Commission Minutes

CITY OF BELLEMEADE, KENTUCKY
City Commission Meeting Minutes

August 12, 2019

Commission Members Present:                                              Others Present:

Commissioner Susan Dorten Jarl                                               James Martin

Commissioner Bob Elliott                                                          Dianne Wolfe

Commissioner Jennifer Gardner                                                           

Commissioner Andrew Miller

Treasurer Geri Huff

City Clerk Trish Scott

Call to Order:  In the absence of Mayor John W Miller who is recovering from heart valve surgery, Commissioner /Mayor Pro Tempore Andrew Miller called the meeting to order at 7:15 p.m.

Approval of Minutes:  The July 8, 2019, Commission Meeting Minutes were read; motion to accept as presented was made by Commissioner Dorten Jarl. Second by Commissioner Jennifer Gardner. Motion   passed unanimously.

Approval of Treasurer’s Report:  City TreasurerGeri Huff presented the Treasurer’s Report, commenting that a new fiscal year has brought about a new format for the report including new budget divisions. She asked the commissioners to let her know where to apply funds as the year moves forward. Commissioner Jennifer Gardner moved to approve the Treasurer’s Report as presented. Commissioner Bob Elliott seconded; the motion passed unanimously.

Unfinished Business – None

Announcement of Appointee to Commission vacancy

Commissioner Andrew Miller announced that during the Special Called Meeting held at 6:00 p.m. this evening, James Martin was selected to fill the vacancy left by Jennifer Gardner’s resignation. He will be sworn in, and will begin serving as Commissioner as of September 9, 2019. James was present and thanked the commission for their votes.

Update concerning takeover of North Chadwick Road.  Commissioner Andrew Miller updated the commission on the meeting he and Mayor John Miller attended with Metro representatives on July 18, 2019, to discuss Metro’s offer to give Bellemeade ownership and control of North Chadwick Road. Discussion centered on cost of maintenance and the need to plan for long term future expenses. Snow plowing and salting were discussed as well.

Andrew Miller stated that a proposal will be presented at our next meeting for a vote at that time.

Commissioner Reports

Commissioner Jarl reported on her progress with the City Wide Yard Sale. Advertisements have been placed in the Courier-Journal (both the print version as well as their website), Craigslist, Yardsales.net, and garagesale.com. Nextdoor.com required a street address and she was working on resolving that. The signs for the entrances have been difficult to place due to the ground being so hard. She will get heavier duty signs made to use in the future for both our community events – Arbor Day and the City Wide Yard Sale.

New BusinessNone

Resident concerns – Commissioner Jarl received a complaint about a camper being parked in front of a house. Commissioner Miller commented that code enforcement or Stephen Porter will be consulted about whether this constitutes a code violation.

Adjournment:  Commissioner Miller adjourned the meeting at 8:15 p.m.

Respectfully submitted,

Patricia A. Scott, City Clerk                       Andrew Miller, Mayor Pro Tempore

CITY OF BELLEMEADE, KENTUCKY

Minutes: Special Called Meeting at 107 North Chadwick Road, Louisville, Kentucky 40223

August 12, 2019

Commission Members Present:                                       Others Present:

Mayor John W Miller                                                              James Martin

Commissioner Susan Dorten Jarl                                          Ben Zickel

Commissioner Bob Elliott                                                      

Commissioner Jennifer Gardner

Commissioner Andrew Miller

Treasurer Geri Huff

City Clerk Trish Scott

Call to Order: Meeting was called to order at 6:00 p.m. by Mayor John W Miller.

The Commission interviewed two applicants, James Martin and Ben Zickel, for the position on Bellemeade City Commissioner vacated by resignation of Commissioner Jennifer Gardner as effective August 31, 2019.   Mayor Miller thanked Jennifer Gardner for her service on the Commission especially for her outstanding work in the difficult position of Public Safety Commissioner.

By written ballot, James Martin was appointed to complete Jennifer Gardner’s term on the Commission.

Adjournment:  Motion by Commissioner Bob Elliott, second by Mayor Miller. Unanimous vote to adjourn at 7:43 p.m.

Respectfully submitted,

Patricia A. Scott, City Clerk                                        John W Miller, Mayor

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CITY OF BELLEMEADE, KENTUCKY
City Commission Meeting Minutes

July 8, 2019

Commission Members Present:                                              Others Present:

Mayor John W Miller                                                                 Renee Willman

Commissioner Susan Dorten Jarl

Commissioner Bob Elliott

Commissioner Jennifer Gardner                                                           

Commissioner Andrew Miller

City Attorney Stephen Porter                                                                

Treasurer Geri Huff

City Clerk Trish Scott

Call to Order:  Mayor John W Miller called the meeting to order at the Northeast Regional Library at 7:00 p.m.

Thank you to Library Staff:  Mayor John W Miller thanked the library staff for accommodating our monthly meetings.

Approval of Minutes:  The June 10, 2019 Commission Meeting Minutes were read, and a motion to accept as presented was made by Commissioner Jennifer Gardner. Bob Elliot seconded the motion which passed unanimously.

The Minutes for the Special Called Meeting on June 19, 2019, for the First Reading to change the meeting location were read; a typographical error was noted by Commissioner Gardner. Andrew Miller moved to approve the minutes as amended to correct the error. Bob Elliott seconded the motion which then passed unanimously.

The Minutes for the Special Called Meeting on June 21, 2019, for the Second Reading to change the meeting location were read. Bob Elliott moved to approve the minutes as presented. Susan Dorten Jarl seconded the motion which then passed unanimously.

Approval of Treasurer’s Report:  City TreasurerGeri Huff presented the Treasurer’s Report, commenting that some taxes were collected, but no other income was recorded. The City credit card yielded $383 in cash back benefits in June. Commissioner Miller moved to approve the Treasurer’s Report as presented. Commissioner Gardner seconded; the motion passed unanimously.

Unfinished Business – none

Commissioner Reports – none

New Business

Commissioner Resignation Letter – Commissioner Gardner presented the commission with her letter of resignation effective 8/31/19. Mayor Miller regretfully accepted her letter.

Takeover of North Chadwick Road – Commissioner Miller reported that during discussion regarding the paving of North Chadwick Road, which has been rescheduled from 2021 to 2022, Metro offered to give control and responsibility of the road to the City of Bellemeade. There was discussion about the previous cost of paving and Metro’s charges for repaving which would be $165,000. Andrew Miller suggested that we should get bid to determine the financial impact to our city. Additional responsibilities would include winter maintenance of North Chadwick. Andrew Miller and Mayor John Miller will meet with Metro representatives on July 18, to discuss and negotiate our next steps.

Three Ordinances received First Reading:

  • 2019 Tax Ordinance
  • An Ordinance establishing executive authority
  • An ordinance establishing City employee regulations

Mayor Miller opened a discussion about the recent spike in crime in Bellemeade, suggesting that we could use some of the extra budgeted hours for Lt. Cabrera now, rather than in December when they were originally allotted. Commissioner Gardner suggested that the traffic control effort has not yielded sufficient results, and that we can redirect that effort to added night patrols. Mayor Miller agreed and informed that that is within her authority as Safety Commissioner.

Bob Elliott reported that approximately $800 may be needed to fix the lights at the Mooregate entrance. Mayor Miller informed that that is within his budget for Public Lands.

Resident concerns – none

Adjournment:  The meeting adjourned at 7:34 p.m.  with a motion by Commissioner Elliott, seconded by Commissioner Miller.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                       John W Miller, Mayor

CITY OF BELLEMEADE, KENTUCKY

Commission Special Called Meeting Minutes

June 21, 2019

Commission Members Present:                                               Others Present:

Mayor John W Miller                                                                  Pam Miller

Commissioner Bob Elliott

Commissioner Jennifer Gardner                                                

Commissioner Susan Dorten Jarl                                                            

Commissioner Andrew Miller                                                     

Treasurer Geri Huff                    

The meeting at 106 Chadwick Road, Bellemeade, Kentucky 40223, was called to order at 5:00 p.m., by Mayor John W Miller.

The Commission had Second Reading of the proposal to change the meeting location for the Regular Monthly Meeting to Metro Northeast Library.  

Susan Dorten Jarl submitted the motion to approve the proposed ordinance, and Bob Elliott seconded the motion.  The motion passed.

The meeting adjourned at 5:03 with a motion by Bob Elliott and seconded by Susan Jarl.

Respectfully submitted,

Geri Huff, City Treasurer                                               John W Miller, Mayor

Patricia A. Scott, City Clerk

Note: City Clerk Patricia A. Scott was unable to attend this meeting, so minutes were taken by City Treasurer, Geri Huff.

CITY OF BELLEMEADE, KENTUCKY

Commission Special Called Meeting Minutes

June 19, 2019

Commission Members Present:                                               Others Present:

Mayor John W Miller                                                                  Mary Jo Elliott

Commissioner Bob Elliott

Commissioner Jennifer Gardner                                                

Commissioner Susan Dorten Jarl                                                            

Commissioner Andrew Miller                                                     

Treasurer Geri Huff                    

City Clerk Trish Scott                                                                

Mayor John W Miller called the meeting to order at 7:00 p.m.

The Commission had First Reading of a proposal changing the location for the Regular Monthly Meeting to Metro Northeast Library.

Seconding Reading will be in Special Called Meeting on 5:00 pm June 21 at 106 N. Chadwick Road, Bellemeade, Kentucky 40223.                                                                                                                                  

The meeting adjourned at 7:07 pm, with a motion by Susan Dorten Jarl, and seconded by Bob Elliott.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                     John W Miller, Mayor

CITY OF BELLEMEADE, KENTUCKY
City Commission Meeting Minutes

June 10, 2019

Commission Members Present:                                               Others Present:

Mayor John W Miller                                                                  Renee Willman

Commissioner Susan Dorten Jarl                                                                      

Commissioner Andrew Miller

City Attorney Stephen Porter                                                                 

Treasurer Geri Huff

City Clerk Trish Scott

Call to Order:  Mayor John W Miller called the meeting to order at Lyndon City Hall at 7:00 p.m.

Thank you to Commissioners:  Mayor John W Miller expressed his gratitude to the commissioners for their service.  While emphasizing how difficult it is to get residents to run for office, he encouraged Commissioners to ask residents to help with issues by offering input at the start of the process rather than criticize after the fact.

Approval of May 13, 2019 Minutes:  Motion to accept as presented by Commissioner Andrew Miller, second by Commissioner Susan Dorten Jarl; passed unanimously.

Approval of Treasurer’s Report:  City TreasurerGeri Huff reported that city receipts are up due to a number of factors, mostly an increase in LGPT (Insurance premium taxes) receipts. A greater number of insurance premium taxes have been received, likely due to the added exposure in the newsletter and online, alerting residents to direct their premium taxes to Bellemeade.  Commissioner Miller moved to approve the Treasurer’s Report as presented. Commissioner Jarl seconded; the motion passed unanimously.

Unfinished Business – none

Commissioner Reports:

New Library Update:  Commissioner Jarl updated the commission on the status of the new library. She has visited the facility twice now, and is still awaiting information on the booking procedure. It was mentioned that without a special meeting, we will likely have to wait until September to use that facility since we need an ordinance in order to change our meeting place.

Returned Newsletters: Commissioner Jarl reported on her discussion with the post office regarding returned newsletters. There may be some confusion because of the placement of the address on the back side of the newsletter for the insurance tax premium mailing address. She determined that considering the size and frequency of our mailings, our current procedure is likely the best and most cost effective way to distribute the quarterly newsletter.

New Business:  Three Ordinances received Second Reading and passed unanimously:

The Mayor was authorized to enter into a franchise agreement with MCImetro Transmission Services; motion by Commissioner Jarl, second by Commissioner Andrew Miller.

Budget for Fiscal Year 2019-2022 was approved; motion by Commissioner Miller, second by Commissioner Jarl.

Staff and Commission Education Program was approved; motion by Commissioner Miller, second by Commissioner Jarl.

Resident concerns:  Ms. Willman pointed out that she had heard something about a tax increase.  Commissioner Miller reminder her about Metro Mayor Fischer’s request for a 300% increase in Local Government Premium Tax (LGPT) that did not get off the ground in Metro City Council. Often lost in these discussions, is the fact that Bellemeade residents will have to pay the LGPT tax at whatever rate Metro passes.  Allocation of the receipts then becomes the question. Bellemeade must pass an ordinance to match the Metro rate or the increase will go to Metro. The rate for the current year was NOT increased, and can not be increased until 2020. Bellemeade Mayor Miller pointed out that the premium tax is the number one source of income for Bellemeade. 

During discussion, Commissioner Miller commented that he is investigating the speed hump signs for Bellemeade, and is further discussing them on North Chadwick with Metro.

Adjournment:  The meeting adjourned at 7:38 with a motion by Commissioner Miller, seconded Commissioner Jarl.

Respectfully submitted,

Patricia A. Scott, City Clerk                                         John W. Miller, Mayor

CITY OF BELLEMEADE

Commission Meeting Minutes

May 13, 2019

Commission Members Present:                                      Others Present:

Mayor John W Miller                                                            Sherrie Chilton

Commissioner Bob Elliott                                                    Judi Sikes       

Commissioner Jennifer Gardner                                       Dianne Wolfe               

Commissioner Susan Dorten Jarl                                       Renee Willman

Commissioner Andrew Miller                                                    

Treasurer Geri Huff

City Clerk Trish Scott                                                              

Call to Order

Mayor John W Miller called the meeting to order at Lyndon City Hall at 7:00 p.m.

Approval of Minutes

The corrected minutes from the April 8th meeting were approved unanimously; motion by Commissioner Elliott, second by Commissioner Andrew Miller.

Approval of Treasurer’s Report

The Treasurer’s Report was approved unanimously as presented after motion by Commissioner Gardner and second by Commissioner Elliott.

Unfinished Business – None

Commission Reports – None

Ordinance First Readings:

  • Authorization for Agreement with MCImetro Access Transmission Services. 
  • Budget  Message and Budget Proposal for Fiscal Year July 1, 2019-June 30, 2020
  • Commission Education Program Proposalpresented byCommissioner Andrew Miller.

City Clerk and City Treasurer Pay Increase was approved unanimously onmotion by Mayor Miller, second by Commissioner Elliott toincrease salary for each positionfrom $150.00 to $200.00 per month effective July 1, 2019.

Resident Concerns

Bellemeade City Commission reiterated that the City Commission is not responsible for managing citizen committees, nor may any committee be superimposed over the statutory authority of the Commission. Members of all committees recognized by the Commission must be appointed and/or removed by the Mayor upon recommendation by a Commissioner. Beyond that, citizen committees are self-reliant. Any committee that becomes non-functioning because of the absence of resident participation shall be declared dissolved. The Commission recently rescinded the Beautification Ordinance after more than four years of fruitlessly trying to fill the seven seats on the Beautification Committee. The seven member stipulation had been mandated by the Beautification Ordinance itself. Interest had waned to the extent that none of the seven seats were filled.

Adjournment at 7:46 pm; motion by Commissioner Elliott and seconded by Commissioner Gardner.

Respectfully submitted,

Patricia A. Scott, City Clerk                                          John W. Miller, Mayor

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CITY OF BELLEMEADE

Commission Meeting Minutes

April 8, 2019

Commission Members Present:                                          Others Present:

Mayor John W  Miller                                                              Dina Dye

Commissioner Bob Elliott                                                       Brian ugustine           

Commissioner Jennifer Gardner                                         Diane Wolfe                 

Commissioner Susan Jarl                                                         Tom Cole        

Commissioner Andrew Miller                                                    

Treasurer Geri Huff

City Clerk Trish Scott                                                              

City Attorney Stephen Porter

Call to Order

Mayor John W Miller called the meeting to order at Lyndon City Hall at 6:55 p.m.

Guest Presentation

Dina Dye and Brian Augustine, representing Verizon Enterprise Solutions, presented an overview of the work their company is doing in our area. They also outlined the likely future projects that could affect Bellemeade. The agreements that will be necessary in addition to their contracts with Louisville metro were discussed.

Approval of Minutes

The minutes from the March 11th meeting were read and approved unanimously after a motion by Bob Elliott, second by Andrew Miller.

The minutes from the Special Called Meeting of March 22nd were read and Andrew Miller moved to approve them, seconded by Bob Elliott; minutes were approved unanimously.

Approval of Treasurer’s Report

The treasurer’s report was presented. Reporting a quiet month, it was noted that using the city credit card to pay for waste removal assists with getting cash back.

Mayor Miller moved to approve the treasurer’s report, Bob Elliott seconded and motion was approved unanimously.

Unfinished Business

None

Commission/Committee Reports

  • Budget Committee – Tom Cole reported that the Budget Committee met and had questions about changing the approval process to make sure it was workable for the various commissioners. There was discussion about different approval processes and access to funds for emergency needs. It was pointed out that one phone call to Mayor Miller would be sufficient so as not to violate the open meeting law. More specific and clear details will emerge in the May meeting when the budget is presented.
  • Financial Disclosure Statements were collected by Dianne Wolfe. Trish Scott and Jennifer Gardner will provide their statements directly to Dianne at a later date.
  • Pothole Report/Street Sign Repair – Commissioner Miller reported that N. Chadwick is scheduled to be paved and the potholes will be take care of at that time. Additionally, the new street signs that read “S. Hampton” were completed and installed.
  • Reminder Budget Requests Deadline: April 15, 2019 – Mayor Miller reminded commissioners that the deadline for budget requests is April 15 and he has received a number of them already.
  • Arbor Day Celebration Update – Commissioner Susan Dorten Jarl reported that plans for the Arbor Day event are progressing. She asked what the best advice would be for where to plant new trees. It was generally agreed that the center of the road or the property owner’s plat of survey would be the best indicators for how to avoid planting in the city easement. Commissioner Jarl currently has 8 saplings and 10 seedlings available for residents. More can be obtained if needed.
  • Newsletter Deadline: April 10, 2019 –  Mayor Miller asked commissioners to send any newsletter items to Trish Scott or Susan Dorten Jarl by April 10.

New Business

  • Code Enforcement – Commissioner Andrew Miller reported that the city has no specific ordinances for responding to code violations. The process for dealing with violations was discussed including various examples where complaints eventually escalated to a bench warrant being issued. Any complaints that involve code violations should be referred to Commissioner Miller going forward and he will work with Metro.
  • Change in Meeting Location – Mayor John W Miller reported that the library would not be opened as soon as originally expected. Various options were discussed including Shelby House and the YMCA. Jennifer Gardner will explore the YMCAs policy for reserving meeting rooms.

Resident Concerns

Mayor Miller reported that he had received criticism of the condition of the Moorgate Entrance landscaping. The comment was that it was not being maintained well enough and needed more attention. At this time there is no extra funds in the budget to increase the maintenance. He had suggested to the resident that they petition for a tax increase to put toward the entrance’s upkeep. Commissioner Elliott commented that this criticism comes at a time when the landscaping is still dormant from winter, and it will improve as the growing season progresses.

Adjournment

There being no further business, the meeting adjourned at 7:58 pm, with a motion by Bob Elliott and seconded by Jennifer Gardner.

Respectfully submitted,

Patricia A. Scott, City Clerk                                           John W. Miller, Mayor

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CITY OF BELLEMEADE

Commission Special Called Meeting Minutes

March 22, 2019

Commission Members Present:                                              Others Present:

Mayor John W  Miller                                                                None

Commissioner Bob Elliott

Commissioner Jennifer Gardner                                               

Commissioner Susan Jarl                                                          

Commissioner Andrew Miller                                                    

City Attorney Stephen Porter                                                    

Treasurer Geri Huff

City Clerk Trish Scott                                                              

Call to Order

Mayor John W Miller called the meeting to order at107 N. Chadwick at 5:30 p.m.

City Attorney Stephen Porter presented the commission with the Second Reading of Ordinance #2019-02, which keeps the Bellemeade Insurance Premium tax in line with the Metro Louisville tax amount.

Mayor Miller moved to adopt ordinance #2019-02. Bob Elliott seconded the motion which passed with a unanimous vote.                                                                                                         

Adjournment

There being no further business, the meeting adjourned at 5:37 pm, with a motion by Bob Elliott and seconded by Mayor Miller.

Respectfully submitted,

Patricia A. Scott, City Clerk                                          John W. Miller, Mayor

CITY OF BELLEMEADE

Commission Meeting Minutes

March 11, 2019

Commission Members Present:                                          Others Present:

Mayor John W Miller                                                               Diane Wolfe

Commissioner Susan Jarl                                                        

Commissioner Andrew Miller                                                 

Commissioner Bob Elliott                                                       

Treasurer Geri Huff

City Clerk Trish Scott                                                             

Call to Order

Mayor John W Miller called the meeting to order at Lyndon City Hall at 7:00 p.m.

Approval of Minutes

The minutes from the February meeting were read and approved unanimously after a motion by Andrew Miller, second by Bob Elliott.

Approval of Treasurer’s Report

The treasurer’s report was read. Funds were reallocated from Miscellaneous to Roads and Signs to pay for Eagle Signs to repair the damaged street signs. Tax payments have slowed with 40 properties still not paid at this time. Commissioner Bob Elliott moved to approve the treasurer’s report, Commissioner Andrew Miller seconded and motion was approved unanimously.

Unfinished Business

Pot Hole Report/Street Sign Repair

Commissioner Andrew Miller reported that the potholes on the north side of North Chadwick Road had been patched; however, it is obvious that the repairs have already begun to deteriorate.  Discussion centered on the weather and its effect on the Cold Patch product used to fill the holes.

The street and stop sign repairs by Eagle Sign are on schedule; the stop signs have been repaired and re-set, and the new South Hampton Road street signs are in production.

Committee Reports

None presented

New Business

Announcement of Special Meeting

Mayor Miller announced a Special Called Meeting of Bellemeade City Commission at 5:30 pm on March 22, 2019, at 107 North Chadwick Road, Louisville, KY 40223 for the Second Reading of the Local Government Premium Tax (LGPT) Ordinance. The LGPT Ordinance will be the only item on the Agenda.

Public Lands Maintenance Plan

Commissioner Elliott had no updates at this time.

Arbor Day Observation

Commissioner Dorten Jarl presented the Commission with a proposal for an Arbor Day event.  Arbor Day is currently observed on a national, state, and city level by Louisville during the month of April. The event would inform residents about selecting, planting, and caring for trees. Commissioner Dorten Jarl can obtain seedling trees from the Arbor Day Foundation to be handed out. Mayor Miller moved to provide $350 for an Arbor Day event. Commissioner Miller seconded. Funds will not be used for buying or for the expense of planting trees, but for event costs for food and drinks and purchasing new signs. The motion was clarified to specify that funds be used only for education and information promoting tree planting.. The event will be commercial and advertisement free and will not promote the business of any company or individual. The motion passed unanimously.

Dianne Wolfe, Chair of the Bellemeade Ethics Committee, distributed the Statement of Financial Disclosure to all Commission members for completion and return at the next committee meeting. Trish Scott will deliver a form to Commissioner Jennifer Gardner who was not present.

Commissioner Dorten Jarl commented on the upcoming newsletter and stated that she would like to see more personal articles about Bellemeade citizens and possibly interview some of our neighbors. In addition she would like to solicit articles from our citizens and highlight positive, good news messages.  Mayor Miller stated that a policy inviting residents to submit articles for the Newsletter was already in place so no further action was needed.

Dianne Wolfe reported that the entrance to Moorgate currently has two trees to the east that are planted too close to the road and a tree on private property to the west of the exit  are obscuring the view for drivers trying to exit onto Shelbyville Road. These trees need to be limbed up and not just trimmed back. People gathered at the bus stop there complicate the issue, and combined with traffic and the trees, create a dangerous situation. Mayor Miller will talk with the homeowner about the trees on private property and with Metro about the trees planted in the state right-of-way.

Adjournment

There being no further business, the meeting adjourned at 7:49 pm, with a motion by Bob Elliott and seconded by Mayor Miller.

Respectfully submitted,

Patricia A. Scott, City Clerk                                           John W. Miller, Mayor

CITY OF BELLEMEADE

Commission Meeting Minutes

February 11, 2019

Commission Members Present:                                          Others Present:

Mayor John W Miller                                                               Kate Cunningham

Commissioner Jennifer Gardner

Commissioner Susan Dorten Jarl

Commissioner Andrew Miller

Commissioner Bob Elliott

City Attorney Stephen Porter

City Treasurer Geri Huff

City Clerk Trish Scott

Call to Order:  Mayor John W Miller called the meeting to order at Lyndon City Hall at 7:00 p.m.

The minutes from the January meeting were read and approved unanimously after a motion by Commissioner Miller, second by Commissioner Elliott.

The treasurer’s report was approved as presented. It was noted that property taxes and insurance premium taxes have been coming in on time and the budget is on par again this month. Funds to pay for Eagle Signs to repair the damaged street signs will be moved from Miscellaneous to the Roads and Signs. City Treasurer Geri Huff reported that her second audit as Treasurer for the City of Bellemeade was successfully completed.

There was some discussion about the budget categories, and Mayor Miller stated that money shall be appropriated for Roads and Signs in the next budget. Bob Elliott moved to approve the treasurer’s report, Commissioner Miller seconded and motion was approved unanimously.

Unfinished Business

Pot Hole Report/Street Sign Repair:  Commissioner Miller reported that as of this date, the potholes on the north side of North Chadwick had still not been addressed by Metro Call. He has begun using the online portal and it indicates that this project is now on the schedule.

The sunken drains on Dorchester were assessed by Metro engineers who reported that they are sound and in working order. There is erosion around the drains making the problem more of a cosmetic concern. This will be addressed by another Metro department that deals with landscaping issues.

The street and stop sign repairs are on schedule to be completed in the next three to five weeks.

Kentucky League of Cities:  Commissioner Susan Dorten Jarl reported on her attendance at the Kentucky League of Cities (KLC) meeting. The Commission approved reimbursement of the Convention fee. Motion by Commissioner Jarl and second by Commissioner Miller.

The Commission voted to join the Kentucky League of Cities after motion by Commissioner Jarl, second by Commissioner Miller, and unanimous vote of the Commission. Commissioner Jarl was appointed to contact KLC to complete the membership process.

Committee Reports:  None presented

New Business

BEAUTIFICATION ORDINANCE; CITY OF BELLEMEADE, KENTUCKY, ORDINANCE # 2, SERIES # 2008, as Amended October 11, 2010 was rescinded by Ordinance #1 Series #2019. Motion by Commissioner Gardner; second by Commissioner Elliott. The motion passed unanimously.

First Reading of Ordinance for increase in insurance premium tax to remain in line with Metro was presented by City Attorney and Mayor Miller. Second Reading will be in the March meeting.

At this time Mayor Miller asked Attorney Porter for information about the tax that Metro charges on homes used for short term rentals. Stephen Porter informed that a fee, not a tax, is charged, and a conditional use permit is required if the owner is not living in the home. Discussion took place regarding the process for obtaining a conditional use permit. Mayor Miller will follow up at a later date.

NSAP Increase:  Commissioner Gardner presented a proposal to increase the hourly rate of compensation paid to Neighborhood Security and Asset Protection (NSAP) officers from $35.00 an hour to $40.00 per hour for the remainder of FY 2018-19. Commissioner Elliott seconded the motion, and it passed unanimously.

Commissioner Gardner also recommended an increase in the number of hours allocated for NSAP patrols in the FY 2019-20 budget at an additional annual cost of twenty six hundred dollars ($2600.00). Recommendation will be forwarded to the Budget Committee.

Street Signs on South Hampton:  Commissioner Andrew Miller presented a proposal to replace street signs on South Hampton Road. He presented a motion to accept a bid for $1,446 by Eagle Sign Company to provide three new street signs. Commissioner Jarl seconded the motion and it passed unanimously.

A discussion followed regarding whether a competitive bidding process is necessary in situations such as this. City Attorney Stephen Porter informed the commission that the limit for requiring competitive bids is $20,000, but they can be obtained at the Committee’s discretion for any amount at any time.

Notification of Communications Commissioner Title Change:  Communications Commissioner title was changed to Alert Notification Administrator by Executive Order.

Budget for FY 2019-2020:  Mayor Miller reminded the commissioners that the first Budget reading will be in April and encouraged them to submit their recommendations soon. He stated that all suggestions are welcome.

The snow removal policy was again a topic of discussion. No recommendations were presented.

Resident Concerns:  Kate Cunningham asked the committee whether or not any funds were still in the budget for tree reimbursement. Mayor Miller stated that there were none. Residents had stopped volunteering to staff the Beautification Committee, so it had ceased to exist.. There had been additional problems with the program because some trees had been planted within the right-of-way, and some residents had complained about city tax funds being used to improve private property.

Ms. Cunningham informed the Commission that the new 40,000-square-foot Northeast Regional Library located on Bellevoir Circle off Ormsby Station Road near the Northeast YMCA will be having an open house within the next couple of months and that meeting rooms were available. Mayor Miller and Ms. Cunningham will jointly collaborate to secure a room for Bellemeade City Commission Meetings.

A demonstration and training of the new Email Alert System was conducted by Commissioner Miller. Accounts were created for meeting attendees and template usage was reviewed. Because our email list is small, this service is free.

Adjournment:  There being no further business, the meeting adjourned at 8:31 pm, with a motion by Commissioner Jennifer Gardner and second by Commissioner Bob Elliott.

Respectfully submitted,

Patricia A. Scott, City Clerk                                          John W. Miller, Mayor

CITY OF BELLEMEADE

Commission Meeting Minutes

January 14, 2019

Commission Members Present:                                              Others Present:

Mayor John W Miller                                                                 Renee Willman

Commissioner Jennifer Gardner                                                Nichola Garbett

Commissioner Susan Jarl                                                         Regina Meyers

Commissioner Andrew Miller                                                     Ruby Sheridan

Commissioner Bob Elliott                                                          Tom Cole

City Attorney Stephen Porter                                                    

Treasurer Geri Huff

City Clerk Trish Scott                                                              

Mayor John W Miller called the meeting to order at Lyndon City Hall at 7:00 p.m.

Approval of Minutes

The minutes from the December meeting were read and approved unanimously after a motion by Bob Elliott, second Jennifer Gardner.

Approval of Treasurer’s Report

The treasurer’s report was read. Interest was higher again this month. All other expenses are as expected with the exception of stamps purchase to mail the tax statements. Andrew Miller moved to approve the treasurer’s report, Bob Elliott seconded and motion was approved unanimously.

Jennifer Gardner inquired as to whether the funds had been moved from the Beautification budget to “Miscellaneous”.  Geri Huff reported that no funds had been reallocated at this time. Mayor Miller informed that they can be moved at any time since the commission had voted on and approved of this change during the last meeting.

Unfinished Business

Tax Bill Correction

The tax bills were mailed out stating they are for the 2019 tax year. Mayor Miller commented that this was an error as it had been discussed in the January, 2018 Commission Meeting that the bills should reflect the current tax year as required by law. Mayor Miller asked if we can correct this now that the bills have been sent by sending a notice.  After comment by Attorney Porter, it was agreed that a correction notice was necessary.

Mayor Miller moved to send a notice to all tax bill recipients, correcting the tax year. Bob Elliott seconded. The motion passed unanimously.

Andrew Miller suggested that a committee should be created to determine the best way to execute the correction notice. There needs to be some discussion about how to best comply with the law regarding city tax collection years.  It was decided that Mayor Miller and Attorney Porter determine the method of correction.

Pothole Report

Andrew Miller reported that half of the potholes on North Chadwick have been repaired, but that the other half on the North side of the street have still not been addressed. He has been working with Metro Call and they have been quite responsive so he expects that those will be repaired soon, and will be following up to make sure they are done.

Committee Reports

None presented

New Business

Assignment and Description of Commissioner Duties

Mayor Miller presented the commissioners assignments as follows:

Bob Elliott – Public Lands / Webmaster City Website

Jennifer Gardner – Public Safety

Susan Jarl – Community Events / Newsletter

Andrew Miller – Streets and Street Lights / Official Communication

Assignments are for the two year term commencing January 1, 2019 and expiring December 31, 2020.

Appointment of Mayor Pro Tempore

Mayor Miller commented that the Mayor Pro Tempore position that had been created by the Commission last year is now vacant. Mayor Miller moved to name Andrew Miller Mayor Pro Tempore. Susan Jarl seconded the motion, and it passed unanimously.

Creation of New Advisory Committees

Mayor Miller moved to establish advisory committees as follows:

  • Budget Committee with a membership of three to seven residents to advise the Mayor in matters relative to creation and amendment of the Budget;
  • Official Communications Committee with a membership of three to five residents to advise the Official Communications Commissioner;
  • Public Events Committee with a membership of three to nine residents to advise the Public Events Commissioner;
  • Public Lands Committee with a membership of three to nine residents to advise the Public Lands Commissioner;
  • Streets and Street Light Committee with a membership of three to eleven residents to advise the Streets and Street Lights Commissioner.

Jennifer Gardner commented that it may be difficult to establish these committees due to lack of participation. There was some discussion about lack of interest and poor community participation, and it was agreed that without enough interest, an advisory committee would simply be inactive.

Andrew Miller seconded the motion, and it passed unanimously.

Street Sign Repair

Andrew Miller requested a quote from Eagle Sign for 3 damaged street signs and 2 damaged stop signs throughout the neighborhood. After driving the neighborhood, Eagle Sign provided a quote for refurbishing 3 street signs that were damaged or worn, and for resetting 5 stop signs. The quote totaled $875. Andrew Miller made a motion to accept the estimate pending his inspection of the two additional stop signs that Eagle had included in their quote. Jennifer Gardner seconded the motion which passed unanimously. After a possible accounting error was discovered on the quote, Andrew Miller amended his motion to allow up to $900 for sign repairs, pending his inspection of the signs, and the correction of the quote.  Jennifer Gardner seconded and the amended motion passed unanimously.

First Reading Beautification Ordinance Rescission

Stephen Porter distributed copies of the Draft Beautification Ordinance Recission. Jennifer Gardner then introduced the Draft of the Beautification Ordinance Recission to the commission. The Recission will be presented and voted on at the February meeting.

Membership in Kentucky League of Cities

Andrew Miller moved for 5 minutes of discussion about the League of Cities. Jennifer Gardner seconded and motion passed. It was pointed out that while Bellemeade is a member of the Jefferson County League of Cities, we are not in fact a member of the Kentucky League of Cities. It is not currently known what the cost would be to join the Kentucky League. Stephen Porter pointed out that most of the cities he works with belong to Jefferson County but not Kentucky. Susan Jarl commented that she had to pay extra to take part in the KY League of Cities conference that she will be attending because we are not an active member. The topic was tabled and will be discussed at the February meeting to include costs and benefits of joining.

Insurance Premium

Susan Jarl expressed her concern that many taxes on insurance premiums are not being directed to Bellemeade. She requested to be the point person for this issue. It was pointed out that certain insurance companies were more difficult to work with, and many use a zip code to direct their tax payments, resulting in them being paid to the city of Louisville and not Bellemeade. Mayor Miller appointed Commissioner Jarl to work on improving the insurance tax monies that Bellemeade captures.

Review of Snow Removal Policy

Andrew Miller moved that the Snow Removal Policy remain as is. He and Jennifer Gardner will decide on a case by case basis whether to have the streets plowed. Susan Jarl seconded and the motion passed unanimously. Discussion took place as to which streets were maintained by Bellemeade and which by the state or by Lyndon. Wood Road and Whipps Mill are under Lyndon’s purview and North Chadwick is considered a state road maintained by Metro.

Yard Sale Dates

Susan Jarl moved to hold the city wide yard sale on August 17th with a rain date of August 24th. Jennifer Gardner seconded and the motion passed unanimously Discussion followed regarding the possibility of having two sales this year. It appears there is interest in having more than one, and the budget will allow for it. A second sale will be discussed at a later date.

Budget Committee Appointment

At this time, Mayor Miller appointed the following citizens of Bellemeade to the Budget Committee:

Tom Cole

Brian Fingerson

Sherry Spanyer

One Way Email Alert System Sign Up Authorization

Andrew Miller moved to give himself and subsequently other commissioners, authority to distribute the link to sign up for the email alert system. Jennifer Gardner seconded. The motion passed unanimously. Discussion followed about other possible ways to alert those who may not have or want to use the email system. Andrew Miller commented that all who have access will need to be trained in the use of the system and perhaps a meeting should be designated for that training.

Mayor Miller moved to adopt the one way email alert system, amended to include all city employees, specifically the city clerk and the city treasurer. Andrew Miller seconded the amended motion, and it passed unanimously.

Tax Bill Correction

At this time Andrew Miller moved to create a 2 person committee to address the tax year correction. Mayor Miller stated that he and Stephen Porter will discuss the best way to proceed. Andrew Miller withdrew the motion.

Newsletter

Resident Concerns

Adjournment

There being no further business, the meeting adjourned at 8:09 pm, with a motion by Jennifer Gardner and seconded by Andrew Miller.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                   John W Miller, Mayor