Board of Public Works 11/19/2018

The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, November 19 at 9:00 am. Following is a summary of the meeting with full audio at the end (7:00). 

  1. Call to Order/Pledge of Allegiance
  2. Determination of a Quorum and Roll Call – Members present were Ben Ledbetter and Bob Hall. Ted Little was absent. Also in attendance were Clerk Treasurer Donna Coomer and City Attorney Michael Gillenwater. 
  3. Approval of Prior Meeting’s Minutes, current claims, and payroll allowance docket from 10/29/2018 to 11/18/2018 combined into one motion for consideration. 
    • Motion to approve made by Ben Ledbetter
    • Seconded by Bob Hall
    • No Discussion
    • Unanimous approval 
  4. Mike Perry – New Vehicle 
    • The wastewater plant needs to replace a 12 year old F-250 truck that is used for towing and snow removal among other jobs. 
    • Bids were sent to four dealers requesting the same equipment package to replace the existing truck with the following results
      • John Jones – located a GMC Sierra but it is gas, not diesel
      • Coyle Chevrolet – unable to locate a truck meeting requirements within 800 miles
      • Carriage Ford – matching truck at cost of $38,200 but will need to build so it will take 8-10 weeks for delivery
      • All-State Ford – matching truck at cost of $41,600 ready immediately
    • Mr. Perry asked the board to approve the purchase from All-State Ford due to the likelihood of needing snow removal before the truck could be delivered from Carriage Ford
      • Motion to approve purchase made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous approval 
    • Mr. Perry asked to be authorized to sign the paperwork and complete the purchase
      • Motion to approve authorization made by Ben Ledbetter
      • Seconded by Bob Hall
      • No Discussion
      • Unanimous Approval 
  5. Mayor’s Update – Light Up Charlestown is scheduled for this Friday. Crews are mostly finished with installation of decorations with only a few tests remaining. 
  6. Motion to adjourn
    • Motion made by Ben Ledbetter
    • Seconded by Bob Hall
    • Unanimous Approval 

Full audio of this meeting is available here:

City-NEws-e1455073509249

Common Council Meeting 11/05/2018

The Charlestown Common Council met for a regularly scheduled meeting on Monday, November 05 at 6:30 PM. Following is a summary and full audio (12:42) of the meeting:

  1. Call to Order/Pledge of Allegiance: led by Charlestown Middle School 7-8thgrade cheerleaders. The competition cheer team earned three 2ndplace rankings, two 1stplace rankings, one grand champion award, and they received 3rdplace at the state cheer competition. They are headed soon (November 18th) to compete for eligibility to get an invitation to the national competition.
  2. Invocation: led by Neyland McClellan from North Charlestown Church of God
  3. Determination of a Quorum and Roll Call: Members present were Ted Little, Brian Hester, Mike Vaughn, Tina Barnes, and J.T. Cox. Also in attendance were Mayor Bob Hall and Clerk Treasurer Donna Coomer
  4. Approval of Agenda
    • Brian Hester asked to table Ordinance No. 2018-OR-20 until city attorney Michael Gillenwater can be present because he has questions for the attorney.
    • Motion to approve the modified agenda made by Brian Hester
    • Seconded by Mike Vaughn
    • No further discussion
    • Unanimous approval
  5. Approval of Minutes, current claims, and payroll allowance docket 10/15/2018 to 10/28/2018 combined into one motion for approval
    • Motion to approve made by J.T. Cox
    • Seconded by Brian Hester
    • No Discussion
    • Unanimous approval
  6. Public Comment – None
  7. Ordinances and Resolutions:
    • Ordinance No. 2018-OR-20 An Ordinance Repealing the City’s Unsafe Structures Ordinance and Rescinding Adoption of the State’s Unsafe Building Law – TABLED UNTIL NEXT MEETING
    • Resolution No. 2018-R-13 – Interlocal Agreement
      • Mayor Hall explained this is an agreement between Clark County and all cities and towns in the county. The County has been considering a 2% jail tax at the county level to account for shortfalls. Approximately 10 years ago the county council lowered their tax levy substantially and “created a shortfall for themselves.” For years they have had to appeal to a judge so that “they could apply their tax to the tax roll” (audio unclear here). They have approached the state legislature to restore the levy and assessed value to keep the government funded without having to seek exceptions every year. Going into this year, on the EDIT side, it will not be restored until 2020. They are entering the budget year with a shortfall of $400,000. The executives have discussed refunding the EDIT funds back to the county to avoid implementation of the 2% tax. At this point the Mayor thinks all other cities have passed the agreement. He said “we don’t lose money, we just give back the money that they would have gotten.”
      • Motion to approve interlocal agreement made by Ted Little
      • Seconded by J.T. Cox
      • No further discussion
      • Unanimous approval
  8. Mayor’s Update
    • The police department framing has begun and they hope to have it available for inside work soon.
    • The Renaissance Project is going through decision processes that will come to the council.
    • Glendale pocket park progress continues.
  9.  Adjournment
    • Motion made by J.T. Cox
    • Seconded by Brian Hester
    • Unanimous approval

Full audio here: 

City-NEws-e1455073509249

Board of Public Works 11/05/2018

The Charlestown Board of Public Works met for a regularly scheduled meeting on Monday, November 5 at 9:00 am. Following is a summary and full audio (26:28) of the meeting:

  1. Call to Order/Pledge of Allegiance – led by Larry Lynn
  2. Determination of a Quorum and Roll Call – Members present were Ted Little, Ben Ledbetter, and Bob Hall. Also in attendance was Clerk Treasurer Donna Coomer.
  3. Approval of prior meeting’s minutes, current claims, and payroll allowance docket from 10/15/2018 to 10/28/2018 combined into one motion for consideration:
    • Motion to approve made by Ted Little
    • Seconded by Ben Ledbetter
    • No Discussion
    • Unanimous Approval
  4. Chief Keith McDonald – Swearing in of new officer
    • Joshua Hammond has been serving in Madison and has completed the police academy. He was sworn in for service at Charlestown Police Department.
  5. Steve Leist – Assured Partners, Insurance Renewal
    • Mr. Leist appeared as the incumbent broker to present an insurance renewal. Mayor Hall asked if he had met with Heather Mick and Mr. Leist said he had not but had sent the information for the renewal on October 26th.
    • Mayor Hall informed Mr. Leist that the process for approval involves meeting with the staff first to let them research the details before making a recommendation to the board and that the board could hear his presentation today but it would not carry much weight without the recommendation of the committee that reviews the policies.
    • Mr. Leist asked to have it on record that his presentation would be invalid if he made it today. Mayor Hall confirmed that the board will not take it under consideration because he has not had a chance to vet the renewal that is due in the coming days. The board would not go through the process of reviewing the policy if he presented it today. As of Friday, Mayor Hall said that they had not been presented any information. Mr. Leist noted that the information was sent on October 26, before Heather went on vacation.
    • The presentation was not made.
    • *Note* – Later in the meeting during the presentation by Larry Lynn and Brad Cook of RH Clarkson Insurance Group Mayor Hall noted that meeting minutes show that Mr. Leist was scheduled to appear before the board on October 15th but was unable to make that meeting and had requested to be scheduled for today’s meeting.
  6. Larry Lynn and Brad Cook – RH Clarkson Insurance Group
    • Appeared to present the renewal of the city’s property and casualty insurance policy after having met with Nancy Rogers, Heather Mick, and Donna Coomer.
    • The renewal policy reflects a decrease in premium amounts that represent a savings of approximately $21,000 per year. The renewal takes place November 10th.
    • In addition to the existing policy, Mr. Cook presented additional options for purchase:
      • Terrorism policy – covers the city in the event of a terroristic act
      • non-employment related harassment – employees are currently covered in cases brought against the city but this additional coverage protects the city from lawsuits brought against it by citizens
      • Fellow employee accidents – offers coverage if, for instance, two employees are involved in an auto wreck with one another
      • Wage coverage – offers coverage if a salaried employee sues the city for overtime
      • Non-Monetary coverage
        • Offers coverage if the city is sued in cases that do not seek financial damages – for example if a neighborhood sues for lack of police protection
        • Offers coverage for errors and omissions – for example if the city is sued for zoning regulations that do not involve financial damages
    • Mr. Lynn and Mr. Cook recommend adding the following two additional coverages from those offered as the most pertinent:
      • non-employment related harassment in the event that a citizen sues the city
      • non-monetary coverage to cover the city in the instance of lawsuits brought against the city for relief not associated with monetary damages.
    • The presentation included a copy of the summary given to the board members.
    • Coverage continues existing cyber-liability policy
    • Mr. Lynn asked that Donna Coomer be given the authority to sign the contracts for renewal.
    • Mayor Hall called for a motion to approve renewal of policy and grant Donna Coomer the authority to sign the renewal
      • Motion to approve made by Ben Ledbetter
      • Seconded by Ted Little
      • No Discussion
      • Unanimous Approval
  7. Tony Jackson – New Roof for City Hall
    • The roof for City Hall has leaks and Mr. Jackson is concerned about the impact of snow weight and is recommending a new roof be installed. He presented three quotes for the work. The estimates cover the cost of the new roof. In addition the estimates include bids to replace the damaged wood under the roof (approximately 240 linear feet of damage)
      • Palmer Roofing – $12,947 + $2.85 per linear foot for damaged wood
      • Kevin Black – $33,943.17 + $10 per linear foot for damaged wood
      • Five Star – $12,875 with no mention of replacing the damaged wood
    • Mr. Jackson recommends Palmer Roofing since he found previous work by Five Star to be unsatisfactory.
    • Mayor Hall called for a motion to approve the contract with Palmer Roofing
      • motion made by Ted Little
      • seconded by Ben Ledbetter
      • No Discussion
      • Unanimous Approval
  8. Ben Ledbetter – the centerpiece tree has been placed in Greenway Park and the city is preparing for Christmas.
  9. Mayor Hall called for a motion to adjourn
    • Motion made by Ben Ledbetter
    • Seconded by Ted Little
    • Unanimous approval

Full audio (26:28) available here: 

City-NEws-e1455073509249