The Elkton City Council met in regular session on Monday, November 12, 2007 with Mayor Nancy T. Camp presiding.

City Council members present: Doug Gibson; Eugene Jefferson; Danny Laster; David Powell; Cindy Sidebottom; and Jimmy Scott.

Others present: City Clerk/Treasurer Laura Brock; City Attorney John P. Kirkham; Utility Superintendent Terry Frogue; Police Chief Bruce Marklin; Robin Snardon; Mike McGhee, McGhee Engineering; Tracy Robinson, Main Street Manager; and, Stephanie Craft, Todd County Standard.

Mayor Camp called the meeting to order at 7:00 PM and led the Pledge of Allegiance. Mr. Laster led invocation.

Mayor Camp called for approval to amend the agenda to first include a presentation for former council member Robin Snardon and to swear in newly elected council member Jimmy Scott. Mrs. Sidebottom motioned to approve the amendment of the agenda and seconded by Mr. Powell. Motion carried unanimously.

Mayor Camp presented a plaque to Robin Snardon in appreciation of her service and dedication in serving on the city council. Mrs. Snardon thanked the Mayor and Council and stated that it was a learning experience that she enjoyed.

Mayor Camp called for Clerk Brock to swear in Jimmy Scott, who was recently elected to fill the temporary appointment of Robin Snardon. Clerk Brock administered the oath of office to Mr. Scott.

After reviewing the October 8, 2007 regular council meeting minutes, bills payable and financial reports, Mr. Jefferson motioned to approve the minutes, bills payable and financial reports. Motion seconded by Mr. Powell and carried unanimously.

Mike McGhee updated the council on the progress of the sewer facilities project. Mr. McGhee reported that the project is essentially finished, with only minor work to be done.

Mr. McGhee presented Construction Funds Request No. 10 in the amount of $158,554.55 with the following payment requests:
 

• McGhee Engineering $ 16,112.50
• W. Rogers Company $ 142,442.05

Also, Mr. McGhee presented the following Change Orders:

• Number 7 – Extra work at splitter due to missing valve - $2,997.45
• Number 10 – Additional fencing and remote operated gate - $61,920.60
• Number 11 – New control panel for main lift station - $35,746.60

Mr. McGhee reported that if the change orders were approved, there would still be a balance remaining of approximately $50,000 for additional change orders or extra work. Mr. McGhee recommended spending some of this money on addressing infiltration problems, especially in the southern part of town. Mr. McGhee reported that the new high school lift station was the largest the piping will tolerate and is still having problems keeping up with the flow during heavy rainfalls. There was considerable discussion regarding the cost of the fencing. After discussion, Mr. Gibson motioned to approve the change orders. Motion seconded by Mr. Laster and carried unanimously.

Mr. McGhee presented an amendment to the engineering services agreement. This amendment is needed to match the final project budget. Mrs. Sidebottom motioned to approve the amendment and seconded by Mr. Powell. Motion carried unanimously.

Mr. Powell motioned to approve the construction funds pay request and seconded by Mr. Laster. Motion carried unanimously. Mr. McGhee thanked the council and left the meeting.

Clerk Brock read first reading of Ordinance 2007-10, "AN ORDINANCE ENACTING AND ADOPTING A SUPPLEMENT TO THE CODE OF ORDINANCES OF THE CITY OF ELKTON, KENTUCKY." Mr. Jefferson motioned to accept after first reading and seconded by Mr. Laster. Motion carried unanimously by show of hands.

Mayor Camp presented Resolution 2007-8, "RESOLUTION APPROVING THE TRANSFER OF FUNDS AND DISSOLUTION OF THE ELKTON VETERANS MEMORIAL COMMITTEE." After discussion, Mr. Scott motioned to adopt Resolution 2007-8 and seconded by Mr. Laster. Motion carried unanimously.

Mayor Camp presented Resolution 2007-9, "RESOLUTION ADOPTING AND APPROVING THE EXECUTION OF A MUNICIPAL ROAD AID DISCRETIONARY BOND FUND AGREEMENT." Mayor Camp informed the council the city has been awarded funding in the amount of $48,000 to resurface Standard Drive, Poplar Street, Deborah Street, Howard Circle, and Wendy Lane. After discussion, Mr. Jefferson motioned to adopt Resolution 2007-9 and seconded by Mr. Powell. After roll call vote by Mayor Camp, all those voted in favor of the motion and motion carried.

Mayor Camp presented Resolution 2007-10, "RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF A EQUIPMENT LEASE/PURCHASE AGREEMENT, AND RELATED INSTRUMENTS, AND DETERMINING OTHER MATTERS IN CONNECTION THEREWITH." This resolution authorizes entering into a lease/purchase agreement over five years for the purchase of the new Ford Explorer authorized by the council. Mr. Jefferson motioned to adopt Resolution 2007-10 and seconded by Mr. Scott. Motion carried unanimously.

Mayor Camp called for a report from Clerk Brock regarding the Planning Commission. Clerk Brock reported that the Planning Commission is currently discussing several issues, including adopting subdivision regulations, changes in the zoning ordinance and street ordinance. After the next Commission meeting, a full report on these issues and recommendations will be presented.

Mayor Camp reminded the council of the discussions at the last meeting regarding Elkton, Guthrie and Fiscal Court partnering in the preparation of a new countywide comprehensive plan. The City needs to update its plan, which if done professionally would cost around $25,000. However, if we partner with Guthrie and the County, the cost should not exceed $15,000. Mayor Camp recommended the city partner with Guthrie and Fiscal Court to prepare a countywide comprehensive plan, with the stipulation that all three entities participate equally at a cost not to exceed $15,000 each. After discussion, Mr. Powell motioned to approve the Mayor’s recommendation and seconded by Mr. Gibson. Motion carried unanimously.

Clerk Brock informed the council that a grant opportunity through Get Healthy Kentucky is currently available. One item that is eligible under this grant is the purchase of playground equipment. Clerk Brock proposed the city and county partner together to purchase new playground equipment to put in the city-county park. Clerk Brock passed around pictures of several types of equipment. Also, several local organizations have agreed to organize a new event called "The Longest Day of Play" next year to promote exercise and nutrition. This grant could also be used to promote the event. The maximum grant amount is $20,000 with a 40% matching requirement of $8,000. Clerk Brock proposed the city and county split the matching portion. After discussion, Mr. Gibson motioned to apply for the maximum amount of funding as long as the city and county split the matching portion. Motion seconded by Mr. Powell and carried unanimously.

Mayor Camp introduced Tracy Robinson, Silver Triangle Main Street Manager, to the council. Mrs. Robinson addressed the council about what Main Street is about and the activities and projects they have done in the past. Over the past five years, Main Street has helped bring almost $1.9 million in investment dollars to Todd County. Approximately $824,000 will be invested in downtown Elkton, including streetscape and façade projects. After her presentation, Mrs. Robinson thanked the council and left the meeting.

Mayor Camp informed the council that Daniel Knight will not be able to do the landscaping at the Old Courthouse because it was discovered that he does not have liability insurance. This project will be put on hold until the spring.

Clerk Brock informed the council that the city received $4,611.11 in Area Development Funding for the restoration of the second level of the old courthouse. Clerk Brock reminded the council they had voted to apply for funding to install heating and air in the old courthouse and to do some work in the park pavilions. However, funding could only be applied to one single project. Therefore, application was made to install heating and air on the second floor and roof repair to the Old Courthouse. After inspecting the roof, it has been determined that the flashings around the chimneys and clock tower are causing most of the problem. This could be done for about $3,500.00. However, was recommended a new roof and flashing be put on the building at a cost of $11,850.00. Also, since the plans for the museum on the second floor are on hold, Clerk Brock recommended repairing the roof before the heating and air is installed. The leaking roof is already rusting the newly repaired clockworks. After discussion, Mr. Laster motioned to get more bids on replacing the roof and present them to the council at the next meeting. Motion seconded by Mr. Powell and carried unanimously.

Clerk Brock asked the council for permission to pursue as a future project the construction of an athletic field complex. This complex would include soccer, football, baseball, softball, concessions and restrooms. Clerk Brock will also research grant funding availability. However, cost estimates for such a project are needed in order to know how much money is needed. After discussion, Mr. Jefferson motioned to authorize pursuing construction estimates and funding sources for an athletic field complex. Motion seconded by Mrs. Sidebottom and carried unanimously. No expenses will be incurred without council approval.

Terry Frogue informed the council the city has been approached by the Todd County Board of Education about running a sewer force main to North Todd Elementary School. North Todd School currently has a small package sewer plant that is in need of replacement. The school is approximately 7 miles from the city limits and the cost to run the line would be approximately $550,000. If the school system pays for the project, no one else can connect to the line. However, if the city pays for the project, other customers could connect. Also, Mr. Frogue pointed out that city ordinances require anyone that connects to city utility services to annex into the city limits. Mr. Frogue said if the city paid for the project we could charge the Board a tap on fee of around $175,000, which would help pay for part of the project. The City could apply for 1% interest loans from KIA to pay for the remaining balance of $375,000, which would cost the city around $21,000 per year. Clerk Brock stated that if the Board agreed for both North Todd and South Todd schools to be annexed, the city would receive roughly $4,000 per month in payroll taxes. Therefore, the amount received in payroll taxes would pay for the project. However, the School Superintendent Mike Kenner requested the city consider exempting the school system from the annexation requirement. In order to annex the schools into the city limits, the city would have to own tangible assets in the state highway right-of-way, which would be the utility lines, and annex the highway to the schools. Clerk Brock also stated she thought that Fiscal Court would have to approve the annexation of the right-of-way before the state would consent to the annexation. After discussion, Mr. Scott motioned that the city not change its requirements for annexation and to further study the payroll taxes that would be generated if the schools were annexed. Motion seconded by Mr. Jefferson and carried unanimously.

COUNCIL REPORTS

Mr. Laster questioned Mr. Frogue about the problems with the new lift station Mr. McGhee discussed in his presentation. There was considerable concern that the city spent a lot of money replacing the lift station and we are still having problems on the south side of town and the lift station. Mr. Frogue explained that the biggest problems occur when there is a large rain event, which is why McGhee is suggesting some of the extra project money be spent on the inflow and infiltration problem. One of the suggestions is probably going to be putting a plastic bowl cover on all the sewer manholes, which keep water from getting into the sewer lines through the manholes. Mr. Frogue also explained that several more change orders will be discussed at the next meeting due to items being left out of the bid specifications by the electrician. There was discussion about whether the city should go ahead and purchase the plastic manhole covers. Mr. Jefferson motioned for Frogue to see how many manhole covers the city has and to get a cost for the plastic covers for the next meeting. Motion seconded by Mr. Laster and carried unanimously.

Mr. Frogue also reported that the utility department has begun using jail inmates for projects around the city.

Mr. Jefferson called for a report from Chief Marklin. Chief Marklin reported everything went well on Halloween. He also reported the department assisted with several drug raids in the city and out in the county in recent weeks. Also, the department received a free Dell computer from the Exploited and Missing Children organization. Chief Marklin also passed out a letter that citizens will receive explaining participation in a new program the police department is working on with Pennyrile Narcotics Task Force. The program allows people to get free drug testing kits at the police department and is completely anonymous. The goal of the program is to assist parents that believe their child may be using drugs and alcohol.

Mr. Powell reported the fire department only had one house fire in recent weeks. He also reported Chief Threlkel is retiring with the school system next year, but intends on staying with the City as Fire Chief.

MAYOR’S REPORT

Mayor Camp requested that the office hours for City Hall be changed from 7:30 am to 4:00 pm. The office staff may still work until 4:30 pm, but that will allow them some time to work without interruptions. After discussion, Mr. Jefferson motioned to approve the recommendation and seconded by Mr. Powell. Motion carried unanimously.

Mayor Camp reported she received a letter of resignation from Andy Shemwell from the Planning Commission due to his moving out of the city limits. Mr. Laster motioned to accept the resignation and seconded by Mrs. Sidebottom. Motion carried unanimously.

A Lyons Club is being organized in Elkton. The next meeting will be November 19^th at noon at Bryan’s Restaurant.