MINUTES
Elkton City Council Meeting
Monday, July 10, 2006
7:00 PM
The Elkton City Council met in regular session on Monday, July 10, 2006 with Mayor John E. Walton presiding. Mayor Walton called the meeting to order at 7:00 PM and led the pledge to the American flag.
City Council members present: Eugene Jefferson; Nancy Camp; Greg Allen; Brad Shemwell; and, Danny Laster.
City Council members absent: David Powell.
Others present: City Clerk/Treasurer Laura Brock; City Attorney John P. Kirkham; Utility Superintendent Terry Frogue; Police Chief Bruce Marklin; Mike McGhee; Evelyn Boone, Todd County Standard; Monica Massie; and, Mr. and Mrs. Curtis Gibbs.
After reviewing the minutes of the June 13, 2006 and June 27, 2006 council meetings, financial reports and bills payable, Mrs. Camp motioned to approve the minutes, financial reports and pay the bills. Motion seconded by Mr. Jefferson and carried unanimously by the council.
Mayor Walton introduced Monica Massie, who was present to discuss an upcoming event of the Todd County Christian Youth. Mrs. Massie explained the event would be held on September 3rd and will be called "Survivor Night." Various churches in the County and some surrounding counties are sponsoring the event. Mrs. Massie requested the Council consider donating to support the event. There was no action taken.
Mayor Walton welcomed Mr. and Mrs. Curtis Gibbs and called for any comments they would like to make. Mr. and Mrs. Gibbs explained to the Council they had received a code violation letter from Terry Frogue. They explained that all vehicles on their property were operable and requested that Mr. Frogue speak to them directly instead of by letter. Mayor Walton thanked them for their comments and Mr. and Mrs. Curtis left the meeting.
Mayor Walton informed the Council he received an award letter from the Kentucky Transportation Cabinet stating the City will receive $100,000 in Transportation Enhancement funding. Clerk Brock explained that the proposed project plans were to replace sidewalks around portions of the square and install historic lighting. The City will be required to match 20% of the project cost.
Mayor Walton asked Mike McGhee to discuss the Coursey Property Sewer Line Extension Project. Mr. McGhee informed the Council that the sealed bids for the project had been publicly advertised and received on June 29, 2006. The following bids were received:
- Bobby Luttrell and Sons, LLC $163,960.00
- H&M Pipeline, Inc. $174,191.46
- Cleary Construction $194,717.00
Mr. McGhee explained that the City only received $143,500 in funding from the State for the entire project. The amount allocated to construction for the project is approximately $107,500. Therefore, Mr. McGhee negotiated with the lowest bidder, Bobby Luttrell and Sons, to reduce the length of the extension, but using the same unit prices as submitted in the original bid. Therefore, the project bid was reduced to $107,480.00 in order to keep the project under budget. After negotiating the smaller contract, the sewer line extension would go across the Coursey property and reach the bridge located on highway 68/80, but would not go under the bridge. It would cost an additional $15,000 to get the sewer line under the bridge to the property located across Highway 68/80. If at all possible, Mr. McGhee would like to see the line extended under the bridge because all the necessary permits have been received and may not be granted by the State at a later date. After brief discussion, Mr. McGhee recommended the Council accept the bid of Bobby Luttrell and Sons as negotiated in the amount of $107,480.00. Mr. Allen motioned to accept Mike McGhee’s recommendation and award the contract to Bobby Luttrell and sons in the amount of $107,480.00. Motion seconded by Mr. Jefferson and carried unanimously. Mr. McGhee stated that the line could be extended further if the Council decided to do so at a later date if the Contractor is agreeable.
Mr. McGhee also updated the City Council on the sewer plant expansion project. Mr. McGhee stated the City is still waiting on an award letter from the Environmental Protection Agency in order to bid the project.
Also, Mr. McGhee updated the Council on the City Lake Dam. In Fall 2003, Mr. McGhee preformed a breach analysis of the dam and sent the figures to the State as requested. The State has not completed their analysis of the figures and we have not heard anything regarding the reclassification of the dam.
Mr. Allen motioned to go into executive session pursuant to KRS 61.810(b), for the deliberations on the future sale of real property by the city, as publicity would be likely to affect the value of the specific piece of property under consideration to be sold by the city, a public agency. Motion seconded by Mr. Jefferson and carried unanimously. The doors were closed to the public. Upon returning from executive session, no action was taken.
Clerk Brock presented Municipal Order 2006-01, "MUNICIPAL ORDER AMENDING THE PERSONNEL POLICIES AND PROCEDURES." After reviewing the Order, Mr. Jefferson motioned to adopt Municipal Order 2006-01 and seconded by Mr. Shemwell. Motion carried unanimously.
Mayor Walton presented a proposal from Magellan Services for firearms training for fiscal year 2007. The proposal includes two mandatory training sessions during the year and two voluntary sessions on their own time for each officer. The City will provide bullets. The total cost of the proposal is $2,400. After brief discussion, Mrs. Camp motioned to enter into an agreement with Magellan Services for firearms training as proposed. Motion seconded by Mr. Allen and carried unanimously.
Clerk Brock requested permission from the Council to request from Elkton Bank and Trust Company reimbursement from the Cemetery Perpetual Care Trust Fund. The request is for the balance of the interest account as of June 30, 2006. Mrs. Camp motioned to authorize Clerk Brock to request reimbursement from Elkton Bank and Trust Company from the Cemetery Perpetual Care Trust Fund. Motion seconded by Mr. Shemwell. Motion carried unanimously.
Clerk Brock presented a proposal from Thurman, Campbell and Company for preparation of the FY 2006 audit report and uniform financial reports at a cost of $11,900. Clerk Brock recommended accepting the proposal. Mr. Jefferson motioned to accept the recommendation and seconded by Mr. Laster. Motion carried unanimously.
Mayor Walton informed the Council that the City publicly advertised for and received bids for road materials on July 7, 2006. Only one bid was received from Scotty’s Contracting and Stone. For installation of bituminous concrete surface mix, the bid was $56.85 per ton. Mr. Jefferson motioned to approve the bid received from Scotty’s and seconded by Mr. Laster. Motion carried unanimously.
Mayor Walton presented a proposal from Scotty’s for paving three streets using the bid submitted to the City: Gayle Lane, Elaine Court and a potion of S. Allen Street. The total cost of the paving is $18,334.00. Mr. Laster motioned to accept the proposal and seconded by Mr. Shemwell. Motion carried unanimously.
Mayor Walton recommended the Council declare the lot the City owns on Marion Street surplus property. There has been some interest in purchasing the property. Also, the Mayor recommended setting a minimum bid of $6,000.00. Mrs. Camp motioned to declare the property on Marion Street surplus property. Motion seconded by Mr. Laster and carried unanimously. Mr. Laster motioned to set a minimum bid of $6,000.00 for the lot and seconded by Mr. Jefferson. Motion carried unanimously.
Clerk Brock presented to the Council a proposal to purchase new computer software from United Systems and Software. The proposal included the purchase of a new program to track business license fees and insurance premium taxes. The proposal also included replacing the current property tax and utility billing software. The support from these software companies has been very poor lately. Also, the new software has many more options than the current programs being used. Changing these two systems and purchasing the new municipal license software would mean the City only had to deal with one company for software support. Also, Clerk Brock stated that it would cut back on the amount of time processing and posting payments in the office. The total cost of the proposal was $15,670.00. After discussion, Mrs. Camp motioned to purchase the software from United Systems and Software at the cost of $15,670.00. Motion seconded by Mr. Jefferson and carried unanimously.
Clerk Brock presented a proposal to purchase three new Acer computers for City Hall from CDW-G in the amount of $1,785.00. After brief discussion, Mr. Jefferson motioned to approve the purchase and seconded by Mr. Shemwell. Motion carried unanimously.
Mayor Walton informed the Council that he received a letter of resignation from Marvin Davidson from the Code Enforcement Board. Mayor Walton thanked Mr. Davidson for serving on the Board and for all that he has done for the City. Mayor Walton requested recommendations for appointment to the Board.
COUNCIL REPORTS
Mr. Jefferson stated that since the policy regarding vacation time has been changed to reflect that vacation time is accrued during the previous year and that employees are entitled to payment of vacation time accrued upon termination of employment that Gerald Barnett and John Lancaster, whose employment with the City ended this year, should be paid for vacation time that they would have earned under the new policy. Clerk Brock confirmed that these are the only two employees that would have been affected by the policy change. Clerk Brock stated that Gerald Barnett would receive 80 hours and John Lancaster 40 hours. After some discussion, Mr. Jefferson motioned to pay Gerald Barnett and John Lancaster for the vacation time this pay period. Motion seconded by Mr. Allen and carried unanimously.
Chief Marklin gave a report of activity in the department for the month of June. It was reported that a new officer, Patrick Putnam, was hired effective July 6, 2006. Officer Putnam was hired to replace Officer Joey Johnson, who will be retiring at the end of September 2006.
Chief Marklin expressed his thanks to Sergeant Rodney Moberly for spoiling a burglary attempt at the Todd County Standard. Sergeant Moberly arrived at the scene fast enough to arrest the violator before he obtained entry into the building.
Mr. Allen reported the park was in good shape. Mr. Allen reported that a budget for this fiscal year for the park had not been prepared as of yet, but will be done in the next few weeks. Mr. Allen requested the City go ahead and contribute the funds allocated to the park in the City’s budget and to allow the park to present its budget to the City in the next few weeks. Motion seconded by Mrs. Camp and carried unanimously.
Mayor Walton reported the 4th of July fireworks sponsored by the Park was very well attended. This year’s event was held at the High School to accommodate more parking, but the parking still overflowed into the streets.
Mr. Laster called for a report from Mr. Frogue regarding a letter from the EPA. Mr. Frogue reported that an inspection on the City’s water distribution system was done and the City received no violations. The EPA did recommend updating the maps of the water lines, valves and hydrants.
Mr. Frogue also reported he ordered a leak detector for the department. A representative from Kentucky Rural Water will be in town this week to help teach the department how to use the device and to help look for the water leaks in the City.
Mr. Frogue reported he received a request from the contractor building the new Todd County Jail to cut Washington Street in order to set a new sewer tap. The Contractor has agreed to repair the cut to City specifications and approval.
Mr. Frogue briefly addressed the Council regarding the comments made by Mr. and Mrs. Gibbs. Mr. Frogue stated that the letter the Gibbs received was only a courtesy letter. The letter asked the Gibbs to contact him regarding the violations.
Mrs. Camp stated that the limbs that fell in the cemetery due to the storm damage have been removed.
Clerk Brock presented an agreement to the Council between the City and the Todd County Industrial Foundation. The City would contribute $10,000.00 for the Foundation’s continued efforts towards economic development and industrial recruitment for the City. Several council members expressed concern that no results are being seen from the continued support of the Industrial Foundation. After brief discussion, Mr. Allen motioned to enter into the agreement and seconded by Mr. Laster. Motion carried unanimously.
Mr. Kirkham asked the Council to amend the agenda to include an Ordinance closing an alley for Gospel of the Kingdom Tabernacle Church and Mr. and Mrs. Horace Foster. Mr. Jefferson motioned to amend the agenda and seconded by Mrs. Camp. Motion carried unanimously. Mr. Kirkham read first reading of Ordinance 2006-5, "AN ORDINANCE CLOSING A PORTION OF AN UNNAMED AND UNIMPROVED ALLEY RUNNING BETWEEN WASHINGTON STREET AND GOBEL AVENUE." Mrs. Camp motioned to accept after first reading and seconded by Mr. Laster. Motion carried by unanimous show of hands by the Council.
Mayor Walton welcomed Evelyn Boone back to Elkton.
Mr. Jefferson motioned to adjourn and seconded by Mr. Laster. Motion carried unanimously and meeting adjourned at approximately 9:00 PM.