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Commission Meeting

Tuesday, September 25, 2012
September 25, 2012

MINUTES
REGULAR MEETING
September 25, 2012
4:30 PM
CITY OF HURSTBOURNE
304 WHITTINGTON PARKWAY / SUITE 100
LOUISVILLE, KY

 Mayor Bob English called the meeting to order.

ROLL CALL
C.A.O. Leidgen conducted the roll call. Present were: Mayor English; Commissioners Ed Dahlem, Dick Hays, Earl Hubbuch and Lois Wagner; Attorney John Singler; Treasurer Bill Bennett (later in the meeting) and C.A.O. Jim Leidgen. A quorum of the Commission was present.

PLEDGE
The Pledge of Allegiance was led by Mayor English.

RECOGNITION OF GUESTS

Marilyn Parker, candidate for Metro Council District 18, explained her thoughts and principles for serving on the Council and asked for support in the upcoming election.

City Engineer Chris Crumpton.

David Armour, principal of Lowe Elementary School, and Dana Shaw and Kathy Brown of Lowe’s PTA, were present to express their gratitude on behalf of the students to the City Commission for the recent contribution to improve their playground. They will be conducting a Community Fitness Fair and Wellness Expo on Thursday, September 27, from 5:30 to 7:30 p.m. where there will be health food samplings from various restaurants and grocers and community health organizations which will offer free health screenings. This event is free and open to the public. On September 28 they will hold their annual FUNraiser to benefit the school. This will include their “Leopard Loop” Walk-A-Thon for all Lowe students, parents, teachers and staff, to raise funds for new playground equipment and to supplement teacher classroom supplies and to purchase new iPads. They invited members of the Hurstbourne commission to join them in this walk.

Ben Jackson asked the Commissioners to delay publication of the City Directory until after the November elections in order that all of the information regarding the City Commission is accurate and up-to-date. C.A.O. Leidgen explained that the directory has historically been printed at this time of year.

Joe Magana agreed that the directory should not be printed until after elections and added that publishing it in December or January would take care of any potential conflict of interest.

 

APPROVAL OF MINUTES
Commissioner Dahlem made the motion to approve as distributed the minutes of the September 11, 2012 regular meeting of the City Commission; his motion was seconded by Commissioner Hays. Motion carried.

BUSINESS ITEMS
Municipal Order No. 12-27 Relating to Check Register Approvals for August 2012. Commissioner Dahlem explained that a number of checks were written to homeowners who either double paid or were entitled to a refund because of the homestead exemption. He then made the motion to approve MO 12-27; his motion was seconded by Commissioner Hubbuch. Motion carried. C.A.O. Leidgen explained that the City office will be upgrading the financial software which will provide a more descriptive financial report.

Ordinance # 12-06 Adopting a Financial Management and Investment Policy for the City of
Hurstbourne was given second reading by summary by Attorney Singler. Commissioner Dahlem made the motion to approve second reading and passage of Ordinance # 12-06; his motion was seconded by Commissioner Hays. During discussion Commissioner Hubbuch expressed his concern with the verbiage in section 3.1(d) which pertains to those members on the Finance Committee. He then made the motion that Ordinance # 12.06 be amended to change the wording of that section to read, “One additional Commissioner to be appointed by the Commission at its first meeting in January.” His motion to amend was seconded by Commissioner Hays. Motion carried. Commissioner Dahlem then made the motion to approve Ordinance # 12-06 as amended; his motion was seconded by Commissioner Wagner. Mayor English called for a roll call vote. Mayor English and Commissioners Hays, Wagner Dahlem and Hubbuch voted yea. Ordinance # 12-06 was thereby enacted 5-0.

Ordinance # 12-05 Defining Duties of City Commissioners was given second reading by summary by
Attorney Singler. Commissioner Dahlem explained that most of the defined duties came directly from the City’s budget. There was discussion about other possible ways to assign financial responsibility which might give more oversight by the full Commission. C.A.O. Leidgen explained that there is already a great deal of oversight since the Commission approves the budget and the monthly check expenditures. Commissioner Dahlem made the motion to approve second reading and passage of Ordinance # 12-05; his motion was seconded by Commissioner Wagner. Mayor English called for a roll call vote. Mayor English and Commissioners Dahlem, Wagner and Hays voted yea. Commissioner Hubbuch voted nay. Ordinance # 12-05 was thereby enacted 4-1. There also was discussion about the procedure which is used in selecting a City auditor.

ATTORNEY’S REPORT – Attorney Singler
Commissioner Wagner asked Attorney Singler about the Metro Louisville ordinance that limits the number of non-family individuals who live in a single house. C.A.O. Leidgen reported on a recent incident in the City at a home on Buckingham.

TREASURER’S REPORT – Treasurer Bennett
Treasurer Bennett presented the City’s August 31, 2012 financial report. Approximately 90% of the City residents have already paid their taxes in order to receive the discount. Certificates of Deposits are maturing in September, so the City’s cash flow is good and there will be funds to invest.


ADMINISTRATOR’S REPORT – C.A.O. Leidgen
A copy of the City’s latest Call Log has been given to the Commissioners.

C.A.O. Leidgen reported he met with Mr. Steve Denning of Louisville Gas and Electric who gave him a status report pertaining to the numerous power outages in a section of the City. Mr. Denning said they recognize the age of the infrastructure and problems with lighting strikes, but the real problem seems to be related to the recovery time needed to trace the problem and get it operational. Many of the problems are also related to underground services. They are planning to invest up to $1 million that should help with this issue, but it will require above-ground pads and boxes.

C.A.O. Leidgen thanked City Engineer Chris Crumpton and Commissioner Hubbuch for the creation of a form which will keep everyone up-to-date on the timelines for various projects, such as the ADA Ramps and Sidewalks project, City Directory, Code Enforcement Board, entrances, newsletter, paving, new police services contract, and sign upgrades.

The newsletter is almost ready for publication.

Commissioner Hubbuch reported that MSD has been in the City with cameras to inspect the sanitary sewers.

MAYOR’S REPORT – Mayor English
Mayor English thanked Commissioner Wagner and the Commissioners for their work on the recent City concert.

PUBLIC WORKS REPORT – Commissioner Wagner
Mr. Crumpton reported that milling has begun on Nottingham Parkway with work on the other streets to follow.

Bids had been received from two contractors for work on Entrance Improvements Phase 1 and five bidders for the ADA Ramps Improvement Project. The low bidder for the Entrance Improvement contract was J’town Contractors for $42,460. The low bidder for Phase 2 of the ADA Ramps and Sidewalks project was also J’town contractors for $35,000. Mr. Crumpton said the bids were consistent with unit prices, project pricing, and standard concrete costs based on preliminary pricing from contractors. Mr. Cumpton referred to the safety concerns expressed by residents of Blairwood Apartments and to the possibility that Louisville Metro Councilmember Jon Ackerson might assist in funding for sidewalks in that area. He estimated the total cost for this project would be approximately $30,425 if it is included with J’town’s bid at the same cost per square yard. It would be reiterated to J’town Contractors that the Blairwood project would be approved if funding is provided by Louisville Metro. Commissioner Wagner made the motion that the Commission includes the paperwork for the Blairwood project as part of Phase 2 of the ADA Ramps and Improvements project to be submitted to Mr. Ackerson’s office. Her motion was seconded by Commissioner Hubbuch. Motion carried.

Commissioner Wagner the made the motion to approve the bid of J’town Contractors in the amount of $42,460 for Entrance Improvements Phase 1; her motion was seconded by Mayor English. Motion carried.

Commissioner Wagner then made the motion to approve the bid of J’town Contractors in the amount of $35,000 for Phase 2 of the ADA Ramps and Sidewalks project; her motion was seconded by Mayor English. Motion carried.

Mr. Crumpton stated that he, C.A.O. Leidgen, and Commissioners Wagner and Hubbuch have been
discussing the problems of speeding and accessibility for the residents on Blairwood Road. They discussed the possibility of adding additional striping, which tends to slow traffic down, to the current paving contract. Commissioner Hubbuch also reminded the Commission that there will be additional speed limit signs erected and the police will be asked to do additional patrols at this location. C.A.O. Leidgen recommended that the City include the striping and signs as part of the application process to Metro council. Commissioner Hubbuch made the motion that the Commission immediately go ahead with the striping on Blairwood Road and that this be included in the application to Louisville Metro for funding. His motion was seconded by Mayor English. Motion carried.

Engineer Crumpton referred to holes and other problems that are developing at some of the catch
basins around the City. Some of the older grates need to be replaced with newer ones that help move water into the catch basins at a faster rate. Also some of the curb irons should be replaced. He received an estimate from Flynn Brothers of $1,200 per location to demolish part of the curb, take out the existing grate structure, replace it and fix the curb. He thought there were 10-12 that need immediate attention. Commissioner Wagner said if this is done it should be included with the existing contract. Commissioner Hubbuch made the motion that this expense be included with the existing contract with Flynn Brothers; his motion was seconded by Commissioner Wagner. Motion carried.

GENERAL GOVERNMENT REPORT – Commissioner Dahlem
No report.

PUBLIC SAFETY REPORT – Commissioner Hubbuch
Commissioner Hubbuch reminded the Commission that the new police service contract begins on October 1.

CODE ENFORCEMENT/SANITATION REPORT – Commissioner Hays
Commissioner Hays reminded everyone that the City’s Junk Pickup Day is scheduled for Saturday, October 20.

ADJOURNMENT
At 6:30 p.m. Commissioner Hays made the motion to adjourn; his motion was seconded by Commissioner Wagner. Motion carried.