City Commission - Regular Meeting

I want to welcome everyone to the Dav City Commission regular meeting. Today is Monday, March the 23rd, and the time is 4:30 p.m. And welcome you to our meeting this afternoon. We're going to be led by prayer by Commissioner Kevin Coll and then we're going to stand for the pledge of allegiance to the flag. Commissioner Coll.

Thank you, Mayor. Um, bow your heads if you want. Heavenly Father, we thank you for allowing us to gather here in um in freedom to express ourselves and we hope you guide us in the uh the decisions we make tonight. And above all else, we all pray for peace worldwide. um and some understanding between uh different peoples and we ask this in your name. Amen.

To the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.

Thank you all. The first item on our agenda, the next item is uh approval of the agenda. So the chair would like to entertain a motion to approve the agenda with one change and that is that item number nine we're going to skip it tonight due to illness of the person who was going to be recognized. So take item number nine off the list and so the chair will entertain a motion to approve the uh agenda as uh amended. So moved. Second. Thank you all. All those in favor say I.

I. I. The proposed motion carries. Next item is for the public and those in attendance can speak to us uh to the commission about items that are on the agenda at this time. And if you're present and you desire to speak to us about items that are not on the agenda, we'll have an opportunity to do that later on in the meeting. So, is anyone present who would like to speak to the commission about items that are on our agenda? Yes, ma'am. I'm sorry. Number five.

Oh, okay. You wrote number five. Okay. All right. Okay. Yeah. This is for people who are who who see the items on the agenda but want to criticize or critique or vote in favor or whatever. So, yes, ma'am. Thank you. Okay. Hearing none, let's move along then. First item, approval of the minutes of the previous meetings. The chair will entertain a motion to approve the uh minutes of our last meetings. I'll make a motion to approve the minutes of 39 2026 and 310 as presented. Thank you, ma'am. Is there a second?

Thank you, sir. Uh are there any uh been properly moved in second. Are there any additions, deletions, corrections to our minutes? Hearing none. All those in favor of approving our minutes as presented say I. I. I. Those opposed. Motion carries. Thank you all. Next item is a proclamation for child abuse prevention month. Madam clerk, you want to read that proclamation to us. I should say madame acting clerk tonight.

Uh this is the proclamation for child abuse prevention month 2026. Whereas children are vital to our state's future success, prosperity, and quality of life, as well as being our most valuable or vulnerable assets. Whereas all children deserve to have the safe, stable, nurturing homes and communities they need to foster their healthy growth and development. And whereas child abuse and neglect is a community responsibility affecting both the current and future quality of life of of a community. hand. Whereas communities that provide parents with social support, knowledge of parenting and child development and concrete resources they need to cope with stress and nurture their children ensure all children grow to their full potential. And whereas effective child abuse prevention strategies succeed because of partnerships created among citizens, human service agencies, schools, faith communities, healthc care providers, civic organizations, law enforcement agencies, and the business community. Now therefore, be it resolved that Mayor JH Atkins and the city commissioners of the city of Danville on this 23rd day of March, 2026 recognize April as child abuse prevention month and urge all citizens to increase their participation in the efforts to support family to support families thereby preventing child abuse and strengthening the community in which we live.

Thank you, ma'am. Commissioners, is there a motion to approve this proclamation? I make a motion that we approve the proclamation into the record. Thank you, sir. Is there a second? Second. Thank you. Been promptly moved and second that we approve the child abuse prevention month proclamation. All those in favor say I. I. I.

Those opposed. Motion carries. Thank you all. Next item, Madame Clerk, is a proclamation for the Danville Rotary Club. You want to read that proclamation into the order to the record, please? This is a proclamation for the Danville Rotary Club 100th anniversary. Whereas Rotary International was founded in 1905 in Chicago, Illinois and is the world's first and one of the largest nonprofit service organizations. And whereas there are now 1.2 2 million Rotary Club members in 45,000 clubs in 165 countries worldwide that support the Rotary International mission of working together to promote peace, fight disease, provide clean water, sanitation and hygiene, and work to improve maternal and child health, support education, grow local economies, and protect the environment. And whereas the Damble Rotary Club was established in 1926 through a fellowship of business, professional and community leaders dedicated to achieving the Rotary International mission by practic practicing the Rotary motto of service above self by following high ethical standards by engaging in local and international humanitarian service and promoting peace and goodwill through all their activities. And whereas the Danville Rotary Club has a distinguished history of its members providing such service above self over the last h 100red years with a few examples being support of Habitat for Humanity, Big Brothers Big Sisters, Project Graduation at local high schools, disaster relief in Eastern and Western Kentucky, the Great American Brass Band Concert, and the Salvation Army. And whereas from 2001 to 2026, the Danville Rotary Club has contributed two 200,000 $216,750 to local capital campaigns to establish project projects as diverse as Millennium Parks soccer fields, picnic shelter, Michael Smith Park Wall and improvements, the advanced manufacturing center at the Danville campus of Bluegrass Community and Technical

College, the Art Center of the Bluegrass, the Wilderness Trace Child Development Center, and the Wash international project jointly with the Rotary clubs of Harrisburg, Louisville, and El Salvador as well as many other projects. And whereas the Danville Rotary Club will hold on April 18th, 2026 an international dinner at the Danville Boil County Airport to raise funds to support its ongoing local and international projects. And therefore, be it resolved that the city of Danville encourages citizens to support the efforts of the Danville Rotary Club and to attend the April 18th, 2026 International Dinner in support of funding service above self efforts. And be it further resolved that the city of Danville hereby recognizes and celebrates the 100th anniversary of the Danville Rotary Club and honors its 100 years of service to the citizens of Danville, Bole County, and the Commonwealth of Kentucky.

Thank you, ma'am. You mind repeating that, please? You say a long one, right? The chair would like to entertain a motion recognizing the 100 years presence and impact of the the Naval Rotary Club. Is there a motion? I'll make a motion to approve the proclamation as presented. Thank you, ma'am. Is there a second? Thank you, ma'am. Any other questions or comments? Hearing none. All those in favor say I. I. I. Those opposed likewise. Motion carries. Congratulations to the Rotary Club for 100 years of impact in our community. Are you here on behalf of the Rotary Club?

Oh, okay. For Earth Day, you got Oh, Earth Day. Earth Day. Oh, okay. All right then. Okay. Well, she she I know she already Well, let's go on. We have a we have a uh banner request from the Rotary Club. So, um, Mad Clerk, the Rotary Club, the Danville Rotary Club is requesting to hang a banner at city hall, uh, between March 30th and April 18th, um, to s to promote international cooperation and the 100th anniversary of the club. There's an attached mockup of the uh, banner.

Thank you, ma'am. I move for approval of banner request. Thank you, sir. Is there a second? Second. Okay. Thank you. Uh all those in favor of the the Rotary Club banner celebrate 100 years say I. I. Those opposed. Motion carries. Congratulations again. And we did the Earth Day banner request. Yes, ma'am. Yes, ma'am. Oh, yeah. You got tell us who you are and where you live and your sing. Yo,

my name is Melissa Mallister and I am here representing the planning committee for the Earth Day event. W County Earth Day event. I have assisted with this event for at least 15 years now. And um our event is also on Saturday, April 18th from 11:00 a.m. to 2:00 p.m. at the Constitution Square Festival. Um, and we will be having information on educational booths um to help people better understand uh concerns about our earth and how to help protect it. This has been a tradition worldwide since 1970 and we are continuing that um here in Bo County. We have co-sponsors of we I'm with the Clark's Run Environmental and Educational Corporation, the city of Danville as a partner, Bluegrass Green Source, um Bal County Solid Waste and Recycling, the Chamber of Commerce, and then also the cooperative extension service. And we will also have um live music and food vendors there. So, we also want a vend I mean a banner posted. I don't know how much banner space you have. in front of city hall, but hopefully it's space for both and I have it with me today if you approve that request. Uh the banner will hang uh March 30th through April 18th.

All right. Well, thank you, ma'am. That that was painless, wasn't it? Oh, yeah. Yeah. All right. Come back here. Where you going? What? Oh, we're not done. They had lots of questions for you. Any questions? No. But what what what were the hours? 11:00 a.m. to 2:00 p.m. Okay. And location? Constitution Square Park. All right. Yeah. All right. Any other questions? I can't let her off the hook like that, right? First time up here, right? All right. Chair will entertain a motion for the Earth Day banner request. I'll move to approve the Earth Day banner. Thank you, ma'am. Is there a second? Second.

Thank you, ma'am. All those in favor of allowing the Earth Day Band to be posted in front of city hall say I. I. Those opposed. Motion carries. Thank you, ma'am. You can come back next week. Yeah. Next item is an appointment to the human rights commission. D County Human Rights Commission. Chair entertain a motion for that appointment. I move for approval of is it Fallon KS to the human rights committee. All right. Thank you, sir. Is there a second? Second.

Thank you, ma'am. Any questions about Mr. Fallon's Fallon's recommendation? She's a really good fit and I appreciate the extra information about her background. Yes. Okay. Tons of stuff. Well, all those in favor of this appointment say I. Those opposed. Motion carries. Thank you and congratulations. Next item is Oh, a zone zone change request. Okay. For 145 East Martin Luther King Boulevard. Hannah Gray is here someplace. I'm not

She is not here. You have in your packet a recommendation to change um the zone at 145 East um MLK Boulevard from RM2 to CB. Um and your city manager, Mr. Oral Coffee, could explain what those mean if you need it. That was done very professionally. I should just like that for the record. So this is the spot next to the interpreting service for these 5 W and it's zone for residential now. Is that correct? That would see be

that would be RM2 small lot. This is a this is the this is a commercial request from the RM2 which is obviously residential to commercial. It it is near the corner of of second and and Martin Luther King. It is actually the prop. This is not that parcel. This is a parcel. This is a private private land owner wanting the zone change. Um it is going to commercial business which it is in the downtown area and is um as noted um

they vote nay as I read that. No, I thought they approved it. They did. They did. They did. So that vote at the opening paragraph there is probably the opposite. That's my understanding. It looks like the the record is in need of some revision. Yeah. Yeah. Okay. And we're sure that it was approved for sure. Okay. Yeah.

So it was following the public hearing to plan zoning commission. There were six yays as I understand it and we'll verify that tomorrow which is why that caught me off guard a little bit right then but uh and zero nays approving the zone change for 145 East Martin Luther King RM2 to central business. Page six of the minutes reflect a unanimous vote in support of the zone change application. So it's just the cover letter that appears to be in need of closer detail review. Well, I would move that we approve the zoning board's recommendation to change the zoning. Second.

Thank you all for the motion and the second. I'm still trying to get my head wrapped around about where this location. So, so if you're going down, so if you I was looking for the page number of the map. If you look at uh page 26 of that handout, it is actually the parcel. There's an alley behind the uh uh corner at the corner of Second and Martin Luther King at the corner of the church. There's an alley behind the church that cuts over to Walnut, not um which is a ties into Constitution Square, if you can get to that that drawing. It's the parcel that abutts that alley

and and this is where the uh central Kentucky interpreters acquired the property. Yes, it would. But it's behind that parcel. That is correct. Behind that parcel. Yes. Seems like there were several people spoke in opposition to this. I just saw one. I remember right. Yeah. This is the one I thought. Okay. All right. You got a better aerial image on page 30 and it is the the parcel that is wrapped in in baby blue that's L-shaped ultimately. Yeah, it's got the funny shape that goes down houses on Second Street.

And I think I Hannah may need to come confirm this. Um, I believe the red outline is what they're actually changing and that was the concession they made to the neighbors that they're leaving a strip of RM2 buffer between the area that's getting resoned and that but I I'm not 100% sure of this. I think Hannah would need to come kind of clarify some of these things with you all.

I'm going to make a recommendation that this item be tabled till someone from the planning commission comes and properly explains it. It's our customary procedure that we receive recommendations without evaluate to staff review time. And so the initial presentation should be borne by the planning commission to properly present their case and recommendation to you without us trying to decipher um what has transpired at their hearing. The cover letter alone is reason to pause and not proceed until that's corrected. Let alone some of the ambiguities that are otherwise found in the record that will necessitate a staff explanation from the planning commission without our uh subjective review. These things should be on their face objective and when there is subjectivity and review of the record to me it's very problematic.

So it would be my recommendation you remove it from your agenda tonight. I'll remove my second. I'll remove my motion. I was ready for y'all to vote it down, but Okay. Right. Okay. So, uh, entertain a motion to table this action. Be proper. It would be. All right. So, chair would like to entertain a motion to, uh, table the zone change recommendation for 145 East Martin Luther King Boulevard. I'll move to table. I would also ask that you include in that motion an instruction to the planning commission to correct the record and the presented at your next regularly scheduled meeting. And we'll add just what he said. Right. Okay. Yeah. I was going to ask him to repeat it as well. Right. But okay. So we have a motion. We have a second.

Second. All right. Any other questions? Any other any other unreiness? I hearing none. Then the motion is to table this item. So those in favor to table say yes say I. I. Those opposed. Motion carries. We're going to table this item. Next item is uh zone change requidation for Highway 34 Minor Road at Kate Avenue. Right.

It's Kate at the corner of Minor Road. They're asking that it it go and Josh feel free to weigh in because I know you work with uh Hannah a lot. If you would like to delay this one two weeks I think you could too. Um if you prefer them here I'd just start with that rather than me try to explain it. It's I would I mean I would personally if we're doing one I would think that they would present it unless there's Stephen you think something different. M no again it's been our historical practice that the planning commissioner presents the recommendation of the board to you for review and absent that I would say that you just simply table this one along with your previous item for a proper presentation.

I'll move to table the recommendation. Oh okay. Thank you ladies. Probably moved and second that we table this item zone change recommendation for Highway 34 Mor Road. All those in favor to table say I. I. Those opposed. So this item is tabled as well. That was that was strange but thank you all. Next item uh we're skipping item number nine. And so the next item is uh Mr. Randy board, a health insurance renewal for for fiscal year 2627.

All right. Thank you, mayor. Excuse me. I might need some caffeine for this one. Um, so in front of you, you have a proposal for our health insurance renewals for the upcoming year. Uh, just to reaffirm, our health plans run on a May 1st renewal. Um, so what I'm going to do is I'm going to go through there's quite a bit of information in this proposal. I'm going to summarize this uh but in the proposal on page seven is probably the easiest table for you to look at is uh gives you a good visual of the plans. I'll run through these if that's okay with the commission and then if you have any specific questions we can kind of revert back to the specific plans as needed. So I'll start with our medical plan. Um so for current year we currently have a TPA is point C that used to be uh aspiring. They were actually acquired by point C in the middle of this uh last plan year. Uh we're recommending renewal with them. Uh nothing will change with the service levels, the scope of benefits that we get through the TPA. Uh, Anthem is still we're recommending that as our medical network for the new plan year. That's worked well for the city. Uh, also True RX, which is our PBM, uh, that works in conjunction for our pharmacy plan with our medical. We're requesting renewing with them for the new plan year. And then also Tokyo Marine, which is an organ transplant writer. Uh, just to clarify on that that uh, the plan does not cover organ transplants. So we've always included a organ transplant rider to the medical plan to cover those benefits. So that's what that is for. Um then uh if you recall last year we made some significant changes with our dental plan, dental and vision both. We actually transitioned from Delta Dental to Humanana. Um happy to say that those

we were under a two-year rate guarantee. So those plans would continue on um with no changes for this current year. Um, part of that reason for the change is we saw a rate increase last year, but we also saw an opportunity to expand coverage without additional premium cost to the city, which essentially we went from a cap on dental coverage of $1,500 a year to now we have an unlimited cap uh with a co- insurance structure similar to what was provided with medical insurance. Um, and then on the vision plan, same thing there. We were able to expand the coverage uh last year. We have a $130 allowance on frames and uh excuse me, contact lenses, but we also have extended discounts beyond that with our vision plan, which again was another reason why we wanted to switch to Humanana last year. Uh for the same dollars of coverage, we got expanded benefits for the employee members um basic life insurance and our all of our life plans. We currently utilize Hartford. Uh if you recall last year we actually made a change on the city's basic life insurance. We went from one and a half times employee salary to two times which is what the city provides. We also expanded the line of duty coverage from 50,000 to 100,000 for first responders. Uh those rates are staying the same. So there's no again we're under a rate guarantee for this year with Hartford. So we're requesting you know continuing on with that plan. Um and then Hartford also um handles all of our voluntary life insurance. That's additional supplementals that the employees can take out as elective beyond what the city provides. And uh those rates will not change this year either. So they're locked in. And then our disability plans, which is short-term and long-term, which we've had with the Hartford group for several years, uh those rates are staying the same. Uh the only variance there is rates are based on payroll dollars. So,

as our payroll dollars increase, you'll see a marginal increase on disability coverages, but those have been really really good uh income supplement for employees, especially when they go out on leave and have uh you know, medical hardships. And then, um Hartford will continue on with our EAP program. Um, I will say I don't have it in the proposal, but we've talked it's going to be in my budget report. But one of the things that we're going to be looking at between May and July is working on some expanded wellness and EAP programs. Uh, we just did not have time to coordinate all those for 51 renewal. Uh, one of the things we're keying in on is more support in different areas uh with especially with first responders and just staff in general and also some structure to help us with wellness. So, that'll be forthcoming. Um, so there'll be some more discussions on that sometime between May and July that we'll bring to the commission for approval. And then if you look on page seven, this is a snapshot of your overall health of your plan and the financials. Um, so for fiscal year 27 or excuse me 26, uh, the city budgeted one $4.1 million for healthcare. Based on projections, uh, we're projecting the year end to be at 3.9 million. Um, as we know, there's a lot of variables there with health care when it comes to difficulty with planning life events, but we always plan for what we call max liability, meaning those funds are there in reserve to account for any unplanned health claims that you may get throughout the year. Uh, for fiscal year 27, all of our health plans combined, we are budgeting 4.5 million, which is at about a $400,000 increase. But if you notice on the second table there highlighted in red, we have projected reimbursements uh throughout the year. What those are are your stop-loss reimbursements, which Companion is our stop-loss provider. Uh typically that's where the bulk of your

medical insurance premiums come from. The way that works is where the city is self-funded. The city pays all health insurance claims up to a $100,000 deductible. Once a claim reaches $100,000, then your stop-loss carrier reimbures you. Uh based on known numbers, we project that we'll receive approximately 300,000 in reimbursements this year for stop-loss claims. Additionally, the city averages between 70 to $100,000 a year in pharmacy rebates throughout the plan year. Uh those usually will come in once a quarter. Um so we're projecting some we're estimating probably realistically on the low side about 71,000. Uh on the high end, we would probably say we would get about a 100,000 back in reimbursements. We've been averaging anywhere 15 to 20,000 a year a quarter in uh pharmacy reimbursements. And what those are are those are claims that you would have paid under the plan for pharmaceuticals that may have been charged at a higher rate. The PBM's negotiated discounts. Thus, that money comes back to the plan. It's a lot of information, but with that being said, we are projecting a net impact of 4.1 million for next year. So, when you look at last year's budget versus this year, while our fixed costs have increased, uh, based on insurance premiums, which really your only cost increase for this year is your stop-loss premiums, um, you're looking at probably net net from last year. uh when once you factor in all the reimbursements of course when we look at health care there are a lot of variables whenever we talk about adding staff members you know we're adding staff those numbers do change that I know we're obviously going through the budget process now with personnel coming up but those are things to consider because as we add staff and we add um more people to plan that cost does go up um I do have a good in the very back of

the summary of the report this really is probably one of your simplest metrics. If you look on page 11, this really shows you a breakdown of your cost per employee. That's really your key metric when you're looking at your health care performance. You can see the last last year it did go up a little bit. It has gone up this year. Uh we are continuing to work on cost containment things. For example, we still have our sharks program uh which is our third party pharmacy assistance. Uh I didn't mention that in here, but we're requesting to renew for that this year. that actually has served the city well. Um, we pay the city's program for that is 50,000 a year. Uh, but we average anywhere from $200 to $300,000 in pharmaceutical savings. So, the return on investment on that is very high. And then far as co-pays to employees, uh, that averages anywhere projected from 150 to 200,000 a year in co-pay savings, meaning co-pays that our employees do not pay or the city's employees do not pay for pharmaceuticals. So, that has helped us offset uh some of that cost. But with the market, you know, the all things considered, the nationally average increase right now on group health plans this year is about 15 to 20%. So we've, you know, we are seeing an increase based on those inflationary factors, but overall we feel like at the end of the year will be a net net of what we budgeted for fiscal year 26. But we do have to budget that additional $400,000 in reserves to account for any overages based on fixed cost increase from this year. So you really have two parts to your health plan. You've got your fixed cost and you have your claims. the claims are what you budget into reserves uh because those are unknown variables. And so um really as far as the coverages, nothing's changing. We're recommending keeping the same plan

design we've had in the last year because we made a lot of changes last year. So this year really your again your only cost driver is your premiums on your stop-loss reimbursements. Outside that everything stays flat for the new plan year. Thank you, sir. That's a lot of information. Well, what I got what I got stuck on when reviewing this is that um the city is investing over $22,000 per city employee into health benefits. Wow. Yeah. Amazing. Other questions or comments from the commission? I

mean I and I noticed the budget. You're actually under budget forecasted for what we put in the budget this year. We are. Yes. Which is good. That's I want to And it's not a 15% increase next year. You were saying, right? I want to highlight that that you said that, but I want people to understand it's not 15%. Yeah. The the net forecast is should be somewhere should land somewhere between 6% and 10%. Based on what the actual reimbursements become,

right? Um, so if if if Ry's on target with his forecast on the reimbursements, then we should end up at about 6%. Um, if he's more s if we get more reimbursement, then that number is going to improve.

And and one thing that I didn't mention on, and it's key for us when we're talking about budgeting those reserves. So with our stop-loss, there's two types of stop-loss funding. There's uh post funding and then there's advanced funding. Um, with the Anthem plan, you can't do advanced funding. So, what that means is if you have a claim that it's hit its deductible, say it goes over the deductible by 50 or 100,000, the city has to pay that claim upfront and then we get the money back on the back end from the stop-loss providers, which typically Companions done an excellent job of reimbursing the city. Usually, we see those funds come back within 30 to 60 days. So that's another reason why you have to we put those reserve funds in to account for that cash flow on on your health claims.

Well, other excuse me, other questions or comments. I'll make a motion. Yeah, I'll make a motion to approve the resolution 202632301. I keep telling you why you have a right to vote it up or vote it down at the table that you so Okay. So, thank you for that motion and that second. Other questions about the health insurance renewal? Um, I just wanted to thank Randy when there's a 60page document. Thank you for the pictures. No, the the pie charts and the graphs, I mean, really help me out. Yes, they do. It's very difficult to see visuals as far as all

the visuals are a great summary. And um I don't know, Lee, are our employees aware that they're invested in $1,900 a month for healthcare? I my my employees are aware. Um and I think Randy does a good job of talking about it, but whether other department heads are communicating that sufficiently is a question for them. Okay. It's always a good thing to share because

Yeah. And I and I think it's important for us. We will cover a lot of this during open enrollment every year. So we like this year since we're not doing a lot of changes, one of our focus points is going to be on the education piece, not only of the investment, but also more of smart consumer tips and things of that nature. So we are going to take that approach this year with the health plan. Obviously, we'll cover the plan designs again, but we'll be having more focus on those kind of conversations this year during open enrollment. Mhm. Well, it covers it covers not only the employee but the employees family. That's what's amazing to me.

It's kind of one of our delineations in the recruitment market as well and retention. So that I don't think that can be lost in that conversation either. Yeah. Well, let's carry this motion. All those in favor? I opposed. Motion carries. Thank you, Mr. Boy. Our u next item is resolution 20 263 2302. Simback. Uh madam assistant clerk room clerk, acting clerk.

I um uh in Belleview Cemetery um we had a Mr. Ratzleaf um who unfortunately passed away and the executive of his estate um has determined that plot is no longer needed and are requesting a buyback um in the amount of $429 for the um it is grave 3 in lot one section S of Belleview Cemetery. Thank thank you ma'am. I would move for approval of resolution 202632302. Thank you, sir. Is there a second? Second.

Any questions or comments? All those in favor say I. I.

I. Those opposed. Motion carries. Miss Compton, you have the next one as well. Resolution 26 032303. The city received a request to rename South Street. Um, a Penny McKay submitted a request to the city to rename South Street to Leon Smith Way. Um, all criteria uh to rename the street have been met. Um on the 112 20226 regular city commission meeting um the city commission passed a resolution to begin the procedure of the renaming um which required a 60-day period for other suggestions. We have received no other suggestions. Staff is recommending renaming South Street to Leon Smith Way.

Thank you, ma'am. Is there a motion from the commission? I'll move for approval of resolution 202632303. Thank you, sir. Is there a second? Thank you, ma'am. Any questions or comments? Hearing none. All in favor of uh renaming South Street to Leon Smith Way, say I. I. Those opposed. Motion carries. Congratulations. His daughter is sitting back there. Thank you, M. Lisa. Thank you.

Well, thank you, ma'am. So, we skip the next item. City manager's report. I'm sorry. He's not here. Table table his report too. Right. Mr. Kofi. Thank you, mayor, commissioners. We We won't uh

Is he on?

There we go. Um quite a few dates that that are noted. We would highlight a couple. Uh we of course we have a budget meeting tomorrow morning beginning at 9:00. Department presentations. The 31st is the uh public hearing for the Eastville Connector Road. It's at Inner County beginning at 5:00 p.m. Um the um coffee with commissioners, mayor, you you're up. That's in in April, April the 15th. Um civic engagement series is the 14th, the night before. It's at the water plant. It's going to cover the the utilities. Um the attached in your packet is a is a financial update beginning uh on the second page of of that update. Uh is the revenues. You'll see that they're trending about 3% over budget at on that sheet. Um on the next page, very next page is is the expenses and you'll see those are around 2% higher than the budget that to me and we'll we'll we'll look at this a little bit more in the morning, but I would like to footnote that um the numbers in that financial report are good. However, that does reflect the inflation that that you're seeing in the market. I think um communicated effectively. You're seeing just that that tick over on expenses in a lot of in in virtually every department, but it's over by this the the almost exact same percentage as we go across the board. And and so that that's for me really indicative of of the inflation pressure that you're seeing in in the workplace. And I know our our businesses are feeling that out out in the real world as well. And uh so with that, um without without going too far

into anything else, uh do you have any uh any questions for me? Any questions or comments to our city manager? Wow. How I just were curious how you and Lee have how do you figure that going forward? I mean you know it's the inflation I mean we know it's coming or we feel like it's coming. How do you how do you budget ahead of time for that?

You try to look at a lot of lot of different sources. Um we'll we will have a little bit of a presentation on that tomorrow. Just a general discussion um about some of the trends that that you're that are in the market. Um the uh there there's going to be an interesting slide talking about the over the last essentially 5 years you're you're seeing a 20 on average a 26% increase in in goods

across all spectrums. That's the average. And so there's some interesting data like that that you have to reflect on. We have to monitor our expenses and really use use the trends that we're seeing in each department as well. and and um really filter through what what is being presented from the department heads up to the spreadsheet or the software and and just try to do the best you can with it. Other questions or comments? I do have one on the business license. Did you just talk about that? But the business the business license, we got new software, right? Last

So we we do have new software. um we had to update our software because the old um in-houseu built software was just broken essentially. So we do have a new platform um it's there's a cost benefit right to every software um and our business license you know at currently where it stands as a one-time fee. um the cost of a expensive software with bells and whistles is just not financially responsible. So we have one that is um it's it's I don't want to say basic but you know there it doesn't have the bells and whistles of of other types of software but it's very serviceable. Um I I like it. I don't know if if staff like it um as well as as I do, but I it the reporting is much easier um with it. Um and the

part part of the the the reason I leave it on there is because I still we need to have a conversation eventually on you'll remember a few years ago maybe uh when we went away from that annual license and into a one time you apply now you're a business. a lot of the records are uh they don't people don't fall off and so you struggle to see who is a current business who's not sometimes and so the the debate Lee and I have had a little bit and she can talk about Lee you're welcome to just pile right in and it's do you change that back to an annual annual requirement or not. Yeah. And we've done we've had we've had a lot of like um during the integration, right, of the new software, we sent out requests for businesses to update their information. We got hundreds of people who responded back then and said, "Oh, I closed my business license in 1993, right? You've still got it on the list." Well, somebody in 1993 didn't didn't write it down, and so we still had it as an active license, right? Um that's a that's you know a exaggeration a little bit but we did get hundreds of people that said oh over the last 10 years I've closed my license or oh my spouse died and this was his license and because of the way that our our system works right we register the businesses but they pay their taxes which is how we know they're still in business to our county tax administration office. And while we communicate really well together sometimes all the information doesn't trickle back and forth. It's a manual process. So unfortunately sometimes they'll update with the tax office. This is my final return and that doesn't get translated to business licensing. So we are we are trying to to figure out a best the best way to ensure that we do have accurate information. So we've not got we've not got to a point where there's any changes we want to present

to you yet, but it is ongoing. Um, and like point of fact, we had um Jenna, our lovely um city clerk's assistant sister Grace, um she was due she did a a mini internship with our department um over Christmas break. Um and she helped update a lot of old information. Um so it's it's still ongoing. Um but we don't have any recommended changes to bring forth yet. We'll talk about it in the budget more probably.

Yeah. Yeah. So, so we peeled off Lee and I talked about it and we were going through this process where we were contacting them and we were getting a pretty good response to that. So, so I had let it let it lie until until we kind of saw where that ended. Um, you don't want to be a burden, but at the same time, it's important to have accurate permanent records as as it's changing. Semi-permanent, I guess you could call it, but it's it's a conversation that we need we want to revisit. We don't want to let it lie, which is why I leave it on the list. Yeah. Or which is why I've chosen to leave it on on the list in the recent months. Okay.

It's a I don't know. Back when I started my business, it was every year you paid $25 and then it to your I believe in the early 2000 it changed from requiring you to file every year to a one time.

Um I think that's the timeline. I think the the the hiccup is when we sent out requests to update. We did get a lot of folks that let that voluntarily updated their information. They changed their um address or they let us know they've updated their phone number, but we still had several thousand businesses that I know are active and open in town, but that did not respond to it because it's just a request. And so, right, how do I know where I should be sending registration information to Walmart unless they tell me every every so often, right? Um, the corporations are a little easier to know, okay, we know Walmart is still around and we know it's not been sold or changed because you hear about that kind of stuff. Um, but the the small to mediumsiz folks are a lot harder for us to be aware of of changes. So, it's a it's a it's just a it's an ongoing process.

Other questions or comments? Hearing none, let's go to the next item. Uh this is our second to the public or those in attendance can uh speak to the commission about items that are not on our agenda. If anyone desires to do so, please raise your hand, be recognized, and come to the podium. Anyone hearing? None. Let's move right along. Good. Uh, commissioner comments is next. Updates. Any commissioner comments?

Well, I just wanted to thank Melanie. She's not here, but um she set up the coffee with commissioners and we had one on downtown at the hub. And I guess Mr. Coffee, they gave me homework to uh get with you sometime about electric bikes. Uh several of them said that electric bikes go through stop signs and wondered if police are supposed to pick them up or are on sidewalks. So, I don't know, something to think about in the future. Wow. Uh but it was great hearing from everybody. So,

and he uh he mentioned the conversation with the commissioners on the 15th of April, 8:00 with the mayor going to be at J Crew. I was going to change that date to the 1st of April. 8:00. He ain't paying attention in it. That's some jeal group of people in town that day. But any other commissioner comments? Been a good been a good start to spring. That's for sure.

Yep. And a lot of people have said they've enjoyed eating downtown with the nice weather. So, it was very busy when I went down there on one of the nice days with some visitors out of town. And I hope the community is enjoying the the bench that was put downtown at Whisker Park. Uh it's a relic from the Dable train station. It was a bench that was identified in the color section of the train station that only colored folks were allowed to sit in that area. So we put it downtown. It got refurbished. Thank to our facilities folks and Josh for getting it refurbished and encouraging citizens to go out and take pictures sitting on the bench, especially uh pictures that show a mixed uh group of people from our community. You know, Eric Mount's coming to Louis from Louisville Thursday wants to take a picture on the bench with the mayor of civil rights advocate. So, please encourage folks to take pictures on the bench and then put them on social media. Okay, just a nice remembrance of times in our history that we do not want to forget. Okay, thank you all. Let's go on. Anything else? Next item is the payment of the bills. Shall we entertain a motion to pay the bills as presented?

So move. Is there a second? Are there any qu questions? Any corrections, additions, or deletions? Thanks for a good report. Hearing none. All those in favor say I. Those opposed. She can pay the bills now. Wow. Next item is resolution 20 20263 2304 fiscal year 26 audit engagement. You Oh, you taking the lead on that one? I I as myself, not as the city clerk.

Okay. is so you're taking as a

as a finan financial ma u attached is to the request is the FY26 fiscal year 26 audit engagement letter um with our audit firm Cherry Beckards. Um total cost for the um audit the FY26 audit would be $67,515. This is a slight increase. There's a typo in that of $3,215 compared to the prior year. Um we have been um very happy with um Cherry Beckert as our auditors. Um they're very efficient um and have been able to catch us up over several years um to get on track. um they would begin planning um of the audit audit planning work in late spring, you know, May um Mayish um late April um with the goal of having the June 30, 2026 audits released by the end of December.

Wow, that'd be great. We're caught up then, right? You already caught up. Yeah. Yeah. Yeah. So, we are we are caught up and on track. So, yeah. one of the one of the few cities in the entire state that have caught up

there. It it has been a hard row for a lot of cities uh to get their audits out in a timely manner. Um but it is it is important just for a for you all um for financial um transparency and responsibility but also things um like every time Marshall applies for new grants or um funding from KIA they ask for copies of our audits. So folks um do look at them and they are utilized heavily. I like the last email that we got requesting audits from the last four or five years. You said, "Well, we've already submitted them to your department, but just in case you put them all on that one email and send it back and it's like, oh, go on, miss finance director." But that was

Well, I'm just trying to be efficient because we had submitted that. You were efficient cuz it hit my email. It just went bing bing bing bing bing bing. And I was like, "Okay, you said the most important thing that was you said, you asked, who should I send these to so they would not get misplaced?" That was pretty neat. But is there neat? Is there a motion on this audit engagement for fiscal year 26? I'll make a motion to approve resolution 202632304. Thank you, ma'am. Second. Thank you, sir. Any questions or comments here? Thank you for getting us up to date. Yes, appreciate it.

She really likes this firm because they come back with very few uh concerns or issues for I that's not why I like them. I like them because they are efficient and effective and know what they're doing. If we have issues that need to come back, they should come back and we should correct them. They told me you feed them well. That's that's not accurate at all. No. got to have a little fun with her. She's she she likes to dot the eyes and cross the tees. So, okay. All those in favor of this uh engagement say I. I. I.

Those opposed? Motion carries. She's the Monday lady, right? Next item is resolution uh 032305. Oh, soul source purchase. Mr. Carrier. Whoa. You have the next four items, Mr. Carrier.

Thank you, Mayor. Um, this item's in regards to a sole source request for repairs at the raw water pump station at Lake Harrington for a water distribution system. Uh, this particular valve has experienced recent recent operational issues. work includes extraction of the existing check valve, material fabrication, disassembly new internal parts, reassembly and reinsertion of the valve. This equipment is critical for proper operation of the raw water feed from the lake to the to the water treatment plant. So, and when I say extraction, reinsertion of the valve, it's a it's a giant valve. It's it weighs about a ton and a half. It's 14 in internal diameter. So you have to have a crane mobilize to the site and actually drop in from the top of the pump station and reach all the way down and extract it and then rebuild it and then reinstall. So uh that's why you have costs that are in the ballpark of well the cost is $42,650. So some work like that's not cheap.

No. And there's a very small clientele of people that that has the uh ability to do that type of work. And really there's only a handful in the nation that can do that, but primarily only one in the state of Kentucky. So that's why we go back and forth with those folks. Well, the request is for $42,650 as a soul source request. Thank you, sir. Is there a motion to to approve this purchase? I'll move to approve resolution 202632305. Thank you, ma'am. Is there a second?

Thank you, ma'am. Other questions or comments? How long one lasts? I'm just curious. What's that? How long's it last typically? I'm just curious. Well, you that one's probably been in there for what? Probably the better part of 40 years. 50 years easy. You said 40. Yeah. Get your money's worth. Yeah. And and the thing about that valve too is, you know, it's at a lower elevation, so you're you're withdrawing from the lake. So, it's holding back all the headers that's up above it that's up into the system.

So, if a valve like that tends to fail over time, you lose water back out of your system, and it creates some air in the lines and and various issues with your pumps. So, you got to maintain structures like that. 38 to 42 years somewhere in that window. Yeah. So it's of course it only cost $5 back then but you know things change right? Yeah it's probably a little cheaper back then

would like to point out that you know the price of that is is indicative of inflation as well. And so, so we what we've talked about with some of the utility folks lately is that eight years ago you were looking at at your average purchase order being about $5,000. Now it's about nine. So So that's that's just your trend direction over the last since since really that 1819 era. Okay. All those in favor? All right.

Those opposed. Motion carries. Marshall, you have the next one. 032506.

Thank you, mayor. If you all recall, uh we previously approved via resolution on March the 9th of 2026 for the clean water grant reallocation money for the Moss Creek pump station. And that was approved. And this is simply um the application commitment letter for KIA that they provided to us. I went ahead and filled out some of the exhibits that we can go ahead and submit to them to expedite their review process, but it requires commission approval to uh sign and move forward with the commitment letter. And I think you should say how much how many dollars that is.

It is $959,638. That is a grant. That's a grant. Yeah. That was originally allocated to water that is moving to the Mox Creek to support the sewer improvement project that the state helped fund on the for the Mercer County Sanitation District for that area on the west side of Lake Harrington. This pump station serves that side of the lake. So, is there a motion? I'll make a motion to approve resolution 202632306. I'll second. Thank you all. Other questions or comments? I don't know. Marshall spent a lot of money, so he needed to make some.

Thank you for getting the grants. I mean, that's Yes. Yeah. Yes. Thank you. All those in favor say I. I. I. Those opposed? Motion carries. Next item, Mr. Courier.

Thank you, Mayor. Um, this agenda item is regarding a soul source purchase previously approved via resolution in July of 23rd of 2025. Um, this is for what's called a TOC analyzer, a total organic carbon analyzer. It was installed by the city and since then have recurring functionality issues with the item and is currently out of service. So, we politely asked the original vendor to refund the entire amount, which they've agreed to do uh for the total purchase. The original purchase price was $44,92344, and that's going to be refunded to the city of Danville. So this this agenda items is for a similar however reduced purchase from a an alternative provider which is an out ofstate provider but they will be a little bit cheaper and they'll be a little more reliable hopefully.

Um turns out the parts for the one that we originally ordered uh some internal parts are produced in the Netherlands which we weren't aware of

and it's created some issues on getting parts for replacement. So that particular part replacement might say for example for that particular item this TOC analyzer may take one to two months because has to be shipped in from the Netherlands which causes recurring issues for us on availability of the functionality of it. So, we're going to go back to the whale and u and request $42,914 as a soul source purchase for um trying to remember what the name of JJ Wilbur Company. So, again, we're getting a refund on the original amount. This is a little bit cheaper, about a couple thousand dollars cheaper. So,

okay. Well, I'd move for approval of resolution 202632307. Thank you, sir. Is there a second? Second. Thank you, ma'am. Any questions or comments? Say it's it's hard to get a full refund for people. Did you take Lee with you? Is that why? Yeah. Yeah, we've we did it. No. um we um situations like that and to their credit uh the original vendor recognized the severity of the issues and um it's my understanding too that this is not the first time that they've had issues with that particular piece of equipment and we do a lot of business with them. We've maintained a good relationship with them

and they were they were willing to uh refund the original amount. So that's great. That's good. Yep. Is Is there a motion? We didn't do it. We already had a motion. We had a second. All those in favor say I. I. I. All right. Thank you all. Next item is 03238. Marshall, you have that one as well. I've got some handouts. I'll I'll quickly disperse to you all. Okay. Thank you. And Josh is up next, guys. So

you got to be real quick, right? Oh man. So, just for background, there was and it's included in the resolution, there was an original 2016 uh sewer tap agreement between the city of Danville and Danville host LLC, which um just for the focused information is that area uh inclusive of like Cattleman's suka that original first phases of development right there. There was a 2016 agreement in place between Davos and the city which included um uh utilizing five taps onto onto a temporary pump station at that time. So then uh fast forward to current um the city of Danville was installing the Ghost Pike sewer project which is shown on your map as well. Um and so when when we were in the process developing plans, we broke that into phases. Phases one, two, and three. Phase three being the phase, if you look at your map, from uh the Mills property to the northwest up into that sections three, and four of the Danville host development. And so we we went ahead and since we had good bids, we went ahead and and awarded that as part of our construction contract with the understanding that the developer Danville host uh will be shouldering the cost of that phase three development. and as per original um conversations in the 2016 agreement would be uh beholden to future uh sewer taps that comes about as develop as development progresses throughout those sections. So there's a breakdown uh there's a draft breakdown. This is a excerpt from a much larger Excel spreadsheet, but uh as you see

there, there's a developer developer agreement summary between Dam Host and the city of Danville for Center Straits US150 bypass. So the developer cost for that section 3 sewer installation was $241,624 for example. Um they had some additional upgrades that were required by the city of Danville. So they uh added an extension up to the US150 bypass for sewer and as well as upgrades on water uh from a 6 to8 inch line. And then the city at that time had collected $20,73867 of tap fees based on the original 2016 agreement. So the remainder due, if you do the math, the remainder due from Danville host to the city of Danville for that development was $112,5759. So then you do the tap fee calculations for the sections three and four. So if you go back to your map, section four is that strip of land there just to the northwest of meals up and through those gas main easements shown on the map. So that's section four and section three is everything from there to the north up to the bypass just as a point of reference. So then you go through the exercise of calculating your section three tap fees and your section 4 tap fees. So the developer's all-in cost was $384,750. You take that over your acreage and that gives you this right hand column there, the 8,000 and the 2,000 for a total of $10,851. 35. So that's a per acre tap fee that can be recovered on the developer's behalf per our city ordinance 18-31 and 18-36.

And then the tap fee calculation for section 4, that's the phase three installation as well as the total contributing acres. Same exercise. So the reason why that acreage is is larger than the section 3 acreage because that's facilitating sewer up into both developments, right? So that that that begets a $2,36247 per acre tap fee. Now those are for lots. Say for example in that particular development, I've seen drawings with lots as as low as a little over a third of an acre. So that translates to roughly I don't know $800 or $900 per tap per property. So we feel like we've gone through the exercise of of uh administering the tap fees equally based on the the intended usage of the properties. And uh so this this particular agenda item is for an update to the 2016 agreement that lays out an a 10-year extension onto that 2016 agreement and re and reestablishes uh the costs between the city of Danville and Danville host for sections three and four.

Okay. I know it's a little bit uh confusing, but it's kind of hard to explain without the map in front of you, but u and this is not the first time this has been done. Obviously, it was done in 2016, but it was also done in 2005 uh with a development off Bergen Road, the Hunt Farm development.

I'll make a motion. you. Okay. I'll make a motion to approve 20 resolution 202632308. Thank you, ma'am. Is there a second? Second. Second.

Thank you all. Questions or comments? Do you have a a rough number of how many lots? Well, the u so section 4 uh is not fully designed yet based on the current u in discussions with the current designer. uh a portion of that is and and as of right now they've they're showing 91 lots which is essentially if you're looking at if you're looking at the that section 4 parcel that I told you about uh that's adjacent to the mills it it's 91 lots on the west on the southwest end of that property. So, we took that acreage and took the remaining acreage and then that's how you establish a per acre cost for that section and that's how it was established.

I just have a question. I mean, I have a question and just I'm probably reading something wrong. Like in that fourth third paragraph, it says it's 72,000 that's to be recouped by the city of the resolution, but on here it's 112. Am I missing or was there? No, the um so the city had paid already or had accumulated $20,73867. Okay.

And that was the difference between what the city had accumulated and what the developer originally invested in in those earlier stages of sections one and two. That was the math difference between the two. So to their credit, um the developer has agreed to relinquish that debt and with the agreement that the sections three and four will get a 10-year extension based off this 2016 date. Okay, other questions? Hearing none. All those in favor of approving resolution 202632308 say I. I.

I. Those opposed. Motion carries. Thank you, Marshall. Mr. Morgan.

Yes. Thank you all. U. This first item is just kind of a discussion that we wanted to start having as we approach the end of our our current solid waste contract, uh, solid waste collection contract. Um Earl and I met with the county back in January, I believe it was kind of the first of the year to talk about, you know, their solid waste contract. They had just recently bid out in last year and and how we could coordinate that with ours. And we're off schedule right now. So, I reached out to Republic Services, who is our current contractor, and asked them to present us with some options, uh, if we if we renewed this contract for a year, so we could kind of explore some of those options of coordinating with the county. And they came back and said, well, it would be better be better for them and better for us if we went ahead and did if we were going to align with the county if we went ahead did four years to align with the county. So these numbers I'm going to show you all tonight is based on that assumption that we'll we will extend the contract for four years. We'll still do a yearly increase based on the CPI, the cost price index, consumer price index for um garbage and and collection that we use that's in that in the existing contract. Um they they said, you know, if we did it year to year, we would just end up back in the same spot next year and renegotiating a number again. and they I I I tend to see especially what we're seeing with gas prices right now, it's better if we lock something in for a few years and and not try to renegotiate this every year. Um so that's kind of the first item that that that needs to be known as we look at these numbers, but in

all right that one working that this one works. Okay, I think battery's dead on that one. Um, so in your packet, I I tried to put this in a in a format that was easy to understand because there's a lot to look at here. A lot of different numbers. Um, and I'm trying to think about how to make this go by quickly, but the you know, there's three big issues we're facing right now uh with our with our collection. Um we're we're facing we we've could for I mean as long as I've been involved with this had we've lost money on this process between our billing and what we pay republic we've always lost money that has gone up over the past few years. I think a little bit of that is um the way we track the billing and also with the last four years ago five years ago we did the additional cart charge. I think that caused more comp complexity in the billing process that we're we're losing more money. We're losing about 10,000 a month right now. Uh what we pay Republic and what we receive from bills. Um which, you know, that's over $100,000 a year that we we budget in at this point. So, we have that issue we need to we're trying to address. Uh we have the contaminated recycling that we're trying to address. we we we're struggling to get our recycling that we that is picked up curb curbside clean enough to then take to the recycle center and leave it. Um so we're trying to address that issue. And then we also have this our our general customer service issues that we've had with this contract for decades. Like we we fought that for a long time now. Um so as we were going through this process, we we asked for some different options that maybe would address those things and in each in a kind of a small way. You'll never solve any of this stuff. Earl was laughing at me other my slide originally said solve these issues. He was like you're not going to solve these issues. I like you're right. We change that to address. Um and we're not necessarily losing money. It's a service we're providing

and it's one that we are direct billing the the customer for that that is not we are not collecting from the customer what we are paying for the service directly. So the money is being provided through property taxes which wasn't necessarily the original intention. And it was originally intended to try to try to be a be a a zero sum, right? And and the the the discrepancy between billing and what the contract has been has always been provided by the city. So, but we've been trying to close that gap for a long time so that it's so that it's true garbage in, garbage out.

It's a true a user fee, right? The goal the goal's always been for this to be a user fee, not something that's pulled out of the general fund. Didn't that have something to do with Sorry to interrupt, but the fact that the market now doesn't buy the same amount or the same type of when we first did the contract.

Yeah, the recycling issue is is a lot to do with what, you know, from what Angie has told us out of the county, what other countries what they what they'll take from us now as far as recycling that we provide to them. Um, they they their standards have gone up a lot. It started in 2016 is when that really started, but I think it's really started to hit us hard. Um, just in the past four or five years. Um, I think the additional cart charge has contributed to that a little bit. I think we have some folks that are just using the recycling cart as another garbage cart and that's that's causing some issues. So um so on on this the the slide that I provided to you all it has the fiscal year 2026 rates that we that are bill that are put on the water bills when people get garbage get their garbage fees. $1249 for base garbage $418 for recycling and then $4.74 for any additional garbage carts. Um, most people see their base bill, which is those first two numbers added together, which is 1667 is what the base bill is. They like the minimum bill you're going to receive for garbage and recycling at this point. Uh, so and the next line is Republic's response to, hey, what if we just kept everything the same and we just renewed it for we extended it four years. What would our FY27 numbers look like? And that's what you see there. 1494 for garbage, 439 for recycling, and 439 for an extra cart. Um, so then the base bill turns into uh what is that? That's 19 35 a month um for your base service. That's still a pretty good price. Uh we looked around at what some other communities have recently recently gotten. I think Harrisburg recently redid their contract um and they were up over $20 for just garbage that didn't include recycling. Um, so that's still that's that's actually better than I expected. Um,

looking at, you know, we we did this five years ago and how much inflation has impacted everything over the past five years. I was expecting a bigger jump than that. So I was pleasantly surprised with that with that number. Um, so then from there you get into kind of some different options. Um, the first one being what if we went to voluntary recycling away from mandatory recycling. We've had mandatory recycling for almost 20 years now. Um it it it functioned really well when we first en enacted it because they accepted all of our recycling. Um what this would do is this would enable folks that aren't going to recycle appropriately to not have to not pay for it and not do it. Um I I think the one thing this if we went this path would it would just it would address the the recycling contamination. Um, but this the sad part of that is is now you don't have 100% of Danville residences having a recycling cart at their house with the ability to recycle curbside. Um, but I at this point I'm not sure if we'll ever if we can get mandatory recycling back clean enough

to be collected appropriately. I'm just I really struggle with I'm not sure the market demands that volume either. I I I don't know that if if you were to collect 100% of everything um in the various categories for recycling, I just don't know that you would get the the market would especially across other communities in Kentucky when you totalize that volume, you would you would probably see a drastic reduction in in the value of those raw materials, I guess.

Yeah. And and for those who can't see the numbers, the base garbage rate would stay at $14.94 a month and your voluntary recycling you would be charged $5.85 per month. Um so that's, you know, your recycling if you want to do voluntary would go up $146, which is another number is lower than I thought it would go up. If you go from, you know, right now we have 7,000 recycling customers. I don't know how many folks would would sign up for recycling, but it wouldn't be 7,000. It would be quite a few less. Um, but so that but speaking for myself, like if I'm, you know, at my house, $585 a month to get curbside recycling sounds pretty good. I'll probably sign up for that. It's a number that's still within range. I think most most folks that want to do this will do it. Um, so there's that option that that is that's the city still doing all of the billing that we're doing all this billing. We would have then we would have to keep track of who has signed up for recycling, who has signed up for extra carts. Uh, it actually makes our our billing a little more complicated. Um, and then the next row over is is a similar same kind of setup for us from a from a setup standpoint, but Republic does the billing for the for the recycling and the extra carts. And all the city, we just have base bills that we bill out every month for base garbage. And anyone that wants to get those extra services has to contact Republic directly for those services. But they would do those they would guarantee these rates to to our customers. Um the base garbage stays the same 14.94 and the recycling goes up a little bit because they're doing the billing uh $6.85 per month and but the extra car charge stays the same at $5 a month. So I think this one does a couple things. It it was voluntary recycling so it gets the contamination again but then it also helps us with our billing discrepancies. we can kind of that

they're doing all that extra extra billing so that we all we have to focus on is making sure we have the same exact amount of customers. We don't have to worry about who's getting build for the extra services. Um and I think it also it would help a little bit with the with the customer service side of it. You know, we we struggle a lot with that now. People calling up here saying, "Hey, I'm getting charged for extra card. I don't have an extra card." All that would be handled by Republic directly. If somebody calls about extra card, well, that's that's build directly through them. All right. Okay, the next row is um back to this the setup we have now where recycling is mandated but Republic bills for all services. So your base bill goes up to $15.69. Recycling is back down to $5.85 and your extra cart stays at $5. Um like I said, they're doing all the billing. So the city no longer has we we know it is a it is a zero finish number for us u on the on the contract. And then but we they they would then be struggling with the recycling contamination uh because recycling would be mandatory as I think this is one we've kind of we've kind of put kind of low on the list because it doesn't it it's it would and it the last thing we would it would help with our customer service and I'll talk about that now because we're going to go into the last option which I think really addresses a lot of the stuff we're talked about. We we customer service is really difficult with this hybrid model. We've talked about this a little bit before that, you know, they they're getting a service from Republic, but they're getting build by the city. So, who do they call when they have a problem? And I think they try both. This worked better when our garbage contractors were local companies that had people sitting here in town. It's a lot harder now and it's a national company. Uh, but I think that's the route it's going it's always going to go in the future. It's going to get more and more disconnected from our local folks. But so I think you know so as as we deal with customer services a lot of times they call Republic and they they kick them to the city they kick we kick

them back back to Republic. Um and it's because we're in the middle of it as the billing where we act as the billing agent for them. And I think if we could get out of the billing part of this process it would it folks would know I've got to go I go to go Republic. I get a bill from Republic. So I that's who I identify my my garbage collection with is with Republic. Um they're they're in the system with Republic as a customer instead of right now they have City of Dave as one customer with 7,000 pickup locations. If we do it this way, they'll have 7,000 customers. So that cleans that up for them. Everybody can get on the app and find their their house where they get collected at. Um so I think it will it will help us a lot with the customer service. We'll always have to deal with it because we the this is a process that goes through the city for selection. Um but that gets to the last column is Republic bills for all services and recycling is voluntary. Uh after looking at all this, this is this is the route we some we we recommend at this point. You know, we wanted to talk to you all about it. Um that would set the base garbage rate at $15.69. The recycling would be voluntary at $6.85 and the extra cart would be $5. This really makes it clean for us. uh makes it makes it the the customer service side gets cleaned up, the building discrepancies get cleaned up and hopefully with the voluntary recycling that helps with the contamination and we can actually know that our recycling is getting recycled as we all

Can I ask you a question? Yeah, the these recycling options here they're all still with just one recycle bin every other well you can get multiple recycling bins we would not charge for that. I think part of the recycling issue for me has always been is that the recycle bin needs to go out every week just like the garbage truck garbage can goes out every week. And I can I can ask them for numbers on that. What if we went to weekly? Especially if we go voluntary, you know, and when we're when we're really focused on recycling at our house, you know, we can we can we overflow our recycling bin every two weeks sometimes. So,

what chance is getting wet in all the other count? And maybe that's an option where folks could play pay a little extra to get that. Uh if we if we kind of separate that out and give it to Republic to do the billing, then we can be a little more flexible with with what their services they can provide. So, and I'd like to see it being mandatory, but having the option for the cart, recycling cart out every week. No, it's going to change the price, but I think we get more consistency when it's out every week and uh less contamination. I think I guess my my question is so we're not going to bid this or set put it out for bid. We just Well, that's what we're looking at. Do we

So the last time would go out.

Let me let me say this. The last time we bid it, we were trying to come up with ways to improve customer improve all these things, right? So, we came up with an extra cart and and that just didn't work. Like it it was confusing for people. It was confusing for the customer service side. So, the next iteration of communitywide garbage collection is maybe doing a countywide contract. We don't know. That conversation though, we tried to we we talked about that with with the county. It's not necessarily timed well right now because our contracts down the align. So then we got a couple different options. Our contract expires June 30th. So then fundamentally Josh has done just a terrific job of coming up with options and I commend him for that. Um so then you're you're sitting here in a position that we we can advertise in in a couple months for a new five-year contract, which is what is typical. what what we had talked about with the county was well and and maybe if we can come up with a way to test something over so that when we advertised it again we could better align it with the county's contract so that we'd be on the same renewal cycle. So then this is this is really a pilot program approach with creative ways to try to close the gap between what the city is being built directly and what we're paying republic and what we are we are collecting to the individual residential users. So, we're we're we're trying to come up with different ways to try to mitigate those that variance, improve service, improve customer service. So, so we can try this and then we may

end up learning over the next couple years that when we renew our contract, we need to write it with scenario four in mind, you know, or some scenario in mind. We would we would have learned that. And so right now, rather than us trying to get creative inventing another way to bid it out this year, we're we're trying to think how can we do a pilot program to see if it's more successful or not without going through the process of bidding it, getting some entirely new baseline of cost. Um, so it's really a a conversation looking for a little bit of direction philosophically from from you all. what direction should we go in? So, so Josh has created this pallet of options that doesn't in inflate cost that gives you a chance to test different things, different ideas, and certainly we can sit this aside and come back in two weeks and have the conversation so that y'all have time to clarify these these questions in your mind. We are not asking for a decision tonight,

right? We we want to have the conversation knowing that the the contract for renewal happens June 30th, July 1st. So, what strategies can we deploy now to try to figure out what to do in the future? One option that's not on here, some people just do a franchise uh and and outsource the contract entirely. not a proponent of that because we don't necessarily want to get to a situation where someone um charges a franchise fee and it's just a pass through back to the city commit. That's not the purpose of the service.

The service is intended to be a break even service for the rateayer which is our citizens. So we don't want to do something to arbitrarily drive that cost up. Right? So we're trying to mitigate the cost in increases. We're trying to improve customer, you've done a good job.

Yeah. And I think I've really struggled with this from like a procurement standpoint, from a bidding standpoint when I've looked at this and we did this in 2021 when we bidded out before. You know, the your your existing provider has such an advantage over any other provider that would come into town. I mean, they have containers at every they have 7,000, 8,000, I mean, well, 10,000, I think, garbage containers spread out across the city. Um, they have the trucks that are already here that are here every day. They have such a built-in advantage when you put it back out to bid. Uh, that's what we talk we talked about like four years. Well, I don't I mean, who's even going to come in here and try to bid on this just to try to get here for four years? It's really not even I I don't even know how that cost works for for someone not and and then how do they be competitive with Republic that you know provides this service at a pretty reasonable rate. I I don't know how anyone else can come in and even even really be competitive with that. So I've struggled from a procurement standpoint because yeah I would love to like put this thing out make it really competitive get a really good price. Um but I don't think that's what happened in 2021 when we did it. I think we just got they gave us the rate that they give everybody and that's we got that from both parties and it was a wide you know chasm between the two responses that we got. Well I mean at the time Republic was $14 and run was $24

was a month was the two two responses that we got. So um I I'm like I said pleasantly surprised with the numbers they they provided to us if we were knew this for four years. I I think I was concerned with this up being I honestly I was concerned with this getting up close to the $30 a month range when I was thinking about where this could go. Um so these numbers seem pretty reasonable. I think I think I think Republic wants to keep the work because they have the containers here, they have the trucks here, they want to keep this contracts. I think they're willing to work with us.

Um so that's that's that's how we kind of ended up where we're at is say how do we what is the best options moving forward? And that's even out of these, I think you could choose any of these and we could test it out for a year and probably come back to Republic and say, "Okay, let's we want to go back and revisit this other option. This didn't fix it the way we thought it would. Let's go back." So, I think we can you all can look at this for a couple weeks. We can talk about it more because we just we just got these numbers just about a week ago. Um, and then we can come to you all and come back and and talk about it again later on and figure I appreciate it. It's these are good numbers. I just I guess you all did it in 2021. So, this is the first time and I thought it was a 10-year you know a long time ago it was 10 years but now it's five.

We've we come up with try to do different things frankly just to have a better more effective contract. The customer service is is very difficult for the reasons Josh stated um with the changes in the recycling industry. So, it's just really hard to write a contract long-term contract when the things are that volatile. And so it's it has been a fiveyear with a right to renew five years and and so we're this is kind of where we're at, but it it terminates this year. So it's a full rebid this year the way we wrote it the last time.

What um wonder what it cost us to to process and bill the for trash and recycling.

I know it goes on water bill, but I don't know. I mean, at a minimum, you you've got to consider um that a like we said, between the the cost that the general fund is picking up, which is about 120,000 a year. Um, and that's just for the service itself. Unlike some of our other enterprise fund like utilities and storm water, they get a what's called an inter fund charge, right, to help offset the cost of Josh's work or Marshall's work or my work or Earl's work because none of that is charged to the utility fund. The time that I've spent on the garbage fund, right, which is

not as much as Josh by any stretch, is not accounted for in your garbage fund. So, we don't really have a monetary number, per se, but in your storm water fund, which has a um generates about $700,000 in revenue, we charge 24,000 um in cost back to the general fund to account for Josh's um time and effort, Earl's time and effort, my time and effort. Um utility fund, which is about 12 million um in revenue, is closer to 450,000. So your garbage fund which you're bringing in about 1.5 million we should at a minimum be you know if you are going to treat them the exact same at least 50,000 I would say

um back to um the general fund just for the time and the cost of our work that doesn't include the actual like for instance bills the utility fund eats I won't say eats but they they absorb the entire cost of the bills that go out which aren't free right? The utility fund and the finance department absorb the full cost of the online portals to pay your bill to uh be able to access a copy of your bill um to pay the fees that are associated with the software. So the the ju just if you were going to account for all of those as um individual costs as well, your utility fund and your finance department expenses would go down a little bit, but your um garbage fund would go up um with no good way to fully recover the cost of those.

So So the difference between the the scenario in the middle where it says city bills for garbage and the one immediately the next to the last one is 70 cents. Right? So if you go through that model looking at about 8,000 customers, they're saying that they will do it for somewhere between 60 and $80,000 depending on the exact number of customers. And so we we have more cost in it than that. Yeah. So, so I would advocate I would be if you if you just ask me exclusively, I would say the the benefit to um the improved customer service side probably is worth 70, right?

Mhm. Um and and it's a guess. I mean, like you're trying to do the best you can and it's a service you're trying to manage. And so ultimately if if the citizens if a if I'm happy as a customer, I'm willing to pay.7 cents. If I'm unhappy as a customer, I might be offended at paying a dollar, any any number, right? So So you're the to the commission's credit, you're trying to do the best you can with a complicated subject that um you know, you can treat it many different ways. And I think I think as evidenced by the sheet that he's got in front of you,

the one negative for a Republic fully taking over the building that they've pointed out to us is the ability to force people to pay their bills. We have we have a really good way to make people pay their their trash bill. They get their water gets turned off if they don't pay it. They don't have that. They'll have to go through the kind of your traditional ways of getting people to pay bills. One way they'll do that is not pick up the trash there anymore. that becomes a codes enforcement issue for us because that's the only way we can then that once they don't pick it up the only enforcement at that point is us to find them for leaving their garbage sitting down. So

I think a lot of the savings that we get from this will probably turn into codes enforcement but that may not be a bad thing. We we've kind of looked at that recently anyway. So there's there's kind of a negative that might become a positive for us as a community to have to maybe put some of this funding towards code enforcement. and and Josh, I'm going to let that be the last statement that this is the discussion and so the discussion needs to come to an end. We have four more items on the agenda and the the Super Bowl is getting ready to start in about 20 minutes. So, I got to get us out of here, you know. I'm a big Super Bowl fan. Oh, it's wrong month. I'm sorry, but I'm I'm wrong. But let's go on. Okay. Uh this was good discussion. It's a good proposal. We we've got other options we need to look at. So, two weeks down the road, we'll have some discussion again. So, the next item, Josh, is still yours. It's about the Brook Acres lighting contract.

Yes. Thank you all. In your package, you have a contract with KU uh for the new street lights in Brooks Acres. That's the new development on Bofman Avenue behind the church. Um the they're installing nine new street lights, and it'll the bill to the city will be $9963 per month. So, is there a motion on new street lighting from? Move to approve resolution 202632309. Thank you, sir. Is there a second? Second. Thank you, ma'am. Any other questions or comments on this one? Hearing none. All those in favor say I. I.

Those opposed? Motion carries. Next one. Josh 422 Duncan Hill Surplus Beard Award. Yes. Uh we opened bids last week on March 17th for the the remainder of the property at 422 Duncan Hill. Um we received one bid from Bo County Habitat for Humanity in the amount of $9,000. Uh and we recommend award to Habitat for Humanity at $9,000. Thank you, Josh. That's great. Is there a motion from the commission? I'll move to approve resolution 202632310. Thank you, ma'am. Is there a second? I second it.

Thank you all. Any questions or comments? Possibility for a new house on Duncan Hill. That's great. Uh all those in favor of approving resolution 2032310 say I. I.

I. Those opposed? Motion carries. Josh, the next one is fairgrounds barn demolition. Oh man. Yes. We received bids on March 17th as well for the demolition and removal of the old barn and the the the board fence on the fairground side of Millennium Park. Um we received seven proposals there. We did this as kind of a design build because we just we didn't know what we were going to somebody might pay us to get this wood cuz it's a it's an older barn with some good wood in it.

Um we received seven proposals. They were kind of all over the place. um the low bid being 8,000 and the high bid being 50,000. Uh Tommy has reached out to the low bid that was from Homescapes uh in Harrisburg. He's reached out to them, discuss the project. They're they're they understand what they're getting into. We got some good references on them. So, we're recommending award to Homescapes LLC in the amount of $8,000. Well, no plans to reuse that wood. They said they're going to reuse a little bit of it, but I think most of what they're going to take down they're going to have to dispose of. Is there a motion from the commission? Move that we approve resolution 202632311.

Thank you, sir. Is there a second? Thank you, ma'am. Oh, nobody. Is there a second? Second. Any other questions or comments? Hearing none. All those in favor say I. I. I. Thank you all. Motion carries. Chief Dawn. I didn't see Chief Dawn. Chief Gray's over there. Whoa. Welcome back, Chief Gray. Welcome back. Thank you, sir. Five more years, right? Yeah. In front of you means we're order 23. I'm moving on.

It is a Super Bowl or whatever. uh you have in front of you municipal order 0323 2026-01. It's a training policy update. Kentucky League of Cities has a new model policy. We are an accredited agency with him. The policy is adopting for individuals with diminishmental capacities. Staff recommends that we adopt and implement the policy. Thank you, sir. Is there a motion? Make a motion to approve municipal order 03 23 202601. Thank you ma'am. Is there a second?

Second. Thank you ma'am. Any questions to the fiveyear chief hearing? None. All those in favor say I. I. Those opposed. Motion carries. Chair would like to entertain a motion to adjurnn. We can have a quick executive session related to for an item of economic development category in the in the economic development category. Okay. Is there a motion to go into executive session? Business development. Yes.

Make a motion to go into executive session pursuant to KRS618101G. Thank you, ma'am. I think is there a second? Second. Thank you, sir. Before we adjourn, you have a question. Evidently, the meeting started at 4:30 and not 6, which is what I have on my calendar. I also have the blueg grass. So, we're just going to off. All right. And all those in favor going into a brief executive session, say I. I. Those opposed, like I say, I.

Are you late? Uhoh.

Come on over here. Says 8 seconds left. Lady catch up 74 to 73. It doesn't tell me who has the ball. Second. All those in favor say I. I.

And I'd like to have a motion for adjournment. Some moved. Second. All in favor say I. I. Those opposed. return.