Commission Minutes

CITY OF BELLEMEADE

Commission Meeting Minutes

December 10, 2018 

Commission Members Present:                                            Others Present:

Mayor Larry Odom-Groh                                                           Pamela Miller

Commissioner Jennifer Gardner                                                Renee Willman

Commissioner John Miller                                                         Susan Jarl

Commissioner Andrew Miller                                                     Christopher Jarl

City Attorney Stephen Porter                                                     Nichola Garbett

Treasurer Geri Huff                                                                   Regina Meyers

City Clerk Trish Scott

Mayor Larry Odom-Groh called the meeting to order at Lyndon City Hall at 6:59 p.m.

Approval of Minutes

The minutes from the November meeting were read and approved after a motion by John Miller, second Andrew Miller.

Treasurer’s Report

The treasurer’s report was read. Budget is on par. Interest was higher than last month. Tax invoices were mailed so that income is anticipated. Andrew Miller moved to approve the treasurer’s report, Jennifer Gardner seconded and motion was approved.

New Business

Commission Assignments for 2019

Jennifer Gardner enquired about the transition process for the new City Commission. Mayor Odom-Groh informed that every two years the mayor assigns the task force and committees. John Miller will be responsible for this as the incoming Mayor, and has already addressed this via an email to the commissioners.

Jennifer Gardner presented a motion to dissolve the Beautification Committee due to lack of participation from residents. The City Commissioners have been acting as the Beautification Committee including managing the tree rebate program which has been cumbersome at times. The motion specified allocating the Beautification Funds to the Events Committee, which would allow their use for other city events such as an additional yard sale.

Mayor Odom-Groh informed that because the Beautification Committee had been created via an ordinance, it would require another ordinance to rescind it. It cannot be via dissolved via a motion.

Mayor Odom-Groh commented that in the meantime funds could be reallocated to the miscellaneous fund and still be used for various events.

John Miller moved that the balance of funds in the Beautification Committee be transferred to the miscellaneous fund. Jennifer Gardner seconded the motion and it passed.

Meeting Room

John Miller commented that in the past U of L had offered us a room at Shelby Campus, and asked if we could re-visit that option. The cost of the current Lyndon location to provide restroom access is prohibitive. Stephen Porter commented that most of the U of L rooms are very large. It was mentioned that the Library will be available by next year as well. Stephen Porter will explore options for meeting room in the meantime.

Old Business

Rumpke

Mayor Odom-Groh reported on his discussion with Rumpke regarding increasing recycling pick up to once a week starting January first. It will double the cost of recycle from $2 per household to $4 per household.

John Miller moved to approve this change, and Andrew Miller seconded. The motion was approved.

Andrew Miller updated the commission on the status of various issues.

  • He has contacted Louisville Public Works and made them aware of the storm drain collapse and it is on their list.
  • The email list is also in the works at this time.
  • Potholes on Chadwick have not been addressed yet, but will be soon

Swearing In Commission

Mayor Odom-Groh announced that the new commission would now be sworn in and thanked the commission and the community for the opportunity to serve as Mayor for the past 10 years.

Stephen Porter officiated the swearing in of the Mayor and Commissioners for the upcoming term beginning January 1, 2019:

Mayor John Miller

Commissioner Jennifer Gardner

Commissioner Andrew Miller

Commissioner Susan Jarl

Commissioner Bob Elliott will be sworn in by Stephen Porter at another time as he was not able to attend this meeting.

At this time, Geri Huff presented Mayor Odom-Groh with thank you gifts from the committee.

There being no further business, the meeting adjourned at 7:33 pm, with a motion by John Miller and seconded by Andrew Miller and Jennifer Gardner simultaneously.

Respectfully submitted,

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

CITY OF BELLEMEADE
Commission Meeting Minutes
November 12, 2018

Commission Members Present:                                               
Mayor Larry Odom-Groh
Commissioner Bob Elliott
Commissioner Jennifer Gardner
Commissioner John Miller
Commissioner Andrew Miller
City Attorney Stephen Porter
Treasurer Geri Huff
City Clerk Trish Scott

Mayor Larry Odom-Groh called the meeting to order at Lyndon City Hall at 7:00 p.m.

Approval of Minutes

The minutes from the October meeting were read and approved with a motion by John Miller, second Bob Elliott.

Treasurer’s Report

The treasurer’s report was read. Items of note included insurance premium checks that were submitted on time, and a double charge from the water company. The water bill was being set up for electronic payment and Geri Huff was instructed to pay the first bill manually as the electronic payment would not be set up. After paying, it was discovered that the ACH had also gone through. The water company is working to correct the double payment.  The Treasurer’s report was approved with a motion by Bob Elliott, second by John Miller.

New Business

Election Results

Mayor Odom-Groh presented the official election results to the committee. John Miller was elected Mayor and the Bellemeade Commissioners will be Andrew Miller, Bob Elliott, Jennifer Gardner and Susan Dorten Jarl.  John Miller noted that both Moorgate and Bellemeade are represented on the elected Commission.

Mayor pro-tem

Mayor Odom Groh announced that he will be visiting Michigan for the upcoming holiday and will be working on the moving process in the near future.  Due to his expected absence, he moved to nominate John Miller for Mayor pro-tem for the remainder of the year. Andrew Miller seconded, and the motion passed.

Rumpke Extension

Mayor Odom-Groh distributed the new proposed extension to the Rumpke contract with Bellemeade. There was discussion about possibly increasing the recycling pick up to a weekly schedule. Andrew Miller commented that he had heard many citizen comments about needing either a larger or second container for recycling. Mayor Odom-Groh will talk to Rumpke about adding a weekly recycling pick up as there are sufficient funds in the budget.

City Email List

Andrew Miller proposed that the city email list be managed via one of the automated online marketing services such as Constant Contact. He has been working with similar lists and feels this would simplify the emailing process for the Mayor. In addition he suggested that Bellemeade would benefit from a Twitter account. John Miller expressed concern about the city’s responsibility to accurately communicate with citizens, pointing out that at this point, the city website is our only official online presence, and citing the unofficial Face Book pages as often containing misinformation from citizens.

Mayor Odom-Groh commented that the more avenues of communication we have, the better. He cited various problems with the current process including many returned emails that are filtered out by TWC. He inquired about the cost of this type of set up, and Andrew Miller responded that for a mailing list this size, it would be free. We would only see the logo of the provider in the email margin. We could provide links to unsubscribe or otherwise make changes. Stephen Porter commented that the suggested scenario would allow only the City Commission/Mayor to communicate; it would not be a discussion forum so there would be no outside comments. Andrew Miller offered to initiate and manage this project, and informed the commission that to begin we only need to sign up for the email service and decide on an appropriate Twitter account name. Again, no cost is involved.  Bob Elliott and Jennifer Gardner expressed that they are in favor of this.

John Miller made a motion to give Andrew Miller authority to move forward with his email and marketing proposal. Jennifer Gardner seconded and the motion was passed.

Other Business

Bob Elliott reported that the irrigation systems have been closed for the season. Additionally, his contact was able to defer the repair on the backflow valve until next year, after the irrigation system is turned on for the season.

Andrew Miller informed that he had contacted MSD about the sunken spot near Charing Cross and Dorchester and was told they would address it. At this time, it has not been addressed but is in the works.  John Miller expressed concern about potholes in several places on the 100 block of N. Chadwick that had not been repaired. Andrew Miller stated that these had not been discussed at all, and he will investigate further and report them to MSD.

 There being no further business, the meeting adjourned at 7:32pm, with a motion by Bob Elliott, and a second by Jennifer Gardner.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                  Larry Odom-Groh, Mayor

CITY OF BELLEMEADE
Commission Meeting Minutes
October 8, 2018

Commission Members Present:                                              Others Present:
Mayor Larry Odom-Groh                                                                     Brian Huff
Commissioner Bob Elliott
Commissioner Jennifer Gardner
Commissioner John Miller
Commissioner Andrew Miller
City Attorney Stephen Porter
Treasurer Geri Huff
City Clerk Trish Scott

Mayor Larry Odom-Groh called the meeting to order at Lyndon City Hall at 6:59 p.m.

Approval of Minutes
The minutes from the September meeting were read and approved with a motion by John Miller, second Jennifer Gardner.

Treasurer’s Report
The treasurer’s report was read. Items of note included a high general interest and an unplanned water expense. The water bill for the Chadwick Road irrigation had been mailed to Ruby Sheridan’s address and incurred late charges. John Miller commented that after some erroneous bills in the past, he was told that both meters could be put on one account so we would only have one invoice. Bob Elliot will contact Louisville Water to request a single bill. The Treasurer’s report was approved with a motion by John Miller, second by Bob Elliott.

New Business
Tree Rebates
Jennifer Gardner presented two rebates for approval. John Miller asked if Pin Oaks were eligible for rebate, and they are not because in this area they are susceptible to a disease. Rebates were reported and approved as follows:

Resident on Dorchester applied for 1 red maple. Jennifer Gardner moved to approve the rebate in the amount of $150. Andrew Miller seconded, and reimbursement was approved.

Resident on Whipps Bend applied for 1 red maple in the amount of $21.18. Jennifer Gardner moved to approve the reimbursement. Andrew Miller seconded and the motion was approved.

Other Business
Andrew Miller updated the council on some items that were previously discussed.

The Chadwick road repair and painting of speed humps is not currently on Metro’s schedule. Since he spoke with them, they will be sending someone to assess the need for painting the speed humps.

A street sign on Chadwick is damaged, and he contacted Eagle Signs to discuss how to repair it. He is awaiting their return call.

John Miller reported that he had received an email from a resident asking if bike lanes could be created on Chadwick. Andrew Miller commented that he had received comments in opposition to bike lanes from various other residents. It has been suggested in the past that either painting lines or changing the surroundings could slow traffic on Chadwick. We could possibly look at a bike lane on only one side of the street.

Also MSD will be contacted regarding an area at Charing Cross and Chadwick that is in need of repair.

Stephen Porter thanked Mayor Odom-Groh for speaking at the hearing for Top Golf on October 1. He reported that there will be another meeting on Top Golf on October 15, that will continue the ongoing discussion from the previous meeting, and also address the new variance that Top Golf has applied for.

Mr. Porter also reported that it appears the new building in on Shelbyville Campus has a different lighting design than the others that should make it less intrusive.

Brian Huff reported that the catch basin on the easement at Charing Cross and Dorchester has sunken severely. It is deteriorated to a point that the street pavement is being affected. Andrew Miller will report this to MSD when he talks to them about the issue at Charing Cross and Chadwick.

There being no further business, the meeting adjourned at 7:21pm, with a motion by John Miller, and a second by Jennifer Gardner.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                Larry Odom-Groh, Mayor



CITY OF BELLEMEADE
Commission Meeting Minutes
September 10, 2018

Commission Members Present:                                              Others Present:
Mayor Larry Odom-Groh                                                                     Susan Jarl
Commissioner Bob Elliott                                                                    Renee Willman
Commissioner Jennifer Gardner
Commissioner John Miller
Treasurer Geri Huff
City Clerk Trish Scott

Mayor Larry Odom-Groh called the meeting to order at Lyndon City Hall at 7:00 p.m

Approval of Minutes

The minutes from the August meeting were read and approved with a motion by John Miller, second Jennifer Gardner.

Treasurer’s Report

The treasurer’s report was read. Disbursements included the Sage Accounting Software reimbursement.  Premium taxes are coming in smoothly now, to the correct address. The Treasurer’s report was approved with a motion by Jennifer Gardner, second by Bob Elliott.

Old Business

Overgrown Trees at N. Chadwick at Shelbyville Road

Mayor Odom-Groh reported that the trees have been trimmed.

 Top Golf

Mayor Odom-Groh advised that he is now available to attend the public hearing on October 1 at 6:30 at U of L’s Shelby Campus in the Founder’s Union building.

New Business

Sidewalk on Whipps Mill Rd

Mayor Odom-Groh reported that during the district 18 meeting, Marilyn Parker informed him that there is money available for sidewalks. They discussed the area on Whipps Mill Road between Shelbyville Campus and N. Chadwick. There is no walkway there now, and the bike lane is not really safe for pedestrians. One difficulty may be that many of the trees there are very close to the road.  Ms. Parker will evaluate the feasibility for a sidewalk on Bellemeade’s side of Whipps Mill. She mentioned that although funding is available, if the cost exceeds the budget, the City of Bellemeade would have to pay the difference.

 Tree Rebates

Jennifer Gardner presented three rebates for approval. Some discussion took place regarding which trees qualified for reimbursement. Mayor Odom-Groh pointed out that only canopy trees would be reimbursed. Rebates were reported and approved as follows:

Resident on Holliswood applied for 1 willow oak and 2 black gums. It was determined that the black gums did not qualify as canopy trees.  Jennifer Gardner moved to approve the willow oak in the amount of $150. Bob Elliott seconded, and reimbursement was approved.

Resident on Dorchester applied for 1 red maple. Jennifer Gardner moved to approve the reimbursement in the amount of $150.  John Miller seconded and the motion was approved.

Resident on Tristan applied for 1 tulip poplar. Jennifer Gardner moved to approve the reimbursement in the amount of $150.  Bob Elliott seconded and the motion was approved.

Update on Google Fiber

Jennifer Gardner requested an update. Mayor Odom-Groh commented that all is ready and approvals have been executed. We are just waiting for the process to reach Bellemeade. Bob Elliott asked if Google was going to cut any pavement. Mayor Odom-Groh replied that yes, the pavement would be cut to a depth of 4 inches, and filled in appropriately. This will avoid any issues with re-paving which is normally done to a 2 inch depth.

Status of City Website

John Miller enquired about the status of the website, as he was not able to log in recently. Bob Elliott and Geri Huff commented that the site was renewed within the last 3 or 4 months. Bob will reset John’s log in.

Meeting Room

John Miller commented on the current meeting room in Lyndon’s city hall and asked about accessible restroom facilities.  Mayor Odom-Groh replied that he has discussed this with the city of Lyndon, and to gain access to those facilities would incur a cost of $65 per meeting.  It may be possible to secure a free meeting room in the new public library. The library is scheduled to be open in spring of 2019. Susan Jarl suggested that we could get on the schedule online.

There being no further business, the meeting adjourned at 7:17pm, with a motion by Mayor Odom-Groh, and a second by Bob Elliott.

Respectfully submitted,

Patricia A. Scott, City Clerk                                 Larry Odom-Groh, Mayor

CITY OF BELLEMEADE
Commission Meeting Minutes
August 13, 2018

Commission Members Present:                                                  Others Present:
Mayor Larry Odom-Groh                                                                          Susan Jarl
Commissioner Bob Elliott                                                                         Renee Willman
Commissioner Andrew Miller
City Attorney Stephen Porter
Treasurer Geri Huff
City Clerk Trish Scott

Mayor Larry Odom-Groh called the meeting to order at Lyndon City Hall at 7:02 p.m.

Approval of Minutes
The minutes from the July meeting were read and approved with a motion by Bob Elliott, second Andrew Miller.

Treasurer’s Report
The treasurer’s report was read. Disbursements included the League of Cities membership dues and various tax liens. The new fiscal year began in July, and premium checks are starting to come in for August. The Treasurer’s report was approved with a motion by Andrew Miller, second Bob Elliott.

Old Business
Lights/Tree Trimming at Bellemeade Shelbyville Road Entrance
The issue with the lights at Bellemeade Shelbyville Road has been resolved. Bob Elliott and Andrew Miller reported that the sensor was moved and that seems to have cleared up the problem.

Speed Humps
Andrew Miller has a call into Metro regarding the repaving of N. Chadwick. Because of the possible paving schedule, we may have the speed humps painted sooner and then the paving done next summer. He will be following up with Metro to plan the best approach.

Top Golf Update
City Attorney Stephen Porter reported on Top Golf. He has now visited a number of different Top Golf sites including Fisher IN, Nashville TN and Chesterfield MO. The Chesterfield facility most closely resembles the design that is planned for Hurstbourne. He expressed great concern that the lights are extremely bright and the entire structure is very intrusive. The poles supporting the netting are 17 stories tall. Additionally, all of these locations are sited so that their lights shine into cornfields or industrial/commercial type areas. None of them are located near residential areas. There was discussion about the traffic, noise, late hours, possible concerts and other qualities of this facility that would be undesirable so close to the Hurstbourne and Bellemeade neighborhoods. Susan Jarl echoed the concerns brought up as she has also visited Top Golf facilities.

There will be a public hearing on October 1 at 6:30 at U of L’s Shelby Campus in the Founder’s Union building.

Hurstbourne has asked if there are any representatives of the City of Bellemeade willing to speak at the hearing in support of their position against Top Golf being placed at Oxmoor. They would be appreciative of a resolution from the City of Bellemeade as well. Mayor Odom-Groh responded that he is not available that day, but that perhaps a resolution would be a good way to show our support. Andrew Miller commented that he felt strongly that small cities should have a say in what happens around them. Andrew Miller and Stephen Porter will work on a resolution to present at next month’s meeting.

Other Business
Bob Elliott commented that the N. Chadwick trees on Shelbyville Road are badly overgrown and need trimming. Andrew offered to stop and talk to the homeowner and will offer to trim the trees for him, back to the easement. Mayor Odom-Groh commented that the homeowner is amenable to suggestions in the past. Andrew will reach out to him.

Citizen’s Concerns
Renee Willman commented that all of the citywide yard sale signs seem to be pointing toward Bellemeade and none are pointing toward Chadwick. Mayor Odom-Groh will look into this concern and correct it.

There being no further business, the meeting adjourned at 7:19 p.m. with a motion by Andrew Miller, second Bob Elliott. The motion passed.

Respectfully submitted,

Patricia A. Scott, City Clerk                                                                Larry Odom-Groh, Mayor