Board of Commissioners Meetings

1 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on January 09, 2017 A special called meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Monday, January 9, 2017, 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 Dr. Tim Hobbs, Community Baptist Church followed by recitation of the Pledge of Allegiance to our American Flag. There were present Mayor Steve Austin presiding: PRESENT: Commissioner Patti Bugg Commissioner Robert N. Pruitt, Sr. Commissioner Bradley S. Staton Commissioner Austin P. Vowels 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. Scott Foreman, Fire Chief Mr. Greg Nunn, Information Technology Director Mr. Ron Jenkins Mr. Mike Richardson, Reserve Police Officer Ms. Brittany Ross, SurfKy Reporter Ms. Laura Acchiardo, the Gleaner ________________________ RUSSELL R. SIGHTS, City Manager, explained that the consent agenda is a mechanism that allows more than one item to be approved with a single motion, second and vote. The consent agenda for most meetings will consist of minutes and possibly one or two resolutions. This consent agenda contains most of the organizational board appointments. Any item may be removed from a consent agenda for discussion at the request of a board member. APPROVAL OF CONSENT AGENDA: MAYOR AUSTIN asked the City Clerk to read the Consent Agenda. Minutes: December 27, 2016, Called Meeting December 29, 2016, Called Meeting Resolutions: 01-17: Resolution Appointing Commissioners Austin P. Vowels and Patti Bugg to Board of Trustees of Civil Service Pension Fund 02-17: Resolution Appointing Commissioner Bradley S. Staton and Commissioner Robert N. Pruitt Sr. to the Audit Committee for the City of Henderson 03-17: Resolution Appointing Commissioner Robert N. Pruitt Sr. to the Board of Occupational License Appeals 04-17: Resolution Appointing Mayor Steve Austin to Henderson- Henderson County Flood Mitigation Board 2 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on January 09, 2017 05-17: Resolution Appointing Commissioner Patti Bugg to Serve on Audubon Area Community Services Board 06-17: Resolution Appointing Commissioner Austin P. Vowels to Serve on Downtown Henderson Partnership Board 07-17: Resolution Appointing Commissioner Bradley S. Staton to Serve on Agency Funding Ad Hoc Committee 08-17: Resolution Appointing Commissioners Bradley S. Staton and Austin P. Vowels to City/County Cooperative Study Team 09-17: Resolution Appointing Mayor Steve Austin and Commissioner Patti Bugg to KYNDLE Large Investor Council 10-17: Resolution Adopting and Approving the Execution of an Agreement Between the City of Henderson and the Commonwealth of Kentucky Transportation Cabinet, Under the Federal Highway Administration (FHWA), for an Additional Amount of $16,000.00 for the Wathen Lane Bridge Replacement Project Motion by Commissioner Pruitt, seconded by Commissioner Staton, to approve the item on the Consent Agenda as presented. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- Aye: Mayor Austin -------------- Aye: WHEREUPON, Mayor Austin declared the consent agenda items approved. /s/ Steve Austin Steve Austin, Mayor ATTEST: January 09, 2017 Maree Collins, City Clerk ________________________ ORDINANCE NO. 01-17 FIRST READ COMMISSIONER BUGG explained that many of Henderson County School System sporting events are held on Tuesday evenings and that she felt that moving the meeting time from 5:30 p.m. to 4:30 p.m. would allow people the opportunity to attend both the city commission meeting and the sporting event. ORDINANCE NO. 01-17: ORDINANCE AMENDING CODE OF ORDINANCES REGARDING MEETINGS AN ORDINANCE AMENDING CHAPTER 2, SECTION 2-20 OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON RELATING TO MEETINGS OF THE BOARD OF COMMISSIONERS BY CHANGING THE TIME FOR MEETINGS FROM 5:30 P.M. TO 4:30 P.M., PREVAILING TIME MOTION by Commissioner Bugg, seconded by Commissioner Pruitt, that the ordinance be adopted. COMMISSIONER STATON indicated that it is important to him to consider ensuring transparency and availability to the public as part of the meeting process to ensure that the  3 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on January 09, 2017 citizens are as engaged as they can be in city government. He asked if there was a form to fill out or what the procedure is for a citizen to address the board at a meeting. RUSSELL R. SIGHTS, City Manager, indicated that each regular meeting agenda has an ‘Appearance of Citizens’ item at which time the Mayor asks if there is anyone present that wishes to address the Board regarding a matter not on the agenda. Dawn Kelsey, City Attorney, indicated that if it is anticipated that a large number of people will speak on an agenda item, we will then have people sign in to speak and designate time limits to ensure that everyone wishing to speak has an opportunity to do so. COMMISSIONER PRUITT stated that he too was a little concerned about the new time, but was willing to try it and if it doesn’t work it can be changed back. COMMISSIONER VOWELS echoed Commissioner Pruitt’s sentiment and indicated that he felt that it would be more convenient for people and would like to give it a try, but would certainly consider a change back if it became an issue. COMMISSIONER BUGG indicated that if the time change became an issue she would certainly not have a problem with changing it back. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Nay: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- 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. 11-17 RESOLUTION APPOINTING MAYOR PRO TEM FOR THE CITY OF HENDERSON, KENTUCKY MOTION by Commissioner Pruitt, seconded by Commissioner Bugg, to adopt the resolution appointing Commissioner Bradley S. Staton as Mayor Pro Tem. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- 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: January 09, 2017 Maree Collins, City Clerk ________________________ 4 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on January 09, 2017 MUNICIPAL ORDER NO. 01-17 RUSSELL R. SIGHTS, City Manager, indicated that the Municipal Service Center project has progressed to the point for installation of a new phone system. This system is available under the state contract and meets our needs. Mr. Nunn is available to discuss the recommendation and answer any questions you may have. MUNICIPAL ORDER NO. 01-17: MUNICIPAL ORDER AUTHORIZING PURCHASE OF AVAYA IP OFFICE SERVER EDITION VoIP PHONE SYSTEM, AND ENGINEERING PROFESSIONAL SERVICES FROM INTEGRATION PARTNERS, LEXINGTON, KY FOR THE MUNICIPAL SERVICE VENTER AT THE STATE PRICE CONTRACT IN THE AMOUNT OF $35,667.64 MOTION by Commissioner Staton, seconded by Commissioner Pruitt, to adopt the municipal order for the purchase of an Avaya IP Office Server Edition VoIP Phone System and engineering services from Integration Partners for the Municipal Service Center at the state contract price of $35,667.64. GREG NUNN, Information Technology Director, explained that the building currently has no phone system. This system can utilize existing network cables eliminating the need to install a second set of wiring. Also, the phones act as mini switches for the network saving on cable drops for each location. This system will allow us to grow and build on a future vision where all city entities are connected via one common phone system. COMMISSIONER STATON asked for a confirmation that the project came in approximately $25,000.00 under budget and that the city does not have to request bids because this purchase and bid are through the state contract. Mr. Nunn responded in the affirmative to both. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- 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: January 09, 2017 Maree Collins, City Clerk ________________________ MUNICIPAL ORDER NO. 02-17 MUNICIPAL ORDER AMENDING THE AWARD OF BID FOR PURCHASE OF ONE (1) TYPE II AMBULANCE FOR THE AMBULANCE SERVICE FROM MUSTER EMERGENCY VEHICLES OF CALHOUN, KY IN THE AMENDED AMOUNT OF $98,317.00 MOTION by Commissioner Pruitt, seconded by Commissioner Vowels, to adopt the municipal order amending the amount of a previous municipal order authorizing the award of the bid for the purchase of a Type II ambulance from Muster Emergency Vehicles of Calhoun, Kentucky from $88,317.00 to $98,317.00. RUSSELL R. SIGHTS, City Manager, explained that on December 6th the previous Board authorized the purchase of a new ambulance from Muster Emergency Vehicles in the  5 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on January 09, 2017 amount of $88,317.00 that included a $10,000.00 trade-in value. Subsequently on December 30th that unit was involved in an accident and is not available for trade-in. This amendment will allow the purchase of the new ambulance at the bid price without trade-in. COMMISSIONER PRUITT asked who carries the insurance on the ambulances; and COMMISSIONER STATON asked if there was an immediate need for the new ambulance or could they wait for the insurance settlement. ROBERT GUNTER, Finance Director, indicated that the ambulances are covered under the city’s auto insurance and then invoiced to the hospital for reimbursement. He further explained that this is the second ambulance that has been involved in an accident and they are limping along until the first one is repaired. They are even trying to locate a door for this second unit to try to keep it operational. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- 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: January 09, 2017 Maree Collins, City Clerk ________________________ MEETING ADJOURN: MOTION by Commissioner Pruitt, seconded by Commissioner Bugg, to adjourn the meeting. The vote was called. On roll call, the vote stood: Commissioner Staton ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Bugg ------ Aye: Commissioner Vowels --- Aye: Mayor Austin -------------- Aye: WITHOUT OBJECTION, Mayor Austin declared the Meeting adjourned at approximately 5:50 p.m. ___________________________ ATTEST: Steve Austin, Mayor January 24, 2017 ______________________ Maree Collins, City Clerk