Board of Commissioners Meetings

73 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 A regular meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, May 10, 2016, 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 Matt McCraw, Outreach Mission, First Baptist Church, followed by recitation of the Pledge of Allegiance to our American Flag. There were present Mayor Steve Austin presiding: PRESENT: Commissioner Jan Hite Commissioner Robert M. (Robby) Mills Commissioner Jesse Johnston, IV ABSENT: Commissioner X R. Royster, III ALSO PRESENT: Mr. Russell R. Sights, City Manager Mrs. Dawn Kelsey, City Attorney Ms. Maree Collins, City Clerk Mr. William L. Newman, Jr. Assistant City Manager Mr. Trace Stevens, Parks & Recreation Director Mr. Scott Foreman, Fire Chief Mrs. Donna Stinnett, Public Information Officer Mr. Tom Williams, Henderson Water Utility General Manager Mr. Michael Austin, HART Bus Operator Mrs. Beth Austin, Parks & Recreation Department Ms. Elizabeth Austin Braxton Austin Mr. Michael Polley, Fire Lieutenant Mrs. Erica Polley Ms. Mylie Polley Mr. Jax Polley Mr. Chad Moore, Assistant Fire Chief Mr. Zachery Polley, Fire Lieutenant Mr. Josh Dixon, Fire Lieutenant Mr. Imran Anan, Firefighter Mr. Christopher Connell, Firefighter Mrs. Donna Veazey, Henderson Fire Department Ms. Tammy Willett, Community Development Specialist Mr. Greg Nunn, Information Technology Director Mr. Robert Gunter, Finance Director Mr. Tom Davis Mrs. Theresa Johnston Alexander Johnston Mr. Mike Richardson, Police Reserve Officer Ms. Laura Acchiardo, the Gleaner ________________________ PROCLAMATION: “Motorcycle Safety Awareness Month” MAYOR AUSTIN proclaimed the month of May to be “Motorcycle Safety Awareness Month” in the City of Henderson and urged all motorists to recognize the need for awareness on the part of all drivers, especially with regard to sharing the road with motorcycles, and to honor the many contributions motorcyclists make to the communities in which they live and ride. ________________________ 74 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 PRESENTATIONS: 20-YEAR SERVICE AWARD MAYOR AUSTIN expressed his appreciation to Fire Lieutenant Michael Polley, for his twenty years of service and dedication to the City. ________________________ PRESENTATIONS: 20-YEAR SERVICE AWARD MAYOR AUSTIN expressed his appreciation to Mr. Michael Austin, HART Bus Operator, for his twenty years of service and loyalty to the City. ________________________ APPROVAL OF CONSENT AGENDA: MAYOR AUSTIN asked the City Clerk to read the items on the Consent Agenda. Minutes: April 19, 2016, Work Session April 26, 2016, Regular Meeting Resolution: Resolution Authorizing the Submission of the 2016-2017 CDBG Action Plan to the United States Department of Housing and Urban Development Motion by Commissioner Jan Hite, seconded by Commissioner Robert M. Mills, to approve the items on the Consent Agenda. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- Aye: Mayor Austin --------------- Aye: WHEREUPON, Mayor Austin declared the consent items approved. /s/ Steve Austin Steve Austin, Mayor ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 17-16: SECOND READ ORDINANCE 17-16: ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS AN ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS FOR PROPERTY LOCATED AT RIVER EDGE SUBDIVISION, SECTION 1 MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jesse Johnston, that the ordinance be adopted. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- Aye: Mayor Austin --------------- Aye:  75 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ RESOLUTION NO. 17-16: RESOLUTION ACCEPTING FIRST AMENDMENT TO THE SYSTEM PURCHASE AGREEMENT WITH ALERT TRACKING SYSTEMS, INC. (d/b/a ALERT PUBLIC SAFETY SOLUTIONS), AND AUTHORIZING MAYOR TO EXECUTE AGREEMENT AND OTHER FURTHER AMENDMENTS IF THE AMENDMENTS DO NOT CHANGE THE SCOPE OR THE PRICE MOTION by Commissioner Jan Hite, seconded by Commissioner Robert M. Mills, to adopt the resolution accepting the First Amendment to the System Purchase Agreement with Alert Tracking Systems, Inc. (d/b/a Alert Public Safety Solutions), and authorizing the Mayor to execute the Agreement and other further amendments if the amendments do not change the scope or the price of the contract. MR. BUZZY NEWMAN, Assistant City Manager indicated that this was a housekeeping measure to further clarify responsibilities of the various items of the original contract. MRS. DAWN KELSEY, City Attorney explained that Alert staff came to meet with our staff and determined that there were other options available that would work better for our program than were offered originally. These were not missed items, only clarifications. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- 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 ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ RESOLUTION NO. 18-16: RESOLUTION AUTHORIZING MAYOR TO EXECUTE MEMORANDUM OF AGREEMENT WITH THE KENTUCKY DEPARTMENT OF LOCAL GOVERNMENT (DLG) FOR CENTRAL PARK AND NEWMAN PARK PLAYGROUNDS PROJECT MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jan Hite, to adopt the resolution authorizing the Mayor to execute a Memorandum of Agreement with the Kentucky Department of Local Government (DLG) for the Central Park and Newman Park Playground Projects. MR. RUSSELL R. SIGHTS, City Manager, indicated that this was the grant that we have been waiting on for some time. This is an amended grant award as it was first awarded for the East End Park and the scope of work was later amended for the handicap playground equipment project. He then asked Mr. Newman to explain further. 76 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 MR. BUZZY NEWMAN, Assistant City Manager explained that approximately a year and one-half ago a group of women that were a part of a project through Henderson Leadership Initiative came up with the idea to install handicap accessible playground equipment in our public parks. In conjunction with that group Riverview School staff as well as student family members worked together to design the project. That information was submitted to this Board and then to Land and Water and finally we have received the Agreement for the project. As you are aware, it was originally an $80,000.00 grant with a 50% match. The City elected to fund $50,000.00 of the $100,000.00 project. The other $10,000.00 has been raised by the group of ladies from the Henderson Leadership Initiative. With the execution of this Agreement the project will move forward and should take a minimum of three months to go through the bidding process, award the contract and installation of the equipment. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- 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 ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ MAYOR AUSTIN requested that Mr. Newman give a brief update on the East End Park. Mr. Newman explained that construction started on the restroom facility approximately three weeks ago. The Division of Housing, Building and Construction Plumbing Division notified us that it determined that a single unisex restroom was not sufficient and that we would need to install two restrooms. At this time we have modified the design of the building to accommodate both restrooms as well as the mechanical room for the splash pad equipment. As of today, the masonry work has been completed on the restroom facility, the roof structure will be going on pending weather conditions and the splash pad contractor should be here next week to begin construction on the splash pad. The mechanical room had to be ready before the splash pad could be installed. We are hoping to have everything including the state inspection completed before Memorial Day; however, the opening date will depend upon the state inspector’s schedule. ________________________ MUNICIPAL ORDER NO. 21-16: MUNICIPAL ORDER AWARDING BID FOR PURCHASE OF COMPUTER STORAGE AREA NETWORK (SAN), HARDWARE, VM SOFTWARE AND VEEAM BACKUP SOFTWARE FOR THE IT DEPARTMENT TO PINNACLE COMPUTER SERVICES, INC. OF EVANSVILLE, INDIANA MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jesse Johnston, to adopt the municipal order awarding the bid for the purchase of computer storage area a (SAN), hardware, VM software and VEEAM backup software for the IT Department to Pinnacle Computer Services, Inc. of Evansville Indiana. MR. RUSSELL SIGHTS, City Manager, explained that during the mid-year budget review the appropriation ordinance was amended to include this hardware upgrade along with the software conversion with New World. This is one of the components for that project. MR. GREG NUNN, Information Technology Director, indicated that this is basically the building blocks for going forward for not only the New World financial software but for our  77 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 entire server infrastructure. This will allow us the freedom to grow as our storage needs increase. MAYOR AUSTIN, asked Mr. Nunn to explain about the low bid that was determined not to have met the minimum bid specifications. Mr. Nunn indicated that the bid did not include the specified fail-over requirements with iSCSI as a backup; did not meet the storage requirement of 36.8 terabytes; and was not a SAS Clustered SAN, their system is compatible but not equivalent. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- Aye: Mayor Austin --------------- Aye: WHEREUPON, Mayor Austin declared the municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ MUNICIPAL ORDER NO. 22-16: MUNICIPAL ORDER ACCEPTING THE ASSIGNMENT OF THE CONTRACT BETWEEN HENDERSON RECYCLING ALLIANCE AND ADVANCED DISPOSAL SERVICES SOLID WASTE MIDWEST, LLC FOR COLLECTION AND MANAGEMENT OF RESIDENTIAL RECYCLABLES DATED JULY 12, 2013 CONTINGENT UPON THE APPROVAL OF TRI-COUNTY RECYCLING ALLIANCE TO ALLOW RECYCLABLES TO BE TAKEN TO AN ALTERNATIVE LOCATION, AND AUTHORIZING MAYOR TO EXECUTE THE ASSIGNMENT OF THE CONTRACT ON THE CITY’S BEHALF MAYOR AUSTIN, indicated there was a Henderson Recycling Alliance meeting conducted earlier this afternoon and that Board recommended that this Assignment be approved as submitted. MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jesse Johnston, to accept the assignment of the contract between Henderson Recycling Alliance and Advanced Disposal Services Solid Waste Midwest, LLC for collection and management of residential recyclables dated July 12, 2013 contingent upon the approval of Tri-County Recycling Alliance to allow recyclables to be taken to an alternative location, and authorizing the Mayor authority to execute the Assignment of the Contract on the City’s behalf. MRS. DAWN KELSEY, City Attorney reported that Henderson Recycling entered into an Agreement with Advanced Disposal in 2013 and is currently in an additional one-year renewal that expires on September 30, 2016. This Assignment will assign all of the rights and duties under the Contract between Henderson Recycling and Advanced to the City of Henderson. There are some changes to the Agreement which include where the recyclables will be taken. Currently recyclables are taken to the Henderson County Recycling Center; but because the recycling center sorting portion is being idled we can no longer take our curbside recycling there. This agreement will allow us to take curbside recyclables to Tri-State Recycling in Evansville. The Tri-County Recycling Alliance will also need to approve this before any changes/assignments can be executed. MR. SIGHTS requested explanation of the renewal term and what is necessary for that. Mrs. Kelsey reported that the Assignment includes the current Contract’s ability for renewal for one more term. The Contract will automatically renew unless 60 day written notice of non- renewal is given. She further explained that the County’s curbside recycling is a part of this 78 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 Contract and the County’s portion of the collection and processing fees will be taken from their annual Solid Waste Agreement payment to the City. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- Aye: Mayor Austin --------------- Aye: WHEREUPON, Mayor Austin declared the municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: May 10, 2016 Maree Collins, City Clerk ________________________ CITY MANAGER’S REPORT: MR. RUSSELL R. SIGHTS, City Manager, the Draft 2017 Budget has been distributed for your review prior to next week’s work session. That work session has been rescheduled to Wednesday, May 18, 2016 at 5:30 p.m. He then asked Mrs. Donna Stinnett to demonstrate the Community Calendar. MRS. DONNA STINNETT, Public Information Officer, displayed how the Community Calendar looks on various websites and the ease in which the general public has to review and even submit items for inclusion into the calendar. Calendar items can be sorted in various ways, by category, by date, by event, by location, etc. People are starting to submit their items and the County now has an administrator to add their events. Henderson does have a lot of events going on as evidenced by this calendar. It has been added to the Gleaner’s website, the Arts Alliance website and several other websites including hotel properties so their guests can see what is happening in the area. It will be presented at a Kyndle Brownbag lunch on May 23, 2016 to introduce it to the businesses and the public. MAYOR AUSTIN asked if it had a phone app or would it have one in the future. Mrs. Stinnett responded that she did not know the answer to the question, but she would find out if the vendor has that capability. MR. SIGHTS requested that Mrs. Stinnett explain what someone would do to submit an item for inclusion to the calendar. Mrs. Stinnett responded that they would go to the calendar, click on the ‘post your event’ button; a form opens that they would fill in for their event, they can even upload an image such as a logo, flyer, or photo; once completed click submit; one of the administrators will review and publish it to the calendar. COMMISSIONER’S REPORT: MAYOR AUSTIN mentioned that it was recently brought to his attention that other communities of like size have opted to develop a financial plan with the housing authority in which the in lieu of tax payment is waived and instead adopt a contract for operational support of various community projects including some housing construction and refurbishment. At which time he talked with Mrs. Bobbie Jarrett, Housing Authority of Henderson Executive Director, and she would be highly interested in doing that. Two of the projects she would be interested in are: 1) helping in the operational funding of the Audubon Kids Zone and 2) construction and refurbishment of housing in the greater east end Audubon district. As you know the Housing Authority already does housing in that area. It would be of benefit to our community for that funding to be directed to some community projects. He then suggested to the Commissioners that we move forward on this and Commissioner Royster was agreeable to the idea when it was  79 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Regular Meeting on May 10, 2016 mentioned to him earlier in the week as he was not able to attend tonight. Mayor Austin asked Mrs. Kelsey if a motion would be appropriate? Mrs. Kelsey responded that she suspected that it would require an ordinance instead of a motion. Mayor Austin requested that she research that for the next meeting, if possible. Mr. Sights indicated that the proposed budget has been presented and that an amendment can be made before first reading of the appropriation ordinance to be done simultaneously with this ordinance. ________________________ MEETING ADJOURN: MOTION by Commissioner Jan Hite, seconded by Commissioner Robert M. Mills, to adjourn the meeting. The vote was called. On roll call, the vote stood: Commissioner Royster ---- Absent: Commissioner Mills ------- Aye: Commissioner Johnston --- Aye: Commissioner Hite -------- Aye: Mayor Austin --------------- Aye: WITHOUT OBJECTION, Mayor Austin declared the Meeting adjourned at approximately 6:10 p.m. ___________________________ Steve Austin, Mayor ATTEST: May 24, 2016 ______________________ Maree Collins, City Clerk