The City of Cynthiana Board of Commissioners met in regular session on September 9, 2003 at 7:00 P.M.  Present were Mayor Wells, Attorney Lair, Commissioners Clayton, Conner, Doan, and Martin.

Mayor Wells called the 17^th regular meeting of the year to order.

Mayor Wells stated the second anniversary of September 11, 2001 is this Thursday.  The Cynthiana Fire Dept. made a plaque of the official badge of the New York Fire Dept.  This plaque will be placed in front of City Hall on September 11, 2003 and later moved to be displayed at Station II in memory of the 343 firefighters who lost their lives on the attack against the World Trade Center.  Chief Stinson stated the firefighters did all the work on this plaque. 

PLAQUE HONORING

9/11/2001 FALLEN

FIREFIGHTERS

Commissioner Doan made a motion to approve the minutes of 8/26/2003 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.

MOTION TO

APPROVE

MINUTES OF

8/26/2003

Commissioner Conner made a motion to approve the minutes of the Public Hearing held on August 26, 2003 to hear comments about the Municipal Road Aid Fund.  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

APPROVE MINUTES OF

PUBLIC HEARING

8/26/2003

Commissioner Clayton made a motion to approve the minutes of the Public Hearing held on August 26, 2003 to receive comments regarding the grant application to the Land and Water Conservation Act.  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

APPROVE

MINUTES OF

PUBLIC HEARING

8/26/2003

Mayor Wells introduced business owners, Larry and Flo Cummins.  The Cummins own Jet Tubs at 102 S. Walnut Street.  The Mayor requested the Cummins tell the viewing audience about their business.

JET TUBS

Mrs. Cummins expressed her appreciation to Mayor Wells for the emphasis on small businesses.   She stated they had begun selling hot tubs as a hobby after retirement at flea markets all over the state.   They opened a shop in Harrison Square, and when they received the dealership for the acrylic model Jet Tubs, they purchased the “Dixie Corner” building.  They did extensive repairs to the building:  repairing the roof, adding windows, new doors, painting the building, and decorating a new show room.  They offer a product that makes people happy, provides pain therapy for arthritis and gout, hydrotherapy, stress and tension release, helps heal muscle injuries and fractures, and reduces body fluids.  Jet Tubs also offers supplies for the tubs, and Mr. Cummins provides the service work.  They invited the public to stop by for a visit. 

Mayor Wells commended the Cummins on the renovation of a wonderful old part of Cynthiana’s past, the Dixie Corner, and wished them well in their business adventure. 

Mayor Wells requested Dave Kennedy introduce the new Renaissiance Downtown Director, Sharon Buford.   Ms. Buford came to the City of Cynthiana with impressive credentials:  she has worked in the Main Street Program, and TEA-21 grants.  She is currently working on a Master’s Degree at the U of K.

Ms. Buford stated she was happy to be in Cynthiana.  She invited anyone with ideas about downtown to visit her office and share their ideas. 

SHARON

BUFORD –

RENAISSIANCE

DOWNTOWN

DIRECTOR

Mayor Wells recognized Attorney John Lair.

Attorney Lair read Ordinance #1371 amending the Planning and Zoning fees.  Commissioner Clayton made a motion to accept the second reading of Ordinance #1371.  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 #

1371 (Second

Reading)

Attorney Lair read Ordinance #1372 annexing 32.51 acres belonging to Landmark Newco LLC into the City limits.  Commissioner Doan made a motion to approve the second reading of Ordinance #1372.

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 #

1372 – (Second

Reading)

Attorney Lair reported Dr. Henry Norfleet had submitted plans of his planned development in Country Club Estates.  He is requesting the City sign off on his plans so that he may submit to the Planning and Zoning Board for approval.  Attorney Lair requested the Board give their approval for him to contact Dr. Norfleet regarding the installation of water and sewer line.  He wanted to make sure that Dr. Norfleet understands that the construction of the water and sewer lines will be at his expense. 

Commissioner Clayton made a motion to authorize the Mayor to sign the prints provided by Dr. Norfleet that the City can provide water and sewer service to his planned development in Country Club Estates contingent upon receipt of a letter stating that Dr. Norfleet understands that he has to install the water and sewer lines at his expense and upon the approval of Quest Engineers, Inc.  Commissioner Martin seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Mayor Wells:  yes;  Opposed:  none.  Motion carried.

DR. NORFLEET

DEVELOPMENT

IN COUNTRY

CLUB ESTATES

Attorney Lair reported Judge-Executive Dean Peak has provided the City with copies of a contract with Brandstetter Carroll Inc. to prepare the design for the park at the Handy Farm.  The amount of the contract is $24,000.00.  Judge Peak has already signed the County portion of the contract.

Commissioner Clayton made a motion to authorize the Mayor to sign the City’s portion of the Brandstetter Carroll Inc. contract to prepare a design for a park at the Handy Farm.  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 AUTHORIZING

MAYOR TO

SIGN BRAND-

STETTER CARROLL INC.

CONTRACT

Attorney Lair advised he was in receipt of a contract from the Flint Group.  This contract is for seeking funds for the construction of the park at the Handy Farm in the amount of $4,000.00.  Attorney Lair

noted he had a question about the duration of the contract.  The contract states it is good from August 2003 to January 2003.  Attorney Lair questioned if this was too short a time to accomplish the intent of the contract.  Attorney Lair advised Judge Peak has been out of the state and could not be contacted to clarify. 

MOTION TO

TABLE FLINT

GROUP CONTRACT

Commissioner Clayton attended the committee meeting, and stated it was his understanding that three months would be a sufficient amount of time.  The Flint Group is rumored to have great success.  It is possible that a Commission or an Authority will have to be formed in order to apply for a grant.  The Master Plan people will also seek funds.  It is essential that a Master Plan be in place before seeking funds.  Commissioner Clayton commented that it was absolutely critical to have a master plan in order to be able to identify where the infrastructure will lay.

Commissioner Doan felt there were too many typographical errors in the contract, and he felt it was loosely put together.

Commissioner Clayton made a motion to table the Flint Group contract until the next meeting.  Commissioner Doan seconded.  In favor:  Commissioner Clayton:  yes;  Commissioner Conner:  yes;  Commissioner Doan:  yes;  Commissioner Martin:  yes;  Opposed:  none.  Motion carried.   

The next item on the legal agenda was the bid opening on Municipal

Road Aid Fund.  The only bid received was from Hinkle Contracting Co.    The total bid was:

Bituminous Binder      400 Tons @ $46.50     =    $18,600.00

Bituminous Surface   1100 Tons @ $45.50     =   $50,050.00

Tack                           1000 Gal.  @ $    .75     =    $    750.00

Milling                         500 Gal.   @ $32.00          $16,000.00

                                                       Total:               $85,400.00

BID OPENING-

BLACKTOPPING

Commissioner Clayton made a motion to defer action on the blacktopping bid.  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

Tom Ralston of Hinkle Contracting stated the bid specs had October 31, 2003 as the deadline.  He is not sure if Hinkle can meet the deadline if we postpone awarding the bid.  Commissioner Clayton stated he would like to sit down with Mr. Ralston and Commissioner Conner to work out details that are not set out in the specifications.  For instance, he does not want to lay blacktop in the rain, and he would like to have a 3-day grace period where milling is done in case there is a broken line.  Mr. Ralston advised he would call with a date to meet.

Mayor Wells recognized Fred Morris, Larry Harney, and Irene Irvin of the E-911 telecommunicators.  On 9/3/2003, Irene Irvin received a call from a woman about to deliver her baby.  Irene dispatched an ambulance and helped the husband deliver the baby, Matthew Hackett.  Irene received a letter of recognition from the Telecommunication Dept., Mayor Wells, and a Certificate of Appreciation.

IRENE IRVIN

RECEIVES LETTER OF

RECOGNITION

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

Commissioner Doan made a motion to pay the following bills:

           General Fund                $91,240.07

           Water Fund                   $61,964.07

Cash-in-Bank General Fund  $424,391.98

Cash-in-Bank Water Fund     $  83,343.15

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 stated the City had requested bids from the local banks on a certificate of deposit for  $75,000.00.  Harrison Deposit Bank was the successful bidder.

Mayor Wells recognized Commissioner of Public Works David Conner. 

PUBLIC WORKS

REPORT

Commissioner Conner made a motion to make an offer of employment for a temporary sanitation worker I.  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 MAKE AND OFFER OF EMPLOYMENT

Commissioner Conner stated the waterline project on U.S. 62 East is almost completed. 

US 62 EAST

PROJECT UPDATE

Mayor Wells requested a report from Commissioner of Utilities Tommy Clayton.

Commissioner Clayton stated he had a request from Buddy Collins regarding the sewer line construction of U.S. 27 South.  The Division of Water requested a letter from the City of Cynthiana (owner of the sewer system) to state that the City can handle the capacity from this construction.

PUBLIC UTILITIES

REPORT

Commissioner Clayton made a motion to empower the Mayor to write a letter to the Division of Water stating the City of Cynthiana can handle the sewage from the Collins construction.  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

EMPOWER MAYOR TO

SIGN LETTER TO

DOT STATING

CITY CAN HANDLE SEWAGE

FROM COLLINS

LINE

Commissioner Clayton advised that the City had previously hired two men as temporary Maintenance Workers on May 5 and assigned them to the Wastewater Treatment Plant to perform regular, routine maintenance on sewer lines.  This was a trial project to see if this met the needs of the City.  This program has proven to be very beneficial to the City and is working much better than expected.  These men are performing excellent work for the City.  They have a schedule and are maintaining accurate records on the work performed.  Commissioner

Clayton displayed the record book. 

Commissioner Clayton made a motion to promote Gary Barrett from a part-time to a full-time Maintenance Worker I in the Wastewater

Department effective September 6, 2003 which is the first day of the current pay period.  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

PROMOTE GARY

BARRETT TO

FULL TIME

MAINTENANCE

WORKER I – 9/6/2003

Commissioner Clayton made a motion to promote Gail Isaac from a part-time to a full-time Maintenance Worker I in the Wastewater

Department effective September 6, 2003 which is the first day of the current pay period.  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

PROMOTE GAIL

ISAAC TO FULL-TIME MAINTENANCE

WORKER 1 –

9/6/2003

Mayor Wells recognized Commissioner of Safety James H. Martin.

PUBLIC SAFETY

REPORT

Commissioner Martin advised he, Chief Frazier, and Mayor Wells

attended the NAACP meeting.   He felt a great deal of progress was made.  Mayor Wells commented that one of the complaints was too many dilapidated buildings in town.  The Code Enforcement will need to have a strong effective condemnation procedure.

Commissioner Martin recognized Chief Stinson.  Chief Stinson stated he was very proud of the fire fighters taking the initiative to make the plaque honoring the fallen firefighters from the World Trade Center.

Chief Stinson reminded the public about the upcoming Fire Safety Day on October 4, 2003.

Mayor Wells recognized Dave Kennedy, Administrative Assistance.

Mr. Kennedy reported he had delivered the grant application.  Commissioner Doan questioned the status of the Code Enforcement Policy.  Mr. Kennedy reported he is updating.

DAVE KENNEDY REPORT

Mayor Wells expressed sympathy to the family of Ronnie Whitson,

Asst. Chief Muntz on the death of his mother, Anna Elizabeth Muntz, and to Jim and Mary New upon the death of her aunt, Margaret Napier Fuller. 

MAYOR’S

REPORT

Mayor Wells thanked Brian Williams, Steve Moses, Tom Leith, and the Public Works staff for all their hard work on the S. O. Ross Park.  Thanks also goes to the Fire Dept. for the construction of the “Good News” Board used in front of City Hall.   Mayor Wells congratulated the “Taste of Harrison County” committee for a job well done.  

Mayor Wells reminded everyone to register to vote in the fall election. The deadline is October 6, 2003. 

The Board agreed to have Halloween Trick-or-Treat on October 31, 2003 from 6:00 P.M. to 8:00 P.M. for ages 12 and under. 

Mayor Wells questioned Joe Lewis about the design for the new WWTP building.  He reported the plans would take about six months.  The bid process can probably be done in the middle of 2004.  The normal timeframe from design to operation usually is 24 months.

Mayor Wells reported she had written the following letters:

1.     Memo to Commission on the Bluegrass Water Consortium.

2.     Letter of recommendation for a citizen.

3.     Letter to Mike Childers and Turner Summers regarding property on S. Walnut Street.

4.     Letter of recommendation for Mark Castillo.

5.     Letter to Randi Jaccobs about ink cartridge recycling.

S. O. ROSS

PARK

DEADLINE FOR

VOTING

HALLOWEEN

TRICK-OR-TREAT

SET

WWTP PLANS

LETTERS WRITTEN

Mayor Wells advised Kelly Rice of the EPA Special Appropriations

would like to have a meeting on Thursday, November 6, to meet with the staff and consulting engineers.

Mayor Wells received the following correspondence:

LETTERS RECEIVED

·        A note of thanks was received from Mr. & Mrs. Wm. Pridemore.

·        The Harrison County Board of Education will have a guest speaker, Jamie Walmer, on 9/29/2003 from 3:30 P.M. to 5:30 P.M.  He will have a seminar to unite schools and community.

·        Mayor Wells received an invitation to meet with the MCC President on September 24, 2003.

·        A letter of resignation from the Recreation Board was received from Paula Smith Barnett.

·        There will be a Champions for a Drug Free Community meeting.

·        Ballots to vote on the Chamber of Commerce Board were

     received.  The ballot must be returned by September 12, 2003.

Commissioner Clayton called attention to the article in the September 9, 2003 Business Section of The Lexington Herald-Leader.  There is a nice story on the Ammerman’s new cigarette operation in Cynthiana.

Mayor Wells says it is her intention to promote businesses in Cynthiana by having a different business at each Commissioner’s meeting.

There being no further business to discuss,  Commissioner Doan 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 8:53 P.M.

ARTICLE ON

FARMERS TOBACCO CO.

ADJOURNMENT