On the agenda: Frankfort meeting — Data Center (Jul 27)

Layne Wilkerson, Mayor

Katima Smith-Willis, Commissioner
Kelly May, Commissioner

Leesa Unger, Commissioner
CAPITAL OF KENTUCKY Rob Richardson, Commissioner

NOTICE

Per KRS 61.826 the Board of Commissioners Regular Meeting being held on July 27, 2026, may
be a video teleconference meeting. One or more of the Board of Commissioners could participate
via GoToMeeting or a similar video teleconferencing system. The primary location will be in the
City Hall Board of Commissioners Council Chamber, 315 West Second Street.

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AGENDA

REGULAR MEETING

BOARD OF COMMISSIONERS July 27, 2026
315 WEST SECOND STREET 5:00 PM (EDT)
FRANKFORT, KY 40601

502/875-8500

www. frankfort.ky.gov
www.facebook.com/City ofFrankfortKY
PLEDGE OF ALLEGIANCE

‘ROLL CALL
CEREMONIAL & RECOGNITION

The Board of Commissioners traditionally recognizes city employees who are retiring or are being promoted. At
this meeting, the following individuals will be recognized.

FIRE DEPARTMENT RETIREMENTS

e Assistant Fire Chief, Josh Kyle will retire from the Fire Department with 20 years of service.
e Captain, Casey Watts will retire from the Fire Department with 16 years of service.

PRESENTATIONS
¢ Final Riverfront Development Strategic Plan Presentation with Sasaki.
e The Sewer Department will give an update on the Broadway Sewer Project.

CITIZEN COMMENTS - PLEASE USE THE SIGN IN SHEET- INDIVIDUAL REMARKS ARE LIMITED TO FIVE
MINUTES.

CONSENT CALENDAR
Items on the Consent Calendar are considered by the Board of Commissioners and will be enacted by one motion and one
vote. There will be no separate discussion of these items unless a Board member so requests, in which event the item will be
removed from the Consent Calendar and considered séparately. The City Manager will read the items recommended for
approval.

1. Minutes — Work Session, June 8, 2026; Regular Meeting, June 22, 2026; Special Meeting, June 24, 2026;
Special Meeting, June 30, 2026

2. Amendment No. 1 to Contract with Construction Services Plus for Jones Run Floodwall Repairs — Public
Works

The Public Works Department is seeking approval of Change Order #1 for additional structural and concrete work for
the Jones Run Flood Gate repair, with Construction Services Plus, LLC, and for the Mayor to sign all related
documents. The floodgate behind Buffalo Trace requires repairs as water seepage beneath the wall caused the
asphalt to wash away and cause safety concerns for vehicles. The proposal replaced the asphalt pad with reinforced
concrete and repairs the discovered structural deficiencies of the flood gate. Public Works contract with Stantec to
design the repairs for the flood gate and put the repairs out to bid.

Per the request of USACE, the threaded inserts for the steel supports were replaced. Also, the concrete sill of the
flood gate was removed and repoured with associated appurtenances to a slightly higher elevation to promote positive
drainage. The changes were incurred to increase the longevity of the gate and ensure the supports are adequate.
The original bid amount is $58,700.00 in a lump sum. The modification under this change order is $19,833.75 in a
lump sum for a final total of $78,533.75. Staff recommends approval of the provided change order, with Construction
Services Plus, LLC.

Attachments: Memo, Amendment No. 1
Suggested Disposition: Receive and File; Approve

ArcaSearch Digital Preservation of City Records — City Manager

The purpose of this memorandum is to, request Board of Commissioners (BOC) approval to execute an Agreement
with ArcaSearch LLC for professional digital archiving and preservation services for historical City records under RFP
#22526002-20, and to authorize the Mayor to sign all related contract documents. The City of Frankfort maintains an
extensive archive of official records dating from 1823 through 2024, spanning approximately 74,816 pages across
five primary record categories:

«Commissioner Records (1823-2023)
¢ Ordinances (1893-2024)

© Contracts

¢ Resolutions

¢ Orders

To protect these vital public records from potential physical degradation, loss, or disaster (such as fire or water
damage), staff solicited proposals under RFP #22526002-20. ArcaSearch LLC was selected to provide complete end-
to-end digitizing, Optical Character Recognition (OCR), Handwriting Character Recognition (HCR), and cloud-based
hosting via their Compass Eclipse Research System.

Key Project Details & Benefits

«Complete Digitization & Searchability: All records will undergo high-resolution digital capture, complete
OCR/HCR processing, and 100% two-step quality verification to make full-text searches available without
requiring costly manual data indexing.

* Off-Site Secure Backup: The City will receive two dedicated external hard drives containing secure Web-
Optimized PDF-A files and JPEG copies of the entire collection for local redundancy.

¢ IT Cost & Overhead Reduction: Hosting is provided via a Level 3 Data Center with guaranteed 99.9% uptime,
eliminating the need for local IT infrasttucture maintenance.

«Physical Space Savings: Digitizing historical documents allows the City to securely store paper originals in
secondary locations, freeing up valuable core office space.

Fiscal Impact

Initial Project Cost: A sum not to exceed $100,000.00 (Estimated baseline project cost: $92,959.00).
o Includes: Complete digitization, process/quality checks, delivery of external physical backups,
site setup, and the first-year annual subscription fee.

¢ Payment Structure: 50% due upon execution, 25% upon completion of imaging, and the final 25% upon final
acceptance by the City.

¢ Ongoing Software Subscription: $3, 934. 00 for Year 2 annual hosting, software updates, unlimited users,
and ongoing technical support. (Included within the total $100,000 maximum commitment for Year 2
renewal).

¢ This project was budgeted in the Fiscal Year 2026-2027 Budget.

Staff recommends that the Board of Commissioners approve the agreement with ArcaSearch LLC for the Digital
Preservation of City Records project in an amount not to exceed $100,000.00 and authorize the Mayor to sign all
related documents.

Attachments: Memo, Agreement
Suggested Disposition: Receive and File; Approve

4. Prevention Park (PC3) ~ Phase 2A — Casing Pipes Rejection of Bids — Sewer

The purpose of this memo is to recommend the Board of Commissioners to reject all bids for Phase 2A — Casing
Pipes for Prevention Park (PC3). The Frankfort Sewer Department (FSD) entered a Consent Judgement (CJ) with
the Kentucky Division of Water (KDOW) in September 2007. Since that time, FSD has completed many of the required
projects to complete the CJ. FSD is in the process of negotiating an extension to the CJ with KDOW which includes
this project and a few other projects to complete the CJ. The PC3 project consolidates several pump stations
(Prevention Park PS, Heritage PS, Hospital PS, and Twilight Trail PS) into 1 larger pump station south of I-64 off of
Twilight Trail. This project also includes the connection point for Farmdale Sanitation District. The project is currently
seeking to obtain easements along the project corridor. Phase 1 was to install the casing pipe under the National
Guard Entrance while the entrance is renovated. The project is complete. To expend the $1.4 million dollars of Cleaner
Water grant funds allocated to the project prior'to its expiration date in December 2026, FSD bid out several casing
pipes to be installed in right of way as part Phase 2 portion of PC3.

The Engineer's estimate for the work is $2,018,115.00. The City publicly advertised the Prevention Park (PC3)
Phase 2A on June 3, 2026. Two bids were received and opened on June 3, 2026.
The two (2) bids received were as follows:

MAC Construction $ 2,539,000.00
Cleary Construction $ 2,937.625.00

FSD discussed with the Kentucky Infrastructure (KIA) regarding the bids were significantly higher than the estimated
and above the $1.4 million dollars of Cleaner Water Funds. KIA has agreed to allow FSD to reallocate the Cleaner
Water Funds to two planning and design projects. FSD concurs with the Engineer's recommendation to reject all bids
for Phase 2A — Prevention Park (PC3). No impact at this time. Staff recommends the Board of Commissioners to
reject all bids for Prevention Park — Phase 2A —Casing Pipes. FSD will reallocate Cleaner Water grant funds to two
planning and design projects to

recover expenses.

Attachments: Memo, Phase 2A Certified Bid Tab, Engineer's Estimate of Cost, Engineer's Bid Evaluation Letter
Suggested Disposition: Receive and File; Approve

5. Amendment No. 10 with Palmer Engineering Company for additional Flood Design Modification for the Fort
Boone Pump Station Project - Sewer

The purpose of this memo is to recommend Amendment No. 10 to the Professional Services Contract with Palmer
Engineering Company, Inc. (Palmer) for additional design services and for the Mayor to sign all related documents.
At the June 23, 2025 Commission Meeting, the contract amendment #9 was approved by the Board of Commissioners
and approved for $89,435.00. Palmer Engineering requests reimbursement for additional design services in the
amount of $12,530.00. In the course of project meetings, the Contractor asked additional questions regarding conduit
penetrations through the concrete slab, that prompted additional design effort. By including these design changes into
the upcoming Contractor's change order, it will be easier to obtain FEMA reimbursement for the project. This project
is in the Capitol Improvement Plans and will be budgeted for construction in the FY26-27 Budget. Staff recommends
that the Mayor and Board of Commissioner approve the Professional Services Amendment Number 10 with Palmer
Engineering Company. Once the Professional Services Agreement is approved and signed, the Sewer Department
will issue a Purchase Requisition in the amount of $12,530.00 for an amendment to the Professional Services
Agreement with Palmer.

Attachments: Memo, Amendment No.10; Amendment No. 10 Request from Palmer Engineering
Suggested Disposition: Receive and File; Approve

6. Police Department Vehicle Purchase Request — Police

This memorandum is to request authorization: for the purchase of (8) eight new vehicles for the Frankfort Police
Department and authorize the Mayor to sign all related documents. The acquisition of these vehicles is essential for
teplacing aging fleet units and ensuring operational readiness. The total expenditure for this purchase and upfitting is
$521,735.86, sourced through the state master agreement. The vendors for the vehicles are Gary Yeomans Ford
Frankfort and Frankfort Toyota. Upfitting for each vehicle will be completed by L&W Emergency Equipment.

3

The Police Department's current vehicle fleet includes several units that have surpassed their recommended service
life, resulting in increased maintenance costs and reduced reliability. Additionally, vehicles used for administrative and
specialized duties are aging and require replacement to maintain efficient and effective support for all departmental
functions. Replacing these vehicles is a necessary step to enhance our operational effectiveness and ensure the
safety of our officers and the community. | requested quotes for the required vehicles from vendors under the state
master agreement (Gary Yeomans Frankfort Ford, Paul Miller, Don Franklin, and Frankfort Toyota). Gary Yeomans
Frankfort Ford provided the lowest quote for Ford vehicles, and Frankfort Toyota is the only Toyota vendor on master
agreement.

This proposal details the purchase of five new vehicles and the necessary equipment to make them service-ready.
The costs are based on the quotes received from Gary Yeomans Frankfort Ford, Frankfort Toyota, and quotes from
vendors for specialized upfitting under the statewide master contract.

1. Six (6) 2026 Ford Police Interceptor Utility AWDs: These will be fully marked patrol vehicles to replace
high-mileage units currently in service.
° Vehicle: $45,454.68 per unit.
© L&W Upfitting: $17,436.08 per unit.
e Motorola: $8,400.00 per unit.
© Southern Communications: $1,584.07 per unit.
2. Two (2) 2026 Toyota Rav4 LE AWD: These vehicles will serve as an unmarked vehicle for use by our
detectives.
e Vehicle: $36,478 per unit
© L&W Upfitting: $4,181.37 per unit”
© Southern Communications: $1, 584.07 per unit

The total cost for the acquisition and upfitting of these eight vehicles is $521,735.86 and will be paid for with budgeted
capital funds. This expenditure is consistent with our long-term fleet management plan. Staff recommends the
approval of the purchase and upfitting of the (8) eight vehicles as detailed above. These acquisitions are critical to
our mission of providing reliable and effective police services to the City of Frankfort. After approval, Asst. Chief Tracy
will prepare for the purchase of six (6) 2026 Ford Police Interceptor Utility AWDs from Gary Yeomans Frankfort Ford,
and two Toyota Rav4 LEs from Frankfort Toyota. Radios will be purchased from Southern Communications. The in-
car video systems will be purchased from Motorola. The installation of radios, in-car video systems, and all other
emergency equipment will be done by L&W Emefgency Equipment.

Attachments: Memo, Quotes & Estimates
Suggested Disposition: Receive and File; Approve

Renewal of ESRI Contract for GIS Mapping Software —

This memorandum outlines the need for our contract renewal with ESRI for their mapping software and to request
authorization for the Mayor to sign all related documents. This software is heavily used by Dispatch 911, Fire, Police,
Sewer, Planning, Parks and Public Works. It is the software that allows for the City to add any item they see as
significant and for it to be kept and published through maps. All of our Public Safety personnel use it in their vehicles
as it provided street addresses, fire hydrant locations and much more. Each of the City’s work order systems use it
for reference of storm water pipes, sewer pipes, manhole covers, etc. This would be a three (3) year renewal as our
current contract is expiring. The City has used ESRI annually since well before 2015. The price has increased around
$5,000.00 per year to $42,200.00. The total cost of three (3) years will be $126,600.00 and has been budgeted.

Attachments: Memo, Contract
Suggested Disposition: Receive and File; Approve

8. Personnel Items

Personnel Action Employee Department |Date Position

Appointment Lindsey Whitworth PW/Transit 7/14/2026 | Administrative Aide

Appointment Jeremiah Foxx PW/Transit 7/7/2026 | Transit Driver NonCDL

Appointment Travis Hammond Sewer 7/14/2026 | Sewer Tech

Appointment Kimberly Peach Transit 7/28/2026 | Building Custodian

Appointment Cameron Hubbard _|Police 7/28/2026 | Police Officer

Appointment Kelly Young Sewer 7/28/2026 | Sewer Tech
Sewer Tech

Retirement Tim Puckett Sewer 7/31/2026 | Authorize Payout of Accrued Leave
Fire Captain

Retirement Casey Watts Fire & EMS 7/31/2026 | Authorize Payout of Accrued Leave

: Assistant Fire Chief

Retirement Josh Kyle Fire & EMS 7/31/2026 | Authorize Payout of Accrued Leave
PW Tech - Streets

Retirement Roger Gay PW/Streets 7/31/2026 | Authorize payout of accrued leave

Retirement Shelley Hearn Police 7/31/2026 | Community Policing Advocate

Attachments: None . ,
Suggested Disposition: Receive and File; Approve

BOARDS

1. Frankfort Electric & Water Plant Board — Reappointment of John Cubine, expiring 9-23-30.
Attachments: Letter from the Mayor, Appointee information
Suggested Disposition: Receive and File; Approve
2. Frankfort-Franklin County Planning Commission—Appointment of Patrick Carney (previously a board member of
Board of Zoning Adjustment), expiring 7-01-30
Attachments: Letter from the Mayor, Appointee information
Suggested Disposition: Receive and File; Approve
3. Board of Zoning Adjustment (BZA) — Reappointment of Barry K. Holder, expiring 7-01-30.

Attachments: Letter from the Mayor, Appointee information
Suggested Disposition: Receive and File; Approve

ACTION ITEMS
These are items where discussion is held by the Board of Commissioners. Items such as Ordinances, Orders and Resolutions
are discussed under this section of the agenda. Public comments are not allowed except as authorized by the Mayor.

1. First Reading

“AN ORDINANCE AMENDING THE CITY OF FRANKFORT’S CODE OF ORDINANCES — CHAPTER 150 -BY
AMENDING THE PERMIT AND INSPECTION FEES CONTAINED IN SUBSECTIONS 150.1 BUILDING CODES”.

Summary: This ordinance amends the City’s Building and Electrical Code fees, Chapter 150, Section 150.01, to delete
all outdated fees and exemptions thereto, and replace them with updated fees as set forth in the chart in Section
150.01.

Attachments: Memo, Ordinance, Application for Local Expanded Jurisdiction
Suggested Disposition: Receive and File; Approve Ordinance for Second Reading

2. Parks Surplus Order - 2005 Hyundai ©

The purpose of this memo is to seek Board of Commissioners approval for the Parks Department to surplus a 2005
Hyundai from department 85 and approval for the Mayor to sign any related documents. The Hyundai was a repeatedly
used vehicle for the city that ended up with the Capital City Museum for transporting artifacts, messenger needs etc.
It was sent to the garage mid 2025 with issues. The garage deemed the vehicle unrepairable and was not sent back
to the museum to be used. Staff recommends approval of the surplus of the equipment, remove from insurance and

inventory if applicable and for the Mayor to sign any related documents. Staff will make arrangements to surplus the
items through the City’s Finance Department.

Attachments: Memo, Photos, Order, Inspection Form
Suggested Disposition: Receive and File; Adopt Order

3. Parks Surplus Order — 2010 Prius

The purpose of this memo is to seek Board of Commissioners approval for the Parks Department to surplus a 2010
Prius listed equipment from department 80 and approval for the Mayor to sign any related documents. The Prius was
previously with another city department before being passed down to parks for use as the messenger vehicle in the
mornings and the security vehicle in the evenings. It was sent to the garage multiple times, but due to the age and
usage the vehicle is not worth the repeated repair cost. This vehicle is very unreliable and causes problems for daily
work flow. Staff recommends the approval of the surplus of the equipment, remove from insurance and inventory if

applicable and for the Mayor to sign any related documents. Staff will make arrangements to surplus the items through
the City’s Finance Department.

Attachments: Memo, Photos, Order, Inspection Form
Suggested Disposition: Receive and File; Adopt Order

4. “A Resolution Approving a Request to the Kentucky Alcoholic Beverage Control Board for an Increase in
Quota Licenses within the City of Frankfort”.

Attachments: Resolution
Suggested Disposition: Receive and File; Adopt Resolution

5. Meeting and Event Center Project City #22425004-10 Technical Support Consultant - OHM Advisors/City/OHM
Advisors Agreement Amendment 1 & Resolution

On January 15, 2025, the City advertised a Request for Qualifications (RFQ) to procure a technical support consultant
for the subject project. The City received two responses to the advertisement. The City’s selection committee met
on February 19, 2025, to select the consultant that was determined to have the best qualifications. The committee
selected OHM Advisors of Frankfort, KY. After design-related (Phase 1) scoping and negotiation meetings with OHM
Advisors in early 2025, the Board of Comimissioners approved a City/OHM Advisors professional services agreement
on April 28, 2025.

In preparation for project construction (Phase 2), which is anticipated to begin this fall, the City has scoped and
negotiated construction-related services with OHM Advisors. Staff requests that the Board of Commissioners approve
the Phase 2 - Agreement Amendment 1 ($121,539.51) at the July 27th meeting. This cost will be paid for with the
legislatively appropriated funding for the Meeting and Event Center. Upon the Board of Commissioners approval and
the Mayor signing the agreement, we will issue a Notice to Proceed.

Attachments: Memo, Amendment No. 1, Resolution
Suggested Disposition: Receive and File; Adopt Resolution

6. Resolution and KIA Conditional Commitment Letter for accepting $998,894.00 Cleaner Water Grant for
Lower PC3 with the Kentucky Infrastructure Authority

This memo recommends approving the Conditional Commitment Letter accepting the $998,894.00 Cleaner Water
Funds Grant. This will allow the Kentucky Infrastructure Authority to prepare a grant assistance agreement for the
City of Frankfort to fund planning and design expenses for the Lower Prevention Park project (Lower PC3) and that
the Mayor sign all related documents. The Frankfort Sewer Department (FSD) entered a Consent Judgement (CJ)
with the Kentucky Division of Water (KDOW) in September 2007. Since that time, FSD has completed many of the
required projects to complete the CJ. FSD is in the process of negotiating an extension to the CJ with KDOW which
includes this project and a few other projects to complete the Cu.

The PC3 project consolidates several pump stations (Prevention Park PS, Heritage PS, Hospital PS, and Twilight
Trail PS) into 1 larger pump station south of I-64 off of Twilight Trail. This project also includes the connection point
for Farmdale Sanitation District. The project is currently seeking to obtain easements along the project corridor. Phase
1 was to install the casing pipe under the National Guard Entrance while the entrance is renovated. The project is
complete. To expend the $1.4 million dollars of Cleaner Water grant funds allocated to the project prior to its expiration
date in December 2026, FSD bid out several casing pipes to be installed in right of way as part Phase 2 portion of
PC3. The project exceeded the engineer's estimate and was recommended for the Board of Commissioners to reject
all bids.

FSD discussed with the Kentucky Infrastructure (KIA) regarding the bids were significantly higher than the estimated
and above the $1.4 million dollars of Cleaner Water Funds. KIA has agreed to allow FSD to reallocate the Cleaner
Water Funds to two planning and design projects. Approval of this conditional commitment letter will allow KIA to
begin to prepare the assistance agreement for the Commission's consideration within the next 60 days. This is a
$998,894.00 reimbursement previously incurred planning and design expenses. Staff recommends that the Mayor
and City Commission approve the Resolution to allow the Kentucky Infrastructure to proceed with the grant process
to provide the Frankfort Sewer Department $998,894.00 of Cleaner Water Funds. Once the resolution is approved,
the Sewer Department submits it to the Kentucky Infrastructure Authority to prepare an assistance agreement.

Attachments: Memo, Resolution, Conditional Commitment Letter
Suggested Disposition: Receive and File; Adopt Resolution

7. Resolution and KIA Conditional Commitment Letter accepting $419,723.00 Cleaner Water Grant for Signal
Ridge Gravity Sewer Tunnel and Replacement with the Kentucky Infrastructure Authority

This memo recommends approving the Conditional Commitment Letter accepting the $419,723.00 Cleaner Water
Funds Grant. This will allow the Kentucky Infrastructure Authority to prepare a grant assistance agreement for the
City of Frankfort to fund planning and design expenses for the Signal Ridge Gravity Sewer Tunnel and Replacement
project and that the Mayor sign all related documents. The Frankfort Sewer Department (FSD) entered a Consent
Judgement (CJ) with the Kentucky Division of Water (KDOW) in September 2007. Since that time, FSD has
completed many of the required projects to complete the CJ. FSD is in the process of negotiating an extension to the
CJ with KDOW which includes this project and a few other projects to complete the CJ.

The PC3 project consolidates several pump stations (Prevention Park PS, Heritage PS, Hospital PS, and Twilight
Trail PS) into 1 larger pump station south of I-64 off of Twilight Trail. This project also includes the connection point
for Farmdale Sanitation District. The project is currently seeking to obtain easements along the project corridor. Phase
1 was to install the casing pipe under the National Guard Entrance while the entrance is renovated. The project is
complete. To expend the $1.4 million dollars of Cleaner Water grant funds allocated to the project prior to its expiration
date in December 2026, FSD bid out several casing pipes to be installed in right of way as part Phase 2 portion of
PC3. The project exceeded the engineer's estimate and was recommended for the Commission to reject all bids.

FSD discussed with the Kentucky Infrastructure (KIA) regarding the bids were significantly higher than the estimated
and above the $1.4 million dollars of Cleaner Water grant funds. KIA has agreed to allow FSD to reallocate the
Cleaner Water Funds to two planning and design projects. Approval of this conditional commitment letter will allow
KIA to begin to prepare the assistance agreement for the Commission’s consideration within the next 60 days. This
is a $419,723.00 reimbursement previously incurred planning and design expenses. Staff recommends that the Mayor
and Board of Commissioners approve the Resolution to allow the Kentucky Infrastructure to proceed with the grant
process to provide the Frankfort Sewer Department $419,723.00 of Cleaner Water Funds. Once the resolution is
approved, the Sewer Department submits it to the Kentucky Infrastructure Authority to prepare an assistance
agreement.

Attachments: Memo, Resolution, Conditional Commitment Letter
Suggested Disposition: Receive and File; Adopt Resolution
UNFINISHED BUSINESS {items tabled from a previous meeting}
NEW BUSINESS {Items for consideration at a future meeting for board action}

BOARD COMMENTS {i.e. Requests for updates or information on City related business}

EXECUTIVE SESSION
EXECUTIVE SESSION PER KRS. 61.810(1)(b), PROPERTY, “DISCUSSION OF THE SALE OF REAL PROPERTY

RELATED TO ECONOMIC DEVELOPMENT WHEN PUBLICITY WOULD BE LIKELY TO AFFECT THE VALUE OF THE
PROPERTY”. ACTION MAY BE TAKEN IN OPEN SESSION.

ADJOURNMENT