City Commission Work Session December 12, 2017

CITY COMMISSION

MEETING AGENDA

December 12, 2017 – 5:45 p.m.

(Posted on webpage at 4:35 p.m. on 12/07/17)

(10MB files take approximately 45 seconds to open)

City Commission Room, First Floor of City Hall

6 East 6^th Street

The City Commission reserves the right to amend, supplement, or re-order

the agenda during the meeting.

Updates:

12/12/17 @ 4:15 p.m.:

Added a staff memo with results of bond sale and updated Ordinance No. 9429 and Resolution No. 7231 to Consent Agenda Item No. 8 – Bond Sale.

12/12/17 @ 3:55 p.m.:

Added Hobbs Taylor Lofts Term Sheet Negotiated between Developer and 8^th and New Hampshire LLC to Work Session Item No. 2 – Presentation by development team on proposed 7^th and New Hampshire Mixed Use/Grocery Store Project and proposed Downtown Conference Center.

12/08/17 @ 4:50 p.m.:

Added a revised staff memo to Consent Agenda Item No. 6-b - Authorize the City Manager to execute a contract with e-Builder Inc. for Capital Project Management Software; and
Added a revised Development Team Presentation to Work Session Item No. 2 - Presentation by development team on proposed 7^th and New Hampshire Mixed Use/Grocery Store Project and proposed Downtown Conference Center.

12/08/17 @ 12:35 p.m.:

Added Moody’s Rating Report to the staff memo on Consent Agenda Item No. 8 – Bond sale.

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 >

Commissioner Herbert requested invoice #291370 for $1,000.00 be removed from the claim for a separate vote.
Play Video >

Moved by Commissioner Amyx, seconded by Commissioner Larsen, 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. Members of the public wishing to speak to an item that has been pulled off the Consent Agenda will be limited to three (3) minutes for public comments.

1. Approve City Commission meeting minutes from 12/05/17.

2. Receive minutes from various boards and commissions:

Horizon 2020 Steering Committee meeting of 07/31/17

Lawrence Cultural Arts Commission meetings of 08/09/17, 09/13/17, and 10/11/17

Planning Commission meeting of 10/25/17

Sister Cities Advisory Board meetings of 08/09/17, 09/13/17, and 10/11/17

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) Approve the purchase of two (2) Scorpion Automated Side Load Refuse truck from Chastang’s Bayou City Auto Car, in the amount of $497,996.62, utilizing the HGAC cooperative purchasing contract. This purchase is part of the 2018 CIP (PW18F11CIP and PW18F3CIP) replacement schedule. Staff Memo & Attachments

b) Authorize the City Manager to execute a contract with e-Builder Inc. in the amount of $363,000.00, for implementation services and a one-year unlimited license agreement for Capital Project Management Software, Project No. UT1706. Staff Memo - Updated 12/08/17

c) Authorize the City Manager to execute Change Order No. 5 with Crossland Heavy Contractors for the Clinton Water Treatment Plant Phase 1 Improvements Project UT1209 increasing the construction contract by $4,698.00 and allowing 30 days for installation of the mixers after mixer delivery. Staff Memo

7. Adopt on second and final reading, the following ordinances:

a) Ordinance No. 9420, adopting the 2018 codification of the ordinances of the City of Lawrence, as authorized by Ordinance No. 9419.

b) Ordinance No. 9428, authorizing and providing for improvements to the storm sewer system and authorizing the issuance of General Obligation bonds in the amount of $350,000.00.

8. Review bids received and approve sale to the lowest responsible bidder $18,630,000* Water and Sewage System Improvement and Refunding Bonds, Series 2017-A. Declare an emergency and adopt on first and second reading, Ordinance No. 9429, providing for the issuance of water and sewage system improvement and refunding revenue bonds, series 2017-A of the City of Lawrence, Kansas. Adopt Resolution No. 7231 prescribing the forms and details of and authorizing and directing the sale and delivery of water and sewage system improvement and refunding revenue bonds, series 2017-A of the City of Lawrence, Kansas. Staff Memo & Attachments - Updated 12/12/17 Sale Results Staff Memo - Added 12/12/17

9. Authorize the Mayor to sign a Mortgage Subordination for Catalina Narcomey, 120 Florida Street. Staff Memo

Items removed for a separate vote:
Commissioner Herbert recused himself from voting on approval of invoice #291370 as it pertains to a rental property that he owns
Play Video >

Moved by Commissioner Amyx, seconded by Commissioner Larsen, to approve claim, invoice #291370, in the amount of $1,000.00 to 1 vendor. Motion carried unanimously.
Play Video >

Commissioner Herbert returned to the meeting at 5:48 p.m.
Play Video >

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. Each person will be limited to three (3) minutes for public comment. 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. COMMISSION ITEMS:

E. CITY MANAGER’S REPORT: None

F. CALENDAR: 2017 Meeting Schedule 2018 Meeting Schedule

· Commissioners have been invited to attend the Big Brothers Big Sisters Gingerbread Auction, Friday, December 8, 6:00 p.m. Location: Abe & Jake’s Landing, 8 E. 6^th Street.

· City of Lawrence Employee Appreciation holiday party, Friday, December 15, 6:00 p.m. Location: DoubleTree by Hilton, 200 McDonald Drive. Flyer

· City offices are closed Monday, December 25, in observance of the Christmas holiday.

· City Commission meeting scheduled for Wednesday, December 27 at 9:00 a.m. for end of year payments and other miscellaneous business. Location: City Commission Room.

· The January 2, 2018 City Commission Meeting has been canceled.

· City Commission meeting Monday, January 8, 2018, 5:45 p.m. This meeting will include the seating of new Commissioners and election of Mayor and Vice-Mayor. Location: City Commission Room.

· City Commission Orientation, Wednesday, January 10, 11:30 a.m. – 1:30 p.m. Location: City Commission Room.

· City offices are closed Monday, January 15 in observance of Martin Luther King, Jr. Day.

*dates in bold indicate City Commission meeting date

Moved by Vice Mayor Boley, seconded by Commissioner Herbert, to adjourn at 5:51 p.m. Motion carried unanimously.
Play Video >

G. ADJOURN:

1. The City Commission will need to entertain a motion to adjourn the regular City Commission Meeting before moving into the work session.

CITY COMMISSION

WORK SESSION AGENDA

December 12, 2017

City Commission Room, First Floor of City Hall

6 East 6^th Street

(The work session will begin immediately following the

completion of the City Commission Meeting)

The work session provides an opportunity for the City Commission to discuss items in greater detail. As a general practice, the Commission will not make decisions on items presented during this time; rather they will refer the items to staff for follow up, if necessary. Public comment related to the work session topics will be allowed at the end of the discussion on each item. Each person will be limited to three (3) minutes for public comment.

1. Receive brief update on Downtown Master Plan, a Strategic Plan Initiative. Staff Memo Play Video >

2. Presentation by development team on proposed 7^th and New Hampshire Mixed Use/Grocery Store Project and proposed Downtown Conference Center. Development Team Presentation - Corrected 12/15/17 Grocery Store Staff Memo & Attachments Grocery Store Current Site Plan Under Review Grocery Store Parking Garage Current Layout Under Review Grocery Store Current Plans Under Review Grocery Store Current Elevations Under Review Hobbs Taylor Lofts Term Sheet Negotiated between Developer and 8th and New Hampshire LLC - Added 12/12/17 Conference Center Staff Memo & Attachments Intrust Bank Correspondence on Grocery Store - Added 12/15/17 Downtown Lawrence, Inc., Letter of Support for Conference Center - Added 12/15/17 Play Video >

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

Three positions expire 12/31/17 and are all eligible for reappointment. There are eligibility requirements for this board.

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 additional positions expired 03/01/17 and are eligible for reappointment to additional terms.

Community Development Advisory Committee:

Two vacancies (one for low/mod representative, one at-large representative) for positions that expired 09/30/17. One additional vacancy for a position that expires 09/30/18 and is designated for low/mod representative.

Contractor Licensing Board:

Five positions expire 12/31/17 are all eligible to serve additional terms. There are eligibility requirements for this board.

Douglas County Food Policy Council:

One position expires 12/31/17 and is eligible for reappointment to an additional term.

eXplore Lawrence:

Three positions expire 12/31/17 and are eligible for reappointment to additional terms. There are eligibility requirements for this board.

Homeless Issues Advisory Committee:

Two positions expire 12/31/17 and are eligible for reappointment to additional terms.

Human Relations Commission:

Three positions expire 09/30/17 and are all eligible for reappointment to additional terms.

Lawrence Alliance:

One vacancy for a position that expires 11/30/17 and three vacancies for positions that expire 11/30/18. Four additional positions expire 11/30/17, with two being eligible for reappointment to additional terms and two becoming vacant.

Lawrence Douglas County Advocacy Council on Aging:

Five positions expire 12/31/17. Four positions are eligible for reappointment to additional terms and one position will become vacant.

Mechanical Board of Appeals:

One vacancy for a position that expired 03/31/17. This position is designated for a person qualified by training and/or experience.

Mental Health Board:

One position expired 04/30/17.

Plumbing Code Board of Appeals:

One vacancy for a position that expires 04/30/18 and is designated for a Master Plumber.

Public Transit Advisory Committee:

Three positions expire 12/31/17, with two positions eligible for reappointment and one position becoming vacant.

Senior Resource Center for Douglas County, Inc.:

One position expires 12/31/17 and is eligible for reappointment to additional terms.

Sister Cities Advisory Board:

One position expired 12/31/16. Five additional positions expire 12/31/17, with four positions eligible for reappointment and one position becoming vacant.

Sustainability Advisory Board:

One position expires 12/31/17 and is eligible for reappointment to an additional term.

Transportation Commission

Two positions expire 12/31/17 and are eligible for reappointment to additional terms. Eligibility requirements exist for this board.