DECEMBER 11, 2018
CITY OF HURSTBOURNE
200 WHITTINGTON PARKWAY
Mayor Mary Masick called the meeting to order at 4:30 p.m.
C.A.O. Leidgen conducted the roll call. A quorum of the Commission was present.
Present: Mary Masick, Mayor
Earl Hubbuch, Commissioner
Ben Jackson, Commissioner
Lois Wagner, Commissioner
Present: John Singler, City Attorney
Chris Crumpton, City Engineer
Bill Bennett, City Treasurer
The Pledge of Allegiance was led by Mayor Mary Masick.
RECOGNITION OF GUESTS
Guests were present but did not speak.
APPROVAL OF MINUTES
Commissioner Hubbuch made the motion that the minutes of the November 27, 2018 regular meeting be approved; his motion was seconded by Commissioner Jackson. Motion carried unanimously.
Municipal Order 18-37 City Expenses for November, 2018—Commissioner Hubbuch made a motion to approve MO 18-37; his motion was seconded by Commissioner Jackson. Motion carried unanimously.
Commissioner Jackson reported that a certificate of deposit matured on November 20, 2018 at the Central Bank.
Mayor Masick reported that Mayor Ben Franklin of Druid Hills passed away on December 7, 2018. He was a great contributor to his city and the Jefferson County League of Cities. His memorial will be held on January 26, 2019. She reported that Commissioner Norb Hancock was recovering from surgery and is doing well.
PUBLIC SAFETY – Commissioner Hancock
PUBLIC WORKS—Commissioner Hubbuch
Commissioner Hubbuch reported that the City debris clean-up, which was caused by the recent wind storms, went very well. He stated that the City holiday decorations look good and Commissioner Jackson agreed.
GENERAL GOVERNMENT REPORT – Commissioner Jackson
Commissioner Jackson reported that C. A. O. Jim Leidgen is communicating with tenants regarding rental leases at City Hall which will soon expire. He reported that $47,000 is collected annually for rental space in City Hall.
CODE ENFORCEMENT/SANITATION REPORT – Commissioner Wagner
ATTORNEY’S REPORT – Attorney Singler
City Attorney Singler reported that the retaining wall adjacent to City Hall needs a one-year temporary easement agreement to allow contractors working to replace the wall and the documents presented by them look in order. Commissioner Hubbuch made a motion to approve the temporary easement agreement made for CBRE; his motion was seconded by Commissioner Jackson. Motion carried unanimously. In addition, he stated that two additional members are needed on the code enforcement board and an individual has been contacted to head the board as the hearing officer.
Mr. Singler then reported that he reviewed the procedure for performing the evaluation of the C. A. O. The applicable ordinance states the evaluation should be performed annually and not twice yearly. In addition, the timing of the evaluation is set for April. The Mayor conducts the evaluation. The General Government Commissioner is to be present in a meeting with the C. A. O. to go over the evaluation. There is no mention of the full Commission evaluating the C.A.O. or any other employee. The other Commissioners are not required by the ordinance to conduct employee evaluations; however, they may submit evaluations if they wish to do so and they would submit them to the Mayor. The Mayor would then determine how they are used. Commissioner Jackson replied that he is fine with this but encouraged all Commissioners to participate in the process. In developing an evaluation form, Mr. Singler and Mr. Leidgen used samples of other evaluation forms that are similar and have municipal-oriented language. Commissioner Jackson added that the Commission may want to consider changing the evaluation date from April for future Commissioners so they in turn will have time to become familiar with the C.A.O.
CITY ENGINEER—Chris Crumpton
City Engineer Crumpton reported that he is working with City Attorney John Singler on the City’s road closures. Mr. Singler added that an alphabetical letter was omitted from the original plat and some additional agency comments were required which caused a delay; however, the road closure papers were resubmitted today.
TREASURER’S REPORT – Treasurer Bennett
Mr. Bennett introduced Auditor Don Lawson of Stephens and Lawson CPAs. Mr. Lawson explained that the City audit went very smoothly with no non-compliances, the audit numbers were very good, and the staff was very helpful. There was an increase in property taxes, insurance premium taxes, franchise taxes and operating grants. The assets increased more than the liabilities and the only accruing liability is the employee’s pension plan, but the City is paying what is required. Commissioner Hubbuch asked Mr. Lawson to explain to the audience members the purpose of an annual audit. He replied that audits of Kentucky municipalities are required by the state to evidence the safe-keeping and protection of citizens’ assets. He added that the City of Hurstbourne is a good steward of the citizens’ money. Commissioner Jackson stated that on page 19 (note A) that the City has no vehicles and Mr. Lawson may want to make note of that for next year’s audit. After some discussion about depreciable assets, City Attorney Singler stated that the Commission should vote to accept receipt of the audit at the next meeting. The Commission and City Treasurer Bennett thanked Mr. Lawson for preparing the audit in such a timely and courteous manner.
ADMINISTRATOR’S REPORT – C.A.O. Jim Leidgen
Mr. Leidgen distributed a sample letter mailed to the residents that are directly impacted by Lowe Elementary on-street parking. The letter stated there will be a meeting on December 19, 2018 at City Hall at 4:00 p.m. with members of the City of Hurstbourne Commission and the administrative staff. He reported the City Hall roof replacement should begin shortly, and he encouraged reporting of pot holes to City Hall with the understanding that the repair temperatures must be above 45-50 degrees and surfaces must be dry.
At 5:38 p.m. Commissioner Hubbuch made the motion to adjourn. His motion was seconded by Commissioner Jackson; motion carried unanimously.
Mayor Mary Masick James E. Leidgen, City Clerk