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CITY COMMISSION

MEETING AGENDA

March 29, 2016 – 5:45 p.m.

(Posted on webpage at 5:30 p.m. on 03/24/16)

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Updates:

03/29/16 @ 2:15 p.m.:

Updated the PowerPoint presentation in the staff memo for Regular Agenda Item No. 4 – K-10/Kasold Interchange; and
Added an additional staff memo to Regular Agenda Item No. 6 – HERE project discussion.

03/28/16 @ 1:50 p.m.:

Added correspondence to Consent Agenda Item No. 7 – Intersection Repair Community Mural Project;
Added an additional staff memo and a revised matrix to Regular Agenda Item No. 2 – Transient Guest Tax Grant Program;
Added a memo from the City Manager to Regular Agenda Item No. 5 – Police Department request to over hire for police officer positions; and
Added correspondence to Regular Agenda Item No. 6 – HERE project discussion.

03/25/16 @ 12:10 p.m.:

Added Staff Memo to Regular Agenda Item No. 6 - City Commission direction to staff regarding HERE Project (FDP-15-00642)

03/25/16 @ 9:40 a.m.:

Added City Commission Goals 2016 Budget to Regular Agenda Item No. 3a - Consider items related to the Sales Tax Reserve Fund

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 the month of April, 2016 as Child Abuse Prevention Month

2. Proclaim the month of March, 2016 as Mathematics Awareness Month.

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. Receive minutes from various boards and commissions:

Bicycle Advisory Committee meeting of 02/08/16

Lawrence Cultural Arts Commission meetings of 01/10/16 and 02/10/16

Planning Commission meetings of 12/14/15, 01/25/16, and 02/22/16

Public Health Board meeting of 01/25/16

Sister Cities Advisory Board meeting of 02/10/16

2. 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.

3. Approve licenses as recommended by the City Clerk’s Office.

4. Bid and purchase items:

a) Set bid date of April 12, 2016, for Bid No. B1612, Project No. PW1604 – 2016 Microsurfacing, Patch, Overlay and Concrete Maintenance Program. Staff Memo & Attachments

b) Set a bid date of April 19, 2016, for Bid No. B1604, Project No. UT1502 – Sunnyside Avenue Waterline Replacement. Staff Memo & Attachments

c) Award Bid No. B1610, Project No. PW1607 – W. 8^th Street Reconstruction from Kentucky Street to Tennessee Street, to Sunflower Paving, Inc. in the total amount of $119,677.50. Bid Memo & Attachments

d) Award the purchase of 3000 tons of de-icing salt in the amount of $152,310 and approve the purchase of 700 interlocking precast concrete blocks to construct a temporary bunker to contain the salt stockpile, in the amount of $35,000. Staff Memo

e) Award the purchase of two half ton trucks for the Parks and Recreation Department to Laird Noller Ford, for a total of $42,430, following the one percent local purchasing policy. Bid Memo

f) Reject bids for Project No. PW1534, 11^th Street and Mississippi Street public improvements, and set bid date of April 12, 2016 for HERE project sanitary sewer service lines and waterlines to be included in Project No. PW1417. Staff Memo & Attachments

g) Approve purchase of one (1) one-ton truck for the Fire/Medical Department, from Laird Noller Ford, for $31,850. Staff Memo

5. Adopt on first reading, Ordinance No. 9210, authorizing the issuance of $7.8 million in Industrial Revenue Bonds for the 800 New Hampshire project. Staff Memo & Attachments

6. Receive state forfeiture fund reports for the Police Department for 2013, 2014, and 2015. Staff Memo & Attachments

7. Authorize the City Manager to enter into an agreement with Alicia Kelly and Katy Clagett to implement an Intersection Repair Community Mural Project at 10^th Street and New Jersey Street and approve a temporary use of right-of-way permit for the intersection to be closed April 23 for the purpose of installing the mural. Staff Memo & Attachments Correspondence - Added 03/28/16

8. Authorize the Mayor to sign a Mortgage Subordination Agreement for Julee A. Smith, 2516 Crestline Court. Staff Memo

9. Authorize the Mayor to sign a Mortgage Subordination Agreement for Beth Murphy, purchasing 2130 Rhode Island Street. Staff Memo

C. 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.

D. REGULAR AGENDA ITEMS:

1. Receive recommendations from the Affordable Housing Advisory Board regarding the Transitional Housing Voucher Program and consider awarding $100,000 to the Lawrence Douglas County Housing Authority. Staff Memo & Attachments Correspondence - Added 04/04/16

ACTION: Staff recommends the City Commission approve the program parameters as recommended by the Affordable Housing Advisory Board and award $100,000 from the City’s Affordable Housing Trust Fund to the Lawrence Douglas County Housing Authority.

2. Recommendations from Transient Guest Tax grant fund committee for funding for 2016. Staff Memo & Attachments - Revised 03/28/16 Additional Staff Memo - Added 03/28/16

ACTION: Approve Transient Guest Tax Advisory Board recommendations for FY2016 funding and authorize the City Manager to execute grant agreements with the grant recipients.

3. Consider the following items related to the Sales Tax Reserve Fund:

a) Discussion of the Sales Tax Reserve Fund. Staff Memo & Attachments City Commission Goals 2016 Budget – added 03/25/16

ACTION: Direct staff as appropriate.

b) Consider the following purchases from the Sales Tax Reserve Fund:

i) Authorize staff to develop specifications and set a bid date for the replacement of the HVAC unit for the leisure pool at the Lawrence Indoor Aquatic Center. Staff Memo & Attachments

ii) Award bid for the Baldwin Creek Trail Project to R.D. Johnson Excavating, for $335,561.55. This project is an 80/20 grant from the Federal Recreational Trails Program and the cost to the city will be approximately $67,111.55. Consider authorizing the Mayor to execute the Greenspace, Pedestrian and Recreational path Easement, and to execute a petition to be filed before the Board of Douglas County Commissioners to vacate certain Greenspace, Pedestrian and Recreational Path Easements. Bid Memo & Attachments

iii) Award bid to replace the HVAC system at the Holcom Parks Recreation Center, to A & H Air Conditioning and Heating for $52,581.24. Bid Memo

ACTION: Authorize Bid and Purchase items, if appropriate.

4. Receive presentation from Frank Male, Lawrence Landscape, regarding the interchange at Kasold Drive and K-10. Consider approving a request for a temporary signal at Kasold Drive and E. 1200 Road and K-10. Staff Memo & Attachments - Updated 03/29/16

ACTION: Approve request for a temporary signal at Kasold Drive and E. 1200 Road and K-10, if appropriate.

5. Consider request for temporary over hire of 17 additional police officer positions in response to accelerated attrition based upon large number of anticipated retirements from 1991 Basic Recruit Academy and provide direction on long-term police hiring strategy. Staff Memo City Manager Memo - Added 03/28/16

ACTION: Approve request for temporary over hire of 17 additional police officer positions in response to accelerated attrition based upon large number of anticipated retirements from 1991 Basic Recruit Academy and provide direction on long-term police hiring strategy.

6. City Commission direction to staff regarding HERE Project (FDP-15-00642). Staff Memo – added 03/25/16 Correspondence - Added 03/28/16 Additional Staff Memo - Updated 03/29/16

ACTION: Direct staff as appropriate.

E. FUTURE AGENDA ITEMS: Staff Memo & Attachments

F. COMMISSION ITEMS: City Commission Work Plan

G. CITY MANAGER’S REPORT: Report & Attachments

H. CALENDAR: Meeting List Draft 2017 Budget Calendar

· Lawrence Habitat for Humanity Dedication Ceremony, Saturday, March 26, 9:00 a.m. Location: 813 Oak Street

· East Ninth Citizen Advisory Committee meeting, Wednesday, March 30, 6:30 p.m. Location: Lawrence Public Library Auditorium.

· Luncheon for Assistant City Manager Diane Stoddard, Thursday, March 31, 11:30 a.m. – 1:30 p.m. Location: Carnegie Library, West Gallery Room. INVITATION ONLY.

· Public welcome reception for City Manager, Thomas M. Markus, Wednesday, April 6, 4:30 – 6:30 p.m. Location: Lawrence Public Library Auditorium.

· 8^th Annual Dialog and Friendship Dinner, Wednesday, April 20, 6:00 p.m. Location: Kansas Union Ballroom.

· Regional Economic Development Educational Seminar, Thursday, April 21, 3:30 – 5:00 p.m. Location: Carnegie Building, 200 W. 9^th Street. Public is invited.

· City Commission Study Session, Tuesday, April 26, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, May 3, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, May 10, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, May 24, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, June 14, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, June 21, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

· City Commission Study Session, Tuesday, July 12, 3:00 p.m. Location: City Commission Room. Topic: 2017 Budget.

*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.

Contractor Licensing Board:

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.

Fire Code Board of Appeals:

One position expires 01/31/16 and is eligible for reappointment to an additional term.

Historic Resources Commission:

One vacancy for a position that expired 03/01/16. This position is designated for an architect.

Human Relations Commission:

One vacancy for a position that expires 09/30/17.

Joint Economic Development Council:

One vacancy for a position that expired 10/31/15.

Lawrence Alliance:

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.

Mechanical Board of Appeals:

One position expires 03/31/16.

Mental Health Board:

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.

Public Health Board:

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.

Public Transit Advisory Committee:

One vacancy for a position that expired 12/31/15.

Sales Tax Audit Committee:

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 and one vacancy for a position that expires 12/31/18.

Traffic Safety Commission:

One vacancy for a position that expires 04/30/18. Three positions expire 04/30/16 and are eligible for reappointment to additional terms.