2) Recognize any Visitors Mayor Hancock recognized the visitors.

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1 CITY OF INDIAN HILLS CITY COUNCIL MEETING Minutes of Regular Meeting Louisville Boat Club 4200 River Road (40207) 6:00 p.m. PRESENT: Mayor: Council: Chip Hancock Sandra K. Carroll Joel Deming Frank Doheny Laura Dunbar James Giesel Stephen Gruebbel Bruce Madison Thomas O. Eifler, Sr. (Absent) Lee Garlove (Absent) Attorney: Finn Cato Public Works: Jim Graven Police Chief: Kelly Spratt City Clerk: Donna M. Sinkhorn City Treasurer: Robin Roberts Visitors Address Purpose Michael Hayman 2548 Seneca Dr. Trees Bob Astorino 130 Council Rd. Proposed Tree Program Mary Ann Thornton 214 Sequoya Rd. Trees Amy Wisotsky 5210 Moccasin Trees LuAnn George 131 Council Road Observe 1) Mayor Hancock called the Meeting to order at 5:59 p.m. 2) Recognize any Visitors Mayor Hancock recognized the visitors. The Tree Program Proposal was presented by Bob Astorino, Mary Ann Thornton and Amy Wisotsky, all residents and members of the Indian Hills Tree Committee (IHTC) made up of two dozen or so volunteers, with a few questions answered by Michael Hayman, an arborist who headed tree programs for Seneca Gardens and St. Regis Park; he will be IHTC s arborist consultant. A summary of the 25 minute presentation follows:

2 Mr. Astorino: , IHTC formed; goal is to protect & enhance tree canopy , worked with a Louisville arborist; greatest opportunity to enhance the canopy is on private property. Arborist also gave two reports on two public areas in the City; IHTC gave to Mayor small cities have tree programs; Northfield giving $30,000 grant for their City s tree program; IHTC program, much smaller scale so not to overreach their capacity. 4. A diversity of specimens will be planted; not all Water Maples or all Ashes. 5. Trees help reduce cost for energy, help control erosion. Enhancing canopy ensures it for next generation. Ms. Thornton: 1. Seneca Gardens, several trees destroyed by tornado. Mike Hayman, with City and community support, planted 1,500 trees over 30 years. IHTC hoping for City s support. 2. IHTC has worked hard in putting a program together; will work hard to make it successful. 3. In response to Councilman Doheny s question, Ms. Wisotsky replied the City of Northfield supports trees on private property. Ms. Wisotsky: 1. The IHTC will reach out to all four sections of City; no pressure, totally voluntary; process totally transparent. 2. Residents fill out applications; drawing will be equitable distribution among the four areas. 3. Several forms of messaging: a) Indian Hills Post but not real time, it comes out six to eight weeks later; b) Facebook page; c) possibly post it on City of Indian Hills website; and d) IHTC will hand deliver the information and the application to each and every homeowner. 4. In response to Councilman Madison s question, Ms. Wisotsky stated it will be told upfront there will be only X number of trees that will be divided equitably among the four sections through a drawing. 5. Ms. Thornton commented trees are designated for the front yard. Goal is to establish a canopy for the City. 6. Ms. Wisotsky: Residents may reapply next year if they do not get a tree this year. 7. Councilman Deming: What would be the cost to our residents and to the City? Mr. Astorino: 1. Drawing is for a two-inch diameter tree for half the price of the tree. 2. Program not a charity program; it is a partnership with the homeowner. 3. Five specimen species of trees designated that will do well in City s environment; only 20 trees available. 4. If resident is interested, IHTC will go to resident s property to evaluate the hours of shade, etc., and will tell the resident which of these species will work best for them; will show resident a picture of what the tree looks like when it is mature; have them fill out a form to enter the blind drawing. 5. Each section will have its own cup. Names are drawn from each cup until they run out of names in a cup. 6. By making homeowner a partner, investing a little bit of money, chances are he/she will take care of his/her tree. 7. Price includes: a) tree; b) nice deer fencing placed around the tree; c) a water bag on the tree along with specific instructions of how it works. IHTC will fill up the water bag the first time. 8. First year, total cost is $6,250 of which they ask the City of Indian Hills $3,125; they will ask Metro Louisville District 7 Councilwoman Angela Leet for a matching grant % of the money to go to cost of trees and related materials; rest is for professional fees for an arborist. 10. On each tree there will be two tags; one with the Indian Hills crest and one with Metro Louisville s crest acknowledging Indian Hills and Metro District 7 supported this. 11. In response to Mr. Cato s question, the trees will be from a nursery in Shelbyville. 12. In response to Mr. Cato s question, Mr. Hayman stated they will be healthy trees that will be planted directly. For a guaranty, the nursery charges a lot more money; insurance will double the cost of the tree. 3) Minutes Mailed (a) July Minutes On page 2, Sprinkler System, in response to Councilman Gruebbel s question, Mr. Graven confirmed 3 pipe should be 3 pipe. Councilman Gruebbel moved to 2

3 approve the July minutes as amended; seconded by Councilman Deming; motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) 4) Committee Reports Mailed (a) Finance and Budget Report Dunbar 1. Financials & Approval of Bills (City & Police Disbursement Details-July) City Treasurer & CPA, Robin Roberts, informed the Council her report contains a comparison of the prior fiscal year as well as the annual budget. All the statements now include the adjustments that were made in advance of the auditors coming in. The auditors are currently performing audit work for the City; everything is going fine. They are expecting to present the audit draft at the September meeting. In response to Councilman Deming s question, Ms. Roberts stated she was surprised that insurance fees were down in fiscal 2017 because they had been increasing every year. The auditors will send a confirmation for the amount that the City should have received in insurance fees, so she plans to follow-up regarding the reasonableness of the confirmed amount to see if there is a significant difference. Ms. Roberts stated insurance fees were considerably down; park and landscaping were up because Mr. Graven had a lot of extra work done in fiscal 2017 that was discussed throughout the course of the year. Professional fees were up as previously discussed and we now have Ms. Sinkhorn budgeted in for professional fees so that should not run over budget in fiscal Actual interfund transfers between the General Fund and the Road Fund in fiscal 2017 were only $200,000 of the $250,000 budgeted because there was not a need for additional money in the Road Fund by fiscal yearend. On the July financial statement, first three columns (budget) are exactly the same as the second three columns (year to date budget) since it is the first month of the new fiscal year. The General Fund net loss was $2,225 less than budgeted. The Road Fund was $2,289 to the better. The only Road Fund expenditure this past month was the lighting. The $179,000 bill for paving will be coming through in August which will be recorded as infrastructure. An interfund transfer will be made from the General Fund to the Road Fund prior to payment of the Flynn Brothers invoice. The Police Budget, the actual is $7,557 to the better as far as what was forecasted in that month; the actual net loss was $5,896. We are performing better than budget overall. Mayor Hancock stated, at the last meeting it was discussed how Ms. Sinkhorn s income would be reported. After discussing it with Ms. Roberts, it was our decision to continue to treat her as subcontract labor rather than as an employee. Councilman Doheny moved to approve the City and Police Disbursement Details for July; Councilman Giesel seconded; motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) 2. Tax Update & Delinquents Mayor Hancock reported there are just a few delinquencies; penalties and fees are being added. (b) Public Safety Report - Doheny & Spratt & Garlove Councilman Doheny reported being contacted by Mockingbird Valley Councilman Mark 3

4 Corbin. They want to talk about getting back under the protection of Indian Hills Police and asked if Indian Hills would be interested. Councilman Doheny said they would talk to them about it and would get some numbers together. Councilman Doheny has received from the residents of Council Road a signed statement stating they are in favor of a speed hump. Council Road has only 10 houses and gets only a fraction of the traffic that Westwind gets. Can it be handled by traffic enforcement rather than a speed hump? Councilman Doheny suggests to the Mayor to form a committee to come up with guidelines/a policy for speed humps. Chief Spratt will do a short term traffic count, sporadic checks and track the traffic speed. In response to Mayor Hancock s question, Chief Spratt, Mr. Graven, Councilmen Madison and Doheny will serve on the committee addressing speed humps. Chief Spratt stated there have been significant, sporadic break-ins occurring in the City. The break-in that occurred in July matches several others that have occurred where residents are out of town for one to three days and their homes are being burglarized during that time. They continue to work on these cases and will keep the Council up to date. Discussion. (c) Public Works & Building Graven & Madison Jim Graven, Public Works Director, gave the following report: Paving Flynn Brothers did a great job; got a lot more done for the money; and compliments about their crews were received. Octoberfest Everything is coming together. He has had some requests to change the menu to a barbecue-type atmosphere; looking at the same amount of dollars maybe a little less. Plantings All the new trees at entranceways and all the new beds made it through the July heat; spent extra time watering and not one tree was lost this year. Cave-in - On Merrick, the right side of the road is sliding which means a patch was not sealed properly. Mr. Graven has called MSD and the water company. Both say it is not their problem. Mr. Graven will have Flynn Brothers send a repair crew to dig it up, find out if there is a leak or drainage issue and go from there. Chenoweth Lane (next to shopping center) Chief Spratt received a call about a hole in the road so he called MSD. After Mr. Graven called them two more times, MSD came and placed a plate on it but he has heard nothing further. He will stay on them. Rudy Lane signs were installed. Striping the road near the school was to be done tonight but the storm prevented the crew from doing it. Discussion. Signs When some signs were damaged, it took a few weeks for them to be repaired. Mr. Graven ordered two Stop signs with poles and 2-25 Speed Limit signs with poles so if a sign is damaged again, he will be able to replace it right away. 4

5 Solar Radar Speed Limit Signs Mr. Graven would like the City to order two more of these signs. He will put one on a stand to make it portable to take to various locations to get a traffic count, etc. Chief Spratt showed reports of traffic on Rudy Lane and Indian Hills Trail provided by the Solar signs. It shows the average speed and the max speed. A portable sign would be very helpful. Discussion. 1. Poplar Hill - Update (Item #2 on Agenda) Graven & Madison Today, an MSD inspector informed Mr. Graven they are having serious problems. Discussion. Solar Speed Limit Signs Revisited - Councilman Madison moved to buy two additional solar signs at $2,500 each; seconded by Councilman Deming. Councilman Giesel asked if they were portable signs. Mr. Graven said it would be no problem at all for him to make them portable. Motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) 2. Abandoned Property Update (Item #1 on Agenda) Graven & Cato 2107 Bainbridge Row Drive - Mr. Cato reported, at Council s direction, he sent a certified letter to the property owner who lives in Delaware Ohio. He received a return receipt that is illegibly signed and it is not dated. There was general agreement among Council authorizing Mr. Cato to proceed with filing the lien and the complaint Phoenix Hill Drive Mr. Cato informed Council he has filed a complaint against homeowners of this property. Mr. Graven stated it is being maintained by the City. After the yard gets cut, an invoice goes directly to the City Treasurer. 5) Other Reports (a) Waste Management Report Deming & Gruebbel Councilman Deming received two minor calls. 6) Council Members Comments Council persons Madison and Carroll attended a meeting for small cities hosted by Metro Louisville approximately two months ago. Councilman Madison will get an update and report back to the Council. 7) Old Business (a) Deer Committee Hancock Councilwoman Dunbar was given some suggestions from Pam Rogers, an advocate for all animals and her neighbor who has been speaking about education and signage with someone from Fish & Wildlife. Mr. Graven has already been doing one of the suggestions and that is keeping foliage cut back from the road to keep deer from being close to the roads so there are less chances of car interaction. They discussed signage; a deer pilot program that would focus on documenting the complaints and with neighborhood participation, a count of deer by location; and possibility of a free education program educating residents what plants deer eat and keeping their foliage back from the streets, etc. Mr. Graven stated he had a Deer sign so he will find the best location to install it. 5

6 8) New Business (a) Monthly Staff Meetings Mayor Hancock informed the Council that last week, there was a staff meeting. Robin Roberts, City Treasurer; Jim Graven, Public Works/Code Enforcement; Police Chief Spratt; the Mayor; Donna Sinkhorn, City Clerk; and Councilwoman Dunbar, Finance Committee attended the meeting. Mayor Hancock will continue having monthly staff meetings. It will be held the Thursday (1 week) before the Council meeting with the exception of September s meeting. It will be on Wednesday, September 13 th, Mayor Hancock invited Mr. Cato, but said he did not need to be there. Mr. Cato said to call him if he can be of help in any way. In response to Councilman Gruebbel s query, Mr. Cato stated there was no issue with having a staff meeting. Tree Program Revisited Councilman Doheny moved to give $3,125 as the City s contribution for the tree fund described earlier this evening; Councilman Madison seconded. Councilman Giesel would like something in writing stating what was heard tonight; that there will be a lottery and outline how the money will be spent, as far as how much for trees and how much for the arborist because it is not in the information they provided to the Council. He thinks it is a good starter program but he would like something in writing so if they do not do it like they presented it tonight Council will show the residents that the plan changed. Following discussion, Mayor Hancock stated the program that was presented this evening will be placed on the City s website, in the newsletter and in the minutes so it will be well communicated. Motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) Police Headquarters & City Administrative Offices The past several months, City officials have been looking for a permanent location for the police force and City administrative staff. Approximately three weeks ago, Mayor Hancock and Mr. Graven looked at a piece of property on River Road. There were positive factors but the negatives, such as it being a historically preserved home, it being in the floodplain and it not being in the City caused it to lose its luster. There has been some consideration to potentially tearing down the existing police station and building a new facility on the site which was donated by David Jones back in the fall of 1999; but the cost would be exorbitant since there is always that chance of it being flooded and it is not in the City. Recently, Mayor Hancock and Mr. Graven have looked at a house located at 3905 Brownsboro Road that has the potential to be an ideal facility for both police headquarters and city staff offices. Mayor Hancock sent an about it to the Council members and brought pictures to the meeting. It is in and fronts the City; no worries about flooding and is the last house on the street surrounded by bushes so it is fairly secluded. There are few improvements to be made to it and the purchase price is less than they have been discussing. The maximum monthly amount of $250 for utilities the current owner has paid is far less than the maximum monthly amount of $750 of the current police facility. Following discussion, Councilman Deming moved, Councilman Madison seconded to authorize the Mayor to negotiate up to $375,000 to purchase the house located at 3905 Brownsboro Road after due diligence in notifying the neighbors living near/around the house; said house is to be used for police headquarters and city administrative offices. Following discussion, motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) 6

7 Amazon - Councilwoman Dunbar informed Council and Chief Spratt there was an Amazon deliveryman delivering packages up to 11:00 at night so this may become an issue. He was using his personal vehicle, wearing regular street clothes and had no visible work identification. 9) Legal Cato (a) Louisville Waste Management District Lawsuit-There is a hearing on August 28 th. Rezoning - Over a month ago, Mr. Cato, Mayor Hancock and Councilman Eifler received an e- mail from Vertner Smith who is a resident of Indian Hills. He is requesting the City rezone properties so what happened to the Poplar Hill development will not happen anywhere else in the City. Mr. Cato would not recommend making all properties R-5 which the resident is requesting because it would make a lot of the houses nonconforming. He has spoken with Deborah Bilitski who is with Planning and Zoning. Ms. Bilitski suggested the City form a committee and she would take a look at the property the City would like to rezone for consideration. Mr. Cato added that he invited Mr. Smith to last month s meeting for discussion with Council but he has heard nothing further from him. Police Headquarters & City Administrative Offices Revisited Following more discussion, it was decided that the Mayor and Mr. Graven would visit the neighbors of 3905 Brownsboro to inform them of the possibility of the City purchasing the property for Police Headquarters and City Administrative Offices. 10) Comments of Mayor - Mayor Hancock informed everyone there will be a change in the menu for Octoberfest which is on October 1 st. There will be Barbecue Bob s, some sides and there will be hot dogs for the kids. 11) Executive Session and/or Adjournment Councilman Madison moved to adjourn the meeting at 7:32 p.m.; seconded by Councilman Giesel; motion passed unanimously. (Councilmen Eifler and Garlove were not present to vote.) Next Meeting: Thursday September 21, :00 p.m. - Louisville Boat Club Chip Hancock, Mayor Donna M. Sinkhorn, City Clerk 7

CITY OF INDIAN HILLS CITY COUNCIL MEETING February 15, 2018 Minutes of Regular Meeting Louisville Boat Club 4200 River Road (40207) 6:00 p.m.

CITY OF INDIAN HILLS CITY COUNCIL MEETING Minutes of Regular Meeting Louisville Boat Club 4200 River Road (40207) 6:00 p.m. PRESENT: Mayor: Council: Attorney: Chip Hancock Sandra K. Carroll Joel Deming