7:00 p.m. Regular Business Meeting
CALL TO ORDER: Regular Business Meeting
Mayor Pro Tem Bob Kelly called to order the Regular Business Meeting for the Union City Commission on Monday, January 12, 2009 at 7:00 P.M.
Present: Mayor Pro Tem Bob Kelly, City Commissioners Todd Sayers, John Adams, and John Mefford. Also, Barry J. Burke P.E. (Foppe Technical Group), and City Attorney Greg Voss. Warren Moore (City Administrator) and Kathy Porter (City Clerk/Treasurer). Mayor Don Kirby was not in attendance. Audience attendance sixteen (16) ten (10) signed the attendance sheet.
MINUTES: (All Commissioners were provided a copy prior to tonight’s meeting)
Commissioner Sayers moved to accept the REGULAR BUSINESS MEETING MINUTES of Monday, December 08, 2008 and the motion was seconded by Commissioner Adams. Motion carried.
CITY AUDIT REPORT:
Teresa Hudson, CPA, Inc., Financial Statements with Independent Auditor’s Report for year ended June 30, 2008.
Fiscal Year 2007/2008 Audit beginning on page 17 of the report, reported a beginning balance of $1,338,000.00. Ending year fund balance was $1,360,000.00. Items of revenue and expense both were within 5% of budget and matched very well. The variances were significant with grant revenues and timing due to the fact the dates were not specific as to when the city would receive those funds. Of the end of year balance, about $845,000.00 is general fund revenues, of which funds restricted for a particular purpose for example road aid, cemetery, and grant funds. Recommendations presented to Kathy Porter, City Clerk, were mainly administrative. A lock box would increase internal control, and something the city might want to consider. Page 18 and 19 contain my report of compliance and internal control structure. There were no significant findings. A motion was made to accept the city audit report given by Teresa Hudson, by Commissioner Mefford and was seconded by Commissioner Adams. Motion carried.
CORRESPONDENCE: Mr. Allen spoke about the final “grading” of the sewer project on Russwill Lane. He wanted to know how much the manholes could be raised, that with all the rain, it has sunk considerably. Mr. Burke informed him that at the final “walk through” in the spring, there will be areas that will need additional work and possible grading. He assured Mr. Allen that once the work is completed all areas will be taken care of.
CITY ADMINISTRATOR’S REPORT: Warren Moore – City Administrator
Month of December was quiet. We did get one speed bump down on Richmond Road. The budget was amended.
COMMISSIONER OF PUBLIC WORKS/UNION VISIONING COMMITTEE: Bob Kelly, City Commissioner
Pizzuti was in town last week to kick start the Town Center Plan. We met with and showed them the Union area. Mr. Kelly was impressed with the Pizzuti group, and their visions of our city plan and feel that this will be a great benefit to the city. Snow removal – Spillman has been out seven times, and doing a fine job. Street signs - About fifteen (15) signs need to replaced or repaired and were reported to the county. A complaint of a new speed hump on Richmond Road was called into the city building. Mr. Moore spoke with the resident. Burleigh Lane will be next on the list for speed bump.
PLANNING & ZONING: Discussion and appointment for a Union Representative to serve on the Boone County Planning Commission Board will be discussed later in the agenda.
CITY ENGINEER REPORT:
Mr. Barry Burke with Foppe Technical Group presented the City Engineer’s Report. (All Commissioners were provided copies of the detailed report dated January 9th, 2009 including a total of 31 issues, with six (6) summarized).
Sanitary System - Phase C is more than two-thirds completed and work has not started on Phase A or B as yet. The third invoice for G&T was processed and sent to the insurance company for payment. KIA also received the latest invoice for EFT grant reimbursement. In order to continue to receive grant money, we must notify the state of Kentucky on a UNION CITY COMMISSION
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quarterly basis. The draft documents prepared for the city require four signatures. Warren Moore will be responsible for these documents. Regarding tap-in fees, the costs to users has gone up considerably, and Mr. Burke has applied to the SD1 Board of Directors on January 20th for a reduction to honor the FY2006 rates when the project was first approved; a summary of the December 18th meeting with SD1 and Greg Voss is attached to the CE Report. The city has offered to help users pay the SD1 rate fee and be reimbursed via property taxes at the same 3% interest rate as the state loan. Greg Voss stated he will get a letter out by the end of the month to residents that will tap-in to sewers, letting them know the city will help with the financing of this project. Mr. Burke stated he is still finishing up the Hempsteade storm water enclosure drains and safety drains. The property owners adjacent to one (1) headwall outlet have not yet authorized a decorative fence for safety. In regards to the Hempsteade Drive Improvement Plans, still working on the bid documents and design plans as well. The two speed humps that were authorized should keep traffic slow and from accelerating. These are good examples of slowing down the traffic. Warren Moore asked if the black mat process on Indian Hill is supposed to show the joints so quickly. Barry Burke stated that the black mat process does not eliminate the reflective cracking at the joints. Even with a full resurfacing application rather than a thinner black mat process at a cost approaching another $100,000.00 the appearance of surface joints with the more innovative SAMI process will be reduced; but, will still re-appear in a few years. Drainage is the number one culprit of accelerated deterioration. Keeping the water out of all infrastructure repairs will extend the life cycle. It was recommended that costs for sealing joints be included within the next FY2009-2010 budget.
During the City Engineers Report, Mayor Pro Tem Bob Kelly recognized members of Boy Scout Troop – Wolf Den 4, Pack 32, from Florence United Methodist Church. The boys introduced themselves and thanked the Commission for their service. John Schickel, State Senator also introduced himself.
OLD BUSINESS:
Second reading of ORDINANCE NO. 2008-015 – AN ORDINANCE RELATING TO THE CREATION OF THE POSITION OF CITY EVENTS COORDINATOR FOR THE CITY OF UNION, KENTUCKY SPECIFYING POWERS AND DUTIES OF THE POSITION. Commissioner Sayers made a motion to accept, Commissioner Adams seconded. Motion carried.
NEW BUSINESS:
First reading of ORDINANCE NO. 2009-001 – AN ORDINANCE ADOPTING AN AMENDED ANNUAL BUDGET FOR THE FISCAL YEAR JULY 1, 2008 THROUGH JUNE 30, 2009 BY ESTIMATING REVENUES AND RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT FOR THE CITY OF UNION, KENTUCKY. Commissioner Adams made a motion to accept, Commissioner Mefford seconded. Motion carried.
First reading of ORDINANCE 2009-02 – AN ORDINANCE SETTING THE COMPENSATION FOR THE UNION, KENTUCKY CITY ADMINISTRATOR. Commissioner Mefford made a motion to accept, Commissioner Sayers seconded. Motion carried.
Attorney Voss presented new business regarding state statute requiring 4th class cities required to bill in July city taxes. PVA does not certify their assessment list at the end of July. We need to decide how to comply with statute, which states billing twice a year. Attorney Voss will continue to do research in order to comply and will advise the Commission.
State Senator John Schickel addressed the commission stating it was great to be in attendance. Said he is a resident of Union, and this is the first time the state has had a State Senator from Boone County. Stated he wants to be the voice of the people in Union when he is in Frankfort representing Kentucky. Mr. Schickel went on to give a brief description of his past successes and positions. It was stated that the first Monday of February is called “short session 30 day Legislative Day”. Senate bill 30 and 31 dealing with public safety and prison work safety are two bills the Senator is working on.
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Commissioner John Adams stated that the Boone County Conservation District is trying to get some grants and funding. Mr. Adams has invited them to come to next month’s meeting to address the commission.
Mr. Mefford has been in contact with Megan Sandfoss of the Northern Kentucky Area Development District regarding the “Safe Routes to School Grant”. The purpose of the grant is to obtain lighting on walkway from Lassing Green to Ryle campus. Mr. Mefford asked if there are any direct needs for safe routes to school from the general public in order to include everyone in the grant.
EXECUTIVE SESSION:
At this point Attorney Voss stated the commission would go into Executive Session pursuant to KRS 61.810(1)(d); KRS 61.810(1)(a); KRS 61.810(1)(b). Mayor Pro Tem Bob Kelly called for a motion to go into Executive Session the time
being 8:15 p.m. Motion was made by Commissioner Adams with a second by Commissioner Mefford. Motion carried.
Mayor Pro Tem Bob Kelly called for a motion to come back into regular session after the Executive Session the time being 8:49 p.m. Motion was made to reconvene the regular business meeting of the City of Union Commission by Commissioner Adams with a second by Commissioner Sayers. Motion carried.
RESOLUTION NO. 2009-001 - APPOINTING JIM LONGANO TO SERVE ON THE BOONE COUNTY PLANNING COMMISSION ON BEHALF OF THE CITIZENS OF THE CITY OF UNION, KENTUCKY. Passed and approved by four (4) members of the Union City Commission, Union Kentucky.
Mayor Pro Tem Bob Kelly read an e-mail dated January 12, regarding Christmas tree pick-up for recycling sent to the city from Kathy Sinclair stating her concerns about her billing of city taxes and asked if it included Christmas tree recycling services. Mr. Kelly stated that the county did pick up trees from their snow removal route, but Union is not in the county for snow removal. Mr. Kelly suggested taking Christmas trees to one of the drop-off sites offered to the citizens. She is concerned she is being double taxed. Mr. Kelly asked that City Attorney Voss research this issue and get an answer for this concerned resident. Mr. Voss will find out tax rates and we will post it on our website.
ANNOUNCEMENTS:
Next City Commission Meeting: Monday, February 9, 2009 @ 7: p.m.
ADJOURNMENT:
No further business came before the Commission. Commissioner Sayers moved to adjourn the meeting at 9:00 p.m. Commissioner Mefford seconded the motion. Motion carried.
Signed this 9th day of February, 2009.
APPROVED: ATTEST:
________________________ _______________________________
Mayor Pro Tem Bob Kelly Kathy Porter, City Clerk/Treasurer