Board of Commissioners Meetings

147 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 A special called meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, July 15, 2025, at 3:00 p.m., prevailing time, in the third floor Assembly Room of the Municipal Center, 222 First Street, Henderson, Kentucky, designated as the primary location for this video teleconference meeting allowed under KRS 61.826. MAYOR STATON led the recitation of the Pledge of Allegiance to our American Flag. There were present Mayor Bradley S. Staton presiding: PRESENT: Commissioner Robert N. Pruitt, Sr. Commissioner Nicholas E. Whitt Commissioner Kelsey Hargis Commissioner Rodney Thomas ALSO PRESENT: Mr. Dylan Ward, City Manager Mr. William L. “Buzzy” Newman, Jr., Assistant City Manager Mrs. Dawn Kelsey, City Attorney Ms. Donna Madden, Executive Assistant Ms. Jessa Brandon, City Clerk Ms. Jenna Basham, Project Manager Ms. Dawn Winn, Assistant Finance Director Mr. Billy Bolin, Police Chief Mr. Robert “Bob” Shoultz, Deputy Police Chief Ms. Megan McElfresh, Human Resources Director Mr. Wesley Hite, Facilities Maintenance Superintendent Ms. Jordan Webb, 911 Emergency Communications Director Ms. Holli Blanford, Public Relations Director Ms. Jackie Arroyo, Public Relations Intern Ms. Karla Beckgerd, Human Resources Specialist Mr. Brian Williams, Public Works Director Mr. Steve Davis, Codes Administrator Mr. Josh Dixon, Fire Chief Mr. Tim Clayton, Gas Systems Director Mr. Devin Elder, IT Network Administrator II Mr. Victor Carson, IT Network Administrator I Mr. Gavyn Donnetta, Gas System Equipment Operator Mr. Isaac Gaston, Police Officer Mr. Nathaniel Shattuck, Police Officer Mr. Christian Fowler, Police Officer Mr. Donavon Lewis, Police Officer Mr. Bryce Nunley, Municipal Facilities Worker III Mr. Thomas Kenney, Parks & Recreation Director Mr. Mark Franklin, Bond Council via zoom Ms. Mary Dunham, Audubon Kids Zone Mr. Brian Bishop, Henderson City-County Planning Commission, Executive Director Ms. Jennifer Marks, Henderson City-County Planning Commission, Assistant Director Ms. Kelsi Dunham-Johnston, United Way Mr. Chuck Stinnett, The Hendersonian 44 News Mr. Jess Park, Associate Mechanical Engineer, Hafer Associates Mr. John Bucher, Senior Planner, Brandstetter Carroll Inc. Mr. Keith Rodenhauser, Project Manager, Brandstetter Carroll Inc. Mr. Briscoe Edwards, Police Officer Mr. James Elliott, Police Officer _______________________ 148 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 PRESENTATION: “New Employee Recognition” TIM CLAYTON, Gas Systems Director, introduced GAVYN DONNETTA, Gas System Equipment Operator. BILLY BOLIN, Police Chief, introduced CHRISTIAN FOWLER, ISAAC GASTON, DONAVON LEWIS, & NATHAN SHATTUCK, Police Officers. BRIAN WILLIAMS, Public Works Director, introduced BRYCE NUNLEY, Municipal Facilities Worker III. WILLIAM L. “BUZZY” NEWMAN, JR., Assistant City Manager, introduced THOMAS KENNEY, Parks & Recreation Director. The BOARD OF COMMISSIONERS welcomed our new team members for employment with the City of Henderson. ________________________ APPROVAL OF CONSENT AGENDA: MAYOR STATON asked the City Clerk to read the Consent Agenda. Minutes: June 24, 2025, Regular Meeting June 27, 2025, Special Called Meeting Resolutions and Municipal Orders: Res. 54-25: Resolution Accepting Human Resources Report Dated July 15, 2025, And Approving All Actions Contained Within Res. 55-25: Resolution Increasing Salary Of City Attorney By Two Percent (2%) Retroactive To June 1, 2025 Res. 56-25: Resolution Approving Agreement With Audubon Area Community Services Senior Services Allocating A Total Of $1,500.00 And Authorizing The City Manager To Execute Agreement Res. 57-25: Resolution Approving Agreement With Cliff Hagan Boys And Girls Club, Inc Allocating A Total Of $7,500.00 And Authorizing City Manager To Execute Agreement Res. 58-25: Resolution Approving Agreement With Green River Regional Rape Victim Services D/B/A New Beginnings Allocating A Total Of $4,00.00 And Authorizing City Manager To Execute Agreement Res. 59-25: Resolution Approving Agreement With The Henderson Area Arts Alliance Allocating A Total Of $4,500.00 And Authorizing City Manager To Execute Agreement Res. 60-25: Resolution Approving Agreement With Henderson Christian Community Outreach Allocating A Total Of $15,000.00 And Authorizing City Manager To Execute Agreement Res. 61-25: Resolution Approving Agreement With Henderson County Family YMCA Allocating A Total Of $5,000.00 And Authorizing City Manager To Execute Agreement Res. 62-25: Resolution Approving Agreement With Henderson Kentucky Education Foundation Allocating A Total Of $5,000.00 And Authorizing City Manager To Execute Agreement  149 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 Res. 63-25: Resolution Approving Agreement With Involvement, Inc. Allocating A Total Of $1,500.00 And Authorizing City Manager To Execute Agreement Res. 64-25: Resolution Approving Agreement With Junior Achievement Of West Kentucky Allocating A Total Of $2,500.00 And Authorizing City Manager To Execute Agreement Res. 65-25: Resolution Approving Agreement With New Hope Animal Rescue Center Allocating A Total Of $3,000.00 And Authorizing City Manager To Execute Agreement Res. 66-25: Resolution Approving Agreement With Ohio Valley Art League Allocating A Total Of $1,000.00 And Authorizing City Manager To Execute Agreement Res. 67-25: Resolution Approving Agreement With Owensboro Area Shelter, Information & Services, Inc. (Oasis) Allocating A Total Of $6,500.00 And Authorizing City Manager To Execute Agreement Res. 68-25: Resolution Approving Agreement With River Valley Behavioral Health – The Port Youth Drop In Center Allocating A Total Of $15,000.00 And Authorizing City Manager To Execute Agreement Res. 69-25: Resolution Approving Agreement With Riverview School Allocating A Total Of $4,000.00 And Authorizing City Manager To Execute Agreement Res. 70-25: Resolution Approving Agreement With St. Anthony’s Hospice Allocating A Total Of $10,000.00 And Authorizing City Manager To Execute Agreement Res. 71-25: Resolution Approving Agreement With The Gathering Place Henderson County Senior Citizens Center Allocating A Total Of $15,000.00 And Authorizing City Manager To Execute Agreement Res. 72-25: Resolution Approving Agreement With The Salvation Army Allocating A Total Of $10,000.00 And Authorizing City Manager To Execute Agreement Res. 73-25: Resolution Approving Agreement With The Volunteer And Information Center Allocating A Total Of $1,000.00 And Authorizing City Manager To Execute Agreement Res. 74-25: Resolution Approving Agreement With The Bluegrass In The Park Folklife Festival, Inc. Allocating A Total Of $7,500.00 And Authorizing City Manager To Execute Agreement Res. 75-25: Resolution Approving Agreement With The Henderson Songfest, Inc. Dba Sandy Lee Songfest Allocating A Total Of $6,000.00 And Authorizing City Manager To Execute Agreement Res. 76-25: Resolution Approving Agreement With The Sons Of Henderson Allocating A Total Of $3,000.00 And Authorizing City Manager To Execute Agreement Res. 77-25: Resolution Approving Agreement With The Henderson Kentucky Chamber Of Commerce, Downtown Henderson Partnership Committee (Juneteenth Celebration Event) Allocating A Total Of $1,500.00 And Authorizing City Manager To Execute Agreement 150 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 M.O. 51-25: Municipal Order Accepting A Memorandum Of Understanding Between The City Of Henderson And Henderson Community College, Kentucky Community And Technical College System, For The Assignment Of A Henderson Police Department Officer To The Campus, And Authorizing The Mayor To Execute Said Agreement On Behalf Of The City MOTION by Commissioner Thomas, seconded by Commissioner Whitt, to approve the items on the Consent Agenda as presented. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton Aye: WHEREUPON, Mayor Staton declared the consent agenda items approved. /s/ Bradley S. Staton Bradley S. Staton, Mayor ATTEST: July 15, 2025 Jessa Brandon, City Clerk________________________ ORDINANCE NO. 24-25: FIRST READ AN ORDINANCE OF THE CITY OF HENDERSON, KENTUCKY AMENDING THE DEFINITION OF “PROJECT” IN ORDINANCE NO. 29-23 OF THE CITY DATED OCTOBER 24, 2023, AND ORDINANCE NO. 46-24 OF THE CITY DATED OCTOBER 1, 2024, TO PERMIT THE PROCEEDS OF THE CITY’S GENERAL OBLIGATION BONDS, SERIES 2023B AND GENERAL OBLIGATION BONDS, SERIES 2024A TO BE SPENT FOR COSTS OF ADDITIONAL PUBLIC PROJECTS MOTION by Commissioner Whitt, seconded by Commissioner Hargis, that the ordinance be adopted. MARK FRANKLIN, Bond Council, explained via zoom that as the City had earned investment proceeds that remain available for spending as well as some proceeds from the remaining 2024A Bonds, the language in the bond ordinance needed to be amended to allow for these funds to be utilized for critical HVAC improvements in City-owned facilities. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Bradley S. Staton Bradley S. Staton, Mayor ATTEST: July 15, 2024 Jessa Brandon, City Clerk________________________ ORDINANCE NO. 25-25: FIRST READ ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS AN ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS CONSISTING OF SIDEWALKS ON AUDUBON STREET  151 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 MOTION by Commissioner Thomas, seconded by Commissioner Hargis, that the ordinance be adopted. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Bradley S. Staton Bradley S. Staton, Mayor ATTEST: July 15, 2024 Jessa Brandon, City Clerk________________________ MUNICIPAL ORDER NO. 52-25: MUNICIPAL ORDER ACCEPTING PROPOSAL TO EXTEND CONSTRUCTION ASSISTANCE / CONSTRUCTION INSPECTION SERVICES BY PALMER ENGINEERING OF WINCHESTER, KENTUCKY, FOR WATHEN LANE WIDENING PROJECT 02-382 WILLIAM L. “BUZZY” NEWMAN, JR., Assistant City Manager, explained that as the Wathen Lane widening project had extended past its target completion date of December 16, 2024, resulting in the contractor accruing a $700.00 per calendar day penalty, requirements from the Federal Highway Administration and the Kentucky Transportation Cabinet are now eliciting the need for a full-time on-site inspector. The proposed municipal order seeks to amend the agreement with Palmer Engineering to continue their services. MAYOR STATON explained that in the proposed amendment to the agreement, the City agrees to pay 20% of the inspection services for approximately $70,000.00. He further expressed that he does not believe the City should agree to these terms, as the Contractor is at fault for the excess cost due to their untimely completion of the project. He proposed that the Commission vote to table this Municipal Order to allot time for the City Attorney and City Management to explore other options. MOTION by Commissioner Pruitt, seconded by Commissioner Hargis, to table Municipal Order 52-25 accepting the proposal to extend construction assistance for inspection services to Palmer Engineering of Winchester, Kentucky for the Wathen Lane Widening Project 02-382. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton declared the municipal order TABLED, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Bradley S. Staton Bradley S. Staton, Mayor ATTEST: July 15, 2025 Jessa Brandon, City Clerk________________________ MUNICIPAL ORDER NO. 41-25: MUNICIPAL ORDER ADOPTING RULES OF CONDUCT FOR INDIVIDUALS ATTENDING OR PARTICIPATING IN EVENTS AT THE DEACONESS HENDERSON SPORTSPLEX 152 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 MOTION by Commissioner Pruitt, seconded by Commissioner Thomas, to pull Municipal Order 41-25 off the table for discussion. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: MOTION by Commissioner Whitt, seconded by Commissioner Pruitt, to adopt the rules of conduct for individuals attending or participating in events at the Deaconess Henderson Sportsplex. MAYOR STATON explained that this Municipal Order had been previously tabled due to the absence of City Manager, Dylan Ward, who is the party best suited to answer questions in relation to the Deaconess Henderson Sportsplex rules. DYLAN WARD, City Manager, explained that this is simply to establish expectations for the new facility and ensure efficient operations for the sportsplex to help maintain its functionality and allow the public to effectively enjoy it. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton declared the municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Bradley S. Staton Bradley S. Staton, Mayor ATTEST: July 15, 2025 Jessa Brandon, City Clerk________________________ CITY MANAGER REPORT: “Peabody Building HVAC” WES HITE, Facilities Maintenance Superintendent, explained that the initial issue arose when the compressor failed in AC2, which serves the second floor of the building. AC1, which serves the ground floor and the first floor was still running, until a pump malfunctioned. Maintenance installed a new pump and a temporary unit for the second floor. Though it’s operational, it’s still not sufficiently cooling the building. WILLIAM L. “BUZZY” NEWMAN, JR., Assistant City Manager, explained that given the age of the equipment, its eventual failure was anticipated; however, the reality of its failure came more quickly than expected. The cost of the repairs as presented from the vendor were much higher than expected as well, and as it currently takes approximately 6 to 8 months to obtain a new chiller, it would be at least February or March of 2026 before repairs could be completed. JESS PARK, Associate Mechanical Engineer with Hafer Associates, explained that the equipment being replaced was originally installed in 1986, making it nearly 40 years old. He elaborated that there are two units which serve the entire building, each of which have compressors inside the unit and are served by a single cooling tower, which circulates water outside to reject the heat. The proposed system will utilize an air cooled chiller, which will sit outside and circulate water through the units inside the building. The proposed system is the most efficient and best temperature-controlled option. Because of the age of the equipment, everything will need to be replaced due to compatibility with newer equipment.  153 CITY OF HENDERSON – RECORD BOOK Record of Minutes of A Special Called Meeting on July 15, 2025 WILLIAM L. “BUZZY” NEWMAN, JR., Assistant City Manager, explained that the former HMP&L building was being utilized to relocate offices as the temperature in the building became unreasonable within the Peabody building. However, the Assistant City Manager recommended that the commission, in light of the urgency of the situation, be prepared to make a decision soon. The cost of Phase I and Phase II of repairs could potentially reach as high as $3.5 Million. Original estimates were approximately $1 Million; however, only considered the source equipment and installation. ________________________ EXECUTIVE SESSION: “Proposed Litigation” MOTION by Commissioner Thomas, seconded by Commissioner Hargis, that the Board of Commissioners go into Executive Session pursuant to the KRS 61.810(1)(c) for the purpose of proposed litigation against the City. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton declared the Board adjourned into Executive Session. ________________________ MEETING RECONVENED: MOTION by Commissioner Whitt, seconded by Commissioner Pruitt, that the Board of Commissioners reconvene into regular session. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WHEREUPON, Mayor Staton reconvened the Board into regular session. ________________________ MEETING ADJOURN: MOTION by Commissioner Thomas, seconded by Commissioner Hargis, to adjourn the meeting. The vote was called. On roll call, the vote stood: Commissioner Pruitt ------ Aye: Commissioner Hargis ---- Aye: Commissioner Whitt ------ Aye: Commissioner Thomas --- Aye: Mayor Staton ----- Aye: WITHOUT OBJECTION, Mayor Staton declared the Meeting adjourned at approximately 3:54 p.m. ___________________________ Bradley S. Staton, Mayor ATTEST: August 12, 2025 ______________________ Jessa Brandon, City Clerk