Board of Commissioners Meetings

217 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 A special called meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, December 12, 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 Todd Linn, First Baptist Church followed by Master James Murphy, East Heights Elementary School, 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 Jesse Johnston, IV Commissioner Robert M. (Robby) Mills Commissioner X R. Royster, III ALSO PRESENT: Mr. Russell R. Sights, City Manager Ms. Dawn Kelsey City Attorney Ms. Maree Collins, City Clerk Mr. William L. Newman, Jr. Assistant City Manager Mrs. Donna Stinnett, Public Information Officer Mr. Robert Gunter, Finance Director Mr. Charles Stauffer, Police Chief Members of the HPD Mrs. Connie Galloway, Human Resources Director Mr. Scott Foreman, Fire Chief Mr. Nick Mangarella, Fire Driver/Engineer Mr. Jesse Martin, Fire Lieutenant, Local 2290 Union President Members of the HFD Mr. Tony Iriti, Kyndle Chief Executive Officer Mr. Brad Staton, City Commissioner Elect Mrs. Patti Bugg, City Commissioner Elect Mr. Austin Vowels, City Commissioner Elect Mr. Robert Pruitt, City Commissioner Elect Mr. Mike Richardson, Reserve Police Officer Ms. Brittany Ross, SurfKy Reporter Ms. Laura Acchiardo, the Gleaner Mr. Stuart Hammer, News 25 ________________________ PRESENTATION: Kyndle Chief Executive Officer Report TONY IRITI, Kyndle Chief Executive Officer, indicated that he started his fifth week this week so he is starting to feel his way around and welcomes the opportunity to introduce himself to the Board of Commissioners and to give a brief wrap-up of the Kyndle year. As most of you know, Kyndle is the Henderson County Chamber of Commerce as well as a four county economic development organization which includes McLean, Webster and Union Counties along with Henderson County. In 2016 the Henderson Chamber of Commerce was 100 years old. Kyndle now has 539 stakeholders and very much appreciates the support it receives from the City of Henderson. Over 100 events were conducted in 2016 including ribbon cuttings, breakfast meetings, luncheon meetings and training sessions, a small business awards ceremony, and meetings on the I69 Bridgelink project and other community projects. In 2016 Kyndle had six economic development announcements which will create about 246 new jobs with an investment of over $42,000,000.00. Mrs. Donna Crooks has been the face of Kyndle since Brad Schneider left back in May and Donna is the one who really heads up the economic development organization and she does a tremendous job. Staff believes there is tremendous potential in this 218 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 area that can be utilized so over the next year you will see a lot of planning and activity going on to gather ideas and advice on how to proceed. Mr. Iriti indicated that he planned to present quarterly reports in the future to keep the Board informed on current Kyndle activities. ________________________ APPROVAL OF CONSENT AGENDA: MAYOR AUSTIN asked the City Clerk to read the Consent Agenda. Minutes: December 06, 2016, Called Meeting Motion by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, to approve the item on the Consent Agenda as presented. 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 consent agenda items approved. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 41-16: SECOND READ ORDINANCE RELATING TO PAY PLAN ORDINANCE ADOPTING AMENDED JOB CLASSIFICATION AND PAY PLAN FOR THE CITY OF HENDERSON WHICH RECLASSIFIES THE JOB CLASSIFICATION AND PAY PLAN FOR THE SWORN OFFICERS OF THE POLICE DEPARTMENT WITH EFFECTIVE DATE OF ORDINANCE OF DECEMBER 19, 2016 MOTION by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, that the ordinance be adopted. COMMISSIONER ROYSTER asked Finance Director Robert Gunter to explain the possible effects of spiking for implementing this pay plan all at once versus phasing the plan in. ROBERT GUNTER, Finance Director, indicated that a provision under the Kentucky Retirement System provides that any employee that has a pay increase of 10% or more from a previous year could result in a spike. The KRS does a calculation to determine how that is going to affect that employees pension for the life of that employee. The issue is that the employee has to retire within three years for hazardous duty employees or five years for non-hazardous duty employees. There are several variables to the calculation including the age of the employee, the age of the spouse, and other factors. We have had several that have spiked with some payments as high as $21,000 and as low as $4,000 or $5,000, most of those have been in the fire and police departments. MAYOR AUSTIN asked if there would be any significant relief with the spiking costs if the plan was implemented in a stepped increase of 50% this year, 25% next year and 25% the following year. Discussion was held on the difference in the number of individuals receiving at least a 10% increase and the number of individuals with the potential of spiking due to retirement  219 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 within the three year window. Mr. Gunter indicated that he and his staff work with all departments to eliminate the risk of a spike and that they actually work with the police and fire departments more because of the potential of that number being a higher number because of the benefits. He continued that if the plan were phased in it would help, but can’t say for sure that it would eliminate the risk or even that implementing this change will result in a spike. RUSSELL R. SIGHTS, City Manager, explained that if this were phased in over a three year period of 50/25/25, it would definitely reduce the spike because it wouldn’t be going up as much in a single year. Without knowing the specific individuals that will receive a 10% or more increase and will be retiring within the timeframe we cannot know if it would eliminate the spike, but phasing it in would definitely reduce the possibility. MAYOR AUSTIN then asked if anyone was interested in amending this pay plan to phase it in over three years, 50/25/25. Hearing no response he asked if there were any other questions or comments. COMMISSIONER MILLS indicated that this all happened quickly as far as the change of the pay plan, and that many in the audience know that he voted against the first reading of this because he was not comfortable with the way it was written and that it pulled one department out of the pay plan that we have had for many, many years. He asked Chief Stauffer for an explanation of the evaluation review process, if new evaluation forms would be created, what the satisfactory/passing score would be, if a higher score would receive a greater step up in pay and if he is comfortable with this plan. CHIEF STAUFFER indicated that it was his understanding that they will continue with the same evaluation form that is currently utilized and that a minimum of 75 would be a satisfactory evaluation for an increase in pay, there would be no greater step up for a higher score. He further explained that under the current system there are so many evaluators doing the evaluations with different systems of importance that rank and file employees have the perception that it is not fair and equitable. He went on to say that this plan addresses many, but not all, of the compression issues within his department by eliminating longevity pay, and giving all passing scores the same increase and that his research found to be a true reward or monetary motivator a minimum of a 7% merit increase would be necessary. He believes that intrinsically a merit increase of 1.5% is not motivating. It is rewarding to some, but probably not enough to change someone’s behavior. RUSSELL R. SIGHTS, City Manager, asked Connie Galloway to explain the current breakdown of merit evaluation scores CONNIE GALLOWAY, Human Resources Director, indicated that the current merit based performance evaluations are based upon: a score of 88 or greater receives a 1.5% increase; a score of 75 to just under 88 receives a 1% increase; a score between a 62 and just under 75 receives a .5% increase; and a score under 62 receives no merit increase. 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, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ 220 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 ORDINANCE NO. 42-16: SECOND READ ORDINANCE AMENDING EMPLOYEE MANUAL ORDINANCE AMENDING ARTICLE 136-TRANSFER POLICY, ARTICLE 212- ENTRANCE RATE OF PAY, ARTICLE 220-RATE OF PAY UPON JOB CLASSIFICATION CHANGE, ARTICLE 210-BASIC SALARY SCHEDULE AND ARTICLE 214-PAY PLAN OF THE EMPLOYEE MANUAL OF THE CITY OF HENDERSON MOTION by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, 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, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 43-16: SECOND READ ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE AN ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE FOR THE FISCAL YEAR COMMENCING JULY 1, 2016 AND ENDING JUNE 30, 2017 FOR THE CITY OF HENDERSON, KENTUCKY MOTION by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, 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, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 44-16: SECOND READ AN ORDINANCE OF THE CITY OF HENDERSON, KENTUCKY AUTHORIZING THE ISSUANCE OF (i) GENERAL OBLIGATION BONDS, SERIES 2017A IN THE AGGREGATE PRINCIPAL AMOUNT OF $3,155,000 (WHICH AMOUNT MAY BE INCREASED OR DECREASED BY UP TO $315,000) TO FINANCE VARIOUS PUBLIC IMPROVEMENTS, (ii) GENERAL OBLIGATION REFUNDING BONDS, SERIES 2017B IN THE AGGREGATE PRINCIPAL AMOUNT OF $2,530,000 (WHICH AMOUNT MAY BE  221 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 INCREASED OR DECREASED BY UP TO $255,000) TO CURRENTLY REFUND THE OUTSTANDING CITY OF HENDERSON, KENTUCKY WATER AND SEWER REVENUE BONDS, SERIES 2006A; AND (iii) GENERAL OBLIGATION REFUNDING BONDS, SERIES 2017C IN THE AGGREGATE PRINCIPAL AMOUNT OF $2,330,000 (WHICH AMOUNT MAY BE INCREASED OR DECREASED BY UP TO $235,000) TO CURRENTLY REFUND A PORTION OF THE OUTSTANDING CITY OF HENDERSON, KENTUCKY GENERAL OBLIGATION BONDS, SERIES 2007; APPROVING THE FORMS OF BONDS; AUTHORIZING DESIGNATED OFFICERS TO EXECUTE AND DELIVER THE BONDS; PROVIDING FOR THE PAYMENT AND SECURITY OF THE BONDS; CREATING BOND PAYMENT FUNDS; MAINTAINING THE HERETOFORE CREATED SINKING FUND; AUTHORIZING ACCEPTANCE OF THE BIDS OF THE BOND PURCHASER OR PURCHASERS FOR THE PURCHASE OF THE BONDS; AND REPEALING INCONSISTENT ORDINANCES MOTION by Commissioner Robert M. Mills, seconded by Commissioner X R. Royster, 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, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 45-16: SECOND READ ORDINANCE RELATING TO MOBILE FOOD TRUCKS ORDINANCE ESTABLISHING ARTICLE IV, MOBILE FOOD UNITS, SECTIONS 17-63 THRU 17-71, OF CHAPTER 17, PARKS AND RECREATION, OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jan Hite, 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, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ 222 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 ORDINANCE NO. 46-16: SECOND READ ORDINANCE ESTABLISHING THE CONSUMER PRICE INDEX RATE ADJUSTMENT AN ORDINANCE APPROVING AND ADOPTING A SCHEDULE OF ELECTRIC RATES AND SERVICES FOR HENDERSON MUNICIPAL POWER & LIGHT TO ITS CUSTOMERS AND CONSUMERS TO BECOME EFFECTIVE FOR ALL SERVICES BILLED ON OR AFTER JANUARY 1, 2017; INCREASING RATES FOR SERVICES AND FEES BY AN AMOUNT EQUAL TO 1.6%, REPRESENTING THE CONSUMER PRICE INDEX AS ESTABLISHED BY THE U.S. BUREAU OF LABOR STATISTICS 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 Johnston --- Aye: Commissioner Hite -------- Aye: Commissioner Royster ---- Aye: Commissioner Mills ------- Aye: Mayor Austin --------------- Aye: 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: December 12, 2016 Maree Collins, City Clerk ________________________ ORDINANCE NO. 47-16: FIRST READ ORDINANCE RELATING TO PAY PLAN ORDINANCE ADOPTING AMENDED JOB CLASSIFICATION AND PAY PLAN FOR THE CITY OF HENDERSON WHICH RECLASSIFIES THE JOB CLASSIFICATION AND PAY PLAN FOR THE SUPPRESSION PERSONNEL AND STAFF OFFICERS OF THE FIRE DEPARTMENT AND MERGES IT WITH THE POLICE DEPARTMENT SWORN OFFICERS JOB CLASSIFICATION AND PAY PLAN, TO BE KNOWN AS THE HAZARDOUS DUTY PAY PLAN WITHIN THE CITY OF HENDERSON’S JOB CLASSIFICATION AND PAY PLAN WITH EFFECTIVE DATE OF ORDINANCE OF JANUARY 2, 2017 MOTION by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, that the ordinance be adopted. COMMISSIONER HITE indicated that at the last meeting Commissioner Royster requested that she meet with Chief Foreman to evaluate the fire department’s pay plan. She and Commissioner Johnston met with Chief Foreman and put suppression and senior fire personnel on the same pay scale as the proposed pay scale for the police department. The Kentucky League of Cities median pay was again the basis for the plan that is presented to you. COMMISSIONER JOHNSTON indicated that the information compiled by Chief Foreman was used to place the fire department personnel into the police pay plan, even though they are obviously different positions, and he is glad to see both departments in the same pay plan because they should be treated equally. COMMISSIONER MILLS asked Commissioner Hite or Commissioner Johnston to clarify why this hadn’t been brought up when Commissioner Royster asked about reviewing the City’s pay plan earlier in the year and there wasn’t sufficient votes to look at the pay plan then so  223 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 why is it that now three or four weeks ago we have this rushed idea to raise pay and for a Commissioner to supply the data and to bring this forward in such a last minute situation. COMMISSIONER HITE responded that just because there are only three weeks left in the term doesn’t mean that the term is over. This is something that has been a big issue and has been raised during every campaign she ever ran and that many employees from many different departments have approached her regarding pay over the years. She indicated that she thought that there may or may not have been some direction given to take a look at the pay plan earlier in the year and doesn’t really know what happened with why it has not ever been proposed until now. She reiterated that this whole thing originated from conversations in passing with Chief Stauffer and then he presented her with the attrition rate figures for the last five years and that was one of the justifications that was given in the first meeting for the first reading of their pay plan. She further indicated that she previously failed to mention that there had been a change in leadership at the police department in the last five years, but they were still faced with the fact that their pay is not commensurate to the Kentucky League of Cities median. COMMISSIONER MILLS stated that it just looks political and everybody that he talked with around town believes that it looks political. He isn’t saying that the men and women in those departments don’t deserve a pay increase, he is just saying that the process this has gone through the last four or five weeks is not the normal city funding process and it is not our norm to pull departments out of the overall city pay plan without a thorough vetting of the process with discussion and review at a work session. He went on to say that this puts an additional $400,000.00 a year payroll expense on top of the indebtedness for a $1,000,000.00 plus fire truck, the public service building, and the third and final new fire station. All of that adds up to the citizens of Henderson. This is a huge decision, not only do we owe it to our public safety people that are here tonight, we owe it to the taxpayers that are going to have to pay for it over the next 20 years. There is a balance here and I believe the reason that we talked about not going over the pay plan this year was because we didn’t think we could afford it. We were told the review of the pay plan would cost $700,000.00 or $800,000.00 and we didn’t think we could afford it. So now we are at a point where we have to afford it and obviously you saw that I voted for the second reading on the police, because I believe these ladies and gentlemen deserve a pay increase but I believe that this is being rushed into and should have been vetted a little more. I appreciate the work that has gone into it, but I really don’t appreciate the process. He stated, “I hope that this doesn’t turn city government into a political organization now that it is seen that all it takes is a little bit of campaigning and the squeaky wheel gets heard.” City government is best served to have a process, to have input, to talk and study about things, and move forward in a slow conservative manner. COMMISSIONER HITE indicated that she appreciates and respects Commissioner Mills’ position on this and wishes there was something that could be said to make him feel differently; however she does not feel any differently. With respect to the comments about this being a political move, she literally has no gain from this. She is not running next year. There is no political motivator. She expressed that she understands his feeling that this should have come from the city manager; however, feels that this in no way undermines the position of city manager, or his staff, and does not believe that everything that a city does has to be proposed by the city manager. She indicated that with respect to separating the pay plans, while it may not be common it is justifiable to put all hazardous duty employees into one pay plan and non- hazardous duty into another. She continued that she does not believe that these proposals in any way, shape, or form signify that someone can approach a commissioner to get something done for an entire department. This started with the fact that over the past five years the police department has spent $1.58 million training new officers to fill 29 positions that were lost. There was zero intent to exclude anybody, only a ‘we’ve got to fix this one first’ mentality. She continued that she has enjoyed working with Commissioner Mills and believes that a lot of good things for the City have been accomplished over the last four years. She stated, “Again, all I can say is this is what I felt was the right thing to do, so that is why I am doing it.” COMMISSIONER JOHNSTON indicated that he believes this is very important. Looking at this from a tax payer point of view, safety of the community is probably the number 224 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 one service that a city provides and if we can’t keep those positions filled with qualified people then safety suffers. He further indicated that in his opinion if this was intended as a political move, it would have been done before the election. This was not a political move for him, it is about the citizens of the community and fixing a problem within a department. JESSE MARTIN, Fire Lieutenant, Local Union 2290 President, indicated that he felt it only fair that since he spoke in opposition of the previous proposed plan because it left the fire department out, that he express his appreciation to the Board for remaining open minded and getting this done on short notice. He also expressed the fire department’s appreciation. 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. 48-16: FIRST READ ORDINANCE AMENDING EMPLOYEE MANUAL ORDINANCE AMENDING ARTICLE 136-TRANSFER POLICY, ARTICLE 152- ANNUAL PERFORMANCE EVALUATION POLICY, ARTICLE 212-ENTRANCE RATE OF PAY, ARTICLE 220-RATE OF PAY UPON JOB CLASSIFICATION CHANGE, ARTICLE 210- BASIC SALARY SCHEDULE, ARTICLE 214-PAY PLAN AND ARTICLE 216- PERFORMANCE PAY INCREASES FOR CIVIL SERVICE EMPLOYEES OF THE EMPLOYEE MANUAL OF THE CITY OF HENDERSON MOTION by Commissioner Jan Hite, seconded by Commissioner Jesse Johnston, 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. 49-16: FIRST READ ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE AN ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE FOR THE FISCAL YEAR COMMENCING JULY 1, 2016 AND ENDING JUNE 30, 2017 FOR THE CITY OF HENDERSON, KENTUCKY MOTION by Commissioner X R. Royster, seconded by Commissioner Jan Hite, that the ordinance be adopted. The vote was called. On roll call, the vote stood:  225 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 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. ________________________ MUNICIPAL ORDER NO. 64-16: RUSSELL R. SIGHTS, City Manager, indicated this item had been discussed at the previous meeting asking for guidance when only one bid was received and it was over the budgeted amount. The Board gave unanimous support to have it presented for purchase. It is important to note that the lone bidder does comply with all of the specifications. There had been discussion of the possibility of looking in the market to see if we can find a pre-owned truck that would meet or come close to the same specifications and we have not been able to locate anything to date. I would like for the fire chief to discuss his analysis on that and then my recommendation will be that you award the contract. If this recommendation is approved, it will be necessary to conduct two additional called meetings to appropriate the additional funds and to receive our audit report which will be discussed a little later under the City Manager’s section of the agenda. SCOTT FOREMAN, Fire Chief, introduced Engineer Mangarella and explained that Lieutenant Watson was unable to attend tonight. We did look into the market for a used vehicle; however, the only one that came close to our specs had been completely rebuilt because it had been flooded. The problem with trying to locate either a used or a demo model is that these specs were written specific to our needs and the way we operate. Demo models are available for approximately $860,000 and by the time we add on the things that we can like a generator, headset communications, and foam system, it still won’t have the safety features of the smart wheel and the roll over protection and it will not be able to be retrofitted for the creeper controls feature, which allows operation of the ladder from the tip of the ladder and not just the turntable location. COMMISSIONER JOHNSTON indicated that comparing demo versus used versus new you have to look at the availability of parts and the expected lifespan of the vehicle. You may save a little now on a used or demo model, but it could cost more in the long run with a lesser lifespan and costly repairs. This new unit has a lifetime warranty on the chassis, and other warranty coverage along with all the safety features make this worth the additional expense. Commissioner Johnston stated, “I do think that this is a good purchase for the city.” MUNICIPAL ORDER NO. 64-16: MUNICIPAL ORDER AWARDING BID FOR THE PURCHASE OF ONE (1) AERIAL APPARATUS (LADDER TRUCK) FOR THE CITY OF HENDERSON FIRE DEPARTMENT TO MID AMERICA FIRE & SAFETY, LLC, EVANSVILLE, INDIANA IN THE AMOUNT OF $1,045,880.00 MOTION by Commissioner Robert M. Mills, seconded by Commissioner Jan Hite, to adopt the municipal order awarding the bid for the purchase of a ladder truck for the Fire Department to Mid America Fire and Safety, LLC of Evansville, Indiana in the amount of $1,045,880.00. MAYOR AUSTIN reiterated that if this purchase is approved two additional meetings before the end of December would be necessary in order to appropriate the additional funds and if it were delayed for the next commission that wouldn’t be needed. There is no problem with conducting the meetings other than scheduling conflicts around the holidays. 226 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 COMMISSIONER ROYSTER asked if there was a price increase after January 1st. Mr. Sights responded that there is for any new bid; however this one has a sixty day price guarantee from the date the bid was opened in early December. 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 municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 12, 2016 Maree Collins, City Clerk ________________________ CITY MANAGER’S REPORT: RUSSELL R. SIGHTS, City Manager, reported two things to discuss. The first is that two called meetings between now and December 30th need to be scheduled. There are some conflicts to work around mainly in the week of the 19th through the 22nd. The second issue is to report on the status of the audit. It is currently being reviewed by the partnership and staff at Myriad. The reason for this slight delay is that some key people that have been involved in the preparation of the audit had serious or critical situations come up in the last five weeks with family and they have been absent quite a bit. When those particular people have been out everything has come to a screeching halt and this is something that couldn’t be avoided. There is nothing wrong with the audit, just a slight delay. The Audit Committee has scheduled their meeting for Wednesday, December 14th at 5:00 p.m. to review the audit. Mr. Neel is available to present it anytime after that and Mr. Gunter explained that the document that will be presented to the Audit Committee will be the final document so it will be ready for distribution to the Board upon approval of the Audit Committee. Discussion was held to determine dates and times when everyone was available to attend the two called meetings. It was agreed to conduct the meetings at 5:00 p.m. on Tuesday, December 27th and Thursday, December 29th. ________________________ COMMISSIONER’S REPORT: COMMISSIONER HITE indicated that she wanted to give a final thank you to Chief Stauffer and Chief Foreman, to this Commission for providing support, to X R. for recommending the fire department be included before the end of the year and not leave that to the new commission, to Jesse for working with her on the fire department pay plan, and just one last time to explain that there was never any intention of leaving any one department out. It was simply that one needed to be addressed first based on the amount of money that that department was spending on hiring and training new officers. She indicated that she is glad that both departments could be done before the end of the year. COMMISSIONER MILLS indicated that Commissioner Hite had corrected him and that she was right when he said this looked political. He actually meant the process of city government becoming more political not any one individual’s intent. He thanked her for clarifying that point. ________________________  227 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 12, 2016 MEETING ADJOURN: MOTION by Commissioner X R. Royster, seconded by Commissioner Robert M. Mills, to adjourn the 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: WITHOUT OBJECTION, Mayor Austin declared the Meeting adjourned at approximately 6:50 p.m. ___________________________ ATTEST: Steve Austin, Mayor December 27, 2016 ______________________ Maree Collins, City Clerk