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CITY COMMISSION

MEETING AGENDA

November 1, 2011 - 6:35 p.m.

(Posted on webpage at 4:45 p.m. on 10/27/11)

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Updates:

11/01/11 @ 1:40 p.m.:

Added correspondence to Regular Agenda Item No. 1 – Library Schematics.
Added correspondence to Regular Agenda Item No. 4 – Community Gardens; and
Updated the Future Agenda Items Memo.

10/31/11 @ 4:00 p.m.

· Added as Consent Agenda Item No. 8 - Approve the revised development agreement with Ohio Mortgage Investors, LLC and Poehler Housing Partners, LP, for the Poehler Building project. Staff Memo & Attachments

A. RECOGNITION/PROCLAMATION/PRESENTATION:

1. Proclaim Tuesday, November 8, 2011 as Lights on After School!

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 10/18/11 and 10/25/11.

2. Receive minutes from various boards and commissions:

Community Development Advisory Committee meeting of 09/22/11

Community Commission on Homelessness meeting of 09/13/11

Planning Commission Meeting of 09/26/11

Hospital Board meeting of 09/21/11

3. Approve all claims. The list of approved claims will be posted to the agenda the day after the City Commission meeting.

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

5. Bid and purchase items:

a) Award bids for the 2011 Weatherization Program as follows: Bid Memo

· Attic Insulation to Airtight, Inc., for $11,573;

· Storm Windows to Jetalum for $18,290.28; and

· Weather-Stripping of doors to Airtight, Inc., for $3,413.18.

b) Approve change orders in the amount of $68,155.01 to R. D. Johnson Excavating Co. for Project No. PW1102, 6^th Street, Folks Road to Monterey Way, Geometric Improvements, Milling, Overlay, and Pavement Marking. Staff Memo

c) Accept bid for interior light fixtures renovation of the Parks & Recreation Administration Office located in South Park, from Western Extralite Company for $18,164. Bid Memo

d) Accept bid to replace the ball diamond lights at Hobbs Park from Musco Sports Lighting for $84,500. Bid Memo

6. Authorize Staff to advertise Request for Proposal R1113 for the Oread Neighborhood Design Guidelines. Staff Memo

7. Approve staff recommendation to negotiate a contract with Ripple Glass for implementation of a city-wide drop-off glass recycling program. Staff Memo & Attachments

8. Approve the revised development agreement with Ohio Mortgage Investors, LLC and Poehler Housing Partners, LP, for the Poehler Building project. Staff Memo & Attachments

C. CITY MANAGER’S REPORT: CM Report & Attachments

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 recommendation from Library Board and Library expansion project design committee on the schematic design for the Library expansion project. Schematic Designs Correspondence - Added 11/01/11

ACTION: Approve schematic design for the project, if appropriate.

2. Consider accepting dedication of easements and rights of way for a one lot Preliminary Plat, PP-7-6-11, for Fifth Street Bluff Subdivision, approximately 0.29 acres, located on W 5^th Street near the connection of Iowa Street and W 5^th Street. Submitted by Paul Werner Architects, for JMC Construction, property owner of record. (PC Item 1; approved 6-2 on 9/26/11) Staff Report Sight Distance Study Previously Approved Plat Current Plat Map of Area 2009 PC & CC Minutes PC Minutes Correspondence

ACTION: Accept dedication of easements and rights of way for a one lot Preliminary Plat, PP-7-6-11, for Fifth Street Bluff Subdivision, approximately 0.29 acres, located on W 5^th Street near the connection of Iowa Street and W 5^th Street, if appropriate

3. Consider authorizing distribution of Request for Proposals for a Facility Needs Assessment for City of Lawrence Police Department facility needs. Staff Memo & Attachments

ACTION: Authorize distribution of Request for Proposals, if appropriate.

4. Receive staff report from Sustainability Coordinator on proposed use of certain City property for urban agriculture/community garden project. Staff Memo & Attachments Correspondence - Added 11/01/01

ACTION: Receive report and direct staff as appropriate.

5. Receive the Audit Recommendation Follow-Up Memo from the City Auditor. Staff Memo

ACTION: Direct the City Auditor to close recommendations as appropriate.

E. PUBLIC COMMENT:

F. FUTURE AGENDA ITEMS: Staff Memo & Attachments - Updated 11/01/11

G. COMMISSION ITEMS:

H. CALENDAR: Meeting List

· Kansas Water Authority dinner, Thursday, November 3, 6:00 p.m. Location: Union Pacific Depot.

· 2011 NLC Congress of Cities & Exposition Meeting, November 8 – 12. Location: Phoenix, AZ.

· Employee Service Awards, Thursday, November 17, 11:30 a.m. – 1:30 p.m. Location: Douglas County Fairgrounds, Building 21, 2120 Harper Street.

· November 22 City Commission Meeting will start at 4:00 p.m. This meeting is planned to be short.

· City offices closed November 24 and November 25 in observance of the Thanksgiving holiday.

· November 29 City Commission Meeting canceled due to it being the fifth Tuesday.

· Black Hills Energy luncheon with City officials, Tuesday, December 13. Details to follow.

· December 27 City Commission will start at 9:00 a.m. and consist of consent agenda items only.

· City offices closed December 26 in observance of the Christmas holiday.

*City Commission meeting dates are in black bold print

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.

Board of Zoning Appeals/Sign Code Board of Appeals:

One vacancy for a position that expires 09/30/13.

Community Commission on Homelessness:

Two vacancies for terms that expire 12/31/11.

Community Development Advisory Committee:

One position expires 09/30/11. This is an at-large position.

Convention and Visitors Bureau Advisory Board:

Two vacancies – one position expires 07/01/14 and one position expires 07/01/15 and is designated for a hotel/motel industry representative.

Downtown Task Force:

Appointment of seven to eleven members available on this newly formed task force.

Electrical Code Board of Appeals:

One vacancy for a position that expired 03/31/11. Eligibility requirements exist for this board.