The City of Cynthiana Board of Commissioners met at City Hall on March 11, 2003 at 7:00 P.M.  Present were Mayor Wells, Attorney Lair, Commissioners Clayton, Conner, Doan, and Martin.

Mayor Wells called the 5^th regular meeting of 2003 to order.  Mayor Wells requested those in attendance recite the pledge of allegiance to the American flag.

PLEDGE OF ALLEGIANCE

Mayor Wells advised the minutes of the February 25, 2003 have been distributed.  Commissioner Clayton made a motion to accept the minutes as printed.  Commissioner Doan seconded.  Commissioner Conner requested a correction be made.  In the third paragraph on the first page of the February 25, 2003 minutes should read as follows:

     “but the tonnage was actually down 10 Tons.”

Commissioner Doan made a motion to accept the minutes as corrected.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MOTION TO ACCEPT MINUTES OF 2/25/2003 AS CORRECTED

The next item on the agenda was the approval of the minutes from the

special meeting on March 6, 2003.  Mayor Wells read the minutes as printed.  Commissioner Clayton made a motion to approve the minutes as read.  Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells: yes;  Opposed:  none.  Motion carried.

MOTION TO ACCEPT MINUTES OF 3/6/2003

Mayor Wells introduced John Patterson with the Governor’s Office for Technology, Commercial Mobile Radio Service, Emergency Telecommunications Board.  Mayor Wells stated Mr. Patterson had attended an E-911 Board meeting, and she invited him to speak to the Board of Commissioners regarding the financial situation with our local E-911. 

JOHN PATTERSON – RECOMMENDATIONS RE:  E-911

Mr. Patterson advised that Harrison County’s E-911 Board had invited him to discuss budget constraints, assess their equipment, and make suggestions.  Mr. Patterson stated Harrison County needs E-911; the federal government is pushing for E-911 to be incorporated all over the country.  Harrison County needs to define ways to make the system affordable. 

After looking at the system, Mr. Patterson advised that Harrison County bought the right package; this system should meet their needs for the next 10 years. 

Mr. Patterson stated that Harrison County’s $2.50 fee is among the highest rate in the state.  Eleven other counties also charge $2.50 per month.  If a rate increase is implemented, it will place Harrison County with the highest rate in the state.

Harrison County E-911 needs to seriously reduce their costs.  Mr. Patterson had the following suggestions:

1.  Harrison County could contract for service with another entity, such as, the Kentucky State Police.  The quality of service and control will not be as good, but would be adequate.

2. Harrison County could expand their tax base by forming a partnership with other counties.  Harrison County’s system could absorb more business, plus this is a viable option for control of the system.  A regional board would be formed that would share the responsibility and the decision making.

3. Harrison County’s E-911 could put themselves on the market as a vendor.  This has not been done in the past, but it is an option.

Mr. Patterson felt Harrison County could get on good footing with a partnership.

Commissioner Doan stated he had received comments from a substantial segment of the community that has issues with this E-911 program.  He feels the program and the financing should be examined.   Commissioner Doan felt this rate increase was very hard on individuals on a fixed income, and he felt at this time he could not vote for an increase.  Commissioner Doan also commented that he felt citizens with cell phones were getting a “free ride” with just a 70-cent fee. 

Mr. Patterson stated that even though a price increase would bring relief at this point, he strongly felt the E-911 Board would have to have another increase.  The biggest expense is the personnel who man the system; the cost of living and benefits are just going to continue to increase.  Even if some personnel were eliminated, the system will still have to maintain an addressing coordinator.  This position is absolutely essential to the operation of the E-911 system.

Commissioner Clayton asked if an all-wireless country was anticipated.  Mr. Patterson felt that later in this century this was a possibility.  He also stated that he felt it would be very difficult to get the rate on the wireless phones increased.  Mayor Wells questioned if it would help to write to our representatives and senators.  Mr. Patterson agreed that it would not hurt. 

Mr. Patterson stated that businesses learned a long time ago that the most efficient method of servicing a large number of people called for regional offices.  Local governments have not yet wanted to relinquish their control over their systems, but in order to become economically feasible; this will have to happen.  Harrison County is the only county that is relying strictly on their surcharge to pay the bills.  All other counties will have to dip into their general funds.

Mr. Patterson commended Ron England for his excellent work in the E-911 area.  Mr. England is one of only three or four individuals that Mr. Patterson recommends to other counties. 

Mr. Patterson stated that he could come and spend a couple of days in the E-911 center in an attempt to evaluate the system and personnel.

Mayor Wells stated her appreciation for Mr. Patterson’s comments and his attendance at the meeting.

Mayor Wells recognized Judge-Executive Dean Peak.   Judge Peak stated the E-911 Board had made some cuts regarding personnel and shifts.  He advised he had contacted Judge-Executive Tincher from Nicholas County.  Judge Tincher expressed that he was willing to negotiate with Harrison County E-911.

Judge Peak addressed the problem Mr. Doan approached about the public’s lack of knowledge regarding E-911.  Judge Peak advised the E-911 Committee and Board had made every effort to keep the citizenry informed.  The interlocal agreement has been published in the local paper, and all of the Board meetings are open to the public.

The E-911 Board knew at the on-set that the $2.50 fee would not cover expenses.  Deborah Martin, treasurer for E-911, had to retrieve a CD in the amount of $125,000.00 to meet expenses.  The E-911 Board has two alternatives:

1.     The City/County will have to eat the cost.

2.     Fee will have to be increased.

Judge Peak stated that it is a sure thing that both City and County will have to contribute anywhere from $20,000.00 to $40,000.00 each to the E-911 fund.

Mayor Wells recognized Mr. Greg Boland who serves in Environmental Services for WEDCO.  Mr. Boland states his purpose for appearing before the Board of Commissioners was a request for them to consider implementing an Appeals Board for renters and tenants.  He advised his ability to enforce a condemnation of a building that is considered a nuisance is very limited.  

GREG BOLAND – WEDCO – REQUEST FOR A BOARD OF APPEALS

An Appeals Board is needed to help citizenry who are caught between landlords who do not provide basic services after collecting rent and do not make any attempt to fix these problems in a timely manner.  They take the rent money, but in some cases, the water cannot be turned on because of a leak or the electric cannot be turned on because some electrical work needs to be performed, so these tenants are left without basic services until the landlord decides to make these repairs.  Individuals who are caught in these situations often are not competent in legal matters and do not know how to go about resolving these types of problems. 

Mr. Boland noted that often times these types of situations go hand-in-hand with criminal complaints.  Properties are also allowed to deteriorate until they become slums.  This is a blight on our community not withstanding the conditions some children are forced to live in. 

Mr. Boland also commented that during the flood of 1997, a FEMA worker commented that Washington, D.C. had slums, but they were not anything compared to the condition of the slums in Cynthiana. 

Mr. Boland thanked the Board for allowing him to speak to them regarding this situation.

Mayor Wells recognized Sgt. Ray Johnson of the Cynthiana Police Dept. and Susan Malone, supervisor at the local Human Resources office, and Sharon Ritchie of the Human Resources office.

FURNITURE BANK ESTABLISHED

Sgt. Johnson advised he had been asked to attend a meeting of the Harrison County Comprehensive Family Services committee.  He has since accepted the position of facilitator for this group.  They now have up to 35 members. 

This committee has established a furniture bank for people who are

in need.  Mark Cockrell has donated a storage building to house the donated furniture.  Anyone who would like to donate furniture can call the Fire Department, Sharon Ritchie, or Sgt. Johnson.  Arrangements will be made to pick up this furniture.  Anyone seeking assistance can fill out a form that can be picked up at the City Clerk’s office, the Police Dept., Housing Authority office, Social Service office at Harrison Square, and the Community Action office.  All information is confidential. 

Mrs. Malone stated they had invited different agencies to participate in the program.  They are also compiling a Resource Book to be distributed to the public.  Mrs. Malone stated this approach to assistance is a little different:  Instead of having individuals go from agency to agency, we try to bring the resources to them.  Mayor Wells stated she was very impressed with this committee and their work.

Mayor Wells recognized Attorney Lair.

Attorney Lair read Ordinance #1360 pertaining to the intent to annex the Brunker/Garrison property on U.S. 62 E.  Commissioner Clayton made a motion to approve the first reading of Ordinance #1360.  Commissioner Conner seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

ORDINANCE # 1360 – (First Reading)

Attorney Lair read Ordinance #1359 pertaining to the intent to annex the Norfleet property.  Commissioner Doan made a motion to approve the second reading of Ordinance #1359.  Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

ORDINANCE # 1359 – (First Reading)

Attorney Lair read Ordinance #1358 pertaining to the addition of Frenchburg to the Regional Cable Commission.  Commissioner Conner made a motion to approve the second reading of Ordinance #1358.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

ORDINANCE # 1358 – (First Reading)

Mayor Wells addressed the situation regarding the vote on the E-911 increase.  Attorney Lair advised the interlocal agreement allows the County to set the rate for E-911;  the City does not have to vote. 

Commissioner Doan stated again that a good many of the people do not understand this program.  Mayor Wells agreed.   Mayor Wells stated she was totally for E-911.  E-911 allows the Police Dept. and the Fire Dept. to be tracked during a situation.

Commissioner Clayton commented that out-of-town churches come to U.S.27 South because the people of Harrison County are so generous, but the same people oppose an increase to maintain our own E-911 system. 

COUNTY TO SET RATE FOR E-911

Mayor Wells recognized Commissioner of Finance & Property Bill Doan.

Commissioner Doan made a motion to pay the following bills:

       General Fund              $56,985.42

       Water Fund                 $29,325.87

Cash-in-the-Bank General Fund   $650,903.54

Cash-in-the-Bank Water Fund      $303,317.36

Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

BILLS

Commissioner Doan expressed his dismay that Adelphia was considering the removal of Channel 5 from their roster of channels. 

ADELPHIA – REMOVAL OF CHANNEL 5

Mayor Wells recognized Commissioner of Public Works and Sanitation David Conner.

PUBLIC WORKS REPORT

Commissioner Conner stated the brush pickup is still an ongoing process.  The crew is now in the middle of the City moving east.  The brush is being burned at the Handy Farm on Oddville Pike.  This will continue until City is cleaned.

BRUSH PICKUP 

Commissioner Conner advised the City’s front end loader has mechanical problems.  A temporary repair was made, but a valve has to be replaced.  Larry Brown Sosbe has secured three bids.  As soon as Commissioner Doan receives these bids, he will look into the repair.  This piece of equipment will be out of service for awhile.

REPAIR OF LOADER

Mayor Wells recognized Commissioner of Public Utilities Tommy Clayton. 

Commissioner Clayton reported he had received many nice comments about the outstanding job City workers are doing.

PUBLIC UTILITIES REPORT

Mayor Wells recognized Commissioner of Safety James H. Martin.

Commissioner Martin thanked Jeremy and Nancy Walker for allowing the Police Dept. to use their weight room recently.  It was very much appreciated.

SAFETY REPORT

Commissioner Martin acknowledged Chief of Police Frazier.   Chief Frazier requested permission to address the Board regarding salaries of the Police Department.  Chief Frazier stated the Department has only 14 officers at this time, but the department has budgeted for 19 officers on staff.  The last advertisement for certified officers yielded only one applicant.

Chief Frazier stated the department keeps losing qualified individuals to other departments because our pay scale is so low.  He proposed that the department give up one position, and the funds for that position be used to give the officers a pay increase.  He cautioned that

the loss of the position would in all probability disqualify the City for any federal funding.  CLICK funds would still be available.  Mayor Wells questioned when officer Beckett would come on board.  Chief Frazier said he would not be available to work until November 2003.

REQUEST BY CHIEF FRAZIER TO ELIMINATE POSITION IN POLICE DEPT.

Chief Frazier also proposed to change the manner in which new officers receive pay increases.  It is now done in increments, and he would like to see them receive a $1.00/per hour increase after they have been with the department 1-1/2 years. 

Chief Stinson commented that when he became Fire Chief, one Assistant Chief position was eliminated.  He asked to distribute that salary among the employees, but was told no.  

Chief Frazier commented that he was just trying to find a solution to a problem, and he certainly does not want to lose another officer because of the salary. 

Commissioner Clayton stated he could not see this being considered until budget time.  Commissioner Doan advised money is tight, and the City may have to undo some of their work.

Commissioner Martin requested this discussion be brought up at a budget workshop, but it was decided each Commissioner will study and look into this issue.  It will be discussed again at the next regular meeting.

Commissioner Martin, Chief Frazier, and Chief Stinson had met to discuss some issues regarding Homeland Security.  Thirteen points of interest are checked on each police shift by an officer. 

LOCAL ISSUES FOR HOMELAND SECURITY

Mayor Wells reported that during the ice storm on December 16, 2003 she had to sign a Declaration of Local Emergency. 

DECLARATION OF LOCAL EMERGENCY

Mayor Wells stated the public had responded to the depletion of the Food Pantry’s supplies by sending donations.  A check for $100.00 was received and the Kiwanis Club donated $200.00 in memory of Ernest Skinner. 

DONATIONS TO FOOD BANK

Mayor Wells stated she was the guest of Mr. Jim Letcher at the Lions Club meeting today.  Don Hassall of BGADD was the guest speaker.

MAYOR’S REPORT

The following events are scheduled:

1.     Water Consortium Workshop will be held in Frankfort on March 14, 2003.

2.     The First Church of God has invited the Board to attend a ceremony honoring their new pastor on March 16 at 4:30 P.M.

3.     The Kentucky League of Cities will host a City Budget Workshop on 3/18/2003 between 10:00 A.M. and 12:00 noon. 

4.     The Champions of a Drug Free Environment will meet at the Paris High School library on 3/18/2003 at 11:30 A.M.

5.     The Harrison County Cooperative Extension Office will have a note burning ceremony on 3/23/2003 between 2:00 P.M. to 4:00 P.M.

Mayor Wells requested the Board appoint Dave Kennedy to the Park Design Committee as an ex-officio member.

Commissioner Conner made a motion to appoint Dave Kennedy to the Park Design Committee as an ex-officio member.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

DAVE KENNEDY APPOINTED AS EX-OFFICIO MEMBER OF PARK COMMITTEE

Mayor Wells reported on the following correspondence she had received: 

1.     Chief Terry Stinson sent a thank you note for the flowers and expressions of sympathy on the death of his father, Robert Stinson.

2.     Ms. Alice C. Gaunce sent the Mayor a complimentary note.

3.     Ms. Jenny Whalen also sent a complimentary note on the City.

4.     Mrs. Gladys Wells sent a chocolate cake and a note of thanks for all the City does for everyone.

5.     Ms. Phyllis Wyles wrote a letter of thanks to Chief Frazier for assisting her with the cleaning of her sidewalk.

6.     Sgt. Tim Wells and Mary New were commended for the professional manner in which they handled the accident of Ms. Carolyn Pate.

7.     Commissioner Martin commended Officers Hassall, Kendall, and Gray for the manner in which they handled an incident on 102 E. Pike St.

Mayor Wells advised she had been receiving budget requests from various organizations.

Kevin Atkins of Senator Mitch McConnell’s office stopped by the Mayor’s office for a visit.  Mr. Don Hassall of BGADD has attended a workshop on the new guidelines for CDBGs.

Mayor Wells advised she had written the following correspondence:

1.     A letter to an Arizona resident advising him about L. G. Marshall. The gentleman had purchased a watch belonging to Mr. Marshall and wanted some information about him.

2.     A letter to Judge Peak and the Fiscal Court regarding a complaint from Trilogy.

3.     A letter to Jamie Hall of Shady Creek Transportation  regarding property that is available within the City.

4.     A letter of protest to Adelphia regarding pornography channels.

5.     A letter to Commissioners and Dave Kennedy regarding organization of maps and compiling a list of City property.

6.     A letter to the Board regarding the last EDA meeting.

7.     A letter to support the CATS program.

8.     A memo to Commissioner Martin about speeding on Old Lair Road.

9.     A letter to Steve Foote of T.I. Group Automotive.

10.  A letter to Larry Barnes of T. I. Group Automotive re:  sewer rate  increase.

11.  Letters of thanks to all who participated in the Emergency Team  during the ice storm.

12. Letter of thanks to Senator Mitch McConnell for the $1.6 million for the WWTP construction.

13. Letter to the Board regarding E-911 updates and an E-911 expense of $24,000.00.

14. Memo to Commissioner Doan regarding the E-911 generator.

15. Memo to Rev. J. C. Ray regarding requirements to open a food kitchen.

16. A memo regarding the security at the WTP.

Mayor Wells questioned Attorney Lair about the acquisition of the site for the WWTP.  Attorney Lair advised Attorney Culbertson has resigned as the estate attorney, but he will call Parke Carter soon.

There being no further business to discuss,  Commissioner Conner made a motion to adjourn.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;

Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells: yes;  Opposed:  none.   Meeting adjourned at 9:32 P.M. 

ADJOURNMENT