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CITY COMMISSION
MEETING AGENDA
February 7, 2017 – 5:45 p.m.
(Posted on webpage at 5:00 p.m. on 02/02/17)
(10MB files take approximately 45 seconds to open)
Update:
02/07/17 @ 2:00 p.m.:
- Added a Paint Inspection Report and Phase 1 Environmental Site Assessment Report to Regular Agenda Item No. 3 – Santa Fe Depot Project;
- Added an updated Energy Performance Contract and Schedule, updating Schedule C, Section 5 (page 33) to Regular Agenda Item No. 4 – adopt Resolution No. 7191 authorizing the City Manager to enter into contract with 360 Energy Engineers to complete efficiency projects at various city facilities; and
- Added to the Calendar, the agenda for the Strategic Plan Retreat scheduled for Monday, February 20.
02/03/17 @ 4:10 p.m.:
- Added to Consent Agenda Item No. 7 – second reading of Ordinance No. 9328 and Ordinance No. 9329;
- Updated the City Manager’s Report; and
- Added to the Calendar.
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. None.
B. CONSENT AGENDA: Play Video >
Moved by Commissioner Amyx, seconded by Vice Mayor Boley, to approve the consent agenda as below. Motion carried unanimously.
Play Video >
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 01/17/17.
2. Receive minutes from various boards and commissions:
Affordable Housing Advisory Board meeting of 12/12/16
Community Development Advisory Committee meetings of 09/22/16 and 01/12/17
Homeless Issues Advisory Committee meeting of 07/12/16
Public Health Board meeting of 11/21/16
Sustainability Advisory Board meetings of 11/09/16 and 12/14/16
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 as recommended by the Mayor.
6. Bid and purchase items:
a) Award Bid No. B1645 for the purchase of one (1) rear load refuse truck for the Public Works Department, to Downing Sales and Service, in the amount of $102,698. This purchase is part of the 2017 CIP replacement schedule. Bid Memo & Attachments
b) Award Bid No. B1646 for the purchase of one (1) roll off container truck for the Public Works Department, to Elliot Equipment Company, in the amount of $108,118. This purchase is part of the 2017 CIP replacement schedule. Bid Memo & Attachments
c) Approve the purchase of one (1) Scorpion Automated Side Load Refuse truck for the Public Works Department from Chastang’s Bayou City Auto Car, in the amount of $242,019.05, utilizing the Houston-Galveston Area council cooperative purchasing contract. This purchase is part of the 2017 CIP replacement schedule. Staff Memo & Attachments
d) Award Bid No. B1701 for the purchase of 11 2017 Ford Police Utility Interceptors, to Laird Noller Ford, in the amount of $297,479.00 Staff Memo
e) Authorize the City Manager to execute an Engineering Services Agreement with Airport Development Group for the Design, Bidding, Administration, and Construction Engineering Services for Project No. PW1631, Construction of a Wildlife Fence at the Lawrence Municipal Airport, in an amount of $192,575.00. Staff Memo & Attachments
f) Authorize the City Manager to execute Change Order No. 2 with SAK Construction, LLC for Project No. UT1508 – 2015 Sanitary Sewer Rehabilitation, increasing the construction contract by $71,436.50 and 102 days. Staff Memo & Attachments
7. Adopt on second and final reading, the following ordinances:
a) Ordinance No. 9326, establishing a multi-way stop at the intersection of 21st Street and Tennessee Street.
b) Ordinance No. 9327, establishing a 20 mph speed limit on East Glenn Drive between Harper Street and Maple Lane.
c) Ordinance No. 9328, amending the Building Code to require storm shelters for new K-12 educational and new critical emergency operations facilities.
d) Ordinance No. 9329, to amend the Existing Building code to require storm shelters for significantly expanded K-12 educational facilities.
8. Adopt Resolution No. 7189, setting a hearing date of February 21, 2017 to hear the appeal initiated by Chris Black, agent of property owner, Sunrise Green, LLC regarding the alleged nuisance condition cited by staff on January 5, 2017, for the use of a wood-fired furnace located at 1501 Learnard Avenue. Staff Memo & Attachments
9. Authorize one Planning Commissioner to travel to New York City to attend the 2017 National Planning Conference. Staff Memo & Attachments
10. Accept vacation of utility easements and dedication of utility easements for Rooker Addition, associated with Minor Subdivision, MS-16-00373, located at 1217 Biltmore Dr. Submitted by Grob Engineering Services, LLC, for RP Lawrence LLC, property owner of record. Staff Memo & Attachments
11. Accept easements as shown on Final Plat, PF-16-00541 for Johnston Addition, a one-lot subdivision on approximately 1.5 acres located at 706 E 23rd Street. Submitted by Grob Engineering Services, LLC for Johnston Investment Company, LLC, property owner of record. Staff Memo & Attachments
12. Approve a Special Event Permit, SE-17-00012, for seasonal garden sales at 2300 Louisiana Street from March 25, 2017 through June 30, 2017. Submitted by Kaw Valley Greenhouses, Inc. for 2300 Louisiana Co., LLC, property owner of record. Staff Memo & Attachments
13. Approve as “Signs of Community Interest” a request from the Lawrence Home Builders Association to place signs at various locations promoting their annual Lawrence Home Show from February 13 through February 20, 2017, with the condition that signs be placed on private properties with permission of the property owners. Staff Memo & Attachments
14. Receive Bert Nash Community Mental Health Center 2016 3rd Quarter Performance Report. Report
15. Authorize the Mayor to sign a Mortgage Subordination Agreement for Michael W. Schmitz, 1634 Rose Lane. Staff Memo
16. Authorize the Mayor to sign a Release of Mortgage for Stephanie Botteron, 4110 West 13th Street. Staff Memo
C. PUBLIC COMMENT: Play Video >
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, if necessary. 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:
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.
1. Conduct a public hearing regarding the unsafe structure (single-family detached house) located at 1305 New Jersey Street. Consider adopting Resolution No. 7183, declaring the structure located on the property to be unsafe and dangerous, and ordering the property owner to commence and complete substantial repairs to the structure or to remove the structure by March 3, 2017. Staff Memo & Attachments Play Video >
ACTION: Conduct public hearing. Adopt Resolution No. 7183, declaring the structure located on the property at 1305 New Jersey Street to be dangerous or unsafe, and ordering the property owner to commence and complete substantial repairs to the structure or to remove the structure by March 3, 2017, if appropriate.
Moved by Vice Mayor Boley, seconded by Commissioner Herbert, to open the public hearing. Motion carried unanimously.
Play Video >
Moved by Commissioner Amyx, seconded by Commissioner Herbert, to close the public hearing. Motion carried unanimously.
Play Video >
Moved by Commissioner Amyx, seconded by Vice Mayor Boley, to adopt Resolution No. 7183, declaring the structure located on the property at 1305 New Jersey Street to be dangerous or unsafe, and ordering the property owner to commence and complete substantial repairs to the structure or to remove the structure by March 3, 2017. Motion carried unanimously.
Play Video >
2. Consider requiring Greyhound to enter into a right-of-way agreement and establish a monthly fee of $1,000 for the continued use of the City right-of-way. Staff Memo & Attachments Play Video >
ACTION: Direct staff as appropriate.
Moved by Commissioner Amyx, seconded by Vice Mayor Boley, to extend the temporary Greyhound bus stop at 6th Street and New Hampshire until March 21st; and, direct staff to work with Greyhound and the Lawrence Public Library to determine the feasibility of re-locating the bus stop to an area north or east of the library building. Motion carried unanimously.
Play Video >
3. Consider approval of agreements and documents concerning the Santa Fe Station Project for the Depot located on east 7th Street. Staff Memo & Attachments Santa Fe Station Paint Inspection Report (Amended 2015) - Added 02/07/17 Phase 1 Environmental Site Assessment - Added 02/07/17 Play Video >
ACTION: Authorize the City Manager to execute all necessary agreements with Burlington Northern Santa Fe Railway (BNSF) and Amtrak regarding the land transaction, lease arrangements, and Americans with Disabilities Act (ADA) cost reimbursements, on the Santa Fe Station project and authorize the project to proceed to construction. Authorize the City Manager to execute all necessary documents to list the building on the historic register and apply for historic tax credits once the building transfer is complete, if appropriate.
Moved by Commissioner Amyx, seconded by Commissioner Herbert, to authorize the City Manager to execute all necessary agreements with Burlington Northern Santa Fe Railway (BNSF) and Amtrak regarding the land transaction, lease arrangements, and Americans with Disabilities Act (ADA) cost reimbursements, on the Santa Fe Station project and authorize the project to proceed to construction. Motion carried unanimously.
Play Video >
Moved by Mayor Soden, and seconded by Commissioner Herbert, to authorize the City Manager to execute all necessary documents to list the building on the historic register and apply for historic tax credits once the building transfer is complete. Motion carried unanimously.
Play Video >
4. Consider adopting Resolution No. 7191, authorizing the City Manager to enter into a contract with 360 Energy Engineers in the amount of $10,937,472, to complete energy efficiency projects at various city facilities, the Community Health Building, and the Lawrence Public Library, and authorizing the financing in the amount of $11,033,159 plus issuance costs for the projects. Consider authorizing the City Manager to enter into agreements with Douglas County and the Lawrence Public Library regarding their respective financial participation in the Community Health and Library projects. Staff Memo & Attachments - Updated 02/07/17 Play Video >
Moved by Commissioner Larsen, seconded by Commissioner Herbert, to adopt Resolution No. 7191, authorizing the City Manager to enter into a contract with 360 Energy Engineers in the amount of $10,937,472, to complete energy efficiency projects at various city facilities, the Community Health Building, and the Lawrence Public Library, and authorizing the financing in the amount of $11,033,159 plus issuance costs for the projects; and, authorize the City Manager to enter into agreements with Douglas County and the Lawrence Public Library regarding their respective financial participation in the Community Health and Library projects. Motion carried unanimously.
Play Video >
ACTION: Adopt Resolution No. 7191, authorizing the City Manager to enter into a contract with 360 Energy Engineers in the amount of $10,937,472, to complete energy efficiency projects at various city facilities, the Community Health Building, and the Lawrence Public Library, and authorizing the financing in the amount of $11,033,159 plus issuance costs for the projects. Consider authorizing the City Manager to enter into agreements with Douglas County and the Lawrence Public Library regarding their respective financial participation in the Community Health and Library projects, if appropriate.
5. Receive the Federal Aviation Administration memorandum regarding the Parachute Landing Area Assessment and refer to the Aviation Advisory Board for review and recommendation. Staff Memo & Attachments Play Video >
ACTION: Receive memorandum and refer to the Aviation Advisory Board for review and recommendation, if appropriate.
Moved by Commissioner Amyx, seconded by Commissioner Herbert, to refer item to the City Attorney for the purpose of obtaining an opinion on the level of discretion the City Commission has in allowing a parachute landing area for sky diving activities at Lawrence Municipal Airport; and, refer to the Aviation Advisory Board for the purpose of developing a draft operations plan for a parachute landing area and sky diving activities at Lawrence Municipal Airport; and, bring back to the City Commission within 90 days for review and recommendation. Motion carried unanimously.
Play Video >
6. Consider motion to recess into executive session for a total of 80 minutes; the purposes of the executive sessions are (1) to consult for approximately 60 minutes with attorneys for the City about matters deemed privileged in the attorney-client relationship in order keep attorney-client matters confidential; and (2) to discuss for approximately 20 minutes non-elected personnel matters in order to protect the privacy of the non-elected personnel involved. At the end of the executive session, the City Commission will resume its regular meeting in the City Commission Room.
ACTION: Approve motion to recess into executive session for approximately 80 minutes, if appropriate.
Moved by Commissioner Vice Mayor Boley, seconded by Commissioner Herbert, to recess into executive session for approximately 80 minutes at 9:24 p.m. Motion carried unanimously.
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Moved by Vice Mayor Boley, seconded by Commissioner Amyx, to extend the executive session for approximately 10 minutes at 10:29 p.m. Motion carried unanimously.
Play Video >
The Commission returned at 11:00 p.m. and Mayor Soden read the following statement: We will commence the February 14th, 2017 study session at 3:30 p.m. due to court ordered mediation in the Oread Inn litigation. Starting the study session early will permit the City Commission to recess the study session from time to time to go into executive session to confer with attorneys on matters privileged by the attorney client relationship. We have nothing else to report at this time.
Play Video >
E. COMMISSION ITEMS: City Commission Work Plan Play Video >
F. CITY MANAGER’S REPORT: Report & Attachments (updated 02/03/17) Play Video >
G. CALENDAR: Meeting List Play Video >
· Employee Service Awards, Wednesday, February 15, 11:30 a.m. – 1:30 p.m. Location: 4-H Grounds, Building 21, 2120 Harper Street.
· Strategic Planning public meetings, Wednesday, February 15, 11:30 a.m. – 1:30 p.m. and 6:00 p.m. p 8:00 p.m. Participation is only needed at one of the meetings, as both meetings will be identically structured and aligns with Lawrence Listens survey questions. Location: Heritage Room at the Carnegie Building, 200 W. 9th Street.
· Strategic planning session with city staff and City Commission, Monday, February 20, 9:00 a.m. – 3:00 p.m. Location: Bioscience & Technology Center Conference Room, 2029 Becker Drive. Agenda - Added 02/07/17
· City offices closed Monday, February 20 in observance of Presidents’ Day.
· The Lawrence Public Library is organizing an event to provide local residents with an opportunity to learn more about the wide variety of advisory boards serving in the community, Thursday, March 2, 6:30 – 8:30 p.m. Location: Lawrence Public Library Auditorium.
· City Manager Listening Post, Saturday, March 11, 9:00 – 11:00 a.m. Location: Sports Pavilion Lawrence – Champions Room, 100 Rock Chalk Lane.
· National League of Cities Congressional City Conference, March 11 – 16. Location: Washington, DC.
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*dates in bold indicate City Commission meeting date
H. 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.
Affordable Housing Advisory Board
One vacancy for a position that expired 12/31/16.
Citizen Advisory Board for Fair and Impartial Policing:
One vacancy for a position that expired 03/01/16 and one vacancy for a position that expires 03/01/19. Two positions expire 03/01/17 and are eligible for reappointment to additional terms.
Community Development Advisory Committee:
One vacancy for a position that expires 09/30/18 and is designated for a low/mod area representative.
Douglas County Community Corrections Advisory Board:
One vacancy for a position that expired 05/31/16.
Douglas County Senior Services Board:
One vacancy for a position that expired 12/31/16.
Electrical Code Board of Appeals:
One vacancy for a position that expires 03/31/18 and is designated for a Journeyman Electrician. One vacancy for a position that expired 03/31/16 and is designated for a representative from the Fire/Medical Department. Three positions expire 03/31/17, with one position (Electrical Contractor) becoming vacant, and two positions (at-large rep/Journeyman Electrician) will be eligible for reappointment to additional terms.
Historic Resources Commission:
Two positions expire 03/01/17 and both are eligible for reappointment to additional terms. Both positions are designated for a Historian.
One position on the Advisory Council expired 09/30/16 and is eligible for reappointment to an additional term.
One vacancy for a position that expires 11/30/16. Five additional positions expire 11/30/16 and are all eligible for reappointment to additional terms.
Lawrence Douglas County Advocacy Council on Aging:
One vacancy for a position that expires 12/31/17. Five additional positions expire 12/31/16 and are all eligible for reappointment to additional terms.
Two positions expire 03/31/17, with one position becoming vacant and one position eligible for reappointment to an additional term.
Plumbing Code Board of Appeals:
One vacancy for a position that expires 04/30/18 and is designated for a Master Plumber.
Public Incentive Review Committee:
Two positions expire 01/31/17. One position is eligible for reappointment to an additional term and one position will become vacant. This position is designated for a Financial Analyst.
Parks & Recreation Advisory Board:
One vacancy for a position that expired 12/31/16.
Public Transit Advisory Committee:
Two positions expired 12/31/16.
Four positions expire 12/31/16 and are eligible for reappointment to additional terms.
Social Services Funding Advisory Board:
One vacancy for a position that expires 08/31/16.
Moved by Commissioner Herbert, seconded by Commissioner Amyx, to adjourn at 11:10 p.m. Motion carried unanimously.
Play Video >