A meeting of the Kirklin Town Council was held on Monday, December 12, 2016 at 6:00 pm at Kirklin Town Hall. The purpose of the meeting was to interview engineering firms for a study of the water system. Council Members present were: Walt Minnick, Melinda Jobe, Jerry Faucett, and Valerie Pearson. Jennifer Rustin was absent. Also present were: Billy Walker and Mary King The scoring committee is made up of the following members: Walt Minnick, Melinda Jobe, Valerie Pearson, and Billy Walker GRW Interview- Joe Tierney and Darren Wells with GRW gave a slide presentation about their experience and the projects that they have been involved with in the past. Following the presentation, both were willing to answer any questions that the Council/Scoring Committee might have about GRW. Triad & Associates Engineering Interview- Stuart Savka, James Frazell, and Jim Soper were in attendance to answer any questions that the scoring committee might have about Triad. They explained the experience that they have had with other projects and the roll each of them would play in working with Kirklin. They were willing to answer any questions the Council/Scoring Committee might have about the project. The scoring committee will score each company based on the scoring criteria and score sheet provided prior to the interviews. The committee will then combine scores and make an announcement in January or February concerning which company they would like to hire. Meeting adjourned. Walter Minnick Attest: 1
The regular meeting of the Kirklin Town Council was held on Monday, December 12, 2016 at 7:00 pm at Kirklin Town Hall. Council Members present were: Walt Minnick, Melinda Jobe, Jerry Faucett, and Valerie Pearson. Jennifer Rustin was absent. Also present were: Jay Moore, Mark Mills-Area Plan Commission, Billy Walker, Melinda Pryor, Patricia Quick, John Faucett, and Mary King MINUTES The Minutes from the regular Town Council Meeting held on Monday, November 14, 2016, and the Executive Session held on Monday November 28, 2016 were approved as written. AREA PLAN COMMISSION MEETING- Mark Mills requested that a Town Council Member attend a yearly meeting that will be held sometime in January, most likely the third of fourth week. He will let the Council know where the meeting will be held. The purpose of the meeting will be to elect one representative for the towns in Clinton County on the Area Plan Commission. Walt reported that he had served as a representative for many years and that it was very educational. WIND FARM ORDINANCE - Mark Mills presented the first draft of a Wind Farm Ordinance the Area Plan Commission would like for the town to adopt. He reported that he anticipates that some items in the proposed ordinance will change in the next couple of months following hearings by the County Commissioners. The main issues are with the setback requirements and the decibel issues. He asked the Council to review the ordinance and think about any changes they would like to see for the town. The current certified ordinance states that wind farms are not allowed within 1,520 of our Urban Growth Area which is currently one-quarter of a mile up to one mile around the current corporation limits. Mark thinks that the Urban Growth Boundary north of Kirklin is a quarter of a mile. He said that if Kirklin would like to see a greater distance from the town limits, they would need to change that section of the proposed ordinance. Our ordinance would go back to the Area Plan Commission for approval, then come back to the Town Council. Walt Minnick stated that his recommendation would be at least a mile away from town and angled away from highway #421. Walt asked what kind of money the towns and county were going to receive. Mark said that in other counties it has been a nice healthy check for the county and some share with other governmental agencies and some don t. Mark stated that it would be between the Town Council and the County Council. The APC is hoping for final approval of the ordinance by the end of February. PARK BOARD PARK BOARD MEMBER - Patty Quick reported that Carlie Faucett is interested in being appointed as a Park Board Member. No action was taken. EXCAVATING PROJECT Billy developed a Scope of Work and solicited three bids for the excavating project near the basketball court at the park. The following sealed bids were received: Russell Excavating in the amount of $4,000.00. A second envelope was opened from Russell Excavating and was a quote for unforeseen problems. The amount per hour listed was $385.00. Billy said that he feels we would have to use the first bid only. Any additional work would be an addendum and have to come before the Council for approval. Henry Excavation in the amount of $5,375.00, and Metzinger Construction in the amount of $5,950.00. Billy expressed concerns for when Russell Excavating would be able to start the project and also had concerns about Mr. Russell being able to keep help as this was a problem in the past. A motion was made by Jerry Faucett to approve hiring Russell Excavating in the amount of $4,000.00 for project. Valerie Pearson supported the motion and the motion was carried with a unanimous vote. STORM WATER UTILITY BOARD An invoice was presented from Russell Excavating for the project on Harrison Street in the amount of $15,322.00. The Council discussed what was found during the project. A motion was made by Valerie Pearson to approve the invoice. The motion was supported by Walt Minnick and carried with a unanimous vote. ALLEY ISSUE BETWEEN W. MADISON & W. MONROE STREETS Jay Moore reported that he had not heard from Duke Energy about moving the poles. Jay left him a message last Wednesday or Thursday, but had been out of the office after that. He will call John Scheidler again to follow up. POSSIBLE UNSAFE BUILDING 114 S. MAIN STREET Walt reported that he had talked to Rodney Wann a week ago and that they were waiting for Mr. Wallace to get back with them concerning the bat problem. Jay reported that he had spoken with Rodney last week and he told him that the bats were gone. Rodney also told Mary and Billy that the bats were gone and that from a Board of Health standpoint he had done all that he can do. Jay reported that Silver Creek Engineering performed a visual structural evaluation of the building at 114 S. Main Street on October 25, 2011 and Rodney told Jay that he had received a copy of that report, 2
but that there wasn t anything the Board of Health could do with the issues in the report. The report includes a full explanation of the issues and includes photos. Jay believes, based on the report, the Council could move forward with the Unsafe Building Ordinance. Jay spoke with Liz from the Area Plan Commission at the same time he spoke with Rodney. She does not feel they have anything to cite the property for either. Jay offered to contact Silver Creek Engineering to see how much they would charge to do an external inspection of the building. UTILITY DEPARTMENT Billy reported that he has spoken with Steve Clossin and that Steve is unable to fill in for him while he is on vacation, etc. due to health issues. Billy has found someone by the name of Michael Earl who works for Frankfort Utilities and is willing to do plant checks and testing for $20.00 per hour in Billy s absence. Billy discussed the written monthly report that was given to the Town Council prior to the meeting. Billy told the Council that Jay Paul with Eco Infrastructure will be in town for jetting and cleaning of lines. UTILITY SERVICES FOR ANNEXED PROPERTIES Maps of the areas annexed were reviewed and it was decided that the first step would be to have the sewer line televised to determine the exact location. This will help determine what areas will need easements. Billy will have Eco-Infrastructure televise the line while they are in town. POLICE DEPARTMENT Sell of 2012 Charger -John Faucett reported that the Charger did not sell on Govdeals since the reserve of $12,000.00 was not met. John asked if the Council would like to relist it. Jerry said to pull it off the site and forget about it. John presented the Council with an estimate from Twin City for a new 4X4, 1500 Dodge truck in the amount of $27,092.00. No action was taken. Resignation of Anthony McClure-John reported that Anthony McClure has resigned as a Reserve Officer. EMPLOYEE SPENDING LIMIT INCREASE-John requested that the limit for spending, prior to Town Council approval, be raised from $500.00-$1,000.00. A motion was made by Walt Minnick to approve raising the spending limit from $500.00-$1,000.00. The motion was supported by Melinda Jobe and carried with a unanimous vote. SALARY ORDINANCE AMENDMENT #2016-12-1 - Melinda Jobe made a motion to amend the 2016 salary ordinance to include 20.00/hr. adding Mike Earl as substitute operator. The motion was supported by Valerie Pearson and carried with a unanimous vote. REGISTER OF CLAIMS - The Register of claims was presented and signed by all Council Members present. REPORTS - The following reports were provided to the Town Council prior to the meeting: Revenue, Appropriations, Fund, and a Register of Claims. There were no billing adjustments for approval this month. TRANSFER RESOLUTION #2016-12-2 A motion was made by Walt Minnick to transfer $1,000.00 from MVH-Part time Asher to MVH-Street Repairs and Maintenance. The motion was supported by Valerie Pearson and carried with a unanimous vote. LEAK ADJUSTMENT Walt Minnick made a motion to approve the following leak adjustments: Kenneth Jobe $58.16, Donald Evans $85.22, Richard Miller $290.43, and Henry King $74.58. The motion was supported by Jerry Faucett and carried with the following vote: Walt Minnick-yes, Jerry Faucett-yes, Valerie Pearson-yes, Melinda Jobe-abstained. 2017 KEYSTONE SOFTWARE MAINTENANCE FEES A motion was made by Melinda Jobe to approve the software maintenance fees for Keystone in the amount of $5,350.00. The motion was supported by Walt Minnick and carried with a unanimous vote. STOP SIGN ORDINANCE ON PERRY STREET - The ordinance to install a stop sign at the intersection of Perry and Harrison Street was introduced and read. Melinda Jobe made a motion to pass the ordinance on first reading. The motion was supported by Walt Minnick and carried with a unanimous vote. 2017 SALARY ORDINANCE After discussion by the Town Council, it was decided to leave the salary ordinance as is for 2017. The only change will be to remove employees no longer employed by the town. AMERICAN LEGAL PUBLISHING CODE OF ORDINANCE CHANGE FEES The Council discussed options for updating our ordinances that would be less expensive than using American Legal Publishing. A motion was made by Melinda Jobe to have American Legal 3
Publishing add ordinances to the current Codification for this year. The motion was supported by Walt Minnick and carried with a unanimous vote. INVOICE APPROVAL An invoice in the amount of $880.00 was presented from Henry Excavating for work done cleaning up the tomato pit. A motion was made by Walt Minnick to approve paying the invoice. The motion was supported by Melinda Jobe and carried with a unanimous vote. Melinda Jobe made a motion to approve an invoice in the amount of $514.00 from the Uniform House. The motion was supported by Valerie Pearson and carried with a unanimous vote. A motion was made by Walt Minnick to approve an invoice in the amount of $1,987.50 to Ryan, Moore, Cook, & Triplett. The motion was supported by Melinda Jobe and carried with a unanimous vote. BANK STATEMENTS Bank statements for month ending November 30, 2016 were presented and signed by Walt Minnick. ENFORCEMENT OF LOCAL ORDINANCES Walt would like for the local Marshal Department to enforce town ordinances. He feels that if they are patrolling around town and see an obvious violation, they should give the people a copy of the ordinance and give them a time-frame of when it has to be taken care of. John said that Matt takes care of the ordinance violations and he feels like they are already doing what is being asked. John reported that Liz with the APC needs to know if the Council would like for them to pursue further action against the property owner at 107 E. Monroe Street. The issue concerns a tripod that has been moved back onto his own property beyond the sidewalk. Jerry feels that the town should leave that alone, but the junk around the property needs to go. John says technically the tripod is still in violation and Liz cannot ignore it. Jay feels that it is probably illegal outside storage and he can be cited for that as well as the junk. Jay stated that at the county level, they send one, maybe two letters, then take them to small claims court. After discussion concerning many issues, Jay stated that it is the Town Boards duty to have ordinances enforced. Jay stated that if he were given a list of people and their addresses who have junk cars, he would send the letters and let them know that the Town Marshal will be by to check compliance. Jay suggested that John start with sections and give warning tickets for junk vehicles. Jerry told John to begin the process for un-plated and junk vehicles across the board and if people are upset he should refer them to the Town Council. TIRES FOR GENERATOR The Council discussed new tires for the generator for the water department. Jerry Faucett feels we need new tires and they would cost around $400.00. Billy is concerned about the reliability of the generator and putting brand-new tires on it. Walt Minnick said that we should put new tires on it and be done with it. Billy is fine with that. Meeting adjourned Walt Minnick Attest 4
A special called meeting of the Kirklin Town Council was held on Monday, December 19, 2016, at 6:00pm at Kirklin Town Hall. Council Members present were: Jerry Faucett, Melinda Jobe, & Walt Minnick. Jennifer Rustin and Valerie Pearson were absent. Also present were: John Faucett & Mary King SALARY ORDINANCE AMENDMENT #2016-12-3 A motion was made by Melinda Jobe to adopt Ordinance #2016-12-3 amending the 2016 Salary Ordinance to provide for full & part-time employee bonuses and Police Reserve Officer equipment/clothing allowances. The motion was supported by Walt Minnick and carried with a unanimous vote. POLICE CAR John formally reported that Erin Dean wrecked the K-9 police car on December 13 th. The accident happened on a slick road following a drug-search at a high school in Montgomery County. No further details of the damage are available. CHRISTMAS TREE- The person buffing the floors in the community room tried to move the Christmas tree and broke the top off of it as well as several ornaments. The tree and the ornaments had been donated and no compensation was offered to replace them. The Council discussed other options and companies for floor maintenance. Meeting adjourned Walt Minnick Attest 5
The year-end meeting of the Kirklin Town Council was held on Tuesday, December 27, 2016 at 6:00pm at Kirklin Town Hall. COUNCIL MEMBERS PRESENT WERE: Walt Minnick, Melinda Jobe, Jerry Faucett, Valerie Pearson, and Jennifer Rustin ALSO PRESENT: Mary King 2017 SALARY ORDINANCE #2016-12-4 A motion was made by Melinda Jobe to adopt the 2017 Salary Ordinance #2016-12-4. The motion was supported by Jennifer Rustin and carried a unanimous vote. YEAR-END REGISTER OF CLAIMS The year-end Register of Claims was presented and signed ECUMBRANCE RESOLUTION #2016-12-5 A motion was made by Walt Minnick to approve Resolution #2016-12-5 for an encumbrance for CEDIT/Other #444001441.000 in the amount of $4,000.00 for Russell Trucking & Excavating. The contract has been signed, but the work has not been completed. The motion was supported by Jennifer Rustin and carried with a unanimous vote. PERF Walt Minnick asked the Town Council to be reviewing the information they were given and decide if the Council wants to switch from the deferred comp program to PERF. SEWER RATES The Council discussed raising the sewer rates and how much the rates will need to go up for the town to receive the additional $185,000.00 SRF money. CAMERAS Discussed town cameras and what ones are operational. POLICE CARS - The Council discussed the rotation of police cars to give the Charger a break and are unsure if the cars are being rotated. No current information on the wrecked police car. Meeting adjourned at 6:33pm Walt Minnick Attest 6