❑ Restored Downtowns Funds Available: Account Name: Account Number: L_— Finance Staff Recommendation: Authorize the Mayor to accept the grant a,,vard and execute all grant related documents. Attachments: None Department Head City Clerk j City Man Agenda Action Form Paducah City Commission IN.leeting Date: April 12, 2016 Short Title: To Authorize Change Order 91 for the Police Station Emergency Generator Project ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolutioa ❑ Motion Stasi' Work 8y: Angela We' eks, EPW Proi Mgr Presentation By: Rick Murphy, P,E., City Engineer -Public Works Director Background Information: On August 11, 2015, Ordinance #2015-8-8282 was adopted authorizing the Mayor to execute a contract with Mott Electric, LLC, in the amount of $115,250.00 for the Police Station Emergency Generator Project. Subsequently, work is now complete, with one minor electrical revision to the generator. This change to the generator in the amount of $2,450.00, provided for the installation of a new distribution electrical panel; minus the cost of two breakers, which reconfigured the generator to a single 600 amp breaker. This electrical revision allowed the generator to be connected to the recently purchased Police Annex Building in addition to the Police Station. Due to this electrical revision, the generator delivery date was delayed by 60 days, Goal: ❑Strong Economy ZQuallty Services ❑Vital Neighborbods ❑.Restored Domitowns Funds Available: Account Name: P00083 Account Number: 040-3315-532-2307 Financ Staff Reconu-nendation: To adapt an Ordinance authorizing Change Order 91 in the amount of $2,450.00 for the Police Station Emergency Generator Project with Mott Electric, LLC, and increasing the time for completion by 60 days, which extended the date of completion of all Work to March 12, 2016, Attachments: Original Ordinance, Change Order 91, Notice to Proceed City Clerk City Manager 777 '4-- w;11 Y?. Use A b,�1� q �� F\1741,6 �ol,�ce ► c�� Z Su 1-0 roves 114—( 05� �. o.#.�. Agenda Action Form Paducah City Commission Meeting Date: April 19, 2016 Short Title: Reimbursement Agreement with Paducah -Water for Rehabilitation Work Associated with the 24" Transmission Water Main Project ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Angela Weeks, EPW Proj Mgr Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Background Information: Paducah Water is in the process of constructing a new 24" Water Transmission Line from the Water Treatment Plant located at 1800 North 8th Street to an existing water line located in the 1300 block of Kentucky Avenue. In order to reduce the costs associated with this substantial water project, Paducah Water has inquired if the City will reconstruct the concrete and asphalt disturbed by the Project within the City's right of ways at various locations. The City can complete this rehabilitation work by utilizing the City's existing asphalt and concrete street rehabilitation contracts. Upon completion of the asphalt and concrete rehabilitation work, Paducah Water has agreed to reimburse the City for all expenditures associated with the work, which is estimated at $220,000. However, if the total expenditures exceed the estimated amount, Paducah Water has agreed to reimburse the City fully for all costs required to complete the rehabilitation work in excess of the estimated costs. Goal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Downtowns Funds Available: Account Name: Street Rehab (MAP) Account Account Number: 003-2217-531-4227 Nance Staff Recommendation: To adopt an Ordinance authorizing the Mayor to execute a Reimbursement Agreement with Paducah Water for asphalt and concrete rehabilitation work within various locations of the City right of way associated with the 24" Transmission Water Main Project. Paducah Water will reimburse the Street Rehabilitation and Resurfacing Account (MAP) for the rehabilitation work paid by the City, which is estimated to be $220,000. This agreement states Paducah Water agrees to pay for all additional costs that may exceed the aforesaid estimated amount shown, Attachments: Reimbursement Agreement ORDINANCE NO, 2016 -4 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A REIMBURSEMENT AGREEMENT WITH PADUCAH WATER FOR ASPHALT AND CONCRETE REHABILITATION WORK WITHIN VARIOUS LOCATIONS OF CITY RIGHT-OF-WAY IN THE 1300 BLOCK OF KENTUCKY AVENUE ASSOCIATED WITH THE PADUCAH WATER 24" TRANSMISSION WATER MAIN CONSTRUCTION PROJECT BE 1T ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah hereby authorizes the Mayor to execute a reimbursement agreement between Paducah Water and the City of Paducah, Kentucky, for reimbursement for asphalt and concrete rehabilitation work within various location of city right- of-way in the 1300 block of Kentucky Avenue associated with the Paducah Water 24'' transmission water main construction project, estimated at $220,000. In the event the total invoice amount exceeds the estimated amount required to complete said project. Paducah Water agrees to reimburse the City fully for all costs required to complete the rehabilitation work in excess of the estimated costs. SECTION 2. Funds received for the reimbursement will be placed into the Street Rehab (MAP) account, account number 003-2217-531-4227. SECTION 3. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. Mayor ATTEST: Tam_mara S. Sanderson, City Clerk Introduced by the Board of Commissioners, April 19, 2016 Adopted by the Board of Commissioners, April 26, 2016 Recorded by Tammara S. Sanderson, City Clerk, April 26, 2016 Published by The Paducah Sun, \ord\eng\reim — Paducah Water — Kentucky Ave REIMBURSEMENT AGREEMENT BETWEEN THE CITY OF PADUCAH AND PADUCAH WATER FOR ASPHALT AND CONCRETE REHABILITATION WORK ASSOCIATED WITH THE 24" TRANSMISSION WATER MAIN PROJECT THIS REIMBURSEMENT AGREEMENT is made and executed on this day of , 2016, by and between CITY OF PADUCAH, KENTUCKY, a Municipal Corporation of the Second Class, with a mailing address of P.O. Box 2267, Paducah, Kentucky 42002-2267, hereinafter referred to as "City," and PADUCAH WATER, with a mailing address of 1800 North 8th Street, Paducah, Kentucky 42001, hereinafter referred to as "PW;" WITNESSETH: WHEREAS, PW is in the process of constructing a new 24" Water Transmission Line (hereinafter referred to as "Water Project") from the Water Treatment Plant located at 1800 North 8th Street to the existing water line located in the 1300 block of Kentucky Avenue, which is located within the City limits, and WHEREAS, the City administers a yearly Street Rehabilitation Project, which includes various individual procurement contracts associated with Asphait and Concrete rehabilitation and reconstruction; and WHEREAS, in order to assist PW and reduce the costs associated with the Water Project, the City agrees to utilize the aforementioned Asphalt and Concrete procurement contracts in order to reconstruct the asphalt and concrete disturbed (hereinafter referred to as "Rehabilitation Work") due to the Water Project at the City's expense; and WHEREAS, PW will reimburse the City for the total actual costs and expenditures associated with the Work upon completion. Applicable costs and expenditures may include, but not be limited to, the following: possible engineering and design, permitting, materials, construction, labor, equipment, inspection, certification, as-builts, and miscellaneous expenditures/fees. NOW, THEREFORE, in consideration of the foregoing, the legal adequacy and sufficiency of which is hereby acknowledged by both parties hereto, the parties do covenant and agree as follows: Construction. The City agrees to utilize the City's Asphalt and Concrete procurement contracts in order to reconstruct the asphalt and concrete disturbed by the Water Project, This Work will be done at the City's expense. 2. Reimbursement. Upon completion of the Work, PW agrees to reimburse the City the total costs and expenditures associated with the Work, which is estimated at $220,000. This amount is an estimate only. In the event the costs associated with the Work exceed this estimated amount, PW acrees to reimburse the City for all associated costs required to complete the Work. Page 1 of 2 for all associated costs required to complete the Work. 3. Purpose, PW intends to reimburse the City for costs associated with the Work to reduce costs associated with the overall Water Project. 4. Release of All Claims. Upon final payment to the City for the Work, PW shall have been deemed to release the City from any and all claims, demands, and causes of action regarding any costs and expenses incurred by PW. 5, Miscellaneous Provisions, This Agreement represents the entire understanding by and between the parties regarding the reimbursement of the costs and expenses incurred by the City and all prior statements, promises, and agreements are merged herein by reference. This Agreement shall be binding upon the parties hereto, their heirs, successors, and assigns. Title: General Manager CITY OF PADUCAH, KENTUCKY Title: Mayor Page 2 of 2