CITY OF UNION, KENTUCKY
Regular Business Meeting
Tuesday, July 15, 2003
CALL TO ORDER
Mayor Don Kirby called the regular/special meeting of Union City Commission to order in the Union City Building at 7:30 p.m., Tuesday, July 15, 2003. Monday’s regular meeting date set for July 14, 2003 was re-scheduled for lack of a quorum.
The following members of Commission present: Jonathan Jennings and Gary McCormick. Mr. McClellan was absent. Also present were: City Attorney Greg Voss, City Clerk Kathy Porter, City Engineer Representative of David Estes Engineering, Inc., Estelle Morgan, William Bosch, Warren Moore, Mike Trout, Greg Lloyd, John Gebka, Bill Bellam, Linda Flynn, Brian Sullivan, Planning & Zoning Representative Randy Barlow and Linda Barlow.
MINUTES
Mayor Kirby asked for a motion to approve the June 9, 2003 regular meeting minutes as presented. Mr. Jennings so moved and Mr. McCormick seconded the motion. Motion carried. Mayor Kirby asked for a motion to approve June 23, 2003 special meeting minutes. A motion to accept the Special Meeting Minutes was made by Mr. McCormick and Mr. Jennings seconded the motion. Motion carried.
TREASURER’S REPORT
Mayor Kirby read the Treasurer’s Report as of June 30, 2003 and determined they were in balance. Mr. Jennings moved to accept the Treasurer’s Report as presented. Mr. McCormick seconded the motion. Motion carried.
BILLS FOR PAYMENT
Mr. McCormick made a motion to approve payment of the bills. Motion seconded by Mr. Jennings. Motion carried. Mr. McCormick asked for information on the Engineering bills.
ANNOUNCEMENTS/CORRESPONDENCE
Mayor Kirby read a letter received from Executive Director Kevin Costello of Boone County Planning and Zoning. Mr. Costello was officially informing the Commission that the term of Terrill Kidwell, Board Member of the Union Board of Adjustment term had expired on June 30, 2003 and they have sixty- (60) days to either reappoint or appoint a new member. Mr. Kidwell has expressed a desire to continue his service. Due to his excellent service and dedication to the city Mayor Kirby read the following resolution.
Resolution 03-008 – A RESOLUTION APPOINTING TERRILL KIDWELL TO THE CITY OF UNION, KENTUCKY BOARD OF ADJUSTMENTS. Motion to accept the Resolution by Mr. Jennings and Mr. McCormick seconded the motion. Motion carried.
Correspondence received from Cinergy regarding the street light layout for the Gunpowder Green Estates Subdivision. Mr. Gorman explained in his correspondence that this was not the former drawing that was discussed previously. Fortunately, the layout as it stands contains the factors that are covered in the rate SL needed to complete the designs for construction purposes, once the locations are finalized. A hand drawn copy is enclosed for use and evaluation and three copies of the layout for your use. The former drawing symbology would have made the layout fairly difficult to detect. The lights can be installed at transformer locations which can save on cost and excavation. There are two locations with existing customer lights that may be an issue. These locations are: 1036 Churchill Drive and 1066 Tudor Lane, these persons have gone to considerable expense lighting their drives and may have some reservations. The Town & Country light fixtures are larger than the older ones that were used about a year ago. These lights are located in the newer subdivisions and can be observed before making a final decision on the lights and fixtures being offered. Mayor Kirby asked if anyone present had any comments. Mrs. Flynn of 1066 Churchill Drive voiced her concerns and expressed she did not want the lights and also, some of her neighbors were in agreement with her. Mayor Kirby informed Mrs. Flynn that the city had received a petition in December with an overwhelming request for lights. Letters with information and a survey request will be sent out to all the property owners in Gunpowder Greens Subdivision to give each an opportunity to voice their opinion. After the results of the survey are tallied, a preliminary plan with adjustments will be made and the subdivision residents will be notified of the proposal. The cost reportedly for lights, installation and monthly charge will be $185.00 per month.
PLANNING & ZONING REPORT
Mr. Barlow had no report at this time.
CITY ENGINEER REPORT
Mr. Jim Curry of David Estes Engineering reported on the bids received on July 11, 2003 for curb and gutter repair work on Indian Hill Drive, Windsor Way and Tudor Lane. Ninety-nine percent (99%) of the work to be done is on Indian Hill Drive. Paul Michels & Sons was the only bidder with a bid of $20,187.40. Mr. Curry recommended accepting the bid as Mr. Michels had proved very dependable in the past jobs for the city and the job was under bid.
Mayor Kirby read first reading of Ordinance 03-006. AN ORDINANCE ACCEPTING THE BID OF PAUL MICHELS AND SONS FOR STREET REPAIRS ON INDIAN HILL DRIVE, WINDSOR WAY AND TUDOR LANE IN THE AMOUNT OF $20,187.40. Motion to accept first reading by Mr. McCormick and was seconded by Mr. Jennings. Motion carried.
Bids were received on July 11, 2003 for the Braxton Storm Sewer Project. The tabulated low bid was Brass Eagle, Inc. in the amount of $14,233.00. The highest bid was Rose Excavating & Development, Inc. in the amount of $21,985.20. Mr. Curry had contacted Scheben to confirm that they would honor the pledge they gave past City Engineer Willard Rusk in the amount of $8000.00, which is confirmed. Based on the bid and the Scheben contribution, this would require the four property owners to have to contribute $1558.25. The project includes all restoration. Estelle Morgan of 9094 Braxton asked if the builders had been contacted regarding a contribution. Some of the builders are out of business and others couldn’t be contacted. Mayor Kirby requested that a list of the builders be obtained and he would draft a letter explaining the situation and ask for their help. Mr. Curry said the bids were competitive and we have confirmed bids in hand and all unit prices are in line. Mayor Kirby asked how the Commission felt in absorbing some of the cost. Mr. McCormick asked how the city had handled this type situation historically. Mr. Moore mentioned a few instances. Mayor Kirby felt if the four property owners involved be responsible for $750.00 would be a fair price. Mr. McCormick wanted to know if this should be confirmed. Letters will be sent out to the developer and builders as soon as possible requesting some financial help, at that time a decision will be made. Ms. Morgan asked when work would start. The contract calls for work to commence within 10 days of award.
There hasn’t been much work going on Sycamore Drive, apparently the contractor has had some problems of being over extended. They put a hold on installing pipe for the last month, so their restoration jobs could be caught up. Rain may have stopped starting again today. There is one more run of sewer beds between the houses on Mt. Zion and the south side of Sycamore. There is a pump station involved, which is actually controlling the time as the pumps are not in yet. Estimated completion in ninety days, the contractor has been given the go ahead.
Each Commissioner was provided with a copy of the 2003 Street Inventory and Overall Condition Rating. There are 62 records in the OCI, which will help to show the overall condition of the streets and will aggressively help keep streets in repair. Union streets are in pretty good condition. Several factors such as condition, geometrics, rutting, drains, distress, defects and safety including sidewalks are the basis for this study. Once repairs have been completed, this will serve as a systematic guide line to keep updated annually. Mayor feels this will serve as a great tool and is anxious to begin work on implementing the report.
CITIZENS COMMENTS
Ms. Morgan was concerned about the bidding on the storm sewer bid on Braxton, as she had not seen anyone doing any inspecting. Mr. Curry said that there were four bids and all of them were required by the bid specs to inspect the project area. A resident of Union Village asked about the drainage pipe and what it is going to look like. Mr. Curry said it would be an 18 inch round pipe sticking in the ground and bars with an inch opening. The grate will be ground level.
Mrs. Flynn questioned the procedure of the Gunpowder Greens street survey. Mayor Kirby explained it would be a simple survey of yes or no as to whether they wanted street lights. Also, the citizens will be informed of the final plan if street lights are to be installed and the city will be aware of any installations.
OLD BUSINESS
The first order of old business is to appoint a new Commissioner to fill the vacancy left by Ana Hitzel. Four (4) qualified persons had filed for the position, so it is a very hard decision. Mayor Kirby had spoken with the Commissioners including Mr. McClellan who is absent as to their input as to who would be their choice. It is felt due to future development and the installation of the sewer system it would probably be wise to choose Mr. Moore. He has previous experience that would be an asset to the city.
Mayor Kirby read Resolution 03-007 – A RESOLUTION APPOINTING WARREN S. MOORE TO SERVE AS CITY COMMISSIONER FOR THE CITY OF UNION, KENTUCKY, REPLACING ANA HITZEL. Mr. McCormick moved to accept the Resolution. Mr. Jennings seconded the motion. Motion carried. The Resolution is effective immediately.
Mayor Kirby urged the other candidates to get involved with committees on city issues with their expertise.
Mayor Kirby read a letter composed by Mr. McCormick and was checked by Mr. Curry. The letter to be sent out informing residents along Mt. Zion Road from US 42 to Sycamore Drive about the possibility of installing a sewer line and building a temporary Waste Water Treatment Plant along US 42. This would allow these residents to connect to this service. Before moving forward with this project, this letter would serve as a gauge to the level of interest/concern of affected residents. Residents were asked to reply their decision to the city. Citizens will be notified of project developments if project is pursued. Mr. Bellan said he had spoken with Gary Ammon at the Sanitation District and learned that there was possibly going to be a capacity here for about 50 homes coming up by Cool Springs. He has not been able to get back with Mr. Ammon for more information. Mr. Curry said that Cool Springs is a pump station that pumps down to US 42 down by Whispering Trails, the problem is getting the sewage to there. Mayor Kirby complimented Mr. McCormick on the composure of the letter. There should be encouragement for response to the letter, even if we have to go door to door.
NEW BUSINESS
A proposal was received for painting the Speed Humps in Hempsteade Subdivision for $390.00 from Tru-Line Striping LLC. Reflective white glass beads will be used. HOA has requested a crosswalk, this will be an additional $90.00. The Commission was in agreement to the proposal.
Mr. McClellan serving as Commissioner of Public Works had inspected the entry sign at Gunpowder Greens and it is in good condition and to restore it would cost $250.00. The Lassing Green sign can be painted for $75.00. The four wood columns on the city building are rotting and to be replaced with fiberglass would cost $2000.00. Mayor Kirby said the cost was high, but Mr. McClellan said the columns are the only distinctive architecture feature of the building. The bid was from Corbin Custom Remodelers.
A bid proposal from Spillman Lawn Care for $1406.00 to work on the entrance to Lassing Green Area. Work will include cutting and replacing 1 dead pine; add flowers and a one time mulch.
Regarding the painting of the columns and building, which haven’t been painted since the the building was built, a bid from Rick Gayle for $975.00. This is necessary to preserve the appearance of the building.
Mayor Kirby gave first reading of ORDINANCE NO. 03-005 – AN ORDINANCE ACCEPTING THE BID OF RUMPKE OF KENTUCKY, INC. TO PROVIDE WASTE COLLECTION SERVICES IN THE CITY OF UNION COMMENCING JULY 1, 2003 THROUGH JUNE 30, 2005 AND AUTHORIZES THE MAYOR TO ENTER INTO A CONTRACT WITH RUMPKE OF KENTUCKY, INC. Motion to accept first reading by Mr. McCormick. Mr. Jennings seconded the motion. Motion carried.
Mayor Kirby administered the Oath of Office to Warren S. Moore as the new Commissioner for the City of Union, Kentucky.
ADJOURNMENT
Commissioner Moore moved to adjourn the meeting at 9:05p.m. Mr. McCormick seconded the motion. Motion carried.
APPROVED: ATTEST:
__________________ _____________________
Don Kirby, Mayor Kathy
Porter, City Clerk