September 8, 2015
CITY OF HURSTBOURNE
304 WHITTINGTON PARKWAY / SUITE 100
In Mayor Mary Schneider’s absence, 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
Rusty Wells, Commissioner
Lois Wagner, Commissioner
Others John Singler, City Attorney
Present: Chris Crumpton, City Engineer
Faye Tanner, Recording Secretary
The Pledge of Allegiance was led by Mayor.
RECOGNITION OF GUESTS
Mr. John Pohlman of 809 Colonel Anderson Parkway stated he does not like the speed humps on Lyndon Lane. He has to go over those humps four times each time he leaves the neighborhood and four more times when he returns. He said he has never felt that speeding is a major problem in Hurstbourne and the speed humps at South Lyndon are not in keeping with the rest of the City.
APPROVAL OF MINUTES
Commissioner Jackson asked for a correction to be made in the August 25, 2015 minutes of the regular meeting of the Commission. Commissioner Wagner made the motion that those minutes be approved as corrected; her motion was seconded by Commissioner Jackson. Motion carried.
TREASURER’S REPORT – Treasurer Bennett
In Treasurer Bennett’s absence, C.A.O. Leidgen stated that the changes in the budget are being made in the accounting system, and financial reports will be available for the next Commission meeting.
ATTORNEY’S REPORT – Attorney Singler
Attorney Singler reported that he is finalizing enforcement action on property on Leicester.
Attorney Singler will send a sample lease to Commissioner Wells for possible use at the new City Hall building.
There was discussion as to whether a defibrillator should be available for use in the new City Hall.
CITY ENGINEER’S REPORT – Engineer Crumpton
Engineer Chris Crumpton presented the bids that were opened on August 28, 2015 for the annual paving contract for fiscal year 2016. Those bids were: Hall Contracting $130,450.00, Louisville Paving $146,133.98, and MAC Construction $148,566.57. Mr. Crumpton reported that these bids came in at a higher cost than was budgeted since the price of asphalt has been going up because of the shortage of crushed stone. He recommended the contract be awarded to Hall Contracting; however, he also recommended that Marlboro Circle not be paved per this bid, which would reduce the total contract amount by $30,773.60. He also recommended that MAC Construction be allowed to implement a process called “pavement rejuvenation.” This process allows for oils in the product to penetrate and renew the properties of the existing asphalt and therefore extending the life of the asphalt for several years. The projected cost for this process is $1.50 per square yard for a total estimated cost of $5,865, plus any additional crack sealing that would be performed by Stoll Construction as part of the annual crack sealing work. Engineer Crumpton showed examples of areas where this process has been used. C.A.O. Leidgen also reported that he inspected street locations in two other cities that received the treatment and further stated that the streets appeared to held up very well over time. After discussion, Commissioner Wells made the motion to award the paving contract to Hall Contracting minus Marlboro Circle for a total contract of $99,676. His motion was seconded by Commissioner Jackson; motion carried. Commissioner Wells then made the motion to award a contract to MAC Contractors to use the “pavement rejuvenation” process on Marlboro Circle at a total cost not to exceed $8,000. His motion was seconded by Commissioner Jackson; motion carried.
Engineer Crumpton had been asked to look further into the process used by Precision Concrete Cutting of shaving areas on sidewalks versus replacing concrete panels. He presented examples of areas where this has been used and also of ADA sidewalk repairs along Colonel Anderson Parkway. He stated that while this process is much less expensive than replacing entire panels, concerns have been expressed because the lighter color of the newly shaved sections of concrete is in contrast with unaltered sections. The contrast will most likely exist for several months until aging due to weathering takes place. Mr. Crumpton recommended that Colonel Anderson Parkway be completed according to the current contract but that a side street or less traveled street is selected to be a test site for concrete shaving. After discussion, Commissioner Wagner made the motion for Precision Concrete Cutting to use a lesser traveled street to perform a sample sidewalk cuts and check for possible tripping hazards. Her motion was seconded by Commissioner Wells; motion carried.
Engineer Crumpton gave a progress report on certain work relating to the Hurstbourne Storm water Advisory Committee. He said that work had slowed down because they were working on multiple storm event Models created in different versions of software. There are two phases of the Models – the first determines the watershed volumes and the second determines hydraulic characteristics of that water through the cross-sections. He gave examples of the Cross-Sections of the Blairwood Apartments at Linn Station Road drainage ditch – assuming a 100-year storm event to determine the ability to modify the space needed to capture additional volume of water. The discussed site currently has the storage capacity to hold 137,600 cubic feet of water.
Engineer Crumpton further explained that, based on preliminary data, it could be possible to add an additional 100,000 cubic feet of water if that location was converted into a Basin.
Mr. Crumpton has sent information to MSD for their consultants to use in their long-term facilities plan.
In response to a question from Mayor Pro Tem Hubbuch regarding potential safety hazards at the intersection of Colonel Anderson and South Lyndon Lane, Engineer Crumpton said the bollards that were to be installed would able to withstand an impact of a vehicle. Those should be installed within the next few days.
ADMINISTRATOR’S REPORT – C.A.O. Leidgen
C.A.O. Leidgen reported the Hurstbourne Herald will be out by September 16.
Mr. Leidgen also discussed the on-going issues at Leicester Circle. He stated that he continues to receive various reports from residents regarding a number of issues and recent police runs at that property.
The office has received an application for a sign permit for the proposed City Barbeque location. There was also some discussion abut their proposed landscaping plan.
C.A.O. Leidgen said a Reach Alert had been issued to notify residents of the delay in trash pickup because of the holiday.
MAYOR’S REPORT – Mayor Schneider
PUBLIC WORKS REPORT – Commissioner Wells
Residents will receive a postcard as well as a Reach Alert about the upcoming picnic.
The next Stormwater Advisory Committee meeting will be planned for later this month.
Commissioner Wells reported he has received an estimate of $142,000 for the possible construction of an elevator in the new City Hall building. After discussion, it was decided that the City could not justify that expense at this time.
PUBLIC SAFETY REPORT – Commissioner Hubbuch
All of the fire hydrants in the City are being painted and this project should be completed by the end of the month.
GENERAL GOVERNMENT REPORT – Commissioner Jackson
CODE ENFORCEMENT/SANITATION REPORT – Commissioner Wagner
At 5:55 p.m. Commissioner Jackson made the motion to adjourn. His motion was seconded by Commissioner Wells; motion carried.