Commission Action Report

Transcription

City Commission Agenda Packet April 4, 2016
CITY OF ATCHISON
______________________________________________________________
MEETING OF THE CITY COMMISSION
AGENDA
APRIL 4, 2016, 4:30 P.M.
COMMISSION CHAMBERS
ATCHISON CITY HALL
ORDER OF BUSINESS
CALL MEETING TO ORDER
INVOCATION
Rev. Nancy Kollhoff, Atchison United Methodist
PLEDGE OF ALLEGIANCE
PROCLAMATIONS
AUTISM AWARENESS
PUBLIC FORUM
NEW BUSINESS
1) RAILROAD MUSUEM AGREEMENT
Presented by: Jacque Pregont, Chamber of Commerce President.
RECOMMENDED ACTION: Authorize the City Manager to sign the Railroad Musuem
Agreement.
2) 2016 MOWING BIDS
Presented by: Curtis Wheeler, Code Enforcement Officer.
RECOMMENDED ACTION: Accept the low bid from Van Dyke Lawn Care for mowing
services for fiscal year 2016.
3) ANNUAL CONTRACT FOR HAULING BIO-SOLIDS TO AGRICULTURAL SITES
Presented by: Justin Pregont, Director of Public Works & Utilities.
RECOMMENDED ACTION: Approve the hauling of bio-solids, from the east
compartment, by Nutri-Ject Systems, Inc., at a cost not to exceed $45,500 with $5,000
authorized to manage small change orders during the project.
4) SUPPLEMENTAL AGREEMENT: KLINK RESURFACING PROGRAM ON US-73
Presented by: Justin Pregont, Director of Public Works & Utilities.
RECOMMENDED ACTION: Authorize the Mayor to sign Supplemental Agreement No. 1
to Agreement No. 264-14 with the Kansas Department of Transportation for Project No. 73-3
U-0173-01.
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5) APPOINTMENT TO SOLID WASTE COMMITTEE
Presented by: Mayor Jack Bower.
RECOMMENDED ACTION: Appoint the City Manager to the Solid Waste Committee.
COMMUNICATIONS
Presented by: Trey Cocking, City Manager.
a) FY 2017 Budget Process Calendar.
b) March Nuisance Notices - Community Development Office.
CONSENT AGENDA
Presented by: Trey Cocking, City Manager.
a) Approve the minutes from the Atchison City Commission meeting of March 21, 2016.
b) Approve the Water Treatment Plant LT2 Sampling bid to Analytical Services, Inc. for
an initial amount of $12,342 and an additional $3,000 for managing additional subsamples and analyses depending on sampling results.
INFORMATIONAL ITEMS
1.
JOINT CITY COUNTY MEETING, MAY 2, 2016?
GOVERNING BODY COMMENTS
Mayor Jack Bower
Vice Mayor Allen Reavis
Commissioner Larry Purcell
Commissioner Charlie Perdue
Commissioner David Hausmann
PUBLIC FORUM
1) AN EXECUTIVE SESSION FOR PERSONNEL MATTERS OF NON-ELECTED
PERSONNEL
RECOMMENDED ACTION: Recess into executive session stating at which time the open
meeting will resume.
ADJOURNMENT
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Commission Action Report Title: 2016 Mowing Bids Proposed Agenda Date: April 4, 2016 Presented by: Curtis Wheeler, Code Enforcement Officer BACKGROUND: 


In 2016, the City requested bids from contractors to provide mowing services for unmaintained lawns throughout the city. Starting in 2014 the city added a provision, which states: o Upon mutual agreement of both parties, the contract may be extended at the proposed rates for one (1) year not to exceed three (3) consecutive years. The selected contractor shall indicate to the City of Atchison prior to November 1st of the current contract year its willingness to continue the proposed rate for the following contract year. Tim Moore, who provided mowing services for the past two years, indicated his inability to continue mowing for 2016. The Code Enforcement Officer provides notices to private property owners of nuisance violations and if the nuisance is not abated within a specified amount of time, per city code, the City will abate the nuisance and invoice the property owner. Unpaid abatement expenses are assessed to the property. The Code Enforcement Officer supervises and directs the work of the contractors, and manages the administration of the contracts. FINANCIAL CONSIDERATIONS: 


$40,000 is included in the 2016 General Fund budget for nuisance and mowing abatement expenses. In 2015, the City spent $15,635 on mowing abatements and $9,292 on nuisance abatements. The following sealed bids were submitted in response to the invitation to bid: 1. Van Dyke Lawn Care $0.0033/sq. ft. 2. Sterling Jackson $0.027/sq. ft. 3. Jake Coady $0.035/sq. ft. *2014 & 2015 ‐ $0.0025/sq. ft. LEGAL CONSIDERATIONS:  The contractors submit liability insurance to cover the work performed within the City of Atchison. POLICY CONSIDERATION:  The nuisance abatement program for fiscal year 2016 is the same policy and process as previous years. Previously, the Commission had asked about the feasibility or cost savings associated with a City employee performing the work. Attached to this action report is a spreadsheet that outlines the cost of a City employee versus the cost of the contractor. RECOMMENDED ACTION:  Accept the low bid from Van Dyke Lawn Care for mowing services for fiscal year 2016. 14
Staff analyzed whether nuisance mowing could be performed by public works staff. Due to the length of the mowing season, the mowing demands of city property, and limited personnel in the public works department, this could not be accomplished with current personnel. Hiring one additional summer employee to perform nuisance mowing would also be difficult because the mowing season begins well before the school year ends and it ends well after the school year begins. With one additional full‐time employee, Public Works personnel could perform nuisance mowing at the costs below: Mowing Contractor work performance 2015 TOTAL ESTIMATED 2016 SPENT 2015 PRICE PER SQ FT 2016 PRICE PER SQ FT COST $15,634.66 $0.0025 $0.0025
$20,637.75 Example if work performed by a City employee Wages $ 23,691 FICA/Medicare $ 1,813 KPERS $ 2,412 Unemployment $ 68 Work Comp $ 792 Benefits $ 14,371 $ 43,147 Mower Truck & Trailer Fuel Maintenance Misc $ 1,444.83 $ 875.00 $ 500.00 $ 200.00 $ 100.00 $ 3,019.83 Annual Total $12,538.13 $8,669 Hustler Z Mower 6 Years 12480 Hours $7,000 Truck & Trailer 8 years 15
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INVITATION TO BID
The City of Atchison invites Sealed BIDS for Nuisance Abatement Contractor services for
calendar year 2016 for mowing privately-owned weed lots (bid price per square foot).
Specifications for these services are included in the Nuisance Abatement Contractor
Specifications available from the Community Development Office, second floor of City
Hall, 515 Kansas Ave, Atchison, Kansas 66002, telephone (913) 367-5560. The City of
Atchison will receive sealed bids until 10:00 a.m., Monday, March 28, 2016 at the
Community Development Office. Bids received after this time will not be accepted. All
interested parties are invited to attend the bid opening. Bids will be opened publicly and
read aloud.
Each Bid MUST be submitted in a sealed envelope, addressed to the Community
Development Office, Atchison, Kansas at the address above. Each sealed envelope
containing a Bid shall be clearly marked on the outside as BID FOR CITY CONTRACT
MOWING SERVICES 2016, and the envelope shall bear on the outside the bidder’s name,
and address.
The City of Atchison reserves the right to reject any or all bids.
THE CITY OF ATCHISON, KANSAS
Curtis Wheeler, Code Enforcement Officer
City of Atchison Community Development Department
515 Kansas Avenue
Atchison, Kansas 66002
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Phone: 913/367-5560
Fax: 913/367-3092
www.cityofatchison.com
Mowing Specifications for the City of Atchison 2016
The Contractor shall have sufficient and reliable equipment along with adequate employees to
finish all jobs within 5 days from when a work order is received. **Failure to do so will result in
a $10.00/day fine against the contractor until the work is completed to the satisfaction of the
Code Enforcement Officer (In the event of inclement weather or other unforeseen circumstances
the Code Enforcement Officer may grant a variance of time).
Mowing shall be done in a neat fashion, which includes, but is not limited to:
trimming along and/or around sidewalks/curbs/fence lines/trees etc…, handwork,
sweeping of the street, alley and/or sidewalk, picking up trash and limbs.
The Contractor shall have the ability to start jobs within a 24 hour notice.
The Contractor shall have the ability to handle a large quantity of jobs at the same time.
The Contractor and employees shall conduct themselves in a responsible and professional manner
while engaged in City of Atchison business.
Leave the property, if asked by the property owner/resident, and immediately call the Code
Enforcement Officer for assistance (and Police Department, if needed)
All sites shall be approved and cleared for payment by the Code Enforcement Officer and/or
designated agent of the City of Atchison.
It is the Contractor’s responsibility to submit an invoice for payment within 48 hours after
completion of the job.
The Contractor will be responsible, at each property (front and back yard as
needed), for taking and then storing before and after photos of each property at the
time they are mowed. It is important to take the pictures from a standpoint that not
only shows the height of the grass but also captures a defining feature of the
property **If discrepancies arise regarding a City ordered abatement and the
contractor cannot provide pictures and the City must waive a bill, the contractor will
not be paid and in the case payment has already been made, will be charged for the
cost of the mowing.
Qualified bidders shall ensure that all personally owned property within Atchison City limits is in
compliance with City of Atchison Codes at all times.
Upon mutual agreement of both parties, the contract may be extended at the proposed rates
for one (1) year not to exceed three (3) consecutive years. The selected contractor shall
indicate to the City of Atchison prior to November 1st of the current contract year its
willingness to continue the proposed rate for the following contract year.
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Commission Action Report Title: Annual Contract for Hauling Bio‐solids to Agricultural Sites Proposed Agenda Date: April 4, 2016 Presented by: Justin Pregont, Director of Public Works & Utilities BACKGROUND: 
The City contracts annually for the hauling of bio‐solids from the Wastewater Treatment Plant (WWTP). The bio‐solids are hauled to agricultural sites and the window for application is often times very short due to breaking weather conditions and farmers’ planting schedules.  The WWTP has two compartments that hold 500,000 gallons each of digested bio‐solid and this year staff is planning to empty and clean the east side of the sludge holding tank.  Staff received bid responses from three companies: __Cost Nutri‐Ject Systems, Inc. $45,500 Hodges Farms & Dredging, LLC $48,000 Heartland Vac Services, Inc. $58,000 Midwest Injection Inc. $65,000 FINANCIAL CONSIDERATIONS: 
The 2016 Wastewater Fund budget includes a total budget of $75,000 for hauling of bio‐solids. LEGAL CONSIDERATIONS: 
KDHE requires the City to provide a monthly report of the gallons of bio‐solids hauled. Lack of timely hauling can and will cause the WWTP to violate discharge requirements. POLICY CONSIDERATION: 
The procurement process was done in accordance with the City’s purchasing policies and procedures. RECOMMENDED ACTION: 
Approve the hauling of bio‐solids, from the east compartment, by Nutri‐Ject Systems, Inc., at a cost not to exceed $45,500 with $5,000 authorized to manage small change orders during the project. 21
March 1, 2016
The City of Atchison is accepting bids for hauling, cleaning and land application of the
east side of the sludge holding tank located at the City of Atchison Wastewater Treatment
Plant 120 Riverfront Road. This is a 500,000 gallon tank. For further information contact
Rosemary Gary 913-367-5516 or 913-426-2743.
Contractor's Responsibilities:
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•
•
Remove all sludge from tank and clean the tank.
Visit the site to determine what equipment is needed to complete the project.
Site will be approximately 8 to 10 miles from the WWTP.
WWTP will have a Laboratory report of the sludge analysis.
Sample contents to determine % solids.
Apply bio solids based on agronomic needs of the crop to be grown.
The sludge will need to be injected to meet the 503 Sludge Regulations.
Provide daily log documenting what is hauled to each site.
Provide lump sum cost for project that will remain in force until completion of
work.
Start land application within 2 to 3 weeks of award of bid weather permitting.
City Responsibilities:
•
•
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Provide application sites.
Provide Access to WWTP 7 days a week.
Provide electrical power.
Bids will be accepted until March 18th, 2016. Bids received after this time will not be
accepted. The Bid opening will be at City Hall location. Bids will be reviewed by staff and
presented to the City Commission at the next regularly scheduled commission meeting.
OWNER reserves the right to reject any or all bids and to waive any irregularities in bids.
Justin Pregont, Director of Public Works & Utilities
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Commission Action Report Title: Supplemental Agreement: KLINK Resurfacing Program on US‐73 Proposed Agenda Date: April 4, 2016 Presented by: Justin Pregont, Director of Public Works & Utilities BACKGROUND:  On May 18, 2015, the City Commission authorized City staff to apply for KDOT’s Geometric Improvement (GI) Program to help fund an under drain and highway reconstruction project on US‐73. The program offers up to $1,000,000 with a minimum 10% in matching funds for projects that focus on physical changes to current geometric configurations.  Prior to the applying for funding through the GI program, the City had a pre‐existing agreement with KDOT for a KLINK Resurfacing Program project on US‐73 (see attached). The KLINK program focuses on mill/overlay and seal application projects and offers up to $300,000 per year with a minimum city match of 50%. Both the GI and KLINK Program funds will need to be utilized to maximize the outside dollars contributing to improving US‐73.  The GI project will fund the complete reconstruction of southbound US‐73 between U Street and 274th Road, as well as the installation of an under drain. All other sections of US‐73 from US‐59 to the southern City Limits will be included in the KLINK, which includes significant full depth patching as well as micro‐surfacing of the roadway.  The attached supplemental agreement clarifies the scope of work in the KLINK project to better sync with the timing and scope of work of the GI project. FINANCIAL CONSIDERATIONS:  The KLINK project allows KDOT to fund 50% of the total actual construction costs, including construction engineering, but not to exceed a maximum of $400,000 in KDOT funds. The current estimate for the total project is about $600,000. A preliminary engineer’s estimate is attached.  The City will let the contract and administer construction of this project. The City is responsible for all preliminary engineering costs (design, rights‐of‐way, and utility adjustment). The City’s estimated cost for the project on US‐73 is $298,211.  The preliminary engineering costs of design, right‐of‐way, and utility adjustments are negligible because design is performed in‐house by the City Engineer and resurfacing doesn’t require acquisition of right‐of‐way or utility adjustments. 27

This project will need to be accounted for as the City updates the 5‐year CIP in the 2017 budget development process.  Authorization of this agreement does not obligate any expenditure by the City, but it is a necessary step in working with KDOT to get the project plans underway and on track for construction in 2018. LEGAL CONSDERATIONS:  None. POLICY CONSIDERATION:  This supplemental agreement will allow the City to maximize state matching funds, stretching the tax dollar for local taxpayers. RECOMMENDED ACTION:  Authorize the Mayor to sign Supplemental Agreement No. 1 to Agreement No. 264‐14 with the Kansas Department of Transportation for Project No. 73‐3 U‐0173‐01. 28
PROJECT NO. 73-3 U-0173-01
KLINK RESURFACING PROJECT
CMS CONTRACT NO. __________________
CITY OF ATCHISON, KANSAS
SUPPLEMENTAL AGREEMENT
N o. 1
This Agreement, made and entered into effective the date signed by the Secretary or designee,
is by and between MICHAEL S. KING, Secretary of Transportation, Kansas Department of
Transportation (KDOT) (the “Secretary”) and the City of Atchison, Kansas (“City”), collectively, the
“Parties.”
RECITALS:
A. The Parties entered into an Agreement dated June 26, 2014 (the “Original Agreement”) for a
KLINK Resurfacing Program on US-73, a city connecting link for the State Highway System
in the City.
B. The Parties mutually agree for the benefit of the Project administration and the benefit to the
traveling public, Agreement No. 264-14, be supplemented.
C. The Parties mutually desire the Secretary cancel KLINK Project No. 73-3 U-0253-01 and
combine the work and funding into this Project, such that the resurfacing now is for US-73,
from 10th and Main to South City Limit.
NOW, THEREFORE, the Parties agree as follows:
1.
On page 1 of the Original Agreement, Article I, paragraph 2, be replaced in its entirety
to read as follows:
2.
KLINK Resurfacing Program - a city connecting link (KLINK) resurfacing
program that is a part of the KDOT Local Partnership Program with cities and counties. The
state’s participation in the cost of construction and construction engineering will be seventyfive percent (75%) for cities with a population of less than 10,000 or fifty percent (50%) for
cities with a population of 10,000 or greater, up to a maximum of $400,000.00 per fiscal year
of state funds. The KLINK Resurfacing Program is for contract maintenance only
2.
On page 2 of the Original Agreement, Article II, paragraph 1, be replaced in its entirety
to read as follows:
1.
Reimbursement of Project Costs. The Secretary agrees to reimburse the City
fifty percent (50%) of the total actual costs of construction (which includes the costs of all
construction contingency items) and construction engineering, but not to exceed $400,000.00,
as the Secretary’s total share of the cost to construct the Project. The Secretary shall not be
responsible for the total actual costs of construction (which includes the costs of all
construction contingency items) and construction engineering that exceed $800,000.00. The
Secretary shall not be responsible for the total actual costs of preliminary engineering, utility
adjustments, or items not participating in the KLINK Resurfacing Program.
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THIS SUPPLEMENTAL AGREEMENT shall not be construed to alter, modify, or void the
terms, provisions or conditions of the Original Agreement, incorporated herein by reference, except as
herein specifically provided.
IN WITNESS WHEREOF, the Parties have caused this Supplemental Agreement to be
signed by their duly authorized officers.
ATTEST:
_________________________________
CITY CLERK
(Date)
________________________________
MAYOR
(SEAL)
Kansas Department of Transportation
Michael S. King, Secretary of Transportation
By: _________________________________
Jerome T. Younger, P.E.
(Date)
Deputy Secretary and
State Transportation Engineer
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City of Atchison
Project No. 73-3 U-0173-01
US-73 KLINK 1R Project Modified Slurry Seal & Pavement Markings
From 10th & Main to South City Limts
Fiscal Year 2017
3/2/2016
Engineers Estimate
NO.
DESCRIPTION
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Mobilization
Asphalt Crack Sealing
Asphalt Pavement Repair
Concrete Pavement Repair
Micro Surfacing
Remove Existing Pavement Markings
Temporary Pavement Marking
Pavement Marking (Intersection Grade) (Yellow) (4")
Pavement Marking (Intersection Grade) (White) (6")
Pvmt. Mrk. Symbol (Intersection Grade) (White) (Arrows)
Pavement Marking (Intersection Grade) (ONLY)
Pavement Marking (Intersection Grade) (RR Crossing)
Traffic Control
QUANTITY
UNIT
UNIT PRICE
1
75000
1280
1200
48635
1
1
17044
11841
508
325
29
1
4
1
LS
LF
SY
SY
SY
LS
LS
LF
LF
LF
LF
E.A.
E.A.
E.A.
LS
$30,000.00
$0.84
$79.00
$125.00
$3.00
$12,000.00
$9,500.00
$1.00
$1.50
$12.00
$12.00
$220.00
$320.00
$425.00
$20,000.00
TOTAL ESTIMATED CONSTRUCTION COST
Costruction cost
Construction engineering at 0%
2014 total project cost
Inflation factor 2%
2017 Total project cost
State funding
City's share
EXTENSION
$30,000.00
$63,000.00
$101,120.00
$150,000.00
$145,905.00
$12,000.00
$9,500.00
$17,044.00
$17,761.50
$6,096.00
$3,900.00
$6,380.00
$320.00
$1,700.00
$20,000.00
$584,726.50
$584,726.50
$0.00
$584,726.50
50% or $400,000 max
50%
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$596,421.03
$298,211
$298,211
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34
35
36
37
38
39
40
41
42
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FY 2017 Budget Process Calendar
January through March
April
Monday, May 9th: 5-8pm
April 26th - May 11th
Monday, May 16th: 4:30-8pm
May 13th - May 23rd
Monday, May 23rd
May 25th - June 15th
June 15th
Monday, June 20th: 4:30-8pm
June 17th - July 7th
Friday, June 17th
June 17th - July 6th
July 1st
Monday, July 18th: 4:30-8pm
Tuesday, July 19th: 5pm
Thursday, July 28th
Friday, July 29th
Finance finalizes prior year expenditures, reviews fund balances, and begins collecting data for preliminary revenue and expenditure
projections for the current year.
City Manager (CM) and the Finance Director (FIN DIR) give Directors guidance on budget supplementals, Capital Improvement Plan
(CIP), Equipment Reserve Plan (ERP), etc. Directors begin preparing operations budgets and CIP/ERP requests.
Workshop #1 - Benchmarking: Evaluation and comparison of Atchison to other similar communities; including analysis of structural
organization, tax mix, resources, costs, personnel, and services and programming, etc.
FIN DIR compiles results of benchmarking workshop, continues working on preparing estimates for 2016 expenses, revenues, fund
balance projections, and preliminary 2017 projections; CM and FIN DIR plan format and details for upcoming goals workshop.
Workshop #2 - City Commission Goals: Planning session to formulate specific City Commission goals and priorities for the
upcoming year and discuss broader overall goals for later years. Commission meeting will be cancelled .
FIN DIR and CM work with Directors to build department budgets and CIP/ERP requests; FIN DIR continues updating revenue and
expenditure projections through the end of the year and preliminary projections of 2017 revenues/expenditures.
DUE: Directors' CIP and ERP requests are submitted to CM and FIN DIR for review
FIN DIR and CM discuss CIP/ERP requests with Directors and provide guidance
Apprx time: Finance receives estimates from the County Treasurer's office of misc. taxes.
Workshop #3 - Capital Projects & Equipment Planning: Discussion of Directors' requests for capital projects and equipment
purchases in upcoming years, CIP, ERP, WW/CSO CIP requests. Commission meeting will be cancelled.
FIN DIR compiles results of CIP/ERP workshop and feedback received by Commission. FIN DIR and CM review impact on 5-year
CIP/ERP plans with Directors. CM and FIN DIR work to create financially feasible 5-year plans.
DUE: Directors provide operations budget requets to CM and FIN DIR for review
FIN DIR reviews operations budget requests and projects fund balances and impact on transfers and other available resources. FIN
DIR and CM follow up with Directors as needed for upcoming workshop.
Apprx time: County Treasurer releases 2016 assessed valuation for the 2017 budget.
Workshop #4 - Operations Budgets: General Operating Fund, Utility Funds (Water, Wastewater, Trash/Recycling), Special
Revenue Funds, Debt Service Fund. Commission meeting will be cancelled.
Workshop #4 Follow Up: If needed.
City Commissioners receive the City Manager's Recommended Budget with the agenda packet.
DUE: Planning Commission agenda submissions for August 3rd Planning Commission meeting.
Tuesday, August 2nd
Wednesday, August 3rd
Wednesday, August 3rd
Monday, August 8th
Monday, August 15th
August 25th
City Manager's Recommended Budget: CM presents recommended budget, Commissioners have opportunity to propose revisions
to budget in writing by submitting to CM by August 8th.
DUE: Submit Notice of Public Hearing & Set Maximum Mills.
Publish Notice of Public Hearing in Atchison Globe. (KSA 79-2929).
Planning Commission: reviews CIP in advisory capacity.
DUE: Commissioners submit any budget amendments to CM.
Public Hearing: FY2017 Operating Budget and probable adoption.
DUE: File Adopted budget w/ County Clerk (KSA 79-1801).
Tuesday, July 5th
Wednesday, July 6th
Tuesday, July 19th
Watershed DUE: Submit Notice of Public Hearing & Set Maximum Mills.
Watershed: Publish Notice of Public Hearing in Atchison Globe (KSA 79-2929).
Watershed: Public Hearing for FY2017 Watershed Budget & probable adoption.
Monday, August 1st
KEY
Internal Work Process
Public Meeting
Due Date
Publication
Watershed
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Date
Notice No.
Address
Nuisance Description
Owner/Tenant
Action
02/25/2016
63-16N
1223 Mound Dr.
Garage door needs to be painted.
Adam D. Max/
Jessica L. Abell
Extension to 3/21/16
02/25/2016
64-16N
1437 Atchison St.
Blue/Gray Chevy truck – flat tire, no apparent tag, appears
inoperable.
Michael & Molly R. Denton/
Heather D. Denton
Corrected by owner
02/25/2016
65-16N
1431 Atchison St.
scrap wood, trash and debris, Blue Chevy truck – on jacks,
expired tag (DEI3), appears inoperable.
Leo Navinskey/
Frances V. Haverkamp
Corrected by owner
02/25/2016
66-16N
1421 Atchison St.
Scattered trash and debris, tires, refrigerator, garage full of
trash and debris, scrap wood.
Nicholas E. Harding
Administrative order issued 3/22/16
02/25/2016
67-16N
217 N. 14th St.
Tires, scrap wood, scrap metal, auto parts, miscellaneous
trash and debris, Red Ford Taurus – flat tire, no apparent
tag, appears inoperable.
Scott A. & Rebecca L. Gann
Corrected by owner
02/25/2016
68-16N
1100 Kansas Ave.
Household furniture, miscellaneous trash and debris, Red 2
door hatchback – no tag, dismantled, appears inoperable.
A & M Kansas LLC/
Jessica Silverheels
Corrected by owner
02/25/2016
69-16N
1104 Kansas Ave.
Scattered trash and debris.
Nadine S. Messina Trust
Corrected by owner
02/25/2016
70-16N
1106 Kansas Ave.
Household furniture, scattered trash and debris, Green
Ford Van – no tag, flat tire, appears inoperable, Green/Tan
Mitsubishi SUV – no tag, appears inoperable
Nadine S. Messina & Thomas
L. Messina Jr./Johnny Cash
02/25/2016
71-16N
1108 Kansas Ave.
Tan Ford Taurus – flat tire, appears inoperable.
Jared C. Martin & Sofia M.
Molder
Corrected by owner
02/25/2016
72-16N
1105 Commercial St.
Mattress, brush, broken fence, scattered trash and debris.
Marcia K. Walters/
Kenneth Hershberger
Corrected by owner
02/25/2016
73-16N
1107 Commercial St.
Broken plastic containers, scattered trash and debris.
Elizabeth D. McGee
Corrected by owner
02/25/2016
75-16N
105 N. 11th St.
Tires, appliance, door, scattered trash and debris.
Erik M. Taylor
Corrected by owner
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Date
Notice No.
Address
Owner/Tenant
Action
02/25/2016
76-16N
1127 Commercial St.
Structurally unsound front and back porch.
Richard E. & Dolores A.
Andra Trust
90 day extension to 5/25/16
02/25/2016
77-16N
615 Washington St.
Box spring, computers, household items, brush, plastic
bins, cardboard, broken chair, miscellaneous scattered
trash and debris.
David M. Vandiver & Shawna
D. Vandiver
02/26/2016
78-16N
109 S. 14th St.
Gray Toyota Van (Needs a Witness) – expired tag, wrecked
Daniel M. Pickman
Travis Trower
Corrected by owner
02/26/2016
79-16N
1424 Commercial St.
Appliances
Joseph M. & Karen L. Noll
Extension to 4/1/16.
02/26/2016
80-16N
1020 Forest Ave.
Tire, brush, scrap wood, broken window, sink,
miscellaneous trash and debris, Blue 4dr Ford – flat tire,
appears inoperable.
Ellen F. Leger & Steve
Crockett
Corrected by owner
02/26/2016
81-16N
421 N. 7th St.
Scrap wood, scrap metal, mattress, miscellaneous trash
and debris, Damaged siding and paint needed on garage .
Roger L. Henderson/
Patty L. Harris
02/26/2016
82-16N
714 Parallel St.
Garage and wood surfaces on house need to be painted.
Wanda F. Noll
Administrative order issued 3/22/16 on
nuisance, 60 days for housing repairs
(4/26/16)
60 days for housing repairs (4/26/16)
02/26/2016
83-16N
413 N. 7th St.
Garage and house need to be painted. Rotted doors,
Gordon L. & Adena L. Toms
03/02/2016
84-16N
716 "R" St.
Appliances, construction debris, trash and debris.
John P. & Gina L. Suther
03/02/2016
85-16N
711 S. 7th St.
Tires, brush, scattered trash and debris
Haley Enterprises Inc./
Erica N. Cluke
Corrected by owner
03/02/2016
86-16N
1030 Walnut St.
Tires, auto parts, scrap wood, scrap metal, brush,
miscellaneous trash and debris, dismantled police car – no
apparent tag, inoperable, 2 dismantled trucks – no apparent
tag, inoperable, dismantled riding mower.
Kenneth M. Sr. & Rose Mary
Smith
Extension to 4/1/16
46
Date
Notice No.
Address
Owner/Tenant
Action
03/02/2016
87-16N
607 Division St.
Damaged wall, pile of stone and rubble.
Shelby L. Ross & Jonathan
M. Dailey
Administrative order 3/22/16.
03/08/2016
88-16N
1201 "M" St.
scrap wood, scrap metal, brush, trash and debris,
dilapidated sheds, damaged roof, damaged guttering and
downspouts, missing window trim.
Kathy Roles
Extension given to 4/15/16 for nuisance.
60 days for housing repairs (5/19/16),
03/08/2016
89-16N
1117 "M" St.
Damaged siding, porch supports, damaged roof, damaged
concrete porch, wood trim needs to be painted & and siding
needs to be repaired.
Jeffrey A. & Leah Kay
Mart5in
03/08/2016
90-16N
1025 Riley St.
Trailer full of auto parts/scrap metal, miscellaneous trash
and debris, Blue Chevy 2500 Flatbed truck – expired tag
(86A OFT), Blue Monte Carlo – no tag, flat tire, dismantled,
appears inoperable, Tan Suzuki Forenza 4dr – exp tag
(A974152). HOUSE: damaged siding, house needs to be
painted.
Oliver Heights LLC/
Glen E. Ballard
03/08/2016
91-16N
1025 S. 10th St.
Scrap wood, brush, broken door, scattered trash and
debris. HOUSING – damaged siding, house and garage
need to be painted, damaged roof on garage.
Wesley H. Sease/
Gayle K. Sutherland
03/11/2016
92-16N
619 S. 6th St.
Household items, scattered trash and debris.
Michael W. McGuire
Corrected by owner
03/11/2016
93-16N
1008 S. 4th St.
Scattered trash and debris, brush.
Phillip J. Dolores E. Servaes/
Katlin M. Marin
Corrected by owner
03/11/2016
94-16N
1014 S. 4th St.
Scattered trash and debris, brush.
Michael A. & Mallory J.
Seckman
Corrected by owner
03/11/2016
95-16N
1026 Kearney St.
Couch, tires, brush, trash and debris.
Ruth E. Jamvold/
Sandy Jamvold
Corrected by owner
03/11/2016
96-16N
608 N. 11th St.
Pile of construction debris, brush, trash and debris.
Gene M. Green/
Jeramie S. Scherer
Extention to 4/15/16
03/11/2016
97-16N
608 "R" St.
Refrigerator, scattered trash.
William W. Stevens
Corrected by owner
47
Date
Notice No.
Address
Owner/Tenant
Action
03/11/2016
98-16N
1127 Laramie St.
Brush, scattered trash and debris.
Elda E. Handke Trust
03/18/2016
99-16N
1503 S. 8th St.
Brush, trash & debris.
Dana M. Holmes/
Marcus Ross
Corrected by owner
03/18/2016
100-16N
1529 Kansas Ave.
Brush
Karen S. Dobbs & Kari J.
Boswell
Corrected by owner
03/18/2016
101-16N
1123 Atchison St.
Mattress & box springs
Charles W. & Darlene M.
Dulac Trust
Corrected by owner
03/18/2016
102-16N
804 S. 4th St.
Trash and debris. Green 2 dr Eagle Talon – no tag, flat tire,
appears inoperable. Garage needs to be painted.
Peter M. Miller et al
Administrative order on nuisance. 30
days for housing repair (4/29/16)
03/22/2016
103-16N
415 "S" St. & vacant
lot to the east
Scrap wood, scrap metal, trash and debris, White Ford
Explorer – expired tag, appears inoperable. House needs to
be painted.
Michael Keith Perkins/
Jennifer L. Payne
60 days for housing repair. 6/02/16
03/22/2016
105-16N
712 S. 5th St. &
vacant lot to the north
scrap metal, scrap wood, auto parts, tires, plastic bins,
large amounts of outdoor storage, brush, trailer stairs.
House, garage & fence need to be painted. Damaged
fence, damaged and/or missing siding. Dilapidated front
porch roof.
Patrick L. & Jacqueline L.
Roles
03/22/2016
106-16N
423 S. 6th St.
Tire, toilet, miscellaneous trash and debris. Dilapidated
front and rear porch roofs, dilapidated shed.
Jearald R. & Charlene R.
Bowen
48
CITY COMMISSION MEETING
CITY OF ATCHISON, KANSAS
COMMISSION ROOM, CITY HALL
MARCH 21, 2016, 4:30 P.M.
MEMBERS PRESENT: Vice Mayor Allen Reavis, Commissioners David Hausmann, Charlie Perdue,
and Larry Purcell. Mayor Jack Bower was absent.
OTHERS PRESENT:
I.
City Manager Trey Cocking, Finance Director/Assistant City Manager Becky
Anderson, City Clerk Debra Clem, City Attorney Robert Campbell, Fire Chief
Mike McDermed, Public Works and Utilities Director Justin Pregont, Deputy
Director of Public Works and Utilities Clinton McNemee, Assistant Director of
Public Works and Utilities Mike Stec, Police Chief Mike Wilson, Recording
Secretary Kathryn Soph, and others.
CALL TO ORDER.
Vice Mayor Reavis called the meeting to order at 4:30 p.m.
II.
INVOCATION.
Rev. Marshall Turner, Community of Christ Church, gave the invocation.
III.
PLEDGE OF ALLEGIANCE.
IV.
PROCLAMATIONS.
A.
NATIONAL DOWN SYNDROME AWARENESS DAY:
Vice Mayor Reavis signed a proclamation declaring March 21st as National Down Syndrome Awareness
Day.
B.
BOY SCOUT COUNCIL 100TH ANNIVERSARY:
Vice Mayor Reavis signed a proclamation declaring 2016 as "A Century of Scouting, A Century of
Service in the Pony Express Council".
V.
PUBLIC FORUM.
Luanne Lacey, 614 S. 7th St., said tenants in her neighborhood continually accumulate trash and junk on
the properties. She asked for the City's help by forcing landlords to take responsibility for upkeep of
their properties.
Tom Goodpasture, 303 Morningside Dr., again complained about storm water runoff onto his property.
Vice Mayor Reavis responded that this is a civil matter between the property owners.
VI.
NEW BUSINESS.
A.
TOPOGRAPHIC SURVEY SERVICES:
Mr. Pregont proposed that staff proceed with storm water and drainage projects in-house with a
combination of internal/labor and equipment and non-surveyed contractual work.
49
Commissioner Perdue moved to reject all bids for topographic survey services for 2016 Stormwater
Repair Project, seconded by Commissioner Purcell. The motion carried 4-0.
B.
ATCHISON HOUSING AUTHORITY PAYMENT IN LIEU OF TAXES:
Atchison Housing Authority Director Sherry Swendson presented the City with a check for $21,501.01.
She reported to the Commission on the Housing Authority activities during the past year.
C.
SMOKE FREE PLAYGROUND PRESENTATION:
Live Well Live Atchison Director Andrea Clements discussed a proposal to adopt a tobacco-free policy
prohibiting tobacco use within 200 feet of all city owned playgrounds, play equipment, and recreational
facilities where children play.
D.
FY 2017 BUDGET PROCESS CALENDAR:
Ms. Anderson discussed the budget calendar. Proposed meeting dates are May 9, May 16, June 20, and
July 18. Staff proposed to cancel the first meeting in July.
Commissioner Hausmann moved to adopt the proposed 2017 Budget Process Calendar, seconded by
Commissioner Perdue. The motion carried 4-0.
E.
TRAVELING WATER SCREEN EQUIPMENT REPORT:
Public Works Director Pregont and Water Treatment Plant Superintendent Jim Owens explained the
need to replace the damaged traveling water screen equipment at the Water Intake.
F.
ON-STREET PARKING ON 6TH STREET ADJACENT TO COMMERCIAL STREET:
Mr. Pregont presented a proposal for additional parallel parking on 6th Street from the alley north of
Commercial Street to the alley south of Commercial Street. Chief McDermed expressed some concern
this might restrict or delay emergency access for fire trucks, as 6th Street is the main access road to the
highway.
VII.
COMMUNICATIONS.
A.
CITY OF ATCHISON FEBRUARY 2016 FINANCIAL STATEMENTS.
B.
KANSAS HOUSING RESOURCES CONSORTIUM AUDITOR'S REPORT.
C.
WESTAR ENERGY ELECTRIC RELIABILITY PROJECT.
D.
ATCHISON HOUSING AUTHORITY FEBRUARY 16, 2016 MEETING MINUTES.
VIII.
CONSENT AGENDA
A.
APPROVE THE MINUTES FROM THE ATCHISON CITY COMMISSION MEETING OF
MARCH 7, 2016.
B.
APPROVE THE PURCHASE OF 2014 DODGE CHARGER FROM THE MISSOURI HIGHWAY
PATROL FOR $16,950, WITH FUNDING FROM INSURANCE PROCEEDS OF $15,278.13 FROM
TOTALED 2010 DODGE CHARGER AND $1,671.87 FROM EQUIPMENT RESERVE.
50
C.
APPROVE THE THREE-YEAR FARMING SERVICES CONTRACT WITH DAN ARMSTRONG
FOR 2016, 2017 & 2018.
D.
APPROVE CHANGES TO THE FACADE LOAN PROGRAM.
Commissioner Purcell moved to adopt the Consent Agenda, seconded by Commissioner Perdue. The
motion carried 4-0.
IX.
INFORMATIONAL ITEMS.
Mr. Cocking noted the Farm City Banquet scheduled for March 22.
X.
GOVERNING BODY COMMENTS.
None.
XI.
PUBLIC FORUM.
No comments.
XII.
EXECUTIVE SESSION.
None.
XIII.
ADJOURNMENT.
The meeting adjourned at 5:51 p.m.
Approved this ____ day of __________, 2016.
Debra A. Clem
City Clerk
51
Commission Action Report Title: Water Treatment Plant LT2 Sampling Proposed Agenda Date: April 4, 2016 Presented by: Justin Pregont, Director of Public Works & Utilities BACKGROUND:  The Long Term 2 (LT2) Enhanced Surface Water Treatment Rule addresses the health effects associated with Cryptosporidium in surface water used as a drinking water supply. These guidance documents provide information on the source water sampling monitoring requirements for Cryptosporidium and the treatment requirements for vulnerable surface water supplies based on sampling.  Complying with this regulation, Published on January 5, 2006 [FR Volume 71, No. 3; page 767], requires water systems to do the following: o Collect source water samples and have those samples analyzed for E. coli or a State‐approved alternate indicator. o Collect source water samples and have those samples analyzed for Cryptosporidium if your source water o
o
o
o
o
o
E. coli (or alternate indicator) results exceed trigger levels or if you are an unfiltered utility and meet the filtration avoidance criteria. Provide additional treatment for Cryptosporidium if your source water Cryptosporidium results exceed certain levels or if you are an unfiltered utility and meet the filtration avoidance criteria. Use one of the options from the LT2ESWTR “Toolbox” to meet any additional Cryptosporidium treatment requirements. Meet new requirements to protect uncovered finished water storage reservoirs. Develop a disinfection profile and a disinfection benchmark and notify the State prior to making a significant change in disinfection practice(s). Keep records for some of the requirements listed above. Report source water E. coli and Cryptosporidium results, the use of uncovered finished water reservoirs, information on the toolbox options used (if any), and disinfection and benchmarking results (if any) to the primacy agency for your system. 
The City is scheduled for Long Term 2 Enhanced Surface Water Treatment Rule sampling starting in October 2016 and running for two years. The sampling must be completed by an EPA certified lab and the City will have to submit a sampling plan and laboratory schedule to KDHE by June 30th for approval. FINANCIAL CONSIDERATIONS:  Bids were received from the following EPA certified labs: o Analytical Services, Inc. ‐ $12,342.00 o Accurate Environmental Laboratories ‐ $11,750.00 (estimate w/ shipping cost) o Eurofins ‐ $10,450.00 (w/o shipping)  Additional sub‐samples and analyses may be required depending on the sampling results. 52

With the bids so close, staff is recommending Analytical Services, Inc. for the contract. Staff believes Analytical Services has provided the most comprehensive and cost‐inclusive proposal as well as the most competitive pricing if additional sub‐samples or analyses are required. LEGAL CONSIDERATIONS:  The Long Term 2 (LT2) Enhanced Surface Water Treatment Rule is a regulation published by the EPA on January 5, 2006 [FR Volume 71, No. 3; page 767]. This sampling procedure is mandatory. POLICY CONSIDERATION:  None RECOMMENDED ACTION:  Award the bid for LT2 Sampling to Analytical Services, Inc. for an initial amount of $12,342 and an additional $3,000 for managing additional sub‐samples and analyses depending on sampling results. 53
54
55
56

Commission Action Report

Transcription

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