Berea City Council Regular Meeting March 5, 2013

BEREA CITY COUNCIL REGULAR MEETING MARCH 5, 2013

The Berea City Council met in a regular session, Tuesday, March 5, 2013 at 6:30 p.m., Mayor Steven Connelly presiding.

MEMBERS PRESENT: Terrill, Powell, Wagers, Farmer, Little, Kerby, Burnside

ABSENT: Hembree

OFFICIALS: Gilbert, Stone, Chasteen, Curtis, Gregory, McCay, Fortner, VanWinkle, Jackson, Meeks, Hurt

VISITORS: Chris Bowling, Roma Pedneau, Phillis Adams, Michael Adams, Taylor, Massie, Lauren Frantz, Crystal Wylie, Beth Meyers

A quorum being present, Mayor Connelly called the meeting to order.

APPROVAL OF MINUTES: Farmer moved, Little seconded to approve the minutes as presented. All ayes; minutes approved.

CRAIG WILLIAMS – BLUE GRASS CHEMICAL AGENT PILOT PLANT UPDATE Craig Williams, Madison County Host Community Liaison updated the council of recent progress and funding of the Munitions Demilitarization’s Building(s) at the Bluegrass Army Depot. As of this date; the construction is 64% complete and the systemization is 9% complete. A handout was distributed to the council to better explain the rocket separation process that will take place once the demilitarization process starts. Similar operations were successfully, and safely completed in Arkansas and Oregon. Operations are expected to begin in the first quarter of 2014.

PROCLAMATION – AMERICAN RED CROSS MONTH 2013 Mayor Connelly read the proclamation declaring March 2013 as American Red Cross Month. Roma Pedneau, who is a volunteer with Daniel Boone Red Cross Chapter accepted the proclamation and thanked the mayor and council for their support.

PROCLAMATION – CHILDREN’S CHAMPIONS OF MADISON COUNTY Mayor Connelly read the proclamation declaring the month of March 2013 as Children’s Champions of Madison County. Phillis Adams presented the council with a packet of information of events going on during the month. The winner of this year’s poster award is Tanner McIntosh, a student of Daniel Boone Elementary. Ms. Adams accepted the proclamation and thanked the mayor and council for their continued support of the children and youth in Berea. BEREA CITY COUNCIL REGULAR MEETING MARCH 5, 2013 Page 2

STRATEGIC PLAN – COMMENTS Mayor Connelly asked the council to note and forward to him any changes or comments regarding the Strategic Plan for 2013; it will be placed on the March 19th agenda for adoption.

AMENDED PERSONNEL POLICY PROCEDURES – COMMENTS Councilman Terrill referenced page 35 of the policy to allow employees to take their Personal Day in increments of four hours rather than eight. City Administrator Stone stated it has been updated, and the Grievance Procedure in Appendix B has been changed. A human resources committee appointed by the mayor will review any grievances.

OPEN BIDS – DIGGER DERRICK TRUCK One (1) bid was received from Terex Equipment in the amount of $182,841.00. The bid will be turned over to the Finance Committee and Utility Department for review and recommendation.

RESOLUTION #01-2013; A RESOLUTION APPROVING AND AUTHORIZING THE CITY OF BEREA, KY, TO PARTICIPATE IN THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FOR THE WATER STREET STORM WATER DRAINAGE PROJECT, AND AUTHORIZING THE MAYOR TO EXECUTE ALL RELATED DOCUMENTS. Burnside moved, Farmer seconded to approve the Resolution; all ayes. Resolution #01-2013 adopted.

RESOLUTION #02-2013; A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BEREA, KY, COMMITTING TO BEAR CERTAIN EXPENSES FOR WATER STREET STORM WATER DRAINAGE PROJECT, AND TO EXPEND CERTAIN GRANT FUNDS FOR THIS PROJECT. Little moved, Kerby seconded to approve the Resolution; all ayes. Resolution #02-2013 adopted.

ORDINANCE #03-2013; SERIES 2013 UTILITY REVENUE BOND – 1 ST READING. Corporate Counsel read the Ordinance by title and summary.

RESOLUTION #03-2013; A RESOLUTION APPROVING THE SOLICITATION OF BIDS AND DISTRIBUTION OF A PRELIMINARY OFFICIAL STATEMENT FOR THE PURCHASE OF CITY OF BEREA, KENTUCKY UTILITY SYSTEM REFUNDING REVENUE BONDS, SERIES 2013 IN THE APPROXIMATE AGGREGATE PRINCIPAL AMOUNT OF $9,680,000. Corporate Counsel read the Resolution; Terrill moved, Farmer seconded to approve; all ayes. Resolution #03-2013 adopted. BEREA CITY COUNCIL REGULAR MEETING MARCH 5, 2013 Page 3

Chris Bowling of Civic Advisor informed the mayor and council that the first reading of the bond will be held this Thursday, March 7th, and the selling of the bonds will be held on March 21st. We are watching the rates now; the bond is expected to save the city 600,000 and will mature in 2025.

RESOLUTION #04-2013; A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BEREA, KY, AMENDED RESOLUTION NO. 13-12 TO REFLECT THE NAME CHANGE FROM STEMCO MOTOR WHEEL COMPANY TO STEMCO PRODUCTS, INC. Kerby moved, Little seconded to approve the Resolution; all ayes. Resolution #04-2013 adopted.

RESOLUTION #05-2013; A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BEREA, KY, ACCEPTING A GRANT FROM THE COMMONWEALTH OF KENTUCKY TRANSPORTATION CABINET IN THE AMOUNT OF $146,500 FOR REIMBURSABLE FUNDING FOR THE BEREA BICYCLE LANE PROJECT, KNOWN AS FEDERAL PROJECT NUMBER SRTS 3021 0004, FOR BIKE PATH IMPROVEMENTS TO RICHMOND ROAD (US 25) BETWEEN ELLIPSE STREET AND GLADES ROAD, AND CONTINUING TO THE BEREA BYPASS, AND AUTHORIZING THE MAYOR TO EXECUTE ALL RELATED DOCUMENTS. Burnside moved, Kerby seconded to approve the Resolution; all ayes. Resolution #05-2013 adopted.

AUDIT & FINANCE COMMITTEE – V. BURNSIDE No report.

RECOGNITION OF VISITORS: None

DEPARTMENT HEAD REPORTS: No additional.

CITY ADMINISTRATOR’S REPORT – R. STONE  Prior to the next city council meeting on March 19th at 5:30 p.m., Josh Torbeck, the new Park Director will be here to meet the council.  We received news this week that the design monies for the completion of Phase II of the By-Pass has been released; the design changes will include a bike path/shared use path from US 25 over to HWY21. We hope to complete the design in July or August; it will be a four lane highway from US25 to HWY1016.  We are still waiting on one final easement on Bratcher Lane on a property that is in fore closer, but we expect to receive it soon and be able to bid the project in May. BEREA CITY COUNCIL REGULAR MEETING MARCH 5, 2013 Page 4

 Members of the staff, District 7 members and CDP Engineers met with Southern Madison Water last week regarding the Menelaus Road Project; we have worked out the problems with the water lines.  I appreciate the council passing the Water Street Drainage Project Resolutions; there is an Environmental Assessment in my office available to the public for review until March 15th.  Discussion was held a few months ago about re-stripping Glades Road at the Dixie Park/1016 intersection; District 7 is working on a design to create a left turn into Dixie Park and to ease the traffic flow for vehicles going into HWY 1016. Once we receive a design we will hold a work session for review.  We have received a request for the intersection of HWY 21/Short Line Pike and Gabbardtown Road for additional stop bars or signage; we will work with the State on some improvements on the Short Line Side; Gabbardtown is not in the city limits.  CSX now has a contact number that anyone can call with complaints or problems. They are planning to do some work at the crossing on Jefferson Street this summer.  Spring Brook - Work Order Software- is now installed in the Street Department to assist them with projects and related cost.  The Flow Meters are installed and ready for testing for input coming into the Sewer Treatment Plant. We were in a Consent Agreement with the state to have these installed.  We have sent out an RFQ for an Engineering Firm to work with us on the Safe Routes to School Grant. They are due back on March 22nd for review.  Work on the Amended Budget is in process; and we are working on the 2013-14 Capital Planning Budget as well.  On March 28th at 5pm, there will be a meeting with the Tourism Commission.

Questions: Terrill asked about the bike path connection from Mayde Road to the Artisan Center? Stone stated this is in Tourism’s budget for this year and we are working on a grant to get this completed. The State has agreed to re-do the lighting and the timing to create a cross walk at the By-Pass intersection.

Little asked about the time frame for the Grant on the Water Street Project; it does not have to be completed in this fiscal year.

Powell asked about the monitoring of the traffic lights at the intersection of 25/595? Stone stated the State has worked on the sequencing time of the lights, and they have been asked to come back and look at this area further.

BEREA CITY COUNCIL REGULAR MEETING MARCH 5, 2013 Page 5

COUNCIL COMMENTS: Terrill moved, Little seconded to go into Executive Session to discuss a dismissal or discipline of an individual employee. Farmer pointed out that the council cannot dismiss an employee. Roll call vote; Terrill-yes, Powell-yes, Wagers-no, Farmer-yes, Little-yes, Kerby-yes, Burnside-yes. Motion approved to go into Executive Session at 7:35 p.m.

Council reconvened at 8pm; no action taken.

Terrill; would like to see more police reinforcement at the stop lights; there are a lot of people running lights. Powell; we should consider placing cameras at our major intersections for people running the lights; they could raise a lot of money for the city, plus you could see who is out running around late of night when some of the break-ins are taking place. Little- commended the Police Department for catching the drug dealers; it’s good for Berea to be known for this! Thanks for the good job they do! Kerby; I agree with Mr. Little, and congratulations to the Red Cross and the Children’s Champion’s for the month proclamations; I appreciate the work they both do. Burnside; appreciates the police departments assistance during the recent out of town group that was on the campus this week; they were very helpful.

Meeting adjourned: 8:05 p.m.