The City of Cynthiana Board of Commissioners met in regular session on June 10, 2003 at 7:00 P.M. in the Commissioner’s Room at City Hall.  Present were Mayor Wells, Attorney Lair, Commissioners Clayton, Conner, Doan, and Martin.

MEETING

Mayor Wells called the meeting to order. 

TO ORDER

The first item on the agenda was the presentation of the minutes from

the May 27, 2003 meeting.  Commissioner Clayton made a motion to approve the minutes of May 27, 2003 as presented.  Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MINUTES OF

5/27/2003 APPROVED

Mayor Wells recognized Attorney Lair.

LEGALS

Attorney Lair read Ordinance #1366.  Commissioner Clayton made a motion to accept the second reading of Ordinance #1366 establishing appropriate zoning classifications for newly annexed property consisting of approximately 13.998 acres generally lying east of the City adjacent to the Country Club Estates Subdivision and being on the east side of Chelsea Drive.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;

Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

ORDINANCE #

1366 – ZONING

CHANGE ON 13.

998 ACRES

(2^nd Reading)

Attorney Lair read Ordinance #1367.  Commissioner Clayton made a motion to accept the second reading of Ordinance #1367 extending its present boundary and annexing certain contiguous property to the City consisting of approximately 13.998 acres generally lying east of the City adjacent to the Country Club Estates Subdivision and being on the east side of Chelsea Drive.  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 #

1367 – ANNEXATION OF

13.998 ACRES

(2^nd Reading)

Attorney Lair read Ordinance #1368.  Commissioner Doan made a motion to accept the first reading of Ordinance #1368 amending the City of Cynthiana, Kentucky annual budget for fiscal year July 1, 2002 through June 30, 2003 by estimating revenues and resources and by appropriating funds for the operation of City government.  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 #

1368 – AMENDING

BUDGET

(1^st Reading)

Attorney Lair read Ordinance #1369.  Commissioner Conner made a motion to accept the first reading of Ordinance #1369 adopting the City of Cynthiana annual budget for fiscal year July 1, 2003 through June 30, 2004 by estimating revenues and resources and by appropriating funds for the operation of city government.  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 #

1369 – ADOPTING

BUDGET

(1^st Reading)

Charles Brunker, CPA, noted that a lot of work went into preparing this budget.  He urged Commissioners to keep good control of expenses since this is a very tight budget.  Commissioner Doan stated the City must be frugal.

The next item on the agenda was the bid opening on laboratory fees for the water treatment plant and the wastewater treatment plant.

BID OPENING ON

LAB FEES

Attorney Lair read the following bids:

EnviroData Group  (Note:  Attorney Lair noted there were no $ signs

Lexington, Ky.        in front of the figures on bid sheet)

McCoy & McCoy

Madisonville, Ky.

Environmental Enterprises, Inc.

Cincinnati, Ohio

Fouser Environmental Service Inc.

Versailles, Ky. 

Commissioner Clayton made a motion to defer action on bids until June 24, 2003 meeting in order to study bids.  Commissioner Conner seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner

Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MOTION TO DEFER ACTION

Attorney Lair read a notice from Public Works Commissioner Conner advising residents regarding limited brush removal by the City of Cynthiana.

BRUSH REMOVAL

Mayor Wells advised Community Action would like the City of Cynthiana to make available to them two lots acquired with HUD funds for a Youth Bill Project.  This project allows youth in the community to work on these houses under the guidance of the Urban League from Lexington.  Attorney Lair stated there were guidelines on these lots.  He advised he will have to contact City Clerk to review these guidelines.

COMMUNITY

ACTION – REQUEST FOR 2

HUD LOTS

Dave Kennedy, interim Renaissance Director, announced some local Renaissance Board of Directors members replaced trees in the pots downtown and planted flowers. 

RENAISSANCE

KY.

Mr. Kennedy also stated he had received requests to make Walnut St. a one-way street.  He is also studying the parking lots off Main Street and Pike Street to determine if there is a drainage problem.  A study needs to be done before these lots are resurfaced.

Commissioner Doan asked about the lot purchased by the Cynthiana Baptist Church.  He questioned if Mr. Wiglesworth was going to allow us to come through his property and connect with the City lot.

Commissioner Conner said he feels Mr. Wiglesworth will allow us to come through his property.  Commissioner Conner stated the City needs a paving cost from Hinkle to see if this project is feasible.

BAPTIST CHURCH

PARKING LOT

(NEW)

Commissioner Doan made a motion to pay the following bills through June 10, 2003:

        General Fund                  $61,485.00

        Water Fund                     $35,020.78

Cash-in-Bank General Fund $784,059.73

Cash-in-Bank Water Fund    $323,967.18       

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 reminded the Board to respond to the memo from the City Clerk regarding the Municipal Road Aid funds.  A public hearing needs to be scheduled.  Commissioner Clayton questioned if the cost estimates he received included milling.  Commissioner Conner stated that they did include milling.  Commissioner Clayton commented that the City may only be able to afford a couple of small projects.  Mayor Wells stated she would like to see the alleys and parking lots paved.  Commissioner Clayton and

Commissioner Doan stated everyone needs to review the list of streets and prioritize. 

MUNICIPAL

ROAD AID FUNDS

Commissioner Doan made a motion to authorize the Mayor to sign the letter of engagement in the amount of $2,000.00  with Charles S. Brunker, CPA, for budgeting assistance and preparing the bound Budget Reports. This is the same fee as the past several years.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried. 

AUTHORIZATION

FOR MAYOR TO

SIGN ENGAGEMENT LTR FOR CHARLES

BRUNKER

Commissioner Doan made a motion to authorize the Mayor to sign the letter of engagement with England & Hensley, CPA’s, to conduct our audit for the fiscal year end 2003 in the amount of $9,200.00.  This is the same fee as the past few years.  Commissioner Clayton seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes; Opposed;  none.  Motion carried.

AUTHORIZATION

FOR MAYOR TO

SIGN

ENGAGEMENT

LTR FOR ENGLAND &

HENSLEY

Commissioner Doan advised he had received inquiries as to why the Commissioner’s meetings were not shown on Cable 6.  He advised he had spoken with Dr. Woodward about this matter in hopes that he will address the problem.  Commissioner Doan wants the public to know the Board has attempted to address this problem.  Mayor Wells thanked Commissioner Doan for his efforts on this matter.

CABLE 6

Mayor Wells recognized Commissioner Conner.

PUBLIC WORKS

REPORT

Commissioner Conner stated Hinkle Contracting had been in town to mill and pave an area of concern on Wilson Avenue.  Public Works repaired a few water leaks that will need some concrete work to restore the area.  Commissioner Conner is securing three estimates on the concrete work.

Mayor Wells recognized Commissioner of Public Utilities Tommy Clayton.

PUBLIC UTILITIES

REPORT

Commissioner Clayton made a motion to award the bid on pipe and supplies for Segment A of the Water line extension project on U.S. 62 East to Winwater in the amount of $42,467.97.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

BID AWARDED

TO WINWATER

ON PIPE AND

SUPPLIES FOR

US 62 E. WATER-

LINE

Joe Lewis of Quest Engineers, Inc. stated that Winwater  did not include fire hydrants in their bid.  The cost of the three hydrants is $799.00 each. 

3 HYDRANTS –

BID

Mayor Wells recognized Commissioner Martin. 

Commissioner Martin extended sympathy to Cpl. Water Tapp on the death of his mother, Jean Tapp.

The Fire Dept. will begin conducting annual fire inspections on businesses.

The Explorers Club will be having a fundraiser June 13, 2003 at the cruise-in.  Both the Fire Dept. and the Police Dept. Explorers are also planning a fund raiser at the Fabulous Fourth Celebration on July 5, 2003.  They will be cooking at the cruise-in in the downtown area.  Firefighter Richard Swartz and Fire Chief Stinson are overseeing the fund raisers. 

Commissioner Martin announced that anyone interested in joining the Fire Explorers to please contact the Fire Dept.  This club is open for ages 14 through 21. 

PUBLIC SAFETY

REPORT

EXPLORER’S

CLUB FUND-

RAISERS

Commissioner Martin announced if the public needs a private pool filled, please call the Fire Dept.

Mayor Wells extended sympathy to Kathy and Donnie Brooks on the passing of her mother, Jewell Moorhead and to Cpl. Water Tapp on the passing of his mother, Jean Tapp. 

MAYOR’S

REPORT

Mayor Wells announced the Bluegrass Water Consortium will have a meeting on 6/24/2003.  There will also be a meeting at the Cynthiana Christian Church on 6/26/2003  at 5:00 P.M. with the Dept. of Trans-

portation regarding the construction of a new viaduct.

MEETINGS

Mayor Wells advised Sam Dennis and Patricia Kern have agreed to serve another four-year term on the Planning and Zoning Board of Adjustments. 

Commissioner Clayton made a motion to reappoint Sam Dennis to the Planning and Zoning Board of Adjustments effective 5/26/2003.  This term is to expire June 10, 2007.  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

REAPPOINT SAM

DENNIS TO P & Z

BD. OF ADJUST-

MENTS

Commissioner Clayton made a motion to reappoint Patricia Kern to the Planning and Zoning Board of Adjustments effective 5/26/2003. This term is to expire June 10, 2007.  Commissioner Conner seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MOTION TO

REAPPOINT PAT

KERN TO P & Z

BD. OF ADJUST-

MENTS

Mayor Wells advised Dr. Rita Price has consented to serve on the Harrison County Board of Appeals PVA. 

Commissioner Doan made a motion to appoint Dr. Rita Price to the Harrison County Board of Appeals, Property Valuation Administrator.  Term to expire June 10, 2006.  Commissioner Conner seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes; 

Mayor Wells:  yes;  Opposed:  none.  Motion carried.

Mayor Wells thanked each of the appointees for consenting to serve in this capacity.

MOTION TO

APPOINT DR. RITA PRICE TO

PVA BOARD OF

APPEALS

Mayor Wells advised paperwork on the encroachment work performed on Millersburg Pike has been received.  Commissioner Conner advised he will check on this project in order that paperwork can be completed. 

Mayor Wells announced Area Development Funds in the amount of $9,640.00 are available through Bluegrass Area Development District.  A joint City/County applicaton need to be made for these funds.

Roger Recktenwald provided information to Mayor Wells concerning $1,000,000.00 KIA grant outlining Charleen McIlvain, City Clerk,  as project director and what City needs to do.

A rate increase has been announced by Adelphia.  Attorney Lair suggested this information be turned over to Linda Ain, attorney, for the Bluegrass Regional Cable Commission. 

Mayor Wells advised a meeting has been scheduled for June 26, 2003 at 5:00 P.M. at the Cynthiana Christian Church to discuss the viaduct project with home owners that will be affected.

Mayor Wells advised that Don Hassall and Vernon Azevedo will be at the Commissioner’s meeting on June 24, 2003 to discuss the 409 Council and the Vulnerability Assessment Study that is due in June 2004.  It is important the public be able to view this presentation on Cable 6.,

ENCROACHMENT

PERMIT – WORK

ON MILLERSBURG

PIKE

FUNDS AVAILABLE

CABLE TV RATE

INCREASE

MEETING ON

VIADUCT BY

D.O.T.

409 COUNCIL

AT NEXT MTG.

Mayor Wells advised she had written a memo to the Police Dept. regarding late night basketball on E. Pleasant St Park.  Commissioner Martin responded that he will be meeting with Chief Frazier on this complaint when he returns from vacation.

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

Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Meeting adjourned at 8:30 P.M. 

BASKETBALL  @

E. PLEASANT ST.

PARK

ADJOURNMENT