Board of Commissioners Meetings

100 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024 A Special Called Work Session of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, May 21, 2024, at approximately 1:45 p.m., prevailing time, (immediately following the 1:00 p.m. Called Meeting) in the third-floor Assembly Room of the Municipal Center, 222 First Street, Henderson, Kentucky. There were present Mayor Brad Staton presiding: PRESENT: Commissioner Austin P. Vowels Commissioner Rodney Thomas Commissioner Robert N. Pruitt Commissioner Nicholas E. Whitt CITY STAFF MEMBERS included: William L. “Buzzy” Newman, Jr., City Manager; Dawn Kelsey, City Attorney; Maree Collins, City Clerk; Dylan Ward, Assistant City Manager; Holli Blanford, Public Relations Director; Chelsea Mills, Finance Director; Dawn Winn, Assistant Finance Director; Connie Galloway, Human Resources Director (Outgoing); Megan McElfresh, Human Resources Director (Incoming); Tim Clayton, Gas System Director; Aaron Calvert, Assistant Gas System Director; Brian Williams, Public Works Director; Crystal Windhaus, Mass Transit Coordinator; Greg Nunn, Information Technology Director; Travis Owens, Assistant IT Director; Jordan Webb, 9-1-1 Communications Director; Trace Stevens, Parks, Recreation & Cemeteries Director; Chris Stachewicz, Parks and Cemeteries Superintendent; Robert “Bob” Shoultz, Interim Police Chief; Billy Bolin, Police Consultant; Josh Dixon, Fire Chief; Chad Moore, Assistant Fire Chief; Doug Boom, Engineer; Sam Lingerfelt, Safety & Training Coordinator; David Wright, IT Network Administrator II; Mr. Aiden Susnjara, Engineering Intern; and Briscoe Edwards, Police Officer ALSO PRESENT: Dwight Williams, Commissioner Candidate; and Vince Tweddell, Publisher/Editor, the Hendersonian ________________________ THE FOLLOWING AGENDA ITEM WAS DISCUSSED: 1. Review and Discussion of Fiscal Year 2025 Budget  Mr. William L. “Buzzy” Newman, Jr., City Manager, gave a brief opening presentation regarding the FY2025 budget.  Ms. Chelsea Mills, Finance Director, presented a review of the Revenue Analysis:  Property tax – the PVA tax assessment increased $31.5 million in additions and increased values bringing the revenue up from $7.59 million to $8 million;  Occupational Tax – Net Profits Tax and Payroll Tax are expected to increase over last years budgeted projections and revenues;  Insurance Premium Tax – Is projecting a slight increase due to property value increase with ten percent of this revenue set aside to pay 2020 bonds and any capital improvements;  Utility PILOT – the new PILOT, Phase II, will continue into the second year of implementation.  Gas System Director Tim Clayton reported that the Pratt pipeline project; the I-69 Projects; the Wathen Lane Relocations Project; and the ERT installation and programming project are complete.  Upcoming Projects include: Watson Lane Relocations from Sunset Lane to Green River Road. This project is in the engineering phase to replace all main and services with utility relocations scheduled for the Spring of 2025; and  Bentley Point Phase I. Installation of 9,200 feet of pipeline by Miller Pipeline to be completed Summer of 2024.  The focus for FY2025 will be on maintenance of the existing system; fiber work in the City and County utilizing horizontal directional drilling; and continue to improve locate-ability across the gas system by facilitating  101 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024 replacement of gas services, repair broken tracer wire; duct hunt services and mains with no wire; and install tracer balls where needed.  The following are budgetary and department reorganizations to increase productivity.  Reduced one secretary position by combining those duties with the Inventory Control Clerk position to create a Gas Dispatch & Inventory Control Clerk position; moved the Gas Equipment Operator position up one grade level; included a new Ditch Witch trencher/excavator for purchase; reduce gas prices in the short term; and hedging in place for this winter.  The Gas Fund is in better shape due to the decreased PILOT; increase in refunds/dividends through PEAK; Pratt transport revenue; and refund from TGT and grant funding received.  Public Works Director Brian Williams reported that FY2025 Goals and Objectives include: continuation of milling and paving projects; major and minor concrete work, including utility cut repair, of streets and sidewalks; and sidewalk connectivity projects including: North Elm to Mill Street, South Alves at Sand Lane, Sand Lane (Green Street to Main Street), and Green River Road.  Continue to replace/repair signs to meet retro reflectivity requirements.  Continue to provide services to the community including: snow removal, Spring Clean-up, street sweeping (five days per week, two sweepers), leaf pickup, and Inner City Alley Projects which are approximately 80% complete on tree removal and 60% complete on gravel/grading.  Landfill and Collections continue to improve, and the new automated truck is expected to be delivered soon.  Mr. Williams reported that it is important to start the process of finding a suitable location for the transfer station and landfill cap materials. We continue to work with the state on the Landfill closure and methane gas monitoring. He further reported that several of the City’s buildings will need increased maintenance budgets over the next several years to replace equipment that has reached end-of-life and has become too expensive to continue to maintain.  Emergency Communications Director Jordan Webb reported that the phone system grant received in 2023 will need to be carried forward into FY25 because a project manager has not been assigned yet; the CAD grant is still pending and hopefully will be awarded in mid-June with the project starting in September-if we are not successful in receiving the grant, we are still prepared to move forward with the project as a capital purchase; and she thanked all those responsible for approving the requested additional communications officer as well as the increase in the pay grade; and moving to 12 hour shifts.  Personnel changes included the addition of .25 of an IT person, to better reflect the support that position provides and so that it could be included in department expenses split with the County.  Need for discussion of funding future equipment replacements and how to fund those projects.  Need for discussions on funding solutions not tied to the County.  Fire Chief Josh Dixon and Assistant Fire Chief Chad Moore gave an overview of apparatus replacement plan and the department’s goals and objectives.  Chief Dixon reported that a new fire apparatus had been ordered in a previous budget with anticipated delivery date of July 2026. This truck will replace the last of the 1999 ‘triplets’ at a cost of $900,000.00 for a pumper truck. Due to the extended wait times of 24 to 36 months he is suggesting consideration of ordering another pumper truck in the FY25 budget for future delivery. He further indicated that new EPA standards will cause an increase industry wide expected to be approximately 12%.  102 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024  Capital purchases include a 4-wheel drive vehicle to replace the 2006 Ford F350 truck; and additional bunker gear with the goal of every department member having two sets. Currently 65% of goal.  Recently awarded a State Grant that will allow the addition of three full sets at a cost of just over $15,000.00.  Mental Health Wellness – currently hosting a Critical Stress Management class that was used to establish EPD & EFD Peer Support Teams. Also have clinicians available to all department employees that could be suffering from PTSD.  Established a year-round training schedule centered around performance standards. This allows maximization of capabilities and minimizes zero- impact period.  In discussions with the High School about establishing a fire science pathway where students can gain college credits and earn certifications. The goal is to give students an avenue with our department.  Regional Dive update – all documentation and waivers have been completed between neighboring departments and dive classes have been scheduled starting in June.  Sold/traded the 30’ trailer that allowed the purchase of a 16’ trailer. Goal to eventually own three trailers – HazMat, Trench Rescue, and Dive.  New Station 1 update – the architect is currently 75% complete on design of the facility. It is anticipated to go to bid in June. Currently working on choosing which alerting system will be utilized.  Station 2 update – Chief Dixon feels that now is the time to look for available real-estate to relocate Station 2, and once Station 1 is complete start on that replacement.  Deputy Chief position – the position will oversee suppression/operations division, fleet maintenance, and facility maintenance. The position will enhance consistency, accountability and continuity to the department.  In order to gain this position, the department eliminated one secretary position to offset the cost. • In preparing for this transition the department invested in new timekeeping, scheduling, and payroll software to assist with these tasks.  Chief Dixon indicated that the hazardous duty step and grade pay scale was in dire need of being revamped due to inequities inadvertently caused by the plan. DISCUSSION WAS HELD relating to how the Fire Hazardous Duty Pay Plan was implemented; the effects the Plan has had on the moral of the department; how best to go about fixing or replacing the Hazardous Duty Pay Plan for the department; that a Pay Plan Study for all employees was included in the upcoming budget; and that this needs to be addressed sooner rather than later. Mayor Staton suggested that in the interim to a new Fire Hazardous Duty Pay Plan, that the Plan should receive a 5% increase instead of 3% as was included in the Draft Budget and that an alternative Plan be worked out as soon as possible.  Interim Police Chief Robert “Bob” Shoultz and Police Consultant Billy Bolin presented information on the department’s activities and upcoming budget year.  Interim Chief Shoultz reported that we currently have seven Flock cameras in place with an additional eight in the process of being installed which gives access to 6,668 cameras across the country as of today; DUI arrests are up 24%, drug arrests are up 9%, stolen property is up 49%, recovered property is up 60%, collisions are up 12%, over last year; and to date in 2024 calls for service are 24,655. The Public Safety Officer continues to report to collisions/accidents which allows officers to attend to other duties; Sgt. Langston and K-9 Kari attended the U.S. Canine Association Region 5 Trials for certifications on narcotics, patrol and tracking placing 1st place overall on  103 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024 vehicles and 2nd place overall on narcotics; Officer Douglas and new K-9 Falcon are currently in training; two new Ford Explorers will be in service by mid-June and a used vehicle for crime scene processing has been requested; currently working with Henderson County Schools on a video message to all students on harsher penalties to deter crime involving firearms and injuries to victims-thanks Senator Robby Mills, state Representative Jonathan Dixon, and Sheriff Stauffer for participation and support of the project; 492 man hours in support of 15 civic events; one officer has been assigned to each the FBI task force and the ATF task force; anticipated completion of a recruitment video with JRL Local for final review; Citizens Academy graduation is schedule for June 11th; the Deputy Chief position has been filled and the Chief’s position will be filled soon.  Goals and Objectives for FY25 include improving work product – traffic enforcement – warrant/summons service - criminal investigations and follow- up with victims.  Recruitment efforts to fill vacant positions; promote from within to fill sergeant and lieutenant vacancies.  Recruit to fill the Safety Resource Officer positions, the additional Public Safety Officer position, and the Sworn Victim Advocate position.  Salaries for the SRO positions will be reimbursed by the school system, however vehicles and fuel are not reimbursed and will need to be addressed in the department’s budget. DISCUSSION WAS HELD relating to the addition of one sworn officer to fill the requested Victim Advocate position. This position would respond when called to the scene by responding officers in support of crime victims and witnesses by helping them to navigate the criminal justice system and by responding to their emotional, physical, and financial needs. Without objection it was suggested that this position be added into the upcoming budget.  Parks, Recreation and Cemeteries Director Trace Stevens and Parks and Cemeteries Superintendent Chris Stachewicz reported on the upcoming fiscal year.  Three of the long-term Cemetery employees have retired or resigned and we are in the process of bidding out cemetery burial services. We have approximately 140 to 190 burials annually.  The Cemeteries backhoe would need to be replaced if we were to keep these services in-house at an estimated $150,000.00 cost plus at least two full-time operators salaries/benefits.  Reorganization of the Parks, Recreation and Cemetery departments’ positions to better suit current activities within the department.  One full-time position transferred to Parks; reclassify Grounds Maintenance to I, II and II (excavation) titles; add a third Landscaper position to maintain the new round-about locations; add a part-time position at the JFK Center; and reclassify the Parks and Cemeteries Superintendent to Parks and Recreation Superintendent to assist all of the divisions.  Capital improvements include $100,000.00 for playground equipment replacement.  Parks/Recreation Master Plan update – RFQ timeline – it is expected to advertise in June, interview in July/August.  Information Technology Director Greg Nunn reported that the department has eight positions budgeted plus one intern position, which has been filled and will begin working with Bill at the Public Safety building June 17th.  Security and compliance – received a grant from the Department of Homeland Security to assist with download protection.  Our anti-virus software has reached end-of-life and will need replacing. Need to determine best MDR or EDR or XDR detection software for our needs.  Capital improvement – purchase a vehicle for department use to maintain radio towers.  104 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024  Tyler software will be sunsetting in near future and need to start planning for very expensive replacement project.  Ms. Chelsea Mills, Finance Director, reported that the Net Profits Tax estimate is a very conservative estimate and is anticipated to be down slightly now that construction at Pratt has been completed and they are now in the final hiring stages for the plant.  Ms. Mills and Assistant Finance Director Dawn Winn reported that the Finance department is being restructured to better serve the current needs of the divisions within the department. The organizational structure within the department will shift slightly for better work flow.  The Revenue Supervisor will report to the Accounting Manager which will report to the Finance Director;  The Utility Billing Supervisor will report to the Assistant Finance Director which will report to the Finance Director.  Capital improvements include a new small pickup truck or SUV for the Utility Servicer division.  Goals and Objectives include: continuing the legacy of being awarded GFOA awards for the budget, audit and annual financial report; completing the utilities automation and overall replacement of software system.  Mr. William L. “Buzzy” Newman, Jr., City Manager, reported that pension costs may have peaked with non-hazardous rates down and no increase for hazardous duty. The City’s reserves are healthy, projected at almost $23 million; however, there are several very expensive projects that will need to be addressed within the next few years..  Mr. William L. “Buzzy” Newman, Jr., City Manager, began the review of the Administrative department budgets.  Assistant City Manager Dylan Ward and Mass Transit Coordinator Crystal Windhaus reported that Mass Transit is fully staffed.  Capital improvements include the purchase of two buses and one van – seven or eight of the current buses are past the end of useful life, per the FTA, however, due to supply chain issues we will be replacing buses/vehicles as they become available.  Ridership is up for the system.  Assistance to the school system for busing students ends with this school year in May and is not planned for next year.  The Try Transit Appreciation Day will resume in FY25 after being interrupted due to COVID and staffing issues.  Assistant City Manager Dylan Ward and Safety and Training Coordinator Sam Lingerfelt reported the division’s budget is pretty much the same;  Worker’s compensation premiums are down due to safety records;  A Safety Intern is scheduled to begin Tuesday to assist in creating/updating current and new policies and other duties as needed;  New safety helmets are being distributed to meet new standards. The new helmets have chin straps and are designed more like a bike helmet than the old safety helmets.  Assistant City Manager Dylan Ward and Engineer Doug Boom reported on construction projects including: the Jagoe Section I project that includes curb installation next week for the 110 home phase; The Wathen Lane Widening Project-HWU should finish line relocations soon; the Green River Road Sidewalk project finalization – right-of-way purchase has been completed and the project should go to bid in July/August timeframe; the Sand Lane/S. Alves extension into Canoe Creek Subdivision received encroachment permit from the state with bids to go out August/September timeframe.  As part of the succession planning for Doug’s retirement in 2025 an Engineering Assistant was added to the budget.  105 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024  Assistant City Manager Dylan Ward reported that two employees were placed in the Sports Complex budget, however, it is likely that a third party operator will be hired to operate the complex. That is something that will be presented to the Board in the near future for discussion. DISCUSSION WAS HELD relating to the option to have beer sales or not at any events – the unofficial consensus was no; and Finance Director Mills reported that the Sports Complex had been moved to its own Enterprise Fund.  Again, this year there is an Intern position in the Engineering division that will be assisting several departments and utilities to get an overall idea of the varied engineering facets of city government.  City Attorney Dawn Kelsey reported that they are beginning the fifth year of mass foreclosures with 75 foreclosures completed.  Code Enforcement has ten buildings scheduled for demolition in the next three months, the costs are much higher due in part to asbestos inspection requirements and removal regulations.  Mr. William L. “Buzzy” Newman, Jr., City Manager, reported that the Community Development Specialist will be retiring in 2025 and will be one of those positions that will take a while to fill.  Mr. William L. “Buzzy” Newman, Jr., City Manager, reported that there are several Inner City projects that staff was unable to do and recommended the addition of a Project Coordinator position and partnering with one or more nonprofit organizations to assist within the approved projects.  Finance Director Mills requested that both the Revenue Supervisor and the Utility Billing Supervisor be moved up one grade level in the Pay Plan due to increased duties with the reorganization of the department. DISCUSSION WAS HELD relating the Cost of Living increase of 3% to the Pay Plan; the annual evaluation merit of $2% for the Non Hazardous Duty Pay Plan; discussion of Non Hazardous Pay Plan and Hazardous Duty Pay Plans for upcoming budget; the $3.2 million deficit this year and how this spending level is not sustainable; how the town is thriving and we need to balance that growth/revenues with expenditures; the Inner City projects are beneficial for not only that part of town, but the entire community; possibly duplicate the Inner City Improvement Plan for other areas of town; continue to sell off surplus properties for continued economic growth; plan now for the City’s share of $2.5 to $3 million for the Convention Center at Audubon State Park; plan now for Fire Station II and new City software expenditures; set long-term goals to fund all of these multi-million dollar projects.  Mayor Staton requested that the Tuesday, May 28th meeting time be moved to 1:00 p.m. from the regular 3:00 p.m. beginning time.  Mr. William L. “Buzzy” Newman, Jr., City Manager, thanked each of the department heads and their staffs for all the hard work to present this budget. NO FORMAL ACTION WAS TAKEN BY THE BOARD OF COMMISSIONERS. ________________________ MEETING ADJOURN: MOTION by Commissioner Pruitt, seconded by Commissioner Vowels to adjourn. The vote was called. On roll call, the vote stood: Commissioner Thomas --- Aye: Commissioner Whitt ----- Aye: Commissioner Pruitt ------ Aye: Commissioner Vowels --- Aye: Mayor Staton ----- Aye:  106 CITY OF HENDERSON – RECORD BOOK Record of Minutes of Called Work Session Meeting on May 21, 2024 WITHOUT OBJECTION, Mayor Staton declared the work session adjourned at approximately 5:30 p.m. ATTEST: ________________________ Bradley S. Staton, Mayor ________________________ June 11, 2024 Maree Collins, CKMC City Clerk.