Board of Commissioners Meetings

170 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 16, 2020 A special called meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Wednesday, December 16, 2020, at approximately 3:00 p.m., prevailing time, with no primary location designated for this video teleconference meeting as the result of the state of emergency declared by the President of the United States and the Governor of Kentucky due to the global COVID-19 pandemic, and in accordance with recommended and mandated precautions related to COVID-19 per the Kentucky Attorney General Opinion 20-05, public attendance was not permitted at this meeting due to the highly contagious nature of COVID-19. It is not feasible for the City to maintain order and abide by recommended and mandated precautions while providing a central physical location for public viewing. The meeting was conducted in accordance with KRS 61.826, and SB150. There were present Mayor Steve Austin presiding: PRESENT: Commissioner Bradley S. Staton (via Zoom video panelist) Commissioner Austin P. Vowels (via Zoom video panelist) ABSENT: Commissioner Patti Bugg Commissioner X R. Royster, III ALSO PRESENT: Mr. William L. “Buzzy” Newman, Jr., City Manager Mrs. Dawn Kelsey, City Attorney Ms. Karla Beckgerd, Acting City Clerk Mrs. Donna Stinnett, Community Relations Manager/Public Information Officer (via Zoom) Mr. Robert Gunter, Finance Director Mrs. Dawn Winn, Assistant Finance Director Mr. Dylan Ward, Project Manager Mr. Scott Foreman, Fire Chief Mrs. Connie Galloway, Human Resources Director (via Zoom) Mr. Cory Fischbeck, IT Applications Programming Manager (via Zoom) Mrs. Regenia Bender, HR Benefits (via Zoom) Mr. Rodney Thomas, Commissioner-Elect (via Zoom) Mr. Kevin Patton, the Gleaner (via Zoom) ________________________ ORDINANCE NO. 33-20: SECOND READ ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE AN ORDINANCE AMENDING BUDGET AND APPROPRIATION ORDINANCE FOR THE FISCAL YEAR COMMENCING JULY 1, 2020, AND ENDING JUNE 30, 2021, FOR THE CITY OF HENDERSON, KENTUCKY MOTION by Commissioner Vowels, seconded by Commissioner Staton, that the ordinance be adopted. The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: 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 16, 2020 Karla Beckgerd, Acting City Clerk ________________________  171 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 16, 2020 DYLAN WARD, Project Manager, reported that a good portion of funding for our HART bus system is through the Federal Transit Administration and therefore we must stay compliant with their regulations. This is the first year that they are requiring a new written Safety Plan. This Plan has been created in conjunction with HART and EMPO staff member and must be submitted no later than December 31, 2020. Most of what is in this written policy was already our policy, this just formalizes it to stay in compliance with FTA regulations. RESOLUTION NO. 54-20: RESOLUTION APPROVING AND ADOPTING THE PUBLIC TRANSPORTATION AGENCY SAFETY PLAN (PTASP) FOR HENDERSON AREA RAPID TRANSIT (HART) MOTION by Commissioner Vowels, seconded by Commissioner Staton, approving and adopting the Henderson Area Rapid Transit (HART) Public Transportation Agency Safety Plan. The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: Mayor Austin ------------- Aye: WHEREUPON, Mayor Austin declared the resolution approved, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 16, 2020 Karla Beckgerd, Acting City Clerk ________________________ MUNICIPAL ORDER NO. 41-20: MUNICIPAL ORDER AUTHORIZING AWARD OF BID FOR PURCHASE OF A PUMPER APPARATUS FOR THE CITY OF HENDERSON FIRE DEPARTMENT TO SEAGRAVE FIRE APPARATUS, LLC OF CLINTONVILLE, WI IN THE TOTAL AMOUNT OF $609,234.00 MOTION by Commissioner Vowels, seconded by Commissioner Staton, authorizing the purchase of a fire pumper truck from Seagrave Fire Apparatus LLC of Clintonville, Wisconsin in the amount of $609,234.00, in strict accordance with their bid as submitted pursuant to Bid reference 20-21 (which is within the revised November 2020 budget). WILLIAM L. “BUZZY” NEWMAN, JR., City Manager, reported that only one bid was received and asked Fire Chief Scott Foreman and Assistant Finance Director Dawn Winn to give a little background and further information on this bid process. SCOTT FOREMAN, Fire Chief, explained that the specifications for this truck are very similar to the last truck purchased for standardization and ease of equipment placement. This vehicle will replace a 22-year-old front line truck at Station #4. The specifications were written for standardization and ease of training so that equipment on each truck is in a similar location and placement. This truck will be similar in layout to our 2018 Seagrave truck that was bought as a demo model in the amount of $556,448.00. DAWN WINN, Assistant Finance Director, reported that the bid packets were initially sent to three vendors with only one response. She had contacted the other two vendors to confirm that they received the packets and asked the reason they did not submit a bid. One vendor indicated that his truck is smaller in size and would require several variants from the specifications and the other reported that he was unable to supply a steel frame and cab.  172 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 16, 2020 The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: Mayor Austin ------------- Aye: WHEREUPON, Mayor Austin declared the municipal order approved, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 16, 2020 Karla Beckgerd, Acting City Clerk ________________________ MUNICIPAL ORDER NO. 42-20: MUNICIPAL ORDER ACCEPTING MASTER AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES WITH QK4 INC. OF LOUISVILLE, KENTUCKY FOR PLANNING AND DESIGN OF A NEW SPORTS COMPLEX AND TASK ORDER NO. 2020- 01, FOR THE CITY OF HENDERSON; AND AUTHORIZING MAYOR TO EXECUTE THE DOCUMENTS ON BEHALF OF THE CITY MOTION by Commissioner Vowels, seconded by Commissioner Staton, authorizing the acceptance of a master agreement for professional engineering services with Qk4 Inc. of Louisville, Kentucky for planning and design of a new sports complex and Task Order 2020-01 which designates the start of the Agreement as January 1, 2021 to run through June 30, 2021. DYLAN WARD, Project Manager, reported that this is just the first phase of design. Once the City has determined the number and type of fields, number and size of restrooms and concession stands, etc., Qk4 will design the overall layout and design construction details. COMMISSIONER STATON indicated that he is happy to be able to retain a company with such strong ties to our community. COMMISSIONER VOWELS reported that until recently they had a local office, and several of their employees still have ties to Henderson. The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: Mayor Austin ------------- Aye: WHEREUPON, Mayor Austin declared the municipal order approved, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 16, 2020 Karla Beckgerd, Acting City Clerk ________________________ MUNICIPAL ORDER NO. 43-20: MUNICIPAL ORDER APPROVING AGREEMENT WITH HDR ENGINEERING, INC. OF PADUCAH, KENTUCKY FOR ENGINEERING SERVICES FOR A MUNICIPAL DOCK FOR THE LUMP SUM AMOUNT OF FORTY-EIGHT THOUSAND DOLLARS ($48,000.00) AND AUTHORIZING MAYOR TO EXECUTE THE CONTRACT ON BEHALF OF CITY MOTION by Commissioner Vowels, seconded by Commissioner Staton, authorizing the Agreement with HDR Engineering, Inc. of Paducah, Kentucky, for engineering service for a  173 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on December 16, 2020 municipal dock in the amount of $48,000.00. WILLIAM L. “BUZZY” NEWMAN, JR., City Manager, reported that this item was included in the November 2020 budget amendment. This Agreement will include site investigation, conceptional design, marketing strategy, investigation of Permitting requirements, and assistance for grant applications for funding of the project. This company was chosen due to their vast background experience in projects of this nature. The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: Mayor Austin ------------- Aye: WHEREUPON, Mayor Austin declared the municipal order approved, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: December 16, 2020 Karla Beckgerd, Acting City Clerk ________________________ MAYOR AUSTIN thanked Commissioners Staton and Vowels for their hard work, dependability, fresh perspective and participation throughout their term of office. He continued by thanking Commissioner Bugg and Royster for their hard work and wished them well in the future and commented on what a good group this was to work with and that he anticipates a good working relationship with the incoming commissioners as well. COMMISSIONER VOWELS echoed those same sentiments and thanked the Mayor as well. MEETING ADJOURN: MOTION by Commissioner Vowels, seconded by Commissioner Staton, to adjourn the meeting. The vote was called. On roll call, the vote stood: Commissioner Royster -- Absent: Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Absent: Mayor Austin ------------- Aye: WITHOUT OBJECTION, Mayor Austin declared the Meeting adjourned at approximately 3:25 p.m. ___________________________ ATTEST: Steve Austin, Mayor March 8, 2022 ________________________ Maree Collins, CKMC City Clerk,