The City of Cynthiana Board of Commissioners met in regular session on August 26, 2003 at 7:00 P.M.  Present were Mayor Wells, Attorney Lair, Commissioners Clayton, Conner, Doan, and Martin.

Mayor Wells called the 16^th regular meeting of the year to order.

MEETING CALLED TO ORDER

Mayor Wells recognized Dr. Julia McKee of WEDCO. 

Dr. McKee advised that Attorney Lair had in his possession a Deed of Conveyance for the property to be donated by the City/County for the development of a new building for WEDCO.  WEDCO had previously been to the Board to request a donation of five acres.  The Board of Commissioners awarded five acres that would border the Mary June Brunker property line.  Dr. McKee presented a map indicating the five acre site had been moved.

WEDCO – DEED OF CONVEYANCE

Commissioner Clayton stated that he had asked Dr. McKee at the previous meeting if this was their final decision on the site, and she indicated that it was.  The WEDCO committee had walked the site and concluded this was the area they wanted.  Now, the site has been changed.  Dr. McKee advised the site was moved upon the recommendation of the surveyor.  She stated the area close to U.S. 62 was an area that could not be developed.  Commissioner Clayton questioned how many feet Dr. McKee moved the site.  Dr. McKee advised this was not her decision, but a Committee decision.  She estimated the site had been moved about 230 feet in order to maximize the public health campus.  The Board questioned if this 230 feet could be utilized in the park plan or would it just have to be an area to be mowed and maintained.

Commissioner Clayton expressed his concern that Dr. McKee had informed the Board that they had made their decision, then changed the site, and did not contact the Board of Commissioners about this process.   He also expressed concern that a master plan has not been accepted, therefore, he is concerned that the WEDCO site might not be compatible with the master plan for the park.  He questioned again if this was their final answer.  

Dr. McKee replied that if there was anything she had learned in this process, it was to never say never. 

Commissioner Doan stated that the City was committed to providing the people of Cynthiana with the best health care, but he requested that Dr. McKee convey the discussion regarding the site change to the Board.  He stated that he had sold a lot of land, but had not changed his mind after the fact.

Commissioner Conner questioned Dr. McKee as to why the WEDCO Board did not come back to the Board of Commissioners with this change of site.  He also questioned if WEDCO had been to the Fiscal Court with this change.

Dr. McKee responded that they should have gone before both Boards, but they failed to do.

Commissioner Conner questioned if WEDCO intended to maintain the whole five acres.  Dr. McKee advised they would maintain;  it was not their intention to sell or lease this land.  Commissioner Doan questioned if she was aware of the restrictions spelled out by Attorney John Lair.  Dr. McKee advised she was aware of the restrictions.  Dr. McKee stated she felt the entry easement was a common easement. 

Mayor Wells questioned what the Board’s decision was on this project.

Commissioner Doan made a motion to authorize the Mayor to execute the Deed of Conveyance to WEDCO for five acres located on the City/County owned property known as the Handy Farm keeping in mind the earlier discussion on the site change, etc.  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 AUTHORIZE MAYOR TO SIGN DEED OF CONVEYANCE

Dr. McKee apologized to the Board for not keeping in touch with the Board of Commissioners regarding the site change.  She assured she would be open to questions at anytime, and will keep the Board updated as to the progress of this project.

Mayor Wells recognized Officer Harold Whitlock and the new City Police Officer Gary Downs.  Officer Downs finished 4^th in his class at the Academy.  The Board welcomed Officer Downs to the City.

OFFICER GARY DOWNS

Mayor Wells recognized Dale Duckworth, manager of the local Southern States Coop.  Mr. Duckworth stated he had noticed in the paper that the City had awarded their salt contract to Morton Salt in the amount of $42.00/Ton. 

PROPROSAL BY SOUTHERN STATES COOP. TO HOUSE SALT SUPPLY

In the future he would like an opportunity to bid on the salt supply.  He advised he has the storage capacity to store the salt for the City.  He would also be available to load salt trucks at any time needed.  The storage area houses fertilizer during the spring and summer months, and could be utilized for salt storage in the winter months.  He has 7 bins that hold 120 Ton each.  The Southern States site is located close to the Licking River, so these buildings are required to meet certain specs and must be maintained in good condition.

Mr. Duckworth stated his price was $6.50 higher than Morton Salt’s bid, but that would help cover his cost plus it would enable the City to keep the business on a local level.  The Board assured Mr. Duckworth that they could see the advantages of his plan and would consider his proposal. 

Mayor Wells reported the minutes of August 12, 2003 have been distributed.

Commissioner Doan made a motion to approve the minutes of August 12, 2003 as printed.  Commissioner Conner seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MINUTES OF 8/12/2003 APPROVED

Commissioner Conner made a motion to approve the minutes of the special meeting held August 21, 2003.  Commissioner Doan seconded.  In favor: Commissioner Clayton: yes; Commissioner Conner: yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes; Mayor Wells:  yes;  opposed:  none.  Motion carried.

MINUTES OF SPECIAL MTG 8/21/2003 APPROVED

Mayor Wells recognized Attorney John Lair.

LEGALS

Attorney Lair read Resolution #2003-7 stating the intent of the legislative body to continue the process of maintaining the Renaissance Grant – Silver Level.

RESOLUTION #2003-7 – INTENT TO CONTINUE

RENASSIANCE

Commissioner Martin made a motion to accept Resolution #2003-7.

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

KY. SILVER LEVEL

Attorney Lair read Ordinance #1370 amending the Sewer Use Ordinance.  Commissioner Conner made a motion to accept the second reading of Ordinance #1370.  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 #1370 AMENDING SEWER USE ORDINANCE (2^nd Reading)

Attorney Lair read Ordinance #1371 amending the fees of the Planning and Zoning Board.  Commissioner Clayton made a motion to accept the 1^st reading of Ordinance #1371.  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 #1371 – AMENDING P&Z FEES (1^st Reading)

Attorney Lair advised he had a request for annexation of the Landmark Newco LLC land occupied by the Matt Stone Co.  Commissioner Doan reported he had visited the site, and the building is started.  Commissioner Conner made a motion to accept the first reading of Ordinance #1372 annexing 32.51 acres owned by Landmark Newco LLC.  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 ANNEX LANDMARK NEWCO LLC INTO CITY LIMITS

Attorney Lair announced the City has acquired 12 acres from the LeBus heirs at a cost of $136,350.00 for the construction of a new WWTP.

ACQUISITION OF

LAND FOR WWTP

Commissioner Clayton made a motion to authorize the Mayor to sign a work order authorizing Quest Engineers to design a plan for the new wastewater treatment facility.  Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

AUTHORIZATION FOR QUEST ENGS. INC. TO DESIGN NEW WWTP BLDG.

Mayor Wells advised Commissioner Conner the City had been charged to a high standard of landscaping in that area.

Mayor Wells recognized Commissioner of Finance and Property Wm. C. Doan.

Commissioner Doan made a motion to pay the following bills:

          General Fund               $  64,982.34

          Water Fund                  $225,648.66

Cash-in-Bank General Fund  $577,456.45

Cash-in-Bank Water Fund     $ 75,732.28

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

FINANCE REPORT

BILLS

Commissioner Doan advised he had filed the necessary papers regarding the tobacco allotment.

TOBACCO PROGRAM PAPERS FILED

Mayor Wells thanked Attorney Lair for all his hard work on the acquisition of the LeBus land.  The City is moving forward and thanks goes to Attorney Lair.

THANKS TO ATTORNEY LAIR

Mayor Wells recognized Commissioner of Public Works David Conner.

PUBLIC WORKS REPORT

Commissioner Conner made a motion to advertise for bids for street improvements through Municipal Road Aid funds.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MOTION TO ADVERTISE FOR STREET PAVING

Commissioner Conner made a motion to purchase a Kubota B2410 HSD-R 24 HP tractor at a price of $8506.00 from Hayden Equipment, Inc.  The original price was $13,076 less trade-in of $4,570.00.  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 PURCHASE A KUBOTA B2410 HSD-R 24 HP TRACTOR

Commissioner Conner advised Larry Emery of Public Works is scheduled for surgery.  Public Works has been short handed for many weeks now, and the City does not know the recovery time for Mr. Emery.

LARRY EMERY SURGERY

Commissioner Conner made a motion to advertise for a temporary employee in the Public Works Department.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

MOTION TO ADVERTISE FOR TEMPORARY EMPLOYEE IN P. W.

Commissioner Conner advised emergency repairs have been made to a packer truck. A new motor and a clutch had to be installed.  The repairs came in under the $13,000.00 budget. 

EMERGENCY REPAIRS TO

PACKER TRUCK

Mayor Wells recognized Commissioner of Public Utilities Tommy Clayton.

PUBLIC UTILITIES REPORT

Commissioner Clayton advised the City needs to replace approximately 20 feet of broken sewer pipe in the intersection of Pearl St. and Poplar Street.  This line lays from 11 to 18 feet deep.  The City crew does not have the proper equipment to dig that deep, so another company will need to be hired to complete this work at a cost of $9400.00. 

SEWER LINE REPAIR

Mayor Wells recognized Commissioner of Safety James H. Martin.

Commissioner Martin reported Fire Prevention Week will be celebrated with booths and games in the Wal-Mart lot.  There will be a parade on 10/4/2003 at 1:00 P.M.  There will be a smoke tent set up so people can see how a thermal imaging camera operates.

The Fire Dept. collected $4141.00 for Muscular Dystrophy.  They will present the funds on the Jerry Lewis Telethon over Labor Day weekend.

PUBLIC SAFETY REPORT

FIRE PREVENTION WEEK PLAN

DONATION TO MUSCULAR DYSTROPHY

Mayor Wells advised Kim Gaunce of Wal-Mart reported there is a Safe Neighbor – Hero Award that can be utilized to receive funds for some expenditures.  Two of the items the City could apply for are Fire Safety Educational House and bulletproof vests.  The application is due August 27, 2003.

APPLICATION FOR WAL-MART FUNDS

Dave Kennedy, Administrative Assistant, is working on submitting a grant application for the Renaissance Kentucky Silver Level.  It will need to be delivered to Kentucky Housing and the Dept. for Local Government.

SILVER LEVEL RENAISSANCE KENTUCKY

Mayor Wells reported on the following:

1.     The walking trail at the S. O. Ross Park has been completed.

2.     The City of Cynthiana will have a newsletter in The Harrison Shopper next weekend.

3.     The Fire Dept. constructed a wooden easel  to be used in front of City Hall to display “Good News” regarding City projects, etc.

4.     The Renaissance Kentucky Committee, the City of Cynthiana, and The Rohs Theater will host a Seabiscuit Marathon on Saturday, August 30, 2003.  Show times are 11:00 A.M., 1:45 P.M., 4:15 P.M., 7:00 P.M., 9:35 P.M.  The movie is 2.5 hours long and is rated PG 13.   A coupon will be in The Cynthiana Democrat.

5.     The Macedonia Church has requested the Street be blocked off on 9/28/2003 from 4:00 P.M.  The Church will be hosting a singing group.

6.     The Renaissance Kentucky Board of Directors will hold a public hearing on August 28, 2003 at 6:15 P.M.  to hear comments regarding parking lot improvements.

7.     Cynthiana resident Roger Jenkins was featured in a article by David Dick in The Kentucky Living Magazine.  Mr. Jenkins is an herbalist.

8.     Rep. Tom McKee has advised that as soon as Columbia Gas lays their new lines, the railroad crossing gates will go up on E. Pleasant St.

MAYOR’S REPORT

Mayor Wells advised at future meetings she will have new business owners and established business owners explain to the TV audience about their business, etc.

Mayor Wells received thank you notes from the St. James AME Church, Rick and Crystal May, and the Bluegrass Rape Crises Center.

Mayor Wells reminded the Board of a Code Enforcement meeting on Thursday at 7:30 P.M. 

Randi Jacobs has requested the City of Cynthiana recycle ink cartridges. 

Mayor Wells advised she had written a memo on the problems caused by chipping.  Commissioner Conner said there is so much chipping that needs to be done, it would take two men, five days a week, eight hours a day to do all the chipping.  Mayor Wells felt the Board should have a workshop to address the problems with chipping.

Commissioner Doan and Mayor Wells stated what a nice job Bobby Craft is doing with the Airport.  He has applied for a grant to build a taxiway.

Commissioner Clayton addressed a situation he felt had developed with the Park Committee.  Commissioner Clayton and Commissioner Doan both understood that the Handy Farm purchased for recreational uses would probably lay fallow for a period of two years while the entities worked at paying for the land.  Now the Park Committee has committed the City to a number of expenses that were not budgeted.  The Mayor expressed concern over these actions also.  This Park committee is dictating that the City expend funds without the Board of Commissioners ever giving approval.   Commissioner Clayton feels the Board needs to convey to the Park Committee and Judge Peak that the Board of Commissioners need to be apprised of these expenses in order to make appropriations at the proper time.  Commissioner Doan expressed regret that the Judge or someone from the Park Committee had not approached the Board of Commissioners about these expenses.  Commissioner Clayton stated this recreational park is supposed to be a co-venture with the City and County working together.   

PARK COMMITTEE

Mayor Wells advised she had written a letter to Dodd Dixon advising him of complaints about the Cable TV, and also had written a letter to Jack Burch endorsing the Head Start Program.

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 8:40 P.M.

ADJOURNMENT

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Charleen McIlvain, City Clerk