Board of Commissioners Meetings

679 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 A regular meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, October 27, 2015, at 5:30 p.m., prevailing time, in the third floor Assembly Room located in the Municipal Center Building at 222 First Street, Henderson, Kentucky. INVOCATION was given by Reverend Rich Stratton, Family Ministry, First Baptist Church, followed by Mayor Austin leading the assemblage in recitation of the Pledge of Allegiance to our American Flag. There were present Mayor Steve Austin presiding: PRESENT: Commissioner Jan Hite Commissioner X R. Royster, III Commissioner Robert M. (Robby) Mills Commissioner Jesse Johnston, IV ALSO PRESENT: Mr. Russell R. Sights, City Manager Mr. William L. Newman, Jr., Assistant City Manager Mr. Randall Redding, Acting City Attorney Mrs. Dawn Kelsey, City Attorney Ms. Carolyn Williams, City Clerk Reverend Rich Stratton, First Baptist Church Mr. Robert Gunter, Finance Director Mr. Marvin Hancock, Acting Fire Chief Ms. Connie Galloway, Human Resources Director Mr. Owen Reeves, Gas System Director Mr. Greg Nunn, Information Technology Director Ms. Brenda Wethington, Transit Supervisor Mr. Tom Williams, HWU General Manager Mr. Leason Neel, HWU Financial Officer Senator Dorsey Ridley Mrs. Glenn Ridley Ms. Margarete Ridley Mr. J. D. Chaney KLC Deputy Executive Director Ms. Grace Parks Mr. Tom Davis Mr. Ron Jenkins Mr. Nibby Priest Mr. Greg Gibson Mr. Kimber Heddens, Jr. Mr. Tom Tweddell Ms. Betty Smithhart Ms. Sharon Coffman Ms. Kay Mulligan Ms. Karla Beckgerd Ms. Maree Collins Mr. Mike Richardson, Police Reserve Officer Mr. Frank Boyett, The Gleaner __________________________ CONSENT AGENDA: MAYOR AUSTIN asked the City Clerk to read the items on the Consent Agenda: MINUTES: October 13, 2015, Regular Meeting 680 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 RESOLUTIONS: RESOLUTION NO. 109-15 AWARDING BID FOR CLEANING SERVICES FOR CITY’S MUNICIPAL CENTER BUILDING AND THE DEPOT TO E.P.I.C. SYSTEMS, INC. OF EVANSVILLE, INDIANA MOTION by Commissioner Royster, seconded by Commissioner Mills, to approve the items on the Consent Agenda. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: __________________________ ORDINANCE NO. 29-15: FIRST READING AN ORDINANCE AMENDING JOB CLASSIFICATION AND PAY PLAN BY CHANGING GRADE AND CLASSIFICATION OF HENDERSON WATER UTILITY (HWU) GIS MANAGER, BY RE-CLASSIFYING SECRETARY TO HWU SOC SECRETARY SENIOR AT SYSTEMS OPERATION CENTER (SOC) AND AMENDING HENDERSON WATER UTILITY (HWU) BUDGETED POSITIONS AND JOB CLASSIFICATIONS OF THE 2015-2016 HWU BUDGET BY DELETING A PART-TIME/SEASONAL SECRETARY POSITION AND ADDING A HWU (SOC) SECRETARY POSITION AT SYSTEMS OPERATION CENTER (SOC) MOTION by Commissioner Hite, seconded by Commissioner Mills, that the Ordinance be adopted. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the Ordinance adopted on its first reading and ordered that it be presented for a second reading at a meeting of the Board of Commissioners. __________________________ ORDINANCE NO. 30-15: FIRST READING ORDINANCE AMENDING CITY OF HENDERSON PERSONNEL SCHEDULE IN CITY MANAGER DIVISION OF THE 2015-2016 CITY BUDGET BY ADDING A FULL TIME PUBLIC INFORMATION SPECIALIST POSITION AND DELETING A PART-TIME PUBLIC INFORMATION SPECIALIST POSITION MOTION by Commissioner Royster, seconded by Commissioner Mills, that the Ordinance be adopted. MR. RUSSELL R. SIGHTS, CITY MANAGER, indicated that this is to make official what was discussed at the last Board of Commissioners meeting regarding changing the position from part-time to full-time. At this time, we will proceed with the job description and advertisement of the position. We anticipate that this will be a contract position.  681 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the Ordinance adopted on its first reading and ordered that it be presented for a second reading at a meeting of the Board of Commissioners. __________________________ RESOLUTION NO. 110-15 RESOLUTION ACCEPTING GRANT AND AUTHORIZING MAYOR TO EXECUTE DOCUMENTS AND ACT AS AUTHORIZED CORRESPONDENT FOR THE PROJECT TO BE USED TO OFF-SET THE COST OF UPGRADE TO THE COMPUTER AIDED DISPATCH (CAD) COMMUNICATIONS CENTER MOTION by Commissioner Hite, seconded by Commissioner Mills, to adopt the resolution accepting FY 2016 Delta Regional Authority (DRA) grant funds in the amount of $200,000.00 and authorizing the Mayor to execute documents and act as Authorized Correspondent for the Project. The grant funds will be used to off-set a portion of the cost of the upgrade to the Computer Aided Dispatch (CAD) system at the 911 Communications Center. MR. WILLIAM L. NEWMAN, JR., ASSISTANT CITY MANAGER, “extended a special thanks to Joanna Shake with Green River Area Development District (GRADD). She is a big supporter of Henderson and any time opportunities become available she makes us aware. As you know, this is the second grant we have received from the Delta Regional Authority (DRA). The first was a drainage project at the airport and now we have received this grant. One primary reason we were awarded the grant is, it is a regional approach to 911. Another reason was, as a part of the process we did hire one additional employee in support of the project. Those two things played a big part in receiving this grant.” The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor October 27, 2015 ATTEST: Carolyn Williams, City Clerk _____________________________ RESOLUTION NO. 111-15 RESOLUTION RELATING TO HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) SECURITY REGULATIONS APPOINTMENT OF HIPAA SECURITY OFFICER FOR THE CITY OF HENDERSON GROUP BENEFIT PLAN, THE CITY OF HENDERSON FLEXIBLE SPENDING PLAN’S HEALTH CARE SPENDING ACCOUNT AND THE CITY OF HENDERSON EMPLOYEE ASSISTANCE PROGRAM 682 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 MOTION by Commissioner Royster, seconded by Commissioner Mills, to adopt the resolution appointing the Information Technology Director as the HIPAA Security Regulations Security Officer for the City of Henderson Group Benefit Plan, the City of Henderson Flexible Spending Plan’s Health Care Spending Account and the City of Henderson Employee Assistance Program. MS. DAWN KELSEY, CITY ATTORNEY, explained that under HIPAA the City’s Group Health, Flexible Spending Health Care Spending Account and the EAP Program is required to have a security officer in charge of securing the information. This position is different from the Privacy Officer and is related to the electronic information side. Our new IT Director has agreed to assume this role for us. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor October 27, 2015 ATTEST: Carolyn Williams, City Clerk _____________________________ RESOLUTION NO. 112-15 RESOLUTION APPOINTING MAREE COLLINS AS INTERIM CITY CLERK AND KARLA BECKGERD AS ACTING CITY CLERK MOTION by Commissioner Hite, seconded by Commissioner Mills, to adopt the resolution appointing Maree Collins as Interim City Clerk and Karla Beckgerd as Acting City Clerk in the absence of the Interim City Clerk effective at the close of business on Friday, October 30, 2015 with the retirement of City Clerk Carolyn Williams. MR. RUSSELL R. SIGHTS, CITY MANAGER, stated that the resolution is self explanatory except with the impending retirement of the City Clerk this Friday, this action is needed or it would be necessary to appoint a City Clerk at each meeting. This defines that Maree Collins will be the Interim Clerk until a permanent appointment is made and then Karla Beckgerd will be the Acting City Clerk when Ms. Collins is not at a meeting. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded.  683 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 /s/ Steve Austin Steve Austin, Mayor October 27, 2015 ATTEST: Carolyn Williams, City Clerk _____________________________ RESOLUTION NO. 113-15 RESOLUTION ADOPTING AND APPROVING THE EXECUTION OF AN AGREEMENT BETWEEN THE CITY OF HENDERSON AND COMMUNITY ONE, INC. OF EVANSVILLE, INDIANA FOR HOUSING RESTORATION IN HENDERSON AND FOR SUPPORT IN THE CREATION OF THE AUDUBON KID ZONE MOTION by Commissioner Hite, seconded by Commissioner Mills, to adopt the resolution approving the execution of an Agreement between the City of Henderson and Community One, Inc. of Evansville, Indiana for housing restoration and weatherization of owner-occupied homes, to rehab vacant homes in Henderson and to support the creation of the Audubon Kid Zone in the Letcher Street Corridor. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: WHEREUPON Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor October 27, 2015 ATTEST: Carolyn Williams, City Clerk _____________________________ REPORTS: CITY MANAGER SIGHTS: indicated that he wanted to follow-up on what Assistant City Manager Buzzy Newman said earlier about Green River Area Development District and the fact that they do a great job of watching out for the cities in their district. He too wanted to express our appreciation to Jiten Shah and Joanna Shake for the work that they have done for us regarding the Delta Regional Authority. They have a great relationship with the DRA and have done a good job for us with them. Mr. Sights said that the second thing he wanted to bring up was to thank a number of employees throughout the various departments that participated in the shredding project. There are a large number of employees, and they know who they are, that helped with the project last week and this week, wrapping up tomorrow. Following the State Archive Schedule we have destroyed over 6 tons of records that were stored in the basement, some going back to 1989, and we think we may have another couple of tons to go. Our storage areas look much better and we have started the process of marking the stored items with future destruction dates. COMMISSIONER MILLS: thanked the Commissioners for their continued support for the Audubon Kid Zone project and reported that the fund raising efforts are moving forward. Things are going well and we will continue working through the winter and hopefully will have some things to show by spring time. Commissioner Mills also thanked management for allowing Buzzy and Dawn for their staff hours toward the project. 684 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 COMMISSIONER JOHNSTON: stated that it was a great opportunity to work with Carolyn even though it was such a short time. He wished her well in her retirement. COMMISSIONER HITE: stated “I am going to miss you so much, I am so happy for you as you step into this next chapter. I sincerely thank you for all of your years of service to this community. Your job is an extremely important one and I know that I am one of many that will miss you. Congratulations on your retirement.” COMMISSIONER ROYSTER: indicated that he too echoed what Commissioners Johnston and Hite mentioned that he would miss her very much and wished her all the best. CITY MANAGER SIGHTS: indicated that Carolyn has played a number of roles in the City ever since the day she walked in the front door. She leaves tracks that are going to be difficult for someone to fill in many areas. I just want to tell her thanks and that I appreciate it. MAYOR AUSTIN: ceremoniously removed Carolyn’s name plate from the dais and had each Commissioner pass it to the next before having it presented to her as a token and remembrance of her time with the City. EXECUTIVE SESSION: REAL ESTATE AND LITIGATION MOTION by Commissioner Royster, seconded by Commissioner Mills, that the Board go into Executive Session for the purpose of deliberation on the possible future sale of real estate pursuant to KRS 61.810(1)(b), located between Old Madisonville Road (KY 285) & Henderson Corporate Park, & Country View Subdivision between Canoe Creek & Rocks Road off South Green Street (US 41A/60); and pursuant to KRS 61.810(1)(b) for the possible purchase of property located in the area of Pennyrile Parkway, Fifth Street, Kimsey Lane, North Green Street, in that publicity would likely affect the value of the property to be sold or purchased, and pursuant to KRS 61.810(1)(c) for the discussion of proposed or pending litigation against or on behalf of the City. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: _____________________________ MEETING RECONVENE: MOTION by Commissioner Hite, seconded by Commissioner Royster, that the Board reconvene in regular meeting. The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: ______________________________ MEETING ADJOURN: MOTION by Commissioner Hite, seconded by Commissioner Mills, to adjourn the meeting.  685 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on October 27, 2015 The vote was called. On roll call, the vote stood: Commissioner Johnston ----------- Aye: Commissioner Hite ---------------- Aye: Commissioner Royster ----------- Aye: Commissioner Mills --------------- Aye: Mayor Austin --------------------- Aye: MAYOR AUSTIN declared the Meeting adjourned. _______________________ Steve Austin, Mayor ATTEST: November 10, 2015. ___________________________ Karla Beckgerd, Acting City Clerk