CITY OF WINDY HILLS

Minutes of Regular Council Meeting
May 11, 2020

The Council and Officers of the City of Windy Hills met virtually through Zoom, at 7:00 P.M. Mayor Davis called the meeting to order.

ROLL CALL: The following were present:

MAYOR COUNCIL MEMBERS OTHER CITY OFFICIALS
Helen M. Davis Bruce Blue Lisa Kraft
Kate Greer Jim Hodge
Marcia Myers Steve Teaford
Marianne Rademaker
Suzanne Spencer
Laura Trachtenberg

MINUTES:

Councilman Blue moved to approve the minutes of the March 9, 2020, Council meeting; seconded by Councilwoman Myers and approved unanimously. There were no April minutes because the April City Council meeting was canceled due to the COVID 19 emergency.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for March-April, 2020 were moved for approval by Councilwoman Greer, seconded by Councilman Blue, and approved unanimously.

Councilwoman Myers moved to approve the March-April bills, totaling $74,599.30 and was seconded by Councilman Blue. The motion passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS: There were no resident comments.

MAYOR’S REPORT: This has certainly been a strange year. I have spent countless hours on the phone in virtual meetings with KLC, JCLC, Mayor Fisher, Senator McConnell, and the State Covid Task Force. If there was a meeting I was supposed to attend, I did. I have also spent too many hours “dumpster” diving through the City records – financial and otherwise. My QuickBooks skills are rapidly improving. It had been 8 years since I had used QuickBooks and it has been a learning curve but I have evolved enough to create all of the financial reports and begin teaching Lisa Kraft, our new City Clerk.
We were contacted by the Verizon franchisee about our un-cashed $2500 check from 2018. After several phone calls and Lisa and I spending hours going through files and QuickBooks, we determined that that the check was never cashed. Lisa contacted them and they are reissuing the check.
I have also handled un-mowed grass, dead trees, driveway encroachment issues, unpaid taxes, complaints about lack of social distancing, etc. We did have several complaints about an Indian Ridge property not complying with social distance and “shelter in place” orders. I contacted the Mayor’s office and they were very responsive. I was asked to obtain specific information from the neighbors so the Health Department could follow up. I emailed the neighbors but no one responded. Nothing was done.
I sent follow up letters to the two property owners with the unsafe trees – one on Antrim and the other on Foeburn. I spoke to the Foeburn homeowner who said that she could not afford to take down the tree. I proposed that we take down the tree and file a lien for said amount. I told her that I would verify the process with our lawyer. Jim and I spoke and he agreed that this is the best approach. I left the homeowner a message and will be following up with her via a letter with a copy for Jim Hodge. The Antrim property will have two trees taken down on Friday, May 15, 2020.
As you know, Lisa Kraft was hired at the end of March. She took the oath of office on May 8, 2020. Per our ordinance, she is paid $25 an hour and works 23.1 hours per week for a total of $30,000. Per our Governor’s orders, Lisa was working from home until this past week. Per Governor Beshear’s orders, the city will reopen May 18, 2020, but following the governor’s guidelines. The guidelines are attached to this report.
Marianne Rademaker and I have been working on the budget through virtual meetings. We have spent hours reviewing the numbers, accounts, etc. and we will discuss and have a first reading of the budget under new business. We received the updated PVA 2020 tax info and those numbers were used for our budget projections.
Police Report: There were a total of 95 hours in March and 106 hours for April. March radar= 30 hours evenly divided between Ambridge and Rudy resulting in 4 warnings and 1 ticket. There was a parking ticket issued for a car on Clerkenwell. We had another barking dog situation this time on Bentwood Place. We had an unlicensed/inoperable car at 617 Rudy Lane.
April Radar = 30 hours evenly divided between Ambridge and Rudy resulting in 1 warning. There was targeted enforcement on Pin Oak that was requested by me based on some residents’ complaints. There was other “unfounded” activity.
There were 34 hours of house watch all devoted to one house in Wexford Place because the resident is sheltering in Washington. According to the report, there was an arrest at the house. There were no parking citations issued for April because we suspended enforcement but we will be resuming next week. Unfortunately, some of our heavy abusers have taken advantage of the situation and the neighbors have been complaining.
Some of the delinquent taxes have been paid and the accounts updated. Lisa and I worked on a request about an unpaid tax bill that we found outdated to 2014/2015. I calculated all of the unpaid taxes, penalties, and interest for years 14, 15, and 19. Lisa sent an email with all of the information. We are implementing a new system to better track tax bills.
The office will be reopening May 18, 2020, per Mayor Fischer and following the Governor’s guidelines. The guidelines follow:
Kentucky released new reopening guidelines on Friday for additional businesses and organizations, including governmental agencies. Governor Andy Beshear thanked the Kentucky League of Cities for collaborating with the governor’s office on the suggested government procedures, which include the proposal that government offices not already in operation reopen on May 18. It is important to note that the guidelines are not mandatory for city governments and are only recommendations. Since many of these recommendations are not practical for some cities, they should be used by cities to help model their own individual policies.
The first recommendation addresses workplace capacity in government offices. On this point, the state is encouraging local governments to have no more than 50% of employees in an office per day, with the hope that other workers can utilize telework. Buildings are also asked to be at no more than 33% occupational capacity. While it will be impossible for many cities to continue operations and meet this goal, cities should look at developing policies that attempt to maximize the ability for employees to maintain safe social distancing.
Many government services and businesses are already operating by phone, and the state is requesting that policy continue where it is possible. They are also encouraging local government employees to wear face masks when interacting with coworkers and the public. You can access the complete guidelines that local offices and agencies, including the judicial and legislative branches, are encouraged to adopt or incorporate here.
Information was also provided on Friday for retail, places of worship, and funeral homes, which have a May 20 resumption date. Those guidelines can be found at the state’s “Healthy at Work” website. Governor Beshear said the state is still drafting requirements for restaurants, salons, and other businesses set to resume operation later this month.

COMMITTEE REPORTS:
Code Enforcement: Steve Teaford reported there are 55 rental – maybe more and 23 vacant homes.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer: Councilwoman Greer reported on the following items:
Green:
• The dogwood has been planted on the Green behind the signature entrance.

• Mike Hayman is trying to locate an Appalachian Redwood to replace the one that died in the western part of the Green. We may have to wait until fall to get a new one.

• A resident emailed the City that the triangle island on Clerkenwell was looking neglected. After I visited the site, I agreed with her concerns. I called Adam Vogelsang to see what work he did on the area. He only cut the grass. He will now start spraying for weeds and remove the dead shrub. I emailed the resident that we will remedy the situation.

• A resident requested (for the second time) that the City maintain the area along Highway 42 directly behind Coach Gate. The resident’s estimate is $5,000. The issue was addressed after the first request. The Council voted no. This is a State highway and we will not maintain it.

• TREE BOARD

• Because of the virus, there will be no Arbor Day this year. We can still get our Tree City status if we meet all the other requirements.

• Two residents purchased trees under the WHAAG program.

• Four of the people who applied for trees under the special program purchased their trees in March. The others will have to wait until November. Hopefully, there will be no drought.

• Ordered green fairy lights to put up on the signature entrance so the Christmas tree can be turned off.

Newsletter – Councilwoman Myers: Councilwoman Myers stated that she is gathering articles for the May newsletter. It is clear that we cannot celebrate the 4th of July with our usual parade and picnic. Our usual vendors and dedicated volunteers have been notified.
Since we have had to cancel Arbor Day and 4th of July events, and Windy Hills’ graduates are missing significant life landmark celebrations, Councilwoman Myers proposed a contact-free event to engage and lift community spirits. Councilwoman Myers made a motion to approve a Graduation Parade, seconded by Councilwoman Spencer, and passed unanimously. Details below:
On May 31, 2020, with the assistance of the Graymoor-Devondale Police, a graduation parade will tour the city, passing by the homes of 2020 high school and college graduates. Participants would ride in their own vehicles and remain in the vehicles. An announcement will be placed in The Windy Hills Breeze to ask families of grads to contact Lisa so the route can be planned. The route would generally begin from Sojourn Church, loop down Ambridge, then Rudy to Hubbards Lane, Brownsboro, Wexford Place loop, back to Rudy.
Community Caring/Welcome to Windy Hills – Councilwoman Spencer: Councilwoman Spencer reported on the following items:
• Community Caring– Sojourn Church Youth Group offered to do grocery store runs and other errands for our seniors during the first flurry of pandemic closures in mid-March. Notices were passed out by Jody Mudd, Stacey Ferris, and me resulting in 8 calls, 3 to just say “thanks” and 4 actual appointments reported back to me. Thanks to Marcia for a great idea to congratulate Grads. I have no clue how many we have other than one on my street.
• Five new residents in March and April total – I have not called on any new residents.
• Kentucky Orchid Society Bench has arrived at Freedom Metals. Cement company may be back on their working schedule next week and piers can be ordered for installation– Also signage for back rail can be ordered.

Finance – Councilwoman Rademaker: Councilwoman Rademaker reported that funds are secure at First Financial Bank by Federal Reserve, the City will continue doing business with them. The City still has approximately $23,000 at Stock Yards Bank.

Public Works – Councilman Blue: Councilman Blue reported:

• Mayor thanked Bruce for quick response on a downed tree
• Car on Two Springs has been handled.
• EcoTech is back to its regular pickup service.
• Checked all street, street signs, and poles.
• Have marked street areas that need repair. We will start working on the bid, as we did last year. Many of the streets may need repaving soon.
• Have identified street lights out and will report to LG&E. Drainage problems will be reported to MSD.
• Received a call from a resident about trimming back bushes at the corner of Ambridge and Westport Rd.

Ordinances/Community Standards – Councilwoman Trachtenberg: Councilwoman Trachtenberg reported to the Tree Board there is a tree on Windhurst/Ambridge that looks dead. I sent out two letters to vacant homes. The Mayor thanked Councilwoman Trachtenberg for attending a virtual Covid19 meeting in her place.

UNFINISHED BUSINESS: None.

NEW BUSINESS: Attorney Hodge read a summary:

First reading of Ordinance No.1 Series 2019/2020 – Ad Valorem Taxes. Councilwoman Rademaker made a motion for approval, Councilwoman Greer seconded, and approved unanimously. No action necessary. Second reading will be at the next Council meeting in June.

First reading of Ordinance No.2 Series 2019/2020 – 2020/2021 Budget. Councilwoman Rademaker made a motion for approval, Councilwoman Greer seconded, and approved unanimously. No action necessary. Second reading will be at the next Council meeting in June.

ATTORNEY’S REPORT: Attorney Hodge reported that the Candidate filing deadline is fast approaching – June 2, for the General Election to be held November 3, 2020.

COMMENTS/QUESTIONS TO THE COUNCIL AS A WHOLE: NONE

Councilwoman Myers moved to adjourn the meeting at 7:56 PM., seconded by Councilwoman Trachtenberg, and the motion passed unanimously.

_______________________ _______________________
Helen M Davis, Mayor Lisa Kraft, City Clerk

The April Council meeting was cancelled due to Covid19.

CITY OF WINDY HILLS

Minutes of Regular Council Meeting

March 9, 2020

The Council and Officers of the City of Windy Hills met at the Sojourn Community Church, 2501 Rudy Lane, at 7:00 P.M.  Mayor Davis called the meeting to order.

ROLL CALL:  The following were present:

MINUTES:

Councilwoman Greer moved to approve the minutes of the February 10, 2020, Council meeting; seconded by Councilwoman Trachtenberg and approved unanimously.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for February 2020 were moved for approval by Councilwoman Trachtenberg, seconded by Councilwoman Rademaker, and approved unanimously.

Councilwoman Rademaker moved to approve the February bills, totaling $34,912.73 and was seconded by Councilwoman Myers.   The motion passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS:  Rick Feldhoff resident at 301 Chelsea addressed his concerns that construction on the “Corn” property was proceeding as there was a crew putting in a culvert and driveway at the entrance into the property.  The Mayor assured them that she is staying on top of any developments as much as she can.

Martha Davis, a resident at 613 Rudy Lane addressed the Council with concern that Sojourn Church had added some turning lanes which were causing some muddy ruts on one side of their driveway at the sidewalk.  She also asked the Council to consider adding a trash can on Hubbards Lane along the sidewalk.  She also stated there are some remains of an old mailbox at 4326 Rudy Lane close to the sidewalk and she would like to see it removed.  She was told that this has been reported to Metro Louisville, as it is on their right-of-way.

MAYOR’S REPORT:  The Mayor read her report as follows:  “Marianne and I represented Windy Hills at the JCLC annual meeting where the featured speaker was the Mayor of Covington.  Marianne, Laura, and I also attended the KLC meeting in Frankfort on February 12, 2020.  While we were in Frankfort, we met with Kandie Adkinson, Office of the Secretary of State Land Office Section to discuss our boundary with St. Matthews.

Update on the “Corn” property – Mr. Marty Pohl sent me a copy of the proposed MSD work on his property.  Tom Davis reviewed the plan and made a couple of suggestions to improve Mr. Pohl’s safety when entering his property. I also shared the proposal with Marcia Myers and Jane Sonntag.  I sent Mr. Pohl a follow-up email that included Tom’s suggestions.

Police Report: There were a total of  101.3 hours.  Radar = 29.3  hours evenly divided between Ambridge and Rudy resulting in 8 warnings on Ambridge and 1 on Rudy, and on several days the fastest speed was only 1 – 3 miles over the posted limit.  Items were stolen out of an unlocked car on Deerfield. One Highfield resident was the victim of identity theft.  She was referred to Metro.

There were 4 houses on house watch with one homeowner using all of the allotted 30 days.

There were 3 parking violations. One fine was paid and I sent a letter to an Indian Ridge resident who had not paid their fine. There was one barking dog warning citation on Waterford.

Grady treated me to tea and we had a very nice 1 1/2 hour discussion.  He brought me up to date on the Metro policing situation.  Metro is short-staffed so the response times will be longer which hopefully will have a minimal impact on our residents since our crime rate is extremely low.  Graymoor-Devondale is planning to raise its hourly rates to $50/hour.

We still have outstanding 2019 taxes and follow up letters have been sent by our city attorney.

After conferring with St. Matthews officials, we have decided to NOT file any paperwork regarding the boundaries with St. Matthews.  The official Secretary of State map which uses Logic is essentially correct.”

COMMITTEE REPORTS:

 Code Enforcement:  Steve Teaford stated there are 55 rental – maybe more and 23 vacant homes.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer:  Councilwoman Greer reported on the following items:

Green:

• The insurance money left over from the trees replaced by the accident was used to purchase three trees that Mike Hayman suggested for the Green. Two have been planted and the dogwood will be planted soon.

Tree Board:

• Arbor Day is Sunday, April 19 from 2-4 and the Tree Board is meeting Tuesday, March 17th to plan it.
• Cheri is sending out letters to people who signed up for trees to inform them that they can get the trees now. These people can pick at a tree at Wallitsch, Ottes, or Plant Kingdom.
• Due to the budget, the resident tree subsidy program has been suspended until the new fiscal year.
• The two trees destroyed on Westport Road have been replaced.
• Linda Miller had to remove a dangerous tree in her yard and has been replaced with a Service Berry Tree at the City’s expense.
• Caroline Westfall examined a tree at 729 Wicklow and has been deemed dangerous. A letter will be sent to the owner telling them to remove it.  She also examined a tree at 719 Wicklow, which is not, but while there noticed that the tree next door needs serious pruning.  The homeowner will have this work done.
• Councilwoman Greer met with Adam Vogelsang asking him to give her an itemized estimate of his costs for the next fiscal year for budgeting purposes.

Newsletter – Councilwoman Myers:  Councilwoman Myers stated that the deadline for the next print newsletter is March 11 with a projected in-home date of March 20.  Included in the newsletter is a schedule for all future Ecotech pickups.  Also included in the newsletter are dates for upcoming Windy Hills events.

Community Caring/Welcome to Windy Hills – Councilwoman Spencer:   In Councilwoman Spencer’s absence, the Mayor reported that there are 3 new residents.  She also reported there will be an article in a future Breeze regarding scams.  Also reported was that the bench for the Green being donated by the orchid society has been ordered.

Finance – Councilwoman Rademaker:  Councilwoman Rademaker reported that even though the rates the City was receiving from First Financial have expired, the City will continue doing business with them.

Public Works – Councilman Blue:  Councilman Blue reported:

• Street light replaced across from Two Springs and Rudy; will have to reset sign.
• Anyone with road, signs, or paving issues to call or email him.
• Place in the Breeze and Newsletter to contact him with any Public Works Issues.
• He thanked Marcia Myers for taking care of Recycling while he was ill.
• He is waiting until warmer weather to begin checking all street, street signs, and poles.
• Will mark street areas that need repair and then bid, as we did last year.
• Unless it is an emergency, he will contact the Mayor before calling Adam with a repair request.
• The bench will be delivered to his warehouse for storage until placement.

Ordinances/Community Standards – Councilwoman Trachtenberg:  Councilwoman Trachtenberg reported that she would like the Vacant Property Ordinance addressed in the newsletter and on the website.

UNFINISHED BUSINESS: None.

NEW BUSINESS:

Upcoming Windy Hills Events:  The Glow on the Green will be moved to the Tuesday after Thanksgiving and the Ice Cream Social will be on October 4.  Councilwoman Greer will look into shredding at the Ice Cream Social this year.

ATTORNEY’S REPORT:  Attorney Hodge reported that the Westport Road Corridor report was available and there is no impact on Windy Hills.

Comments/Questions to the Council as a Whole:   Ralph Williams reported that the Fire Department, Police Department, and EMS were all at the “Lapp” house on Indian Ridge and Brownsboro Rd.

Councilwoman Greer moved to adjourn the meeting at 7:35 PM., seconded by Councilwoman Myers and the motion passed unanimously.

__­_____          __________________                                                ­­­­­_______________________

CITY OF WINDY HILLS

Minutes of Regular Council Meeting

February 10, 2020

The Council and Officers of the City of Windy Hills met at the Sojourn Community Church, 2501 Rudy Lane, at 7:00 P.M.  Mayor Davis called the meeting to order.

ROLL CALL:  The following were present:

MINUTES:

Councilwoman Greer moved to approve the minutes of January 10, 2020, Council meeting; seconded by Councilwoman Trachtenberg, and approved unanimously.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for January 2020 were moved for approval by Councilwoman Trachtenberg, seconded by Councilwoman Greer, and approved unanimously.

Councilwoman Trachtenberg moved to approve the January bills, totaling $38,267.46 and was seconded by Councilwoman Rademaker.   The motion passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS:  None

MAYOR’S REPORT:  The Mayor read her report as follows:  “We are still working on collecting the outstanding 2019 property taxes.  There are 33 outstanding balances with five accounts dating to 2015, 17, and 18.  The total outstanding taxes are $10,442, but this does not include penalties and interest.   We have collected about 1/3 of the delinquent taxes.  Liens will be filed in March.

Police Report: There were 119 hours of Police support reported during January. There was an increase in house watch to four homes but most of the time was attributable to two of the homes.  Police spent 25 hours in checking just one house. Both of these homes have met the annual one month a year patrol.  The police had one domestic run backing up Metro police.

Radar monitoring and parking ticket enforcement of 98 hours resulted in 0 parking citations, 2 speeding citations on Ambridge and one on Rudy, and 8 warnings for speeding on Ambridge.  I had contacted Grady twice in January because of residents’ complaints about overnight parking issues.  I contacted him again this week to let him know that I expected a prompt remedy to my concerns. We continued targeted overnight patrol on Two Springs but have stopped the targeted enforcement since there have been no issues for the last 2 months.

Per last month’s Mayor’s report, we have adopted the updated proposed project form.

Many of our residents may have noticed the water main leak at the entrance of Wexford Place.  The signature Wexford Place entrance was built on the water company right-of-way.  A major leak was reported in December and the Water Company sent a crew to fix it in mid-January.  The crew was getting ready to tear down the brick entrance on the west side of Antrim.

I was able to get the Water company to agree to stop the work and try to find another solution.  Thanks to Mark Madison, our city engineer,  the WC made a couple of accommodations that were acceptable to the homeowner and the WC agreed to reroute the waterline around the Wexford entrance.  The homeowner signed the paperwork to fix the water main break and reroute the line so it will not impact the entrance.

This change has saved Windy Hills tens of thousands of dollars.  I am thankful that the situation was resolved so well.  We were really lucky since we didn’t have any legal right to force a change in the water line location.  I want to thank Bruce Blue, Steve Teaford, and Mark Madison for helping me resolve this issue.

I have been working with the Secretary of State’s office and the City of St. Matthews to clear up boundary discrepancies between the two cities.  I spent a lot of time “dumpster” diving through our city files and records, talked to multiple individuals, and I am trying to resolve our boundaries without costing us any money.  I have an appointment on Tuesday with the director of the city mapping office.

I filed our 1099s with the IRS and sent copies to the individuals.  I reported last month that I prepared and filed our UFIR. I am pleased to say that the 1099 filing through QuickBooks cost only $14.99 and the UFIR was free.  Last year we paid our accounting firm $845 to handle this.

A contingent of Windy Hills officials will be going to Frankfort on February 12 to attend the KLC legislative meetings.

The Federal Reserve has updated our First Financial account of Pledged holdings that back up our accounts.”

COMMITTEE REPORTS:

 Code Enforcement:  Steve Teaford was absent and the Mayor reported that he is working on the Rental property registrations.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer:  Councilwoman Greer reported on the following items:

Green:

• She is meeting with Mike Hayman to arrange the planting of the two trees (Green Point Juniper and Ogden Zelkova) on Westport Rd. and the planting of the Magnolia Fringe Tree and Parrotia Trees on the Green. She stated Councilman Blue is going to try to pick up the Juniper and Zelkova at River Farm Nursery in Oldham County and the other trees will be delivered by White Hall.

Tree Board:

• Cheri Silvey-Slusher is out of town, therefore there was no Tree Board Report.
• She has emailed Caroline Westfall to evaluate two trees on Wicklow that seem to be in decline. They are located at 719 and 729 Wicklow.

Councilwoman Greer made a motion to approve up to $1,000 for the Green to plant Fringe, Parrotia, and Dogwood trees.  Her motion was seconded by Councilwoman Rademaker and passed unanimously.

Newsletter – Councilwoman Myers:  Councilwoman Myers was absent, but the Mayor read her report as follows:  She reported that the Breeze edition of the newsletter was sent on January 23 and opened by 412 residents which compared to November when we sent 697 newsletters and 357 were opened.  Therefore, the number of subscribers and the number opened have both increased.  She stated she would like to see an increase in the number of subscribers which will benefit the residents by getting information out to more residents on a timely basis.  The next deadline for the print newsletter is March 11 with the goal of having it in homes by March 20.

Community Caring/Welcome to Windy Hills – Councilwoman Spencer:   Councilwoman Spencer reported that there are 4 or 5 new residents depending on whether one of the properties (in Kirkwood Glen) is in Windy Hills.  She also reported that 152 residents registered for the Apple Watch drawing.  Julia Ising’s name was pulled and the watch was sent to her via her husband who was in attendance.  She also reported the donors of the Orchid Society bench gave her a check for the City to use as a deposit for a bench on the Green.

Finance – Councilwoman Rademaker:  Councilwoman Rademaker reported that the City has been receiving the Municipal Insurance Premium Tax checks.

Public Works – Councilman Blue:  Councilman Blue reported that he is:

• Evaluating the 2020 road and sidewalk repairs.
• Evaluating the street signs for reflectivity compliance.

Ordinances/Community Standards – Councilwoman Trachtenberg:  Councilwoman Trachtenberg reported that she is updating documents.

UNFINISHED BUSINESS: None.

NEW BUSINESS:

Bench on the Green:  Councilwoman Spencer presented a Project Proposal for a Bench on the Green, donated by the Orchid Society.  She stated the anonymous donor has presented the City with a check in the amount of $750 for a deposit of one half of the cost of the bench.  Councilwoman Spencer made a motion to accept the $750 check as a down payment for the bench and for the Council to move forward and order the bench.  The motion was seconded by Councilwoman Greer.  During the discussion, Councilwoman Rademaker asked if the donor was aware that the total cost was $4 – $5,000 and whether they had agreed to pay the full amount. Councilwoman Spencer stated that they were aware and would be responsible for the total cost of the bench, delivery fees, plaque, and any other fees that may be associated with this bench.   Councilwoman Rademaker stated she would prefer that the donors pay the full amount in advance before the bench is ordered.  The motion passed with the following vote:  3 Ayes – Councilwoman Greer, Councilwoman Spencer, and Councilwoman Trachtenberg.  1 Nay – Councilwoman Rademaker.  2 Absent – Councilman Blue and Councilwoman Myers.

Good Neighbor Award:  Councilwoman Greer made a motion to present a Good Neighbor Award at the next meeting and was seconded by Councilwoman Trachtenberg.  The motion passed unanimously.

ATTORNEY’S REPORT:  No report.

Comments/Questions to the Council as a Whole:   None

Councilwoman Greer moved to adjourn the meeting at 7:34 PM., seconded by Councilwoman Trachtenberg and the motion passed unanimously.

__­_____          __________________                                                ­­­­­_______________________

CITY OF WINDY HILLS

Minutes of Regular Council Meeting

January 13, 2020

The Council and Officers of the City of Windy Hills met at the Sojourn Community Church, 2501 Rudy Lane, at 7:00 P.M.  Mayor Davis called the meeting to order.

ROLL CALL:  The following were present:

MINUTES:

Councilwoman Greer moved to approve the minutes of the December 9, 2019 Council meeting; seconded by Councilman Bruce and approved unanimously.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for December, 2019 were moved for approval by Councilwoman Trachtenberg, seconded by Councilwoman Myers, and approved unanimously.

Councilwoman Myers moved to approve the December bills, totaling $52,341.93 and was seconded by Councilwoman Trachtenberg.   The motion passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS:  Resident Tom Grant addressed the Council with his comments on parking his RV in his driveway. He feels he is being penalized for having a corner lot and now has to pay to have his RV stored when it’s not in use.  He was approved to park it in his drive for a few days when loading and unloading.

MAYOR’S REPORT:  The Mayor reported that we are still working on collecting the outstanding 2019 property taxes.  There are 45 outstanding balances with a couple dating to 2015.  The total outstanding taxes are $15,662.81 but this does not include penalties and interest.  She updated the current delinquent tax letter and Sandy will be sending out notices to the delinquent homeowners.

Police Report: Grady was out of town on vacation so she was giving the December and January reports.   December: there were 104 hours of Police support reported during November. House watch increased during November. There were 4 houses that consumed all of the house watch hours.

Radar monitoring and parking ticket enforcement of 98 hours resulted in 0 parking citations, 3 speeding citations on Ambridge and one on Rudy, and 3 warnings for speeding on Ambridge and one on Rudy.   Based on residents’ complaints, Windy Hills continued the targeted overnight patrol on Two Springs.  There were two complaints about a barking dog on Brookview.  A homeowner on Antrim and Waterford complained about 8 – 10 cars driving past his house. There was a car break-in on Wicklow.

January report:  There were 102 hours of police activity during December. There was one house on house watch.  The targeted patrol was continued on Two Springs, there was a possible rabid raccoon on Bonfire and Fish and Wildlife was called. Radar on Ambridge resulted in 3 warnings, two citations, and one arrest.  Rudy radar resulted in one warning. There was a stalker incident that also involved Metro police. There was a welfare check  but the resident was fine.

The Mayor completed  and filed the City Official update  and UFIR 2019 forms with the state.  She spent about 45 minutes talking to a resident who had sent an email inquiry about our current and past surpluses.  He said that he appreciated the detailed information and our financial transparency.

She explained that our elected and appointed officials had in the past covered many expenses out of their own pockets and gave him the examples of mileage, office supplies, etc.  She told him that in administering the finances, that she was trying to ensure that the  actual operating costs of all approved projects were known in advance and expended to the City.  She reported that it is important that the residents know the true cost of operating the City because future elected and appointed officials may not choose to subsidize the City.

He also asked whether we used “zero based” budgeting.  She told him that it was impossible to have an entire zero based budget because we have some fixed expenses including the  LGE electric bill for our lights, sanitation, and police. Other budgeted expenses are variable and fluctuate based on the situation that would include road maintenance, city beautification, etc.

This discussion also led her to reflect on “best practices” and how we can strive to improve our procedures.  The Council voted several years ago to use a form for all proposed projects.  She “tweaked” this form and printed copies for everyone.  She would like everyone to review the forms and discuss the updates at the February caucus meeting.

She also stated that we received an updated notice from the Federal Reserve regarding our First Financial account balance.

COMMITTEE REPORTS:

Code Enforcement:  Steve Teaford asked if there were any questions/comments pertaining to his report for December.  There were no comments.  He also reported that the rental registrations should be received by the end of the month and commented that Councilwoman Trachtenberg found a new one.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer:  Councilwoman Greer reported on the following items:

Green:

• She talked with Mike Hayman about supervising the pruning of the trees on the Green. He will get with Adam Vogelsang.  She also reported that will be three trees planted on the Green – a Fringe tree as a memorial tree and another Parrotia will be planted north of the bench across from the shopping center to provide shade.  She stated we are replacing a tree near Brownsboro Rd., that died, with a Venus Dogwood.

Glow on the Green:

• She will investigate hiring another company to install the holiday lights next year.

Westport Road Trees:

• We will be replacing the two trees that were destroyed on Westport Rd. 

Newsletter – Councilwoman Myers:  Councilwoman Myers reported that the print edition of the newsletter was published and mailed during the 3rd week of December.  It included the audit report and Code Enforcement update.  The challenges for this issue included the volume of business our printer had due to the holidays and being focused on our newsletter.  She proposed that the December 2020 edition being sent out in January as a “winter” edition.  This will include the newly elected Council and give the residents more time to read it since it won’t be during the holiday rush.  She also stated that the Council should consider not sending a Breeze every month if there is not enough “news” worthy information.  She also stated that Eco-tech did not pick up on the dates that were published, creating a distrust of city communications and dissatisfaction with waste services.  She would like Eco-tech to provide a calendar and share the cost of a special mailing.  Councilwoman Myers also reported that she is working on a communication policy document for the Council to consider and should have something for the Council to review in March.  She also thanked the newsletter editorial team.

Community Caring/Welcome to Windy Hills – Councilwoman Spencer:   Councilwoman Spencer reported that there are 5 new residents.  She also reported that 154 residents registered for the Apple Watch drawing.  There will be 1 winner drawn and two alternatives (in case the winner is not qualified to win).  She also reported that the lamp post decorations have been removed and stored with Adam Vogelsang.  She has purchased more garland.  She stated she is working on an updated map of the Green.  She also stated the donors of the Orchid Society bench will be sending in a check for the bench.

Finance – Councilwoman Rademaker:  Councilwoman Rademaker reported that she is working on an Investment Policy for the City.

Public Works – Councilman Blue:  Councilman Blue reported:

• Evaluating the 2020 road and sidewalk repairs.
• Ecotech has been picking up garbage before the stated contract time of 7:00 am and he will talk to them about this issue. He also stated some dates Ecotech gave out were not correct and will check into this as well.
• There was a drainage issue on Victoria Place that has been corrected.
• He reported that some people are using the incorrect containers for trash and recycle.
• LG&E is not fixing the issues he has reported on a timely basis.
• He has received a list of KLC seminars and will schedule to attend some.

Ordinances/Community Standards – Councilwoman Trachtenberg:  Councilwoman Trachtenberg reported that she is working with Steve to identify the rental and vacant properties.

UNFINISHED BUSINESS: None.

NEW BUSINESS: Resolution No. 3, Series 2019-2020 – Definition of Vacant Property.  Councilwoman Greer made a motion to have the Resolution read by Attorney Hodge and was seconded by Councilwoman Spencer.  The motion passed unanimously.  Attorney Hodge read Resolution No. 3, Series 2019-2020 into record.  Councilwoman Greer made a motion to adopt Resolution No. 3, Series 2019-2020 and was seconded by Councilman Blue.  The Resolution was adopted by unanimous vote.

ATTORNEY’S REPORT:  No report.

Comments/Questions to the Council as a Whole:   Doug Maurer asked who he needs to contact regarding storm drains.  Mayor Davis told him she would give him the contact information.  Tom Grant asked about the resident tree program and Councilwoman Greer gave him the information for that program.

The drawing for the Apple Watch was held.  Miss Hannah Vogelsang was asked to pull the winning and two alternate tickets.  The winner of the Apple Watch was Julia Ising.

Councilwoman Greer moved to adjourn the meeting at 7:44 PM., seconded by Councilwoman Trachtenberg and the motion passed unanimously.

__­_____          __________________                                                ­­­­­_______________________

CITY OF WINDY HILLS

Minutes of Regular Council Meeting

December 9, 2019

The Council and Officers of the City of Windy Hills met at the Sojourn Community Church, 2501 Rudy Lane, at 7:00 P.M.  Mayor Davis called the meeting to order.

ROLL CALL:  The following were present:

MINUTES:

Councilwoman Greer moved to approve the minutes of the November 11, 2019 Council meeting; seconded by Councilman Bruce and approved unanimously.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for November, 2019 were moved for approval by Councilwoman Rademaker, seconded by Councilman Blue, and approved unanimously.

Councilwoman Myers moved to approve the November bills, totaling $52,984.10 and was seconded by Councilwoman Trachtenberg.   The motion passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS:  Resident Jim Ising thanked the officials, staff and volunteers for a great year.

Andy and Jane Sontag of 4417 Westport Rd. addressed the Council with concern about cars that miss the curve driving on Westport Road and coming onto their property and some ending up in their pond.  They fear there could be a fatality due to a car going into their pond.  They asked if a fence could be built to keep cars from ending up in their pond.  The Mayor pointed out that Westport Road is a state road and any changes done along the road would have to be approved through the state.

MAYOR’S REPORT:  The Mayor reported that the City is still collecting taxes.  She sent notices to six residents who paid the discounted rate after the deadline, stating their balance due and the deadline of January 1, 2020.  Progressive Insurance sent the City a check to cover the trees and damage from the accident at Foeburn and Westport Rd.

Police Report:  Chief Throneberry was out of town so she will give the November report in January.  This is the October report – 118 hours of Windy Hills police support, of which 3 hours were spent on house watch (a significant reduction from previous months).  98 hours of radar and parking monitoring resulted in 2 parking citations, 3 speeding citations, and 6 speeding warnings.  There was an increased overnight patrol on Two Springs – based on residents’ complaints.  A suspicious man reported on Indian Ridge was actually an older gentleman wearing an allergy mask.  Also a missing cat was reported.  Suzanne Spencer contacted the police twice about IRT activity – there was  a car stolen on Two Springs (Metro police filed a report and Graymoor-Devondale is assisting).  The Mayor sent out follow up notices to individuals who have not paid their parking fines.  The Council needs to decide on what to do about delinquent fines.  The unpaid parking fines will be referred to our inter-local appeals board.

She also reported that she has completed the City Official update form and asked the Council to verify their information so that she can submit it.  She also completed the 2019 UFIR form and will file it with the state.

She stated that we received a notice from the Federal Reserve with the updated First Financial account balance. We listened to a presentation from the KLC Investment Pool Advisers at our Friday caucus meeting.  We will review the proposal in January 2020 for action at that time.

She ended her report with thanking everyone for their help with Glow on the Green. Everybody had a great time.  She appreciated everyone on the council’s help.

COMMITTEE REPORTS:

Code Enforcement:  Steve Teaford asked if there were any questions/comments pertaining to his report for November.  There were no comments.  He also reported that there are 49 rental and 8 vacant homes.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer:  Councilwoman Greer reported on the following items:

Green:

• Kentucky Tree advises that the Christmas tree lights be removed as the tree is growing over the wires and the tree could die. She will consult with Mike Hayman and Caroline Westfall to see if this is a problem.  It would be a tremendous expense.

Tree Board:

• The winner of the 2018 Arbor Day tree got his tree. Caroline Westfall is going to send two corrected letters to the homeowners with the dangerous trees.

Glow on the Green:

• Mike O’Brian said that he can get us a Bluegrass-type band for the Ice Cream Social and Metro would pay for it.

Westport Road Trees:

• The insurance company is sending a check to cover the damaged trees and replacement. She will talk to Mike Hayman about obtaining the new trees.

Newsletter – Councilwoman Myers:  Councilwoman Myers reported that The Breeze was delivered to 703 people in November; 51% opened (our average being 46% and national average is 37%).  The December newsletter will be a print edition – a year-end wrap up edition.  Deadline is Wednesday, December 11th with “in-home” delivery target date of December 20th. The next print edition will be March 2020.  She reported on the Community Impact – Mailings reach 1200 homes, Digital communication reaching 700 homes – actual impact is 350 who open.  Alerts – equally small number, likely the same digital-comfortable residents.  Currently no way to effectively reach all residents quickly.  She asked the Council to think about: Opportunities to increase the number of e-mail addresses, use of contact, digital access – don’t overuse, and consider ways to communicate with non-digital residents.

Community Caring/Welcome to Windy Hills – Councilwoman Spencer:   Councilwoman Spencer reported that there are 3 new residents.  She also reported that an Apple Watch has been donated and will be given away to a resident who is 55 years old or older.  The drawing will be at the January Council meeting.  She has prepared a newsletter story with instructions on how to register for the drawing.  She thanked Mr. Dan Schusterman, his son, Richard, and Best Buy for donating the Apple Watch.  She reported that a plaque to honor Adam Volgelsang’s father has been installed on the Green and the Ellerkamp plaque has been moved out from under the tree.  She thanked Kim Robarts, Lesley Ferrish and Ro Van Vorren for their help with the Christmas Decorations.  The decorations were installed the day before and morning of Thanksgiving.  She reported she is well under budget for decoration supplies and will purchase more while they are on sale.

Finance – Councilwoman Rademaker:  Councilwoman Rademaker reported that a CD came due and the money was placed in First Financial Bank, since their rates are higher.

Public Works – Councilman Blue:  Councilman Blue reported:

• Repair has been made on pavement on the bridge on Rudy Lane.
• A light pole on Two Springs Place was damaged and he has notified LG&E.
• A light pole on the Green has been damaged and he has notified LG&E.
• He purchased caution tape and has extra if anyone has a need for some.
• He is working on a review of the sidewalks to see where they need to be repaired.
• He received notice that a light pole at Victoria Place and Brownsboro Rd. has been knocked down and he will look into it for repair.
• He also reported that some residents on Two Springs have inquired about a Neighborhood Watch. Councilwoman Rademaker stated that she had tried to head up a similar program with little interest.
• He reminded everyone that Yard Waste is now every other week through February.

Ordinances/Community Standards – Councilwoman Trachtenberg:  Councilwoman Trachtenberg reported that she is working with Steve to identify the vacant houses.

UNFINISHED BUSINESS: None.

NEW BUSINESS: None

ATTORNEY’S REPORT:  Attorney Hodge reported that he will be working with Steve Teaford on vacant properties.

Comments/Questions to the Council as a Whole:   None.

Mayor Davis thanked everyone for their support during her first year in office.

Councilwoman Greer moved to adjourn the meeting at 7:34M., seconded by Councilwoman Rademaker and the motion passed unanimously.

__­_____          __________________                                                ­­­­­_______________________

CITY OF WINDY HILLS

Minutes of Regular Council Meeting

November 11, 2019

The Council and Officers of the City of Windy Hills met at the Sojourn Community Church, 2501 Rudy Lane, at 7:00 P.M.  Mayor Davis called the meeting to order.

ROLL CALL:  The following were present:

MINUTES:

Councilwoman Greer moved to approve the minutes of the October 14, 2019 Council meeting; seconded by Councilman Bruce and approved unanimously.

FINANCIAL REPORTS, APPROVAL OF BILLS:

The financial reports for October, 2019 were moved for approval by Councilwoman Rademaker, seconded by Councilman Blue, and approved unanimously.

Councilwoman Rademaker moved to approve the October bills, totaling $70,663.48 and was seconded by Councilman Blue.   The motion passed unanimously.

AUDITOR’S REPORT:  Debbie Stumler, an auditor with Bechtler, Parker & Watts, presented the 2018/2019 audit to the Council.  She reviewed the financial statements and highlights in depth.  After she presented the review of the audit she asked for and answered all questions from the Council.  Councilwoman Rademaker made a motion to accept the 2018/2019 Audit.  Her motion was seconded by Councilman Blue and passed unanimously.

RESIDENTS’ COMMENTS/CONCERNS:  None

MAYOR’S REPORT:  The Mayor reported that on October 24, she and Councilwoman Greer attended the KY Public Service Commission sponsored program on Pipeline Response and Mock Line Strike Event.   She stated that it was very beneficial and information from the seminar will be in a newsletter article.  The Mayor also reported that William Seifrit, VP of PNC, who is managing the KLC investment pool, will be attending the December caucus meeting.  If the City decides to explore this option, an inter-local agreement with the KLC will need to be signed.  It will not commit us to placing funds with them but it does give the City an option.

She also reported that she spent many hours analyzing the finances and creating the 2019 audit MDA.  She thanked Debbie Stumler for presenting the 2019 audit at the meeting.  She stated that based on some of the auditor’s comments, she has made some changes in the office operations and is researching having an outside firm handle the payroll operations.  She thanked the City of St. Matthews staff for sharing their insight and expertise in this area.

She stated that 95% of the taxes have been collected and thanked Councilwomen Rademaker and Greer for their help in the process.

She talked about a Mayor and City Clerk’s handbook, stating that the KY Municipal Clerks Association will help with the clerk’s handbook and Councilwoman Trachtenberg will assist in updating the City Clerk’s manual.

She also reported that Councilwoman Greer will be reporting, in more detail, about the trees that were damaged in an October 31 accident.  She has been working with Officer Jones with Graymoor/Devondale to make sure we have a police report and can follow up with the insurance company.  She has filed a claim with the insured’s insurance company and an adjuster has been assigned and will contact her in the next few days.

There was no police report due to Chief Throneberry’s vacation.  She will give the report in December.

COMMITTEE REPORTS:

 Code Enforcement:  Steve Teaford asked if there were any questions/comments pertaining to his report for October.  There were no comments.  He also reported that there are two driveways out of compliance.  After he contacted the homeowner in Kirkwood Glen, they mailed in the application and their driveway complied with City requirements. Councilwoman Greer made a motion to waive the penalty for mailing the application late.  Her motion was seconded by Councilwoman Myers and passed unanimously.  Councilwoman Rademaker made a motion to enforce the fines for the homeowners of the driveway on Wexford Place (due to them not mailing in the application after being contacted).  Councilman Blue seconded the motion and it passed unanimously.

City Maintenance/Windy Hills Green/Tree Board – Councilwoman Greer:  Councilwoman Greer reported on the following items:

• Arborist Westfall advised that, due to the drought, there should be a delay in planting the trees that the Tree Board had awarded to 15 lucky residents. Cheri Silvey-Slusher will send a letter to the 15 homeowners with a list of acceptable trees and nurseries from which they can choose. The homeowner will pay for the tree and bring the receipt for reimbursement.
• Bids will be coming in concerning removal of 5 trees and their stumps on Ambridge that were declared to be in serious decline by arborist Westfall.
• Arborist Westfall suggested that the plaque for the Ellerkamp tree on the Green be moved further out and mulch added. She also pointed out that this plaque will have to be moved every few years as the tree gets wider.
• An SUV drove off the road at Foeburn and Westport Rd. on Oct. 31 and knocked down two of the trees Mike Hayman planted. Pictures were taken of the damage.  Greenhaven is sending a written estimate of the value of the trees.  Mike Hayman has another Zelkova and an evergreen to replace them with.  The owner of the car has been contacted and the insurance company will cover all the expenses including the removal of the dead trees, filling in the divots made by the wrecker, and the new replacement trees.
• The Glow on the Green will be held on Sunday, December 1. Councilwoman Greer reported that she has contacted the accordion player, Ballou’s for the cider container, and Kentucky Tree to fix the lights on the tree.  She has purchased 20 strands of 100 lights and 8 strands of 50 lights as starters.  She will ask Brownsboro Hardware to lend us tables and fire pits.  She is contacting our Metro Councilwoman to request money to pay for the accordion player as they have in the past.  She will also purchase cookies and cider closer to the event.

Newsletter – Councilwoman Myers:  Councilwoman Myers reported that Breeze was delivered to 606 people in October and stated the deadline for the next Breeze would be on Wednesday.  The deadline for the print copy of the newsletter will be December 11.

Community Caring/Welcome to Windy Hills – Councilwoman Spencer:   Councilwoman Spencer reported that there are 2 new residents.  She also reported that she and her committee are working on the light post decorations.  She stated she is running out of storage space.  She also reported that there were no takers for the November 8 Sojourn volunteer day.  She had one person ask for snow removal help in the event of snow, but she didn’t know how that would work.  She will have an article on safety pointers for “seniors” in the newsletter.

Finance – Councilwoman Rademaker:  No report.

Public Works – Councilman Blue:  Councilman Blue reported:

• The residents of Greenbriar and Old Farm have asked for the circle to be taken out and landscaped. Councilman Blue reported that he will inform them that the Council will approve up to a limited amount of funds for this project.
• A hanging limb has been removed from Rudy Lane.
• He is walking the sidewalks to note which ones need repair work done on them.
• He is reporting to LG&E that a tree on their property needs to be taken down on Foeburn.
• He attended the JCLC October meeting and found it to be very informative.

Ordinances/Community Standards – Councilwoman Trachtenberg:  Councilwoman Trachtenberg reported that the census information was sent.  She is looking into Police protection alternatives.  She also reported she will be working on the City Clerk manual.

UNFINISHED BUSINESS: None.

NEW BUSINESS: None

ATTORNEY’S REPORT:  Attorney Hodge reported that there is currently National Opiod litigation going on and the City could get at least $500.  He feels the City would qualify because of our past contributions made to some related organizations.  He also reported that the Waste Management appeal to the Supreme Court is ongoing and no decision has been made.  He stated he returned the garnishment check the City received in error and that there is a Westport Road corridor hearing coming up and will report on that at a later date.

Comments/Questions to the Council as a Whole:   Bids for the Greenbriar project will not be considered until July 2020- after the Budget has been approved.

Councilwoman Greer moved to adjourn the meeting at 7:37M., seconded by Councilwoman Myers and the motion passed unanimously.

__­_____          __________________                                                ­­­­­_______________________