REGULAR MEETING
April 28, 2015
4:30 PM
CITY OF HURSTBOURNE
304 WHITTINGTON Pkwy / SUITE 100
LOUISVILLE, KY
Mayor Mary Schneider called the meeting to order.
ROLL CALL
C.A.O. Leidgen conducted the roll call. A quorum of the Commission was present.
Present: Mary Schneider, Mayor
Earl Hubbuch, Commissioner
BenJackson, Commissioner
Lois Wagner, Commissioner
Rusty Wells, Commissioner
Others John Singler, City Attorney
Present: Chris Crumpton, City Engineer
Faye Tanner, Recording Secretary
PLEDGE
The Pledge of Allegiance was led by Mayor Schneider.
RECOGNITION OF GUESTS
Mr. Walter Pritchett, representing Hurstbourne Country Club, was in attendance to discuss a four-board fence which they had constructed along Seaton Springs Parkway without a permit from the City prior to construction. The fence is set further back from the road than the old fence, and it appears that most of the fence is located within the easement. Mr. Pritchett said Hurstbourne would continue to keep the grass cut along the fence. After discussion it was decided to add an additional requirement (#5) under the Conditions of Approval for this fence that states, “The Hurstbourne Country Club will maintain the grass and the fence in a high state of repair in perpetuity.” After discussion Commissioner Wells made the motion to approve the fence with this additional stipulation. His motion was seconded by Commissioner Jackson; motion carried.
APPROVAL OF MINUTES
Commissioner Wagner asked that the minutes be slightly amended. Commissioner Jackson made the motion to approve the minutes of the regular meeting of April 14, 2015 after that correction is made. His motion was seconded by Commissioner Wells; motion carried.
TREASURER’S REPORT – Treasurer Bennett
No Report.
BUSINESS ITEMS
Municipal Order 15-18 Relating to Check Register Approvals for March 2015. Commissioner Wagner made the motion to approve MO 15-18. Her motion was seconded by Commissioner Wells; motion approved.
ATTORNEY’S REPORT – Attorney Singler
Attorney Singler presented specifications for bidding the new sanitation contract to take effect on July 1. There were several additions and/or changes made to those specifications. Commissioner Wagner then made the motion to advertise for bid for that contract using those specifications. Her motion was seconded by Commissioner Jackson; motion carried.
Attorney Singler explained that the City’s 2014-15 Budget must be amended to show where the funds came from to purchase the new City Hall building and how those funds were expensed. He presented Ordinance No. 15-01, An Ordinance Amending Budget Ordinance 14-04. Commissioner Jackson made the motion to approve the first reading of Ordinance No. 15-01. His motion was seconded by Commissioner Wells; motion carried.
Ordinance No. 15-02, An Ordinance Adopting an Annual Budget for the City of Hurstbourne for the Fiscal Year July 1, 2015 to June 30, 2016 by Estimating Revenues and Resources and Appropriating Funds for the Operation of City Government, was placed on the table for discussion. Commissioner Jackson made the motion to approve first reading of Ordinance 15-02. His motion was seconded by Commissioner Wells; motion carried.
Municipal Order 15-19, A Municipal Order Approving a Certain Contract Proposal (Bramer Brothers – landscape gardener services); Municipal Order 15-20, A Municipal Order Approving a Certain Contract Proposal (Pro Turf – mowing services); Municipal Order 15-21, A Municipal Order Approving a Certain Contract Proposal (Bramer Brothers and Pro Turf – snow removal and salting services); Municipal Order 15-22, A Municipal Order Approving a Certain Contract Proposal (Greenscapes – irrigation system services) and Municipal Order 15-23, A Municipal Order Approving a Certain Contract Proposal (Vaughn’s – chemical services) were all placed on the table for discussion. Commissioner Wells made the motion to approve MO 15-19, MO 15-20, MO 15-21, MO 15-22, and MO 15-23. His motion was seconded by Commissioner Wagner; motion carried.
Municipal Order 15-24, A Municipal Order Relating to the Approval of a Detailed District Development Plan and Binding Elements on Property Located at 329 Whittington Parkway Known as City Barbeque; Being in the City of Hurstbourne, was placed on the table. There was discussion about the proposed landscaping and location of the smokers for this restaurant. Commissioner Wells made the motion to approve MO 15-24. His motion was seconded by Commissioner Wagner; motion carried.
Attorney Singler presented Municipal Order 15-25, A Municipal Order Adopting an Information Backup Policy. Commissioner Wells made the motion to approve MO 15-26. His motion was seconded by Commissioner Jackson; motion carried.
CITY ENGINEER’S REPORT – Engineer Crumpton
City Engineer Chris Crumpton presented a proposed pedestrian crossing and handicap ramps at the intersection of Marksfield and across Whittington Parkway toward Z’s Restaurant. There will be no expense to the City as it will be paid for the property owner. Commissioner Wagner made the motion to approve the construction of this sidewalk. Her motion was seconded by Commissioner Jackson; motion carried.
ADMINISTRATOR’S REPORT – C.A.O. Leidgen
C.A.O. Leidgen urged the Commission to continue to give him articles to be placed in the next Hurstbourne Herald.
C.A.O. Leidgen presented the latest Resident Call Log. He noted that there were again several complaints relating to trash collection.
The City has sent to the Mormon Church detailed drawings regarding the proposed sign and landscaping at Hurstbourne Lane and Linn Station Road. Mr. Leidgen is waiting to hear back from them.
There was discussion regarding vandalism which has occurred to the back-flow valves on the city’s irrigation system.
C.A.O. Leidgen reported that the Reach Alert had worked well in advising residents of the recent Junk Pickup Day. He asked Commissioners to contact as many residents as possible about enrolling in the Reach Alert Program in order to eventually get City alerts to all residents.
MAYOR’S REPORT – Mayor Schneider
No report.
PUBLIC WORKS REPORT – Commissioner Wells
Commissioner Wells reported that Phase I of the irrigation project has begun and Phase II will begin in the fall.
Commissioner Wells, Engineer Crumpton and C.A.O. Leidgen will meet soon to discuss the evaluation of the City streets for the next resurfacing project.
At a future meeting Commissioner Wells will report on options for lighting at the Oxmoor Woods/Lyndon Lane entrance.
At a suggestion from Commissioner Hubbuch, Engineer Crumpton will look at the possibility of making the ADA requirements for the entrances to the new City Hall building as part of the program the City shares with Louisville Metro.
Commissioner Wells asked that the Reach Alert program be used to advise residents of the upcoming city-wide yard sale.
PUBLIC SAFETY REPORT – Commissioner Hubbuch
Since a number of Commissioners will not be able to attend the next regularly scheduled meeting, Commissioner Hubbuch made the motion that the May 12, 2015 meeting of the Commission be cancelled. His motion was seconded by Commissioner Jackson; motion carried.
There was discussion regarding the dumpsters being used for the Tier Reit building. C.A.O. Leidgen will check into this.
GENERAL GOVERNMENT REPORT – Commissioner Jackson
To a question from Commissioner Jackson, Attorney Singler reported on the status of the homes on Denington and Nottingham that have been notified of insufficient landscaping. C.A.O. Leidgen will follow-up regarding a house on Oxmoor Woods Parkway that has been sold and the yard is unsightly.
The security deposits received from tenants in the new building must be deposited in a separate bank account. Signature cards were signed for that account.
Commissioner Jackson had researched leasing agents for the City to use for the second floor of the new building. His recommendation was to use DTZ Harry K. Moore and he presented a copy of their Commercial Listing Contract. After a few minor changes were made, Commissioner Jackson made the motion to authorize the Mayor to sign the contract with DTZ Harry K. Moore. His motion was seconded by Commissioner Wells; motion carried.
Commissioner Jackson referred to City Ordinance 11-11, a/k/a known as Chapter 37 of the Codified City Ordinances. Commissioner Jackson gave his recommendations for changes to that ordinance, which would include an annual evaluation of City employees. There also was discussion about sick leave, holidays, vacation days, retirement, and medical/dental insurance. After discussion by the Commission, Commissioner Jackson made the motion to include those changes in the Ordinance which will be given first reading at a future meeting. His motion was seconded by Commissioner Wells; motion carried.
CODE ENFORCEMENT/SANITATION REPORT – Commissioner Wagner
No report.
ADJOURNMENT
At 6:25 p.m. Commissioner Hubbuch made the motion to adjourn. His motion was seconded by Commissioner Wells; Motion carried.