September 13, 2016
Mayor Mary Schneider called the meeting to order.
C.A.O. Leidgen conducted the roll call.  A quorum of the Commission was present. Commissioner Hubbuch joined the meeting at 4:35 p.m.
Present: Mary Schneider, Mayor
Earl Hubbuch, Commissioner
Ben Jackson, Commissioner
Rusty Wells, Commissioner
Lois Wagner, Commissioner
Present: John Singler, City Attorney
The Pledge of Allegiance was led by Mayor Schneider.
No guests were present.
Commissioner Jackson made the motion to approve the minutes of the regular meeting of August 23, 2016.  Commissioner Wells seconded the motion; motion carried unanimously.
Municipal Order 16-18 relating to Check Register Approvals for June 2016 was placed on the table for discussion. Commissioner Jackson asked for a check clarification in the amount of $133.12.               C. A. O. Leidgen explained that it was a refund on a tenant’s security deposit.  With that explanation, Commissioner Wagner made a motion to approve MO 16-18.  Her motion was seconded by Commissioner Wells; motion carried unanimously.
ATTORNEY’S REPORT – Attorney Singler
City Attorney Singler reported that he, Mayor Schneider, Commissioner Wells and C. A. O. Leidgen attended a meeting with regard to Jefferson Development Group. He distributed an outline of a proposed agreement between the City of Hurstbourne and the Jefferson Development Group for Williamsburg Plaza Drive improvements.  After discussion, Commissioner Wagner made a motion to decline the proposal.  Her motion was seconded by Commissioner Hubbuch; the motion carried 4-0-1 with Commissioner Wells abstaining from the vote.
Commissioner Hubbuch asked City Attorney Singler if the Vinings apartments were financed as a HUD project. Mr. Singler responded that he didn’t think it was, but HUD does offer programs that are not Section 8 housing.  He again clarified that Vinings is not Section 8.
In addition, City Attorney Singler introduced a proposed Ordinance —AN ORDINANCE RELATING TO REGULATION OF ANY CUTS, OR CONNECTIONS, TO THE CITY OF HURSTBOURNE RIGHT OF WAY AND CREATING AN ENCROACHMENT PERMIT PROCESS.  He further explained that this ordinance was for discussion purposes only which would allow the Commissioners additional time to study it.  First reading will occur at a later date.
TREASURER’S REPORT – Treasurer Bennett
No report.
CITY ENGINEER – Engineer Crumpton
No report.
Mr. Leidgen distributed his C. A. O. Management Report.
He congratulated the Commissioners for being under budget in each their departments.  In addition, he stated that the auditors have begun their audit with a preliminary visit.
C.A.O. Leidgen reported that the bid opening for street paving is scheduled for Friday, September 23, 2016.
Mr. Leidgen presented a plan, endorsed by Commissioner Hubbuch, which would place security cameras at City Hall Building. This would be an added protection for City employees. Various camera locations were suggested by the Commissioners. Mr. Leidgen stated he will have a more detailed estimate for this project by the next meeting.
In addition, C.A.O. Leidgen thanked the Commissioners for their assistance while he was on vacation. Commissioner Jackson asked if there were any legal ramifications for an independent contractor to be overseeing City Hall while the staff is absent. Mr. Leidgen stated that the independent contractor agreement has language in their contract that calls for “other duties as assigned”.  Mr. Singler added that there is no void in any insurance coverage on this matter.
Mr. Leidgen stated that the property tax bills will be delivered by mid-October after the tax rate is determined by an ordinance.  The tax rate ordinance will require two readings plus a Public Hearing.  The discount date will be November 30th while the face amount deadline will be set at December 31st.
Mayor Schneider reported that Metro Councilmember Marilyn Parker will hold a Town Hall meeting Wednesday, September 14th on Shelby Campus at 6:30 p.m.  She plans to attend however; she will be late due to a Jefferson County League of Cities Board Meeting that is scheduled at the same time.
PUBLIC WORKS REPORT – Commissioner Wells 
Commissioner Wells reported that he, Mayor Schneider and City Engineer Chris Crumpton met with MSD and received definitive “hybrid” solutions for evaluation and consideration.  They will meet again on Monday, September 19th. Because MSD has no money, he asked that the Commissioners be thinking about how much the City of Hurstbourne is willing to commit annually for the next five years in order to place the City higher on the priority list. This topic will be discussed at the September 27th meeting.
Commissioner Wells added that during heavy rains, the citizens are still not keeping the storm water grates free of debris. He asked if anyone was aware of a whisk rake that he and others could keep in their cars to help facilitate the problem when needed.
The Linn Station entrance is looking good and a report will be given from City Engineer Crumpton at the next meeting. Also, the sidewalk shaving contract has been signed and authorized.  This topic will be discussed with Mr. Crumpton.
At the Lowe Elementary School, the “Leopard Loop Walk” is scheduled for Friday, September 23rd from 9:15 until 10:15 a.m. Commissioner Hubbuch agreed to have police officers in place at Nottingham and Arundel while Commissioner Wells plans to work the Wimbourne/Shaftsbury intersection.  The police officers will then come to the Wimbourne/Liverton intersection.
A street paving schedule was presented at the August 23rd meeting and the work will begin soon. Also, the tree removals have been identified and we are waiting on one more bid.
The picnic will be on September 25 at Lowe Elementary School from 5:00-8:00 p.m. If there is a rain out, a tent will be provided.  The Health Fair is scheduled from 4:30-6:30 p.m. The Wicker Frog Band will provide the entertainment.  A 5K walk is scheduled for 8:30 a.m. on October 29th.  This information should be announced on Reach Alert on October 27th for the citizens’ convenience.
PUBLIC SAFETY – Commissioner Hubbuch
Commissioner Hubbuch stated that he was pleased with the turnout of the police and fire department at the last meeting.  He and C. A. O. Leidgen will meet this week to arrange police protection for the Lowe Elementary picnic.  He congratulated Commissioner Jackson on the Hurstbourne Area Business Association gathering.
Commissioner Jackson reported that on October 11th, there will be a HABA “Lunch and Learn” event at “Z’s” at noon sponsored by USA Bank. In addition, there will be a “Meet and Greet” at City Hall on a November evening (date to be determined) with Mayor Mary Schneider, Metro Councilmember Marilyn Parker, State Representative Phil Moffett and State Senator Julie Raque Adams. In addition to above mentioned events there will be a “Lunch and Learn” in December.
Commissioner Jackson asked if the “Tree Program” could be re-introduced for the benefit of the citizens. This program, sponsored by the City, split the cost with the residents to purchase a tree to be placed in designated areas on their property. After much discussion about where to obtain the trees, Commissioner Wagner made a motion to allot a maximum of $8,000 to purchase trees; her motion was seconded by Commissioner Hubbuch. Motion carried unanimously. C. A. O. Leidgen stated that he will research the best time of the year to plant trees.
No report.
Mayor Schneider made the motion to adjourn at 6:28 p.m.  Her motion was seconded by Commissioner Wagner.  Motion carried unanimously.