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CITY COMMISSION
MEETING AGENDA
March 1, 2016 – 5:45 p.m.
(Posted on webpage at 5:00 p.m. on 02/25/16)
(10MB files take approximately 45 seconds to open)
Updates:
03/01/16 @ 4:10 p.m.:
- Updated the appointment memo on Consent Agenda Item No. 5;
- Added correspondence to Consent Agenda Item No 12 – Food Truck Festival; and
- Added correspondence to Regular Agenda Item No. 3 – 800 New Hampshire parking.
02/29/16 @ 4:20 p.m.:
- Added correspondence to Regular Agenda Item No. 1 – Affordable Housing Demonstration Project;
- Added Parking Fund Information to Regular Agenda Item No. 2 – consideration of canned goods donation in lieu of parking fines; and
- Added a report from the University of Iowa and the University of Kansas Draft Management Plan regarding Emerald Ash Borer to Regular Agenda Item No. 4.
In order to be included as part of the agenda packet, written communications must be received by the City Manager’s Office by 12:00 p.m. on the day of the meeting. Communications received after 12:00 p.m. will be printed and given to the Commissioners at the meeting rather than being included as part of the online agenda. Please send correspondence electronically to bjwalthall@lawrenceks.org. If sending large attachments, please verify receipt by calling 785.832.3400.
A. RECOGNITION/PROCLAMATION/PRESENTATION:
1. Proclaim Thursday, March 17, 2016 as the day for the 29th Annual St. Patrick’s Day Parade.
2. Proclaim the week of March 1 – 8, 2016 as Social Justice Week.
3. Recognition of the City of Lawrence receiving notice of a Class 1 Community Protection Class from the Insurance Services Office, Inc.
B. CONSENT AGENDA:
NOTE: All matters listed below on the Consent Agenda are considered under one motion and will be enacted by one motion. There will be no separate discussion on those items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately.
1. Approve City Commission meeting minutes from 01/26/16, 02/02/15, 02/09/16, and 02/16/16.
2. Receive minutes from various boards and commissions:
Bicycle Advisory Committee meeting of 01/11/16
Historic Resources Commission meetings of 12/17/15 and 01/21/16
Human Relations Commission meeting of 12/03/15
Parks & Recreation Advisory Board meeting of 02/09/16
3. Approve all claims. The list of claims will be posted by the Finance Department on Monday prior to the meeting. If Monday is a holiday, the claims will be posted as soon as possible the next business day.
4. Approve licenses as recommended by the City Clerk’s Office.
5. Approve appointments (updated 03/01/16) as recommended by the Mayor.
6. Bid and purchase items:
a) Set a bid date of March 15, 2016 for Bid No. B1605 - 6th Street and Champion Lane Traffic Signal Improvements, Project No. PW1507. Staff Memo & Attachments
b) Set a bid date of March 22, 2016 for the Harvard Street Waterline Replacement, Crestline to Wellington, Project No. UT1515. Staff Memo & Attachments
c) Set a bid date of March 22, 2016 for the repair of the Holcom Park Center HVAC system. Staff Memo
d) Authorize the Interim City Manager to execute Change Order No. 1 with Crossland Heavy Contractors for the Clinton Water Treatment Plant Phase 1 Taste and Odor Improvements Project, increasing the construction contract by $86,783. Staff Memo
7. Adopt on first reading, Ordinance No. 9204, prohibiting the possession of glass bottles and other glass containers in the downtown district during specified hours. Staff Memo & Attachments
8. Adopt on second and final reading, the following ordinances:
a) Ordinance No. 9200, authorizing the possession and consumption of alcoholic liquor on the 100 block of E 8th Street, and the intersection of 8th Street and New Hampshire Street, from 12:00 p.m. – 11:00 p.m. on Friday, April 22, 2016 for the 2016 Downtown Shot Put Event.
b) Ordinance No. 9167, amending Chapter V, Article 1 of the City of Lawrence Code (Administrative Provisions).
c) Ordinance No. 9168, adopting the International Building Code, 2015 edition and Ordinance No. 9203, adopting the International Property Maintenance Code, 2015 edition. Staff Memo & Attachments
d) Ordinance No. 9169, adopting the International Residential Code, 2015 edition.
e) Ordinance No. 9170, adopting the National Electrical Code, 2014 edition.
f) Ordinance No. 9171, adopting the International Plumbing Code, 2015 edition.
g) Ordinance No. 9172, adopting the International Mechanical Code, 2015 edition.
h) Ordinance No. 9173, adopting the International Fuel Gas Code, 2015 edition.
i) Ordinance No. 9174, adopting the International Energy Conservation Code, 2015 edition.
j) Ordinance No. 9175, adopting the International Existing Building Code, 2015 edition.
k) Ordinance No. 9176, amending Chapter V, Article 12 of the City of Lawrence Code to increase demolition permit fees.
l) Ordinance No. 9199, adopting the International Fire Code, 2015 edition.
9. Authorize the Interim City Manager to execute a Professional Services Agreement with Nelson/Nygaard Consulting Associates, Inc., in an amount not to exceed $200,000, to conduct a Transit Comprehensive Operations Analysis for the City of Lawrence on behalf of the Lawrence-Douglas County Metropolitan Planning Organization. Staff Memo
10 Approve three locations for Downtown Bike Corrals (30 bike parking spaces) and removal of two associated parking spaces. Staff Memo & Attachments
11. Approve a Street Event Temporary Use of Public Right-of-Way Permit for use of various city streets, including the rolling closure of the northbound lane of Massachusetts Street downtown from 8:00 a.m. – 8:25 a.m., on Monday, May 30, 2016, for The Home Run 5K. Staff Memo & Attachments
12. Approve a Street Event Temporary Use of Public Right-of-Way Permit for the Kansas Food Truck Festival, allowing the closure of the 800 block of Pennsylvania Street from 8th to 9th Streets, the 600 block of E. 9th Street and the 600 block of E. 8th Street on Saturday, May 7, 2016. Adopt on first reading, Ordinance No. 9186, allowing the possession and consumption of alcohol on the 800 block of Pennsylvania, the 600 block of E. 9th Street, and the 600 block of E. 8th Street on Saturday, May 7, 2016, from 12:00 p.m. to 11:59 p.m. during this event. Staff Memo & Attachments Correspondence - Added 03/01/16
13. Approve a Street Event Permit for the 2016 Lawrence St. Patrick’s Day Parade to close various streets downtown on March 17, 2016, from 9:00 a.m. to 3:00 p.m., for the 2016 St. Patrick’s Day Parade. Staff Memo & Attachments
C. CITY MANAGER’S REPORT: Report & Attachments
D. PUBLIC COMMENT:
ADDRESSING THE COMMISSION: The public is allowed to speak to any items or issues that are not scheduled on the agenda after first being recognized by the Mayor. As a general practice, the Commission will not discuss/debate these items, nor will the Commission make decisions on items presented during this time, rather they will refer the items to staff for follow up. Individuals are asked to come to the microphone, sign in, and state their name and address. Speakers should address all comments/questions to the Commission.
ADDRESSING THE COMMISSION: The public is allowed to speak to any regular agenda item or give public comment after first being recognized by the Mayor. Individuals are asked to come to the microphone, sign in, and state their name and address. Speakers should address all comments/questions to the Commission.
E. REGULAR AGENDA ITEMS:
1. Consider awarding $100,000 from the Affordable Housing Trust Fund for an affordable housing demonstration project as follows: $50,000 to Tenants to Homeowners and $50,000 to Habitat for Humanity and consider authorizing the Interim City Manager to execute agreements for the use of City funds. Staff Memo Correspondence - Added 02/29/16
ACTION: Award $100,000 from the Affordable Housing Trust Fund for an affordable housing demonstration project with $50,000 to Tenants to Homeowners and $50,000 to Habitat for Humanity and authorize the Interim City Manager to execute agreements for the use of City funds, if appropriate.
2. Consider policy to accept charitable donation in lieu of parking fines and implement an increase in parking fine to cover the expense. Staff Memo & Attachments Commissioner Herbert Proposal Parking Fund Information - Added 02/29/16
ACTION: Direct staff as appropriate.
3. Consider the following items related to 800 New Hampshire:
a) Consider authorizing the Interim City Manager to execute an agreement for a 30 foot setback and utility easement on the City parking lot property located to the south of the project, in exchange for the $70,000 appraised value. Staff Memo & Attachments January Developer Request February Developer Request March Developer Letter- Added 03/01/16
ACTION: Authorize the Interim City Manager to execute an agreement for a 30 foot setback and utility easement on the City parking lot property located to the south of the project, in exchange for the $70,000 appraised value, if appropriate.
b) Consider approving a right-of-way permit for First Construction, LLC to partially close a portion of the 800 block of New Hampshire Street and to close the parking in the southern portion of the 200 block of East 8th Street from March 1, 2016 to December 31, 2016 for the construction of a building on the southeast corner of the intersection of 8th Street and New Hampshire Street with the right-of-way permit being issued with the approved building permit. Consider approving request for reserved parking for seven (7) parking spaces in City Parking Lot #4 on the northernmost area of the parking lot for the businesses located in the building on the southwest corner of 8th Street and New Hampshire Street and consider approving the temporary conversion of 16 2-hour metered parking spaces in City Parking Lot #4 to 10 hour spaces for the duration of the permit. Staff Memo & Attachments Correspondence - Added 03/01/16
ACTION: Approve a right-of-way permit for First Construction, LLC to partially close a portion of the 800 block of New Hampshire Street and to close the parking in the southern portion of the 200 block of East 8th Street and approve request for reserved parking for seven (7) parking spaces in City Parking Lot #4 and the temporary conversion of 16 2-hour metered spaces to 10 hour spaces for the duration of the permit, if appropriate.
4. Consider authorizing staff to implement the Emerald Ash Borer Management Plan and authorize additional expenditures from the Sales Tax Reserve Fund in the amount of $238,540 for 2016. Staff Memo & Attachments Sales Tax Reserve Projection with EAB Management Plan Forestry Memo 2016 Expenditures University of Iowa Emerald Ash Borer Report - Added 02/29/16 KU Draft Management Plan - Added 02/29/16
ACTION: Concur with staff recommendation of implementing and funding of Option #1, in the amount of $238,540, beginning in April, 2016, if appropriate.
5. Receive draft Capital Improvement Program scoring matrix and draft 2017 budget calendar. Staff Memo & Attachments
ACTION: Direct staff, as appropriate.
6. Consider approving the updates to the City of Lawrence Administrative Guidelines on City Travel and Expenses. Staff Memo & Attachments
ACTION: Approve updates to the City of Lawrence Administrative Guidelines on City Travel and Expenses, if appropriate.
F. FUTURE AGENDA ITEMS: Staff Memo & Attachments
G. COMMISSION ITEMS: City Commission Work Plan
H. CALENDAR: Meeting List
· Lawrence Public Library After Hours Event, Saturday, February 27, 7:00 p.m. Location: Lawrence Public Library. INVITATION ONLY EVENT.
· East Ninth Project Citizen Advisory Committee meeting, Wednesday, March 2, 6:30 p.m. Location: City Commission Room, First Floor of City Hall.
· Public meeting to discuss the 19th Street Project Wednesday, March 2, 7:00 – 8:00 p.m. Location: Fire Station #5, 1911 Stewart Avenue.
· KDOT meeting regarding future of K-10/I-70 interchange Thursday, March 3, 5:30 – 7:20 p.m. Location: Heritage Baptist Church Auditorium, 1781 E. 800 Road.
· National League of Cities Congressional City Conference, March 5 – 9, Washington DC.
·
Regional Economic Development
Educational Seminar, Thursday, March 10 April 21 , 3:30 –
5:00 p.m. Location: Carnegie Building, 200 W. 9th Street. Public
is invited.
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*dates in bold indicate City Commission meeting date
I. CURRENT VACANCIES – BOARDS/COMMISSIONS:
Listed below are existing and upcoming vacancies on City of Lawrence Boards and Commissions. If interested in serving on a board, citizens should visit the website at http://www.lawrenceks.org/boards to volunteer online, or send a letter of interest to the Mayor, P.O. Box 708, Lawrence, KS 66044.
Citizen Advisory Board for Fair and Impartial Policing:
Two positions expire 03/01/16 and both are eligible for reappointment to additional terms.
Community Development Advisory Committee:
Two vacancies for positions that expire 09/30/17 and 09/30/18. These positions are designated for low/mod areas.
Two vacancies for positions that expired 12/31/15. These positions are designated for an at-large position and general contractor position. One vacancy for a position that expires 12/31/18. This position is designated for an architect/engineer.
Douglas County Senior Services Board:
One vacancy for a position that expired 12/31/15.
Electrical Code Board of Appeals:
One vacancy for a position that expires 03/31/18. This position is designated for a Journeyman Electrician. Two positions expire 03/31/16, with one being designated for a representative from the Fire/Medical Department and becoming vacant and the other position (at-large position) eligible for reappointment to an additional term.
One position expires 01/31/16 and is eligible for reappointment to an additional term.
Historic Resources Commission:
Three positions expire 03/01/16, with one position designated for an architect, becoming vacant. Two positions, designated for a historian and architect are eligible for reappointment to additional terms.
Joint Economic Development Council:
One vacancy for a position that expired 10/31/15.
One vacancy for a position that expires 11/30/15. One additional position expires 11/30/15 and is eligible for reappointment to an additional term.
Lawrence Douglas County Advocacy Council on Aging:
One vacancy for a position that expires 12/31/17.
One position expires 03/31/16.
One position expires 04/30/16 and is eligible for reappointment to an additional term.
Plumbing Code Board of Appeals:
Two positions expire 04/30/16, with one position (Journeyman Plumber) becoming vacant, and one position (contractor) eligible for reappointment to an additional term.
One position expires 03/31/16 and is not eligible for reappointment.
Public Incentive Review Committee:
One position expires 01/31/16 and is eligible for reappointment to an additional term.
Two positions expire 04/30/16, with one position becoming vacant and one position eligible for reappointment to an additional term.
Public Transit Advisory Committee:
One vacancy for a position that expired 12/31/15.
One position expires 04/30/16 and is eligible for reappointment to an additional term.
Social Service Funding Advisory Board:
One vacancy for a position that expires 08/31/16. Two positions expired 08/31/15 and one position is eligible for reappointment to an additional term.
Sustainability Advisory Board:
One vacancy for a position that expired 12/31/15.
One vacancy for a position that expires 04/30/18. Three positions expire 04/30/16 and are eligible for reappointment to additional terms.