BLUE SPRINGS CITY COUNCIL MEETING

Transcription

1 . BLUE SPRINGS CITY COUNCIL MEETING December 3, 6:30 p.m. Multipurpose Room of Howard L. Brown Public Safety Facility 1100 SW Smith Street Blue Springs, Missouri 1. Call meeting to order 2. Pledge of Allegiance 3. Consent Agenda All matters under Item 3, Consent Agenda, are considered to be routine by the City Council and will be enacted by one motion in the form listed below. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. a. Approve minutes of November 19 Council meeting, as submitted in writing b. Approve check registers for invoices scheduled to be paid December 3 c. Adopt Resolution No approving agreement with MoDOT for improvements of the I-70 Woods Chapel Road Interchange d. Adopt Resolution No approving agreement with Public Finance Consultants for preparation of Strategic Fiscal Planning Model and Financial Trends Report e. Adopt Resolution No approving agreement with JCI Industries of fourth-year contract for pump and motor repair f. Adopt Resolution No approving contract to perform trenchless reconstruction of sanitary sewer system g. Adopt Resolution No approving service agreement for the traffic signal maintenance h. Adopt Resolution No approving purchase of one (1) 2008 hydraulic excavator i. Approve liquor license for Gridiron Bar (change of ownership) 4. Mayoral announcements 5. Visitors 6. Adjournment Miscellaneous Items Park Commission Wednesday, December 6, 6:30 p.m., East Conference Room of City Hall, 903 W Main Blue Springs Community Flu Shots - Jackson County Health Department - Friday, December 7, 8:00 a.m. 3:00 p.m., Multipurpose Room of Howard L. Brown Public Safety Facility, 1100 SW Smith Street Planning Commission Monday, December 10, 6:30 p.m., Multipurpose Room of

2 Howard L. Brown Public Safety Facility, 1100 SW Smith Street Pool Feasibility Open House - Monday, December 10, 7:00 9:00 p.m. at Vesper Hall, 400 NW Vesper Blue Springs Public Art Commission Thursday, December 20, 3:00 p.m., Administration Conference Room of City Hall, 903 W Main If special accommodations are required for citizen participation in this meeting, please call (voice) or (TDD).

3 City of Blue Springs Memorandum Office of Administration TO: FROM: Mayor, City Council, Department Directors, and Press Eric Johnson City Administrator DATE: November 29, 2007 SUBJECT: Agenda Item Explanations Item 3c Resolution approving agreement with MoDOT for the improvements of the I-70 Woods Chapel Road Interchange Resolution approves agreement with Missouri Highway and Transportation Commission for the improvements to I-70 and Woods Chapel Road interchange. The improvements to the interchange will involve the widening of Woods Chapel Road and the westbound I-70 on-ramp to provide a dual left-turn lane for northbound to westbound traffic. Refer to City Council Information Form from Public Works Director Oliver DeGrate for further information. Item 3d Resolution approving agreement with Public Finance consultants for financial modeling Resolution will approve the agreement with Public Finance consultants, Inc. for the purchase and preparation of a Strategic Fiscal Planning Model and a Financial Trends Report. A comprehensive forecasting model will significantly enhance the City s current forecasting efforts by incorporating service level measure and what-if scenarios. Refer to City Council Information Form from Finance Director Christine Cates for further details. Item 3e Resolution approving agreement with JCI Industries for pump and motor repair contract Resolution will approve the fourth year of a five-year contract for pump and motor service and repair agreement with JCI Industries, Inc. Refer to the Council Information Form from Public Works Utilities Superintendent Jeff Mock for further details. Item 3f Resolution approving contract to perform trenchless reconstruction of sanitary sewer system Resolution will approve a contract to perform trenchless reconstruction of the sanitary sewer system with Insituform Technologies USA Inc. utilizing cured-in-place pipe (CIPP) technology. Refer to the Council Information Form from Utilities Superintendent Jeff Mock for further details. Item 3g Resolution approving purchase of one (1) 2008 hydraulic excavator Resolution will approve a service agreement for the traffic signal maintenance for the City-owned six (6) fully signalized intersections and one flashing beacon. The signals are located at the intersections of: Adam s Dairy Parkway and Duncan Road, Adam s Dairy Parkway and Coronado Drive, Adam s Dairy Parkway and R.D. Mize Road, Adam s Dairy Parkway and AA Highway, Adams Dairy Parkway and Blue Springs South High School, Woods Chapel and Kingsridge Drive, and the beacon at 11 th and Main Street. Refer to the Council Information Form from Public Works Assistant Director Chris Sandie for further details. Item 3h Resolution approving service agreement for traffic signal maintenance

4 November 29, 2007 Page 2 Resolution will approve the purchase of one (1) 2008 hydraulic excavator for the Public Works Utilities Department. Refer to the Council Information Form from Public Works Utilities Superintendent Jeff Mock for further details. Item 3i Approve liquor license for Gridiron Bar (change of ownership) Applicant is seeking approval of a liquor license to sell intoxicating liquor-by-the-drink on the premises weekdays only for the Gridiron Bar & Grill, 1123 Main Street (new owner). Everything is in order. 11/30/200711:09:43 AM

5 Council Meeting Date: 12/03/07 Item #: 3c_ December 3, 2007 CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM SUBMITTED BY: Oliver DeGrate DEPARTMENT: PW/Engr Ordinance X Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: Enter into an agreement with Missouri Highway and Transportation Commission for the improvements to I-70 and Woods Chapel Road interchange. This cost-apportionment agreement provides a process for MoDOT s funding for the City s proposed improvements within Commission-owned right-of-way. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation): With adoption of the City budget, the City Council approved an allocation of $1 million for improvements to Woods Chapel road, especially relating to the I-70/Woods Chapel interchange. Traffic congestion throughout the Woods Chapel corridor has continued to increase over the years and improvements to the corridor continue to be a high priority among many residents and the City Council. Approval of this contract with the Missouri Highway and Transportation Commission will allow the City to address an immediate need with regard to the interchange. Since the Commission owns and maintains the I-70 and Woods Chapel Road interchange as part of the State Highway System it is necessary to coordinate City participation in the costs and responsibilities of this public improvement. The City is responsible for the preparation of detailed construction design plans and project specifications while the Commission will review the plans and specifications to ensure they meet Commission requirements. The Commission will also let the work, including solicitation and awarding of bids and will be responsible for the administration of the construction contract and inspection. JUSTIFICATION: The improvements to the interchange will involve the widening of Woods Chapel Road and the westbound I-70 on-ramp to provide a dual left-turn lane for northbound to westbound traffic. Costs to the City will include reconstruction or relocation of some of MoDOT s traffic signals, highway lighting, highway signing and intelligent transportation system equipment as well as the design and construction costs. This interchange has long been a problem for Blue Springs residents trying to enter I-70 (westbound) toward the Kansas City area. FINANCIAL IMPACT Contractor: Amount of Request/Contract: $264,000 Amount Budgeted: $1,000,000 Funding Source/Account #:

6 Additional Funds Needed: Funding Source/Account #: Tax Impact/Analysis: Abatement/Incentives: Escrow: PROJECT TIMELINE EST. FINISH: EST. START: Spring 2008 OTHER INFORMATION/UNIQUE CHARACTERISTICS: Council Meeting Date: 12/03/07 Item #: 3c_ STAFF RECOMMENDATION: Staff recommends entering into agreement with the Missouri Highways and Transportation Commission for the improvements to be made to the I-70/Woods Chapel Road interchange in the amount of $264,000. OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Resolution 2. Agreement REVIEWED BY: Requesting Director: Oliver DeGrate Finance: Engineer: Legal: City Administrator: Other:

7 CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM Council Meeting Date: 12/03/07 Agenda Item #: 3d DATE: SUBMITTED BY: Christine Cates DEPARTMENT: Finance Ordinance Resolution Presentation Public Hearing Agreement Discussion Rezoning Other ISSUE/REQUEST: This resolution authorizes the City Administrator to enter in to an agreement with Public Finance Consultants, Inc. for the purchase and preparation of a Strategic Fiscal Planning Model and a Financial Trends Report. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation): The City s fiscal policies (included in the budget) detail how the City s financial condition will be monitored and how often the City will forecast revenues and expenditures for the various funds. In order to remain compliant with the existing City policies, the City of Blue Springs has contracted with Public Finance Consultants, Inc. over the last several years for the preparation of the Water and Sewer Utility rate study. This study allows the City to establish rates and plan for expenditures for the next 3-5 years. The City s Enterprise Fund policy requires that the City conduct a comprehensive rate study every three years. In addition, the Revenue policy for the General Fund states that revenues will be projected for the next six years and updated annually. This task has been handled internally on a very limited basis because the City does not currently own a strategic planning model or financial trends model that can be tailored to accommodate the unique aspects of the City. A comprehensive forecasting model will significantly enhance the City s current forecasting efforts by incorporating service level measures and what-if scenarios. This functionality will greatly assist the City Council and any external citizen group in evaluating existing service levels and the effect of reductions or service expansions on the operating and capital budgets. The financial trends report will identify existing or emerging financial challenges which may lead to recommendations for policy development, revenue and user fee adjustments or productivity improvements. The Government Finance Officers Association (GFOA) and the International City/County Management Association (ICMA) also provide recommended/best practices for these specific areas and the importance of having a comprehensive structure for accomplishing these tasks. They are listed below:

8 Council Meeting Date: 12/03/07 Agenda Item #: 3d ICMA: A Financial Trends Monitoring System can be used by managers and policymakers to better understand the forces that affect financial condition, identify existing and emerging financial problems, develop actions to remedy these problems, and provide a database that can be used to make future projections for effective budgeting, capital planning, and general policy making. The information on trends will help demonstrate to citizens that the government is aware of and in control of its finances. GFOA: The National Advisory Council on State and Local Budgeting (NACSLB) has endorsed the forecasting of revenues and the forecasting of expenditures in their Recommended Budget Practices. The Government Finance Officers Association (GFOA) recognizes the importance of combining the forecasting of revenues and the forecasting of expenditures into a single financial forecast. A government should have a financial planning process that assesses long-term financial implications of current and proposed policies, programs, and assumptions that develop appropriate strategies to achieve its goals. A key component in determining future options, potential problems, and opportunities is the forecast of revenues and expenditures. Revenue and expenditure forecasting does the following: Provides an understanding of available funding; Evaluates financial risk; Assesses the likelihood that services can be sustained; Assesses the level at which capital investment can be made; Identifies future commitments and resource demands; and Identifies the key variables that cause change in the level of revenue. The GFOA recommends that governments at all levels forecast major revenues and expenditures. The forecast should extend at least three to five years beyond the budget period and should be regularly monitored and periodically updated. JUSTIFICATION: This agreement for the Strategic Fiscal Planning model and Financial Trends reporting that is being requested will assist the City in accurately forecasting revenues and expenditures and will provide detailed information on the trends of the City s major revenue sources. If approved, these models will become the property of the City and can be updated annually either internally or with the assistance of Public Finance Consultants, Inc. The Public Finance Consultants, Inc. performs this type of work for several cities in the metropolitan area, including Liberty, Leawood, Lenexa, Mid-America Regional Council, Olathe and Overland Park. Their expertise in this area will assist the City in assessing the long-term financial condition of the City as well as providing a comprehensive tool that will aid in communicating this information to the City Council. The funding for this project is made available from savings in the budget. FINANCIAL IMPACT Contractor: Amount of Request/Contract: Public Finance Consultants, Inc. N/A

9 Council Meeting Date: 12/03/07 Agenda Item #: 3d Amount Budgeted: $19,000 Funding Source/Account #: Additional Funds Needed: N/A Funding Source/Account #: N/A Tax Impact/Analysis: N/A Abatement/Incentives: N/A Escrow: N/A PROJECT TIMELINE EST. START: EST. FINISH: December 2007 March 2008 OTHER INFORMATION/UNIQUE CHARACTERISTICS: STAFF RECOMMENDATION: Staff recommends approval. OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: N/A LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Agreement REVIEWED BY: Requesting Director: Christine Cates Finance: Christine Cates PW/Engineering: Legal: City Administrator: Other:

10 Council Meeting Date: 12/03/07 Agenda Item #: 3e CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM DATE: 10/31/2007 SUBMITTED BY: Jeff Mock DEPARTMENT: Public Works Ordinance Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: Public Works is requesting to enter into the fourth year of a five-year contract for pump and motor service and repair agreement with JCI Industries, Inc. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation) The department utilizes JCI Industries to perform pump and motor repairs for the units in water and wastewater pumping stations. JUSTIFICATION: JCI has continued to meet all of the specified requirements for the pump and motor service and repair agreement and the City s wishes to extend this service agreement as the original terms allow. FINANCIAL IMPACT Contractor: JCI Industries, Inc 1161 SE Hamblen Lee s Summit, MO Amount of Request/Contract: $57, Funding Source/Account #: $40,000 ( ) $ 4,000 ( ) $13,000 ( ) Additional Funds Needed: Funding Source/Account #: Tax Impact/Analysis: Abatement/Incentives: Escrow: PROJECT TIMELINE EST. START: 03/01/2008 EST. FINISH: 02/28/2009 OTHER INFORMATION/UNIQUE CHARACTERISTICS: N/A

11 Council Meeting Date: 12/03/07 Agenda Item #: 3e Council Information Form Page 2 of 2 STAFF RECOMMENDATION: Staff recommends that we continue to use a JCI Industries Inc. for pump and motor repairs that cannot be performed in house. JCI has performed well during the past several years and staff recommends renewing their contract for another year. OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: N/A LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Bid Page 2. Agreement Letter REVIEWED BY: Requesting Director: Oliver DeGrate/Chris Sandie Finance: Engineer: Legal: City Administrator: Other:

12 CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM Council Meeting Date: _12/03/07 Agenda Item #: _3f DATE: 11/06/07 SUBMITTED BY: Jeff Mock DEPARTMENT: Public Works Ordinance Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: The Department is requesting permission to enter into a contract to perform trenchless reconstruction of the sanitary sewer system with Insituform Technologies USA Inc, Edison Avenue, Chesterfield, MO The funds were allocated in CIP Project SAN-07 Citywide Maintenance. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation): Sanitary sewers located throughout the City that were constructed prior to 1980 were predominantly constructed of clay tile pipe. This pipe material is very brittle and prone to cracking and failure, which leads to infiltration of ground water during wet weather periods. The infiltration of ground water robs available capacity from the sanitary sewer system, increases the cost of sewage treatment, and may result in a loss of sewage to the environment, which is prohibited by the EPA. The sanitary sewer lines identified for rehabilitation will be reconstructed by installing a resin-impregnated flexible tube that is inverted into the original conduit by use of hydrostatic pressure. This is referred to as cured-in-place pipe (CIPP), an in-situ process, which significantly reduces disruption and inconvenience to the public. JUSTIFICATION: The City of Independence publicly advertised requesting bids for trenchless reconstruction of sanitary sewers utilizing cured-in-place pipe (CIPP) technology. Insituform was the successful low bidder. Independence included a clause allowing this price to be utilized by all M.A.R.C. members. FINANCIAL IMPACT Contractor: Insituform Technologies USA, Inc Edison Avenue, Chesterfield, MO Amount of Request/Contract: $300,000 Amount Budgeted: $700,000 Funding Source/Account #: Additional Funds Needed: N/A Funding Source/Account #: Tax Impact/Analysis: Abatement/Incentives: Escrow: PROJECT TIMELINE EST. START: January 1, 2008 EST. FINISH: September 30, 2008 OTHER INFORMATION/UNIQUE CHARACTERISTICS: N/A

13 Council Meeting Date: _12/03/07 Agenda Item #: _3f Council Information Form Page 2 of 2 STAFF RECOMMENDATION: Staff recommends award of the contract to Insituform Technologies USA, Inc., Edison Avenue, Chesterfield, MO This year s budget included $700, for the sanitary sewer Capital Improvements Projects SAN-07. The sanitary sewer mains identified for repair were determined through televised inspection. Significant size mains that would be difficult to repair utilizing the traditional open cut method, such as those located under the paved areas of Missouri 7 Hwy, are also included. OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: N/A LIST OF REFERENCE DOCUMENTS ATTACHED: 1. City of Independence Notice of Award of Price Agreement. 2. Renewal letter from Insituform Technologies USA, Inc REVIEWED BY: Requesting Director: Oliver DeGrate/Chris Sandie Finance: Engineer: Legal: City Administrator: Other:

14 Council Meeting Date: 12/3/07 Agenda Item #: _3g CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM DATE: 11/14/07 SUBMITTED BY: Chris Sandie DEPARTMENT: Public Works Ordinance Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: Public Works is requesting to enter into a service agreement for the Traffic Signal Maintenance with Capital Electric. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation The City owns and maintains six (6) fully signalized intersections and one flashing beacon. The signals are located at the intersections of: Adam s Dairy Parkway and Duncan Road, Adam s Dairy Parkway and Coronado Drive, Adam s Dairy Parkway and R. D. Mize Road, Adam s Dairy Parkway and AA Highway, Adams Dairy Parkway and Blue Springs South High School, Woods Chapel and Kingsridge Drive, and the beacon is at 11 th and Main Streets. JUSTIFICATION: The traffic signals are a combination of simple electric circuits controlled by computerized components. High lift and electrical specialty equipment are required to service and repair the signals. An electrical contractor versed in traffic signals can more economically perform these tasks. Capital Electric has met all specifications and submitted the best proposal as indicated on the attached bid sheet. FINANCIAL IMPACT Contractor: Capital Electric 1428 W 9 th Street Kansas City, MO Amount of Request/Contract: $20, Amount Budgeted: $21, Funding Source/Account #: $10, $5, $6, Additional Funds Needed: Funding Source/Account #: Tax Impact/Analysis: Abatement/Incentives: Escrow: PROJECT TIMELINE EST. START: December 10, 2007 EST. FINISH: December 9, 2010 OTHER INFORMATION/UNIQUE CHARACTERISTICS: N/A

15 Council Meeting Date: 12/3/07 Agenda Item #: _3g Council Information Form Page 2 of 2 STAFF RECOMMENDATION: Staff recommends that we use a contractor for repairs that cannot be performed in house. Capital Electric has performed well in the past and has provided the best proposal. Staff recommends awarding the Traffic Signal Service Agreement to Capital Electric with the option to extend this agreement for up to two (2) additional years at the same pricing quoted for year one(1). OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: N/A LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Maintenance quote 2. Summary of projected costs based on trailing three years historical patterns REVIEWED BY: Requesting Director: Oliver DeGrate/Chris Sandie Finance: Engineer: Legal: City Administrator: Other:

16 Council Meeting Date: 12/03/07 Agenda Item #: 3h CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM DATE: 11/12/07 SUBMITTED BY: Jeff Mock DEPARTMENT: Public Works Ordinance Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: As requested and approved in the CIP, project WA-04, for FY the Utilities Department is requesting approval to purchase one (1) 2008 Hydraulic Excavator. BACKGROUND/EXPLANATION: This piece of equipment is used by the utilities department to repair and replace water mains, sewer mains, and fire hydrants. Because it is a specialized piece of equipment, other departments have access to it through scheduling to perform tasks that might otherwise be necessary to contract out. JUSTIFICATION: This piece of equipment is vital to the department to handle various construction tasks and emergency repairs. Downtime on equipment of this nature must be kept to a minimum to ensure availability when needed. By maintaining newer equipment in the fleet this requirement is more easily met. The excavator currently being used is a 2002 model with 3000 hrs and beginning to show signs of aging. This machine will be sold through auction or used as a trade in when the backhoe is replaced. Contractor: Amount of Request/Contract: $75, Amount Budgeted: $85, Funding Source/Account #: Additional Funds Needed: N/A Tax Impact/Analysis: Abatement/Incentives: Escrow: FINANCIAL IMPACT Road Builders Machinery and Supply Co., Inc. PROJECT TIMELINE EST. START: December 15, 2007 EST. FINISH: April 1, 2008 OTHER INFORMATION/UNIQUE CHARACTERISTICS: N/A

17 Council Meeting Date: 12/03/07 Agenda Item #: 3h Council Information Form Page 2 of 2 STAFF RECOMMENDATION: The Public Works staff is recommending the purchase of one hydraulic excavator from Road Builders Machinery in the amount of $75, Following public notice, sealed bids were received and opened on November 9, 2007 at 2:00pm. The lowest bid meeting all requirements was from Road Builders Machinery and Supply Co., Inc S. 7 th Street Trafficway, Kansas City, Kansas OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: N/A LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Bid Sheet 2. REVIEWED BY: Requesting Director: Chris Sandie/Oliver DeGrate Finance: Engineer: Legal: City Administrator: Other:

18 Council Meeting Date: 12/03/07 Agenda Item #: 3i CITY OF BLUE SPRINGS CITY COUNCIL INFORMATION FORM DATE: SUBMITTED BY: Donna Zamora DEPARTMENT: Revenue Collections Ordinance Resolution Presentation Agreement Discussion Other ISSUE/REQUEST: Approval of new ownership for the Gridiron Bar & Grill, 1123 Main Street, Blue Springs MO. Request is for a license to sell intoxicating liquor by the drink on the premises weekdays only. BACKGROUND/EXPLANATION: (including location, programs/departments affected, and process issues attach pertinent documentation): The new owner will be Gridiron Bar and Grill LLC. The new Managing Agent will be Thomas W Poole located at 1403 Spring Valley Rd. Osage Beach MO The allowance for this type of license is 1 for every 5,000 population (11) Restaurant Bars are not included in the calculation. JUSTIFICATION: This application is submitted in compliance with Chapter 600 of the Blue Springs City Code. FINANCIAL IMPACT Contractor: Amount of Request/Contract: Amount Budgeted: $ Funding Source/Account #: Liquor License Revenue Additional Funds Needed: Funding Source/Account #: Tax Impact/Analysis: Abatement/Incentives: Escrow: EST. START: PROJECT TIMELINE EST. FINISH: OTHER INFORMATION/UNIQUE CHARACTERISTICS:

19 Council Meeting Date: 12/03/07 Agenda Item #: 3i Council Information Form Page 2 of 2 STAFF RECOMMENDATION: All documents have been submitted to the Revenue Collections/Tax Department. A background check has been processed by the Police Dept. and cleared. Approval from the Codes Dept. is on file. Staff recommends approval by Council. OTHER BOARDS & COMMISSIONS ASSIGNED: Date: Action: LIST OF REFERENCE DOCUMENTS ATTACHED: 1. Copies of the Personal Property Tax Receipt for 2006, voter registration showing qualified voter in the State of Missouri, required photos of the Managing Agent and building are on file in the Finance Department. 2 Application for business license in on file in the Revenue Collections Department REVIEWED BY: Requesting Director: Tina Dale Finance:_Christine Cates Engineer: Legal: City Administrator: Other: