September 22, 2015
4:30 PM
Mayor Pro-Tem Earl Hubbuch called the meeting to order.
C.A.O. Leidgen conducted the roll call.  A quorum of the Commission was present.
Present: Earl Hubbuch, Commissioner and Mayor Pro Tem
Ben Jackson, Commissioner
Rusty Wells, Commissioner
Lois Wagner, Commissioner
Others John Singler, City Attorney
Present: Bill Bennett, Treasurer
Chris Crumpton, City Engineer
    Faye Tanner, Recording Secretary
The Pledge of Allegiance was led by Mayor Pro Tem Hubbuch.
There were no guests in attendance who wished to speak to the Commission.
Commissioner Jackson mentioned a couple of corrections to be made to the September 8, 2015 minutes of the regular meeting of the Commission.  He then made the motion to approve those minutes as corrected; his motion was seconded by Commissioner Wells.  Motion carried.
TREASURER’S REPORT – Treasurer Bennett
Treasurer Bennett presented the Financial Statements for the month ended July 31, 2015 and also for the month ended August 31, 2015.  He said that approximately 80% of the ad valorem taxes have been collected.  Also, the audit for the end of the fiscal year will be initiated after some adjustments are made to some of the numbers.  Commissioner Jackson said he would like a column to be added to the Financial Statements which breaks down the annual budget by months so it is easier to compare the figures.  Treasurer Bennett agreed to start adding a column entitled “Budget to Date”.
Municipal Order 15-32 Relating to Check Register Approvals for July 2015.  Commissioner Jackson made the motion to approve MO 15-32; his motion was seconded by Commissioner Wells.  Motion carried.
Municipal Order 15-33 Relating to Check Register Approvals for August 2015.  Commissioner Wells made the motion to approve MO 15-33; his motion was seconded by Commissioner Jackson.  Motion carried.
ATTORNEY’S REPORT – Attorney Singler
Attorney Singler and C.A.O. Leidgen reported on the Leicester Court enforcement action.
CITY ENGINEER’S REPORT – Engineer Crumpton
City Engineer Chris Crumpton reported that the bollards have been installed at the intersection of Colonel Anderson Parkway and South Lyndon Lane.
The ADA Sidewalk Project has been moving forward on Colonel Anderson and at the new City Hall building.
This year’s road paving project should be completed in the next few days.
A final price has not yet been received for the “pavement rejuvenation” work to be done on Marlboro Circle.
Precision Concrete Cutting stated that instead of testing their process on one of Hurstbourne’s streets as a sample, they would prefer the Commission look at a street they will work on in St. Matthews.  Mr. Crumpton will let the Commission know which street they can look at after it has been completed.
Engineer Crumpton presented a summary of the Hurstbourne Stream Modeling.  The model has been updated to include the proposed Blairwood Basin area and to show reduced flows from contributing branches of Linn Station/Blairwood and Plainview/Williamsburg.  This included upsizing of pipes at Rugby Place, Seaton Springs Parkway, Dennington Dr. and South Lyndon Lane.  The upsizing of pipes would allow for an increased water surface up to two feet higher. The increased capacity should handle rains greater than a 100-year storm event category.  Other options discussed were possible diversion of flow instead of storage and partnering with others to modify larger basins.
Mr. Crumpton said the crosswalk has been marked on Whittington at Marksfield, but it doesn’t appear that drivers are noticing that it is there.  He suggested advance warning signs be installed to alert drivers.  Commissioner Hubbuch and C.A.O. Leidgen will look at that situation to determine what should be done.
C.A.O. Leidgen reported that the new City Hall building will be available after October 1, and painting and cleaning will be scheduled soon after the offices are vacated. The new awning will be installed within the next few days.  The small monument and flag pole will be moved within the next two to four weeks.  Mr. Leidgen is waiting to hear from Eagle Signs on a date for the larger monument.  A section of the  parking lot asphalt should be completed when the pavers are working in the City.  The target move-in date is between October 26-November 2.
C.A.O. Leidgen said he has received a request for a permit to allow carriage rides for an event in December.  Attorney Singler has an event permit form which the City can use, but the route must be determined, clean-up will be required, and there must be verification of insurance which will indemnify the City from damages.
There was discussion about the collection process for delinquent taxes.
MAYOR’S REPORT – Mayor Schneider
No report.
PUBLIC WORKS REPORT – Commissioner Wells
The Stormwater Advisory Committee meeting will be set up in the near future.
The City-wide picnic was a huge success.  Commissioner Wells said he wanted to publicly commend Mayor Schneider, C.A.O. Leidgen and resident Joe Magana as they were instrumental in the organizational meetings.  He also thanked Principal Austin Allain of Lowe Elementary School for all of his assistance.
Commissioner Wells said he has inspected all of the empty office suites at the new City Hall Building at 200 Whittington Parkway.  He has met with the leasing agents and restructured the leasing rates.
There was further discussion about whether a defibrillator should be available for use in the new City Hall building.  C.A.O. Leidgen will discuss this with the City’s insurance carrier and report back to Commissioner Wells.
PUBLIC SAFETY REPORT – Commissioner Hubbuch
Commissioner Hubbuch reported that all of the fire hydrants in the City have been painted and they look great.
Commissioner Jackson thanked Commissioner Wells for his efforts in planning the City picnic.  He said he received many compliments from those in attendance.
It was suggested that a courtesy letter be sent to the City’s landlord letting them know when the current offices will be vacated and thanking them for being a good landlord.  Mr. Leidgen will take care of this matter.
Commissioner Jackson said he thought it would be a good idea to have two job evaluations each year for employees instead of only one.
The sign on the office door at the new City Hall needs to indicate office hours of 8:30-5:00 each day.
There will be a meeting of the Hurstbourne Area Business Association at 6:30 p.m. on September 23 at the Hurstbourne Country Club.  Commissioners are welcome to attend.
No report.
At 5:55 p.m. Commissioner Wagner made the motion to adjourn.  Her motion was seconded by Commissioner Jackson; motion carried.