7:00 p.m. Regular Business Meeting
CALL TO ORDER: Regular Business Meeting
Mayor Don Kirby called to order the Regular Business Meeting for the Union City Commission on Monday, May 11, 2009 at 7:00 p.m.
Present: Mayor Don Kirby, City Commissioners Bob Kelly, Todd Sayers, John Adams, and John Mefford. Also City Engineer Barry Burke, (FOPPE Technical Group), City Attorney Greg Voss and Warren Moore (City Administrator), Kathy Porter (City Clerk/Treasurer), Karen Franxman (Events Coordinator). There were fourteen (14) in attendance, ten (10) signed the attendance sheet.
MINUTES: (All Commissioners were provided a copy prior to tonight’s meeting)
Commissioner Kelly moved to accept the REGULAR BUSINESS MEETING MINUTES of Monday, April 13, 2009 and the motion was seconded by Commissioner Mefford. Motion carried.
TREASURER’S REPORT: Commissioner Sayers moved to accept the Treasurer’s Report as of April 30, 2009 as presented. Commissioner Adams seconded the motion. Motion carried
CORRESPONDENCE: Sean Knollman from the Union Village HOA spoke on the gas street lights. He asked for the city to help offset the cost of the maintenance of these lights. Currently paying $3,000.00 to Duke Energy, this includes cleaning three times per year. There are thirty-one (31) lights total. Mr. Moore stated he has a call into Duke to find out the cost per light. Once the amount is received from Duke a final decision will be made. Mr. Knollman also asked about the lights that are near the businesses’. The city does not know how that contract is written. Mayor Kirby stated that Mr. Moore would work with Duke to find out prices and details and will advise at the next city meeting. Resident Shirley Meihaus stated that she has damage to her driveway from the ice storm, and that Mr. Moore and Mr. Burke surveyed the area. She believes during the storm the plows pushed the excessive salt and sat on the driveway. Mr. Burke stated that he did survey the area and there is damage. Mrs. Meihaus stated she has a $1,000.00 homeowner’s deductible with her insurance and the concrete was just poured in August of 2008. Mr. Kirby stated there may be recourse with Spillman regarding shared costs, and that he would come by and take and look at the damage and asked Mr. Burke to follow up with Mrs. Meihaus to resolve this issue. George Allen inquired as to the status of restoration regarding sewers and trees to be planted. Mr. Burke stated that everything is going as planned. Attorney Voss asked Mr. Allen to get an estimate on the cost of the trees. Eric Arkenberg of 10063 Golden Pond Drive requested a traffic study on Ivy Pond, stating that traffic is going too fast. He asked if there was anything the city could do to help out. Mayor Kirby stated that the Sheriff’s Department could be contacted in addition to conducting a traffic study in that specific area. Mr. Mefford added that he knows this area well and it is extremely dangerous. Mayor Kirby asked that Mr. Kelly begin the process to have a stop sign installed at this problem area. The cul-de-sac is Lily Pad and Weeping Willow. Mr. Kelly will have signs installed, one will be a three way stop. Mr. Monty Hodges spoke to the commission in regards to this same issue and his concerns. Mayor Kirby stated that if new stop signage doesn’t improve the problem, the city will authorize the city engineer to perform a spot speed study for results and possible additional measures.
Mr. Kirby asked that special guests introduce themselves, Mr. Michael Nelson, from Troop 805 was in attendance working on his merit badge.
CITIZEN COMMENTS: There were no comments
CITY ADMINISTRATOR’S REPORT: Warren Moore – City Administrator
Mr. Moore stated that data was gathered by Danter Company showing Union Town Center and what it would support. The report shows that the city is very much underserved and can support more than we have. Sanitary Sewer complaints have been given to Mr. Burke. Construction has slowed considerably. Restoration on Russwill has fallen behind and some of those property owners have complained. Tap-in-fees are currently at $3,000.00 and property owners are having issues coming up with the funds. Stated that he and Mr. Voss are investigating ways to trump the benefited properties that will be charged; inquiring if the city can lend out the amount, 20 year loan at 3% from the state of Kentucky and to be billed back onto the city tax bill. The total cost would be $240,000.00. The Transfer of state right of ways from the north to the south of the city are complete, the deed was sent to Mr. Greg Voss which included Old US 42. Still checking
UNION CITY COMMISSION
MINUTES – MONDAY, MAY 11, 2009
PAGE 2
to see if we will get money from the disaster fund for the ice storm in February for the additional $57,000.00. Replaced down/dead trees on Relocated US 42. He will call the urban parks commission as some should be under warranty to be replaced. We now have offsite backup drives, signed with Intuit for $150.00 yearly to back up tax information. Checking into the generator tent request in case of power outages. FY2009/2010 budget will need to be looked at with Mayor Kirby as there are several large expenses in the future that need discussion.
CITY EVENTS COORDINATOR: Karen Franxman Converting the Old Firehouse into a community center is a priority. Trying to get e-mail addresses of all residents and get them to City Clerk Kathy Porter so that we can use this information for announcements with events in the city. Also looking into system whereby calling all residents with news since not all have computers. Community Clean-up scheduled this weekend, volunteers are needed to come help. Have meeting with Lu Ann Bauman from the Boone County Building Department to get change of use permit for the fire house. Use of sign in front of Old Firehouse for communication purposes. Proposing a contest to rename the building. Recreation Board of volunteers is requested to assemble. Requesting a budget for start-up costs and supplies for each event. The City will adopt a non-for-profit organization to support each month. This month we are collecting food and other items indicated on a wish list. A donation bin will be set up in the front of the city building. Spoke to David Whitehouse at Boone County Parks Department and would like to co-host a movie night with the city of Union one Friday evening in June. June 19th, 2009 will be date. There will be a cost of $350.00 which is half of the total. Mr. Mefford mentioned he would find out about the use of a portable gas grill that we could prepare hot dogs/hamburgers on for city events. Mr. Paul Gottbrath, Director of Be Concerned, Inc. spoke and handed out a newsletter for “Be Concerned, Inc.” Mr. Moore has updated the website to include this program in addition to a direct link to the organizations that we will be assisting on a monthly basis.
COMMISSIONER OF PUBLIC WORKS/UNION VISIONING COMMITTEE: Bob Kelly-Commissioner of Public Works. Boone County Sign Department has replaced about twenty (20) signs in Union. Regarding lawn care, we have an ordinance that comes into play this year. If you see a foreclosed home with tall grass, call the city so that we can take necessary steps to have it mowed. A&A Lawncare has done a nice job thus far, but Mr. Sayers had a complaint about an area in the city that needs to be mowed, off Mt. Zion Road. The documents that A&A bid on included all property as mapped and updated. Mr. Moore will follow up to be sure that he understands all areas to be mowed. Mr. Spillman has indicated he will move the salt this weekend out of the old firehouse to a barn site to the rear opposite the creek. Hempsteade Street Improvement bids will be reviewed at the June meeting.
PLANNING & ZONING: Jim Longano - Planning and Zoning Union Representative
Mr. Longano was not in attendance but submitted via e-mail the summary of May 6th, 2009 Planning Commission Meeting. There was nothing in the report that pertains to the city of Union.
CITY ENGINEER REPORT: Mr. Barry Burke with Foppe Technical Group presented the City Engineer’s Report. (All Commissioners were provided copies prior to the meeting) Sanitary Sewer Systems-G&T Excavation, Inc. had initiated restoration along west side of Russwill Drive. Whispering Trails’ restoration, a deepened swale and a widened rock channel for Vice and Forman is in process. Restoration along the east side of Russwill Drive is scheduled. Timing for the final restoration is weather dependent. The second request was submitted to Mayor Kirby for signature for KIA reimbursement money based on invoices we paid to G&T in the amount of $41,000.00. Contact with SD1 indicated the district staff could prepare a formal letter mailed to Phase C residents advising they have 90 days to connect to the completed operable system. The city could forward the check for the tap-in fees to SD1 to initiate the process. Gunpowder Greens Drainage and Street Project – Input from Churchill Drive resident, Wayne Partin, beehive replacement is on order to replace the flat top grate. The city is responsible for the Union Bluffs pond; SD1 may assume responsibility for all discharge control structures July 1st. Hempsteade Drive drainage debris has come up over the winter and Spillman will clean it up via a previous MOA. Hempsteade Drive Drainage and Street Improvement. The Project was advertised for bids on 4/23/09. Bid opening is 5/27/09. Street sweeping was completed by R.E.B.T. on 5/8/09. Public street curb deterioration fronting Franxman was completed by R.E.B.T. Construction Rudi’s bid was authorized for work at 10212 Lurawoods Drive (Stuckwisch). Residents Mr. and Mrs. Meihaus have submitted documents regarding damages due to winter salt application by the city’s contractor with a receipt of $1,900.00 for work
UNION CITY COMMISSION
MINUTES – MONDAY, MAY 11, 2009
PAGE 3
completed. The Meihaus’ have a $1,000.00 deductible on their homeowners insurance. The recommendation would be
that the residents apply a quality concrete liquid sealer to the sprawled areas. Mayor Kirby will look at the problem and discuss the issue with Mr. Burke regarding any city involvement.
OLD BUSINESS:
There was no old business to discuss.
NEW BUSINESS:
RESOLUTION NO. 2009-005 – RESOLUTION FOR THE CITY OF UNION, KENTUCKY TO ACCEPT THE BID FROM A&A LAWNCARE & LANDSCAPING, INC. FOR PROVIDING LANDSCAPE/GRASS MOWING SERVICES. Commissioner Adams made a motion to accept, Commissioner Kelly seconded. Motion carried.
RESOLUTION NO. 2009-006 – A RESOLUTION ACCEPTING THE APPOINTMENT OF ROBERT F. GREENE, AND THE RE-APPOINTMENT OF MARCUS CAREY, DANIEL CRIPE, DARRYL CUMMINS, MARY K. MALLOY, CAROLYN LAINHART, AND TOM QUIRK AS MEMBERS OF THE NORTHERN KENTUCKY REGIONAL ETHICS AUTHORITY ENFORCEMENT COMMITTEE FOR A TWO-YEAR TERM, EXPIRING ON JANUARY 31, 2011. Commissioner Mefford made a motion to accept. Commissioner Sayers seconded. Motion carried.
ORDINANCE NO. 2009-003 – AN ORDINANCE ESTABLISHING THE DAY AND TIME OF THE MONTHLY CITY COMMISSIONERS MEETING FOR THE CITY OF UNION, KENTUCKY. THAT THE CITY COMMISSIONERS FOR THE CITY OF UNION, KENTUCKY SHALL HENCEFORTH MEET ON THE 1ST MONDAY OF EACH CALENDAR MONTH AT 7:00 P.M. Commissioner Sayers made a motion to accept. Commissioner Mefford seconded. Motion carried.
Mr. Trout asked why the city is moving the meeting night, and Mayor Kirby explained the situation that Greg Voss, our long-time City Attorney, has been given the opportunity to also represent the City of Lakeside Park. There is no problem with this legally at all; many area attorneys represent more than a single city. The problem that arises is that Lakeside Park holds its city meetings concurrent with ours...the second Monday of the month.
Also, Attorney Voss mentioned that he will be absent (out of town on vacation) for the June city meeting.
ORDINANCE NO. 2009-004 – AN ORDINANCE FIXING THE DATE OF PAYMENT, DISCOUNT PAYMENT, DELINQUENCY AND INTEREST CHARGES; FIXING THE PURPOSE THEREFORE; AND SETTING FORTH THE PROCEDURE FOR COLLECTION TAXES. Commissioner Adams made a motion to accept, Commissioner Mefford seconded. Motion carried.
Attorney Voss explained that we must comply with state law, KRS92590. Therefore, the date that taxes will be due is now the first day of December of each calendar year.
ORDINANCE NO. 2009-005 – 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 Sayers made a motion to accept. Commissioner Adams seconded. Motion carried.
Mr. Sayers asked that his wife, Pamela K. Sayers, be recommended for the Union Board of Adjustments. Commissioner Mefford made a motion to accept. Commissioner Kelly seconded. Motion carried.
RESOLUTION NO. 2009-007 – A RESOLUTION APPOINTING PAMELA K. SAYERS TO THE CITY OF UNION BOARD OF ADJUSTMENTS. Commissioner Mefford made a motion to accept. Mr. Kelly seconded the motion. Motion carried.
UNION CITY COMMISSION
MINUTES – MONDAY, MAY 11, 2009
PAGE 4
ANNOUNCEMENTS:
The Mayor announced that the drop box has been installed and is now a secure location to accept tax payments or legal documents for the city of Union. The drop box can be accessed 24 hours a day.
Next City Commission Meeting: Monday, June 8, 2009 @ 7:00 p.m.
ADJOURNMENT:
No further business came before the Commission. Commissioner Mefford moved to adjourn the meeting at 8:50 p.m. Commissioner Sayers seconded the motion. Motion carried.
Signed this 8th day of June, 2009.
APPROVED: ATTEST:
________________________ _______________________________
Don Kirby, Mayor Kathy Porter, City Clerk/Treasurer