The Elkton City Council met in regular session on Monday, October 8, 2007 with Mayor Nancy T. Camp presiding.

City Council members present: Doug Gibson; Eugene Jefferson; Cindy Sidebottom; and Robin Snardon.

City Council members absent: Danny Laster; and, David Powell.

Others present: City Clerk/Treasurer Laura Brock; City Attorney John P. Kirkham; Utility Superintendent Terry Frogue; Sergeant Rodney Moberly; Mike McGhee, McGhee Engineering; and, Ryan Craig, Todd County Standard.

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

After reviewing the September 10, 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. Gibson and carried unanimously.

Mike McGhee updated the council on the progress of the sewer facilities project. The project has been under construction for 247 days. The project has used 82.3% of the time allotted and 79.2% of funds budgeted. Mr. McGhee reported that the project is still going very well and still expects substantial completion in November. The new equipment at the plant should be under operation in a few weeks.

Mr. McGhee presented Construction Funds Request No. 9 in the amount of $239,908.52 with the following payment requests:

• McGhee Engineering     $   16,112.50
• W. Rogers Company       $ 223,796.02

Mrs. Sidebottom motioned to approve the construction funds pay request and seconded by Mrs. Snardon. Motion carried unanimously.

Mr. McGhee briefly updated the council on a $800,000 grant that Logan-Todd Regional Water will be receiving to update its filtration system. Following discussion, Mr. McGhee thanked the council and left the meeting at this time.

Silver Triangle Main Street was next on the agenda, however no one was present.

Mayor Camp informed the Council that the city needs to update its Comprehensive Plan, which is used by the Planning Commission. The plan is a "map of the future" to help guide development in the city. The city is required by law to update the plan every five years. The initial Comprehensive Plan was written around 1985 and has never been professionally updated. The Planning Commission has generally just reviewed the plan and readopted it. However, the County formed a committee to discuss the County, Elkton and Guthrie partnering together to share the cost of having a professional plan created for the whole county. This cost is estimated to be around $15,000 each. If the City had a plan prepared on its own, it could cost around $20,000 or more. Mayor Camp requested no decision be made at this time, but suggested the council think about it until a future meeting.

Mayor Camp stated that Watson Ricchuite has agreed to pickup leaves for the citizens this fall at an amount not to exceed $19,950. It was discussed that the leaf pickup is more important this year due to the extreme drought conditions. After discussion, Mrs. Sidebottom motioned to continue the leaf pickup at the proposed price of $19,950 allowing the Mayor and the Clerk to set the dates and times for the pickup. Motion seconded by Mr. Jefferson and carried unanimously.

Halloween trick-or-treat times were discussed. Halloween falls on Wednesday this year. After discussion, Mr. Gibson motioned to have trick-or-treat on Wednesday, October 31^st from 5:00 pm to 8:00 pm. Motion seconded by Mrs. Snardon and carried unanimously. Sergeant Moberly stated that Chief Marklin suggested the Council limit the time to 7:00 pm. However, after discussion, it was decided not to change the times.

Mayor Camp suggested the City not have a Christmas Dinner this year. Mayor Camp stated that Christmas is a busy time of year for everyone and suggested the city have an event in the spring or summer next year, where all employees and volunteers can get together with their families at the park. After discussion, Mr. Jefferson motioned to approve the Mayor’s suggestion and seconded by Mr. Gibson. Motion carried unanimously.

Clerk Brock presented a proposal from United Systems for outsourcing utility billing printing and mailing services. The one time cost of the software update is $950, with an annual maintenance fee of $150 after the first year. A company in Lexington would print the bills on a regular sheet of paper and include a return envelope for payment. Also, the company would mail the bills using their mailing permit. The cost to mail the bills would be higher because the cost to mail a regular letter is higher than the cost to mail the postcards we are currently using. Therefore, Clerk Brock estimated it would cost an extra $1,200 per year to go with this service. However, the post cards were easy to lose and many customers complain that they don’t get them in the mail some months. Clerk Brock stated she felt the customers would like these bills better, plus it already includes a return envelope. After discussion, Mr. Jefferson motioned to approve the proposal for utility billing mailing services. Motion seconded by Mrs. Sidebottom and carried unanimously.

Mr. Jefferson motioned to go into executive session under KRS 61.810(1)(c) to discuss proposed or pending litigation of the city. Motion seconded by Mr. Gibson and carried unanimously. Ryan Craig of the Todd County Standard made a statement to the council regarding being more specific about the motion and left the meeting. The council requested Terry Frogue remain during the closed session. Upon returning from executive session no action was taken. Mr. Craig and Sergeant Moberly returned to the meeting.

Mr. Gibson reported that he would like to get an estimate from Scotty’s to widen Murray Court about one foot on each side of the street. Mayor Camp will contact Scotty’s.

Mr. Jefferson reported the new Ford Explorer has been ordered, but we have not been contacted to pick the vehicle up yet. Sergeant Moberly reported on the activity of the department during the month of September. Sergeant Moberly also reported that the department will be giving out reflective goodie bags for Halloween instead of glow bracelets.

Mrs. Snardon reported the Recreation Commission has not met in the last month because they can’t get a quorum. However, they anticipate meeting this month to discuss the changes made to the Commission by the City and County.

Mrs. Sidebottom reported the Elkton Cemetery sign and the storage building in Glenwood Cemetery were painted last month. Also, the fence in Elkton Cemetery needs to be repaired. Mrs. Sidebottom is still gathering figures and will report to the Council at a later date.

Mr. Frogue reported on the activity of the utility department over the last month.

MAYOR’S REPORT

Mayor Camp reported that Artwork Decorating has submitted a proposal to clean, prime and paint the doors at the fire station for the amount of $475.00, which includes all materials. After brief discussion, Mr. Jefferson motioned to approve the proposal at the cost of $475.00. Motion seconded by Mr. Gibson and carried unanimously.

Mayor Camp thanked all the city employees for their hard work during HarvestFest, which was a big success.

Mayor Camp reported the Elkton Veterans Committee raised money several years ago to construct a memorial on the Old Courthouse property. There are still funds remaining in their account and the Committee will be meeting shortly to discuss the use of these funds.

Mr. Jefferson motioned to adjourn and seconded by Mr. Gibson. Motion carried unanimously and the meeting adjourned at approximately 8:15 PM.