KENTON COUNTY FISCAL COURT MINUTES Independence Courthouse 5272 Madison … 03-14-2017.pdf · 2017-03-31 · KENTON COUNTY FISCAL COURT MINUTES Independence Courthouse 5272 Madison

Call to Order

KENTON COUNTY FISCAL COURT MINUTES Independence Courthouse

5272 Madison Pike Independence, KY 41051

March 14, 2017 7:00P.M.

Judge Kris Knochelmann called to order the March 14, 2017 meeting of the Kenton County Fiscal Court. Commissioner Beth Sewell led the invocation and the Pledge of Allegiance.

Present:

Staff:

Approval of Minutes

Judge/Executive Kris Knochelmann Commissioner Beth Sewell, District 1 Commissioner Jon Draud, District 2 Commissioner Joe Nienaber, District 3 County Attorney Stacy Tapke

Joe Shriver, County Administrator Scott Gunning, Assistant County Administrator Roy Cox, County Treasurer Sue Kaiser, Fiscal Court Clerk

A. Approval of Minutes from the meeting of March 1, 2017.

Commissioner Sewell made the motion for approval; seconded by Commissioner Nienaber. Judge Knochelmann called for a voice vote, and the motion passed unanimously 4-0.

Citizens Address

Rita Hauke of Independence spoke about airplane noise above her house, and the disturbance it makes in her neighborhood. She feels that something needs to be done about the noise.

Judge Knochelmann stated that he will investigate what can be done about this issue.

Marge Cook spoke about the noise from the airplanes as well.

Judge Knochelmann asked when they first noticed the noise?

Rita Hauke answered that she started noticing it this summer.

Ms. Cook then spoke about the money being spent on the golf course. She believes the county should get out of the golf course business, and use the money for better causes. She stated that t $2.5 million has been allotted in the budget for expenses. Commissioner Draud asked where she is coming up with the $2.5 million expense information?

Ms. Cook answered that it is in the budget.

Judge Knochelmann stated that this number is not taking into account the revenue from the golf course.

Phil Cobble spoke about the golf course as well. He feels that the county should get out of the golf course business as well. He asked when the golf course has ever made money?

Judge Knochelmann answered that he is not sure of the exact year, but the golf course has made money in the past. He stated that Davey Golf has a three year lease with the county to manage the golf course, and they pay the county $50,000 a year. He would like to give Davey Golf a chance, and see what they can do with the golf course in those three years. After their three years are up, the county will re-evaluate the situation.

Mr. Cobble then spoke about the problem with the storm sirens during the recent storm. He asked what happened?

Judge Knochelmann stated that the county investigated the situation, and this issue will be addressed later in the meeting.

General Business

A. Claim's Lists-Dated March 10, 2017.

There were no questions on the Claim's List.

B. Acknowledgement of the receipt of the Kenton County Jailer's 2017-2018 Budget prior to the statutory deadline of April 1, 2017.

Judge Knochelmann acknowledged that the Jailer's budget has been received.

C. Update on the Radio System from Trott Communications.

County Administrator Joe Shriver asked Keith Whitt from Trott Communications Group to provide comments regarding the ongoing radio system project. Administrator Shriver stated that Trott is an independent communications consulting firm that has supported the County since the beginning of this project.

Mr. Whitt first provided background regarding the decision to pursue a trunked radio system in the 700 / 800 MHz band rather than continuing with the existing VHF & UHF systems. Mr. Whitt explained that a detailed Needs Assessment was performed, which analyzed the existing systems, documented system deficiencies, and identified the communications needs and requirements going forward. For many different reasons, a P25 trunked radio system in the 700/800 MHz band emerged as the only solution that could satisfy all critical requirements. Those requirements included sustainability/ reliability, countywide radio coverage, sufficient channel resources, and interoperability with all County police and fire departments, and improved interoperability with nearby agencies.

Mr. Whitt then provided an update on the procurement phase of the project. A Request For Proposals (RFP) document was published in October 2016 inviting qualified suppliers to submit proposals for a P25 trunked radio system to support Kenton, Boone, and Campbell counties. The RFP specified all requirements necessary to satisfy the needs and requirements of the Counties. After many questions from potential vendors and facility surveys, proposals from three vendors were received in February 2017. All three proposals were deemed as potentially viable to meet the RFP requirements.

Mr. Whitt then stated that the Counties are now engaged in a proposal evaluation process. There has been Q&A dialog with the vendors to gain additional information and clarifications. All three vendors were invited to present their solutions and engage in live Q&A sessions. Those meetings have taken place over the past two days and were very productive and enlightening. The evaluation team will continue with final clarifications over the next few weeks. The goal is to be in a position to recommend a finalist in mid April. After selection of a finalist, the County must still negotiate a system purchase contract. That process will likely require an additional 30-60 days. Therefore, it is anticipated that a contract can be executed in the May-June timeframe.

Commissioner Draud asked Mr. Whitt to confirm when a selection is anticipated to occur?

Mr. Whitt answered that the expectation is mid April.

Commissioner Draud asked when construction of the new radio system is expected to be complete?

Mr. Whitt answered that current vendor schedules call for approximately 18 months for system build out. If a contract can be executed by June of 2017, the new system can potentially be available by the end of 2018 or early 2019.

D. Presentation and demonstration of OpenGov.

Lisa Desmarais presented a video to introduce OpenGov, which is a platform that transforms complex financial data into an interactive, digital format. This enables better analysis and understanding of the county's finances.

Ms. Desmarais explained that the program displays five years of government spending and revenue detail in a user-friendly format. Users can view historical revenue and expenditure trends over time, and explore multiple views of financial data, including by fund, department and expense or revenue type. The data will be updated twice a month, following each Fiscal Court meeting.

E. Discussion regarding the Bavarian Site.

Judge Knochelmann stated that there are meetings on March 16th and 17th with the three teams for the Bavarian project. No one had any questions regarding the new Administration Building.

Resolutions

A. Resolution No. 17-0lD A Resolution for the Kenton County Fiscal Court concerning Fiscal Year 2016-2017 Budget Adjustments.

Treasurer Roy Cox stated that there are three small budget adjustments, and he wasn't going to go through them unless anyone had questions.

There were no questions on the budget adjustments.

Commissioner Nienaber made the motion for approval; seconded by Commissioner Sewell. Judge Knochelmann called for a voice vote, and the motion passed unanimously 4-0.

Ordinances

No Ordinances came before the Fiscal Court at this time.

Consent Agenda

A. Exhibit No. 17-22 Request approval of the grant agreement for the Recovery Kentucky Project.

B. Exhibit No. 17-23 Request approval to surplus a Canon Printer and two (2) Can Racks for the Kenton County Detention Center, and sell the two (2) Can Racks on GovDeals.

C. Exhibit No. 17-24 Request approval to extend the Road Material Sign bid to Newman Signs, Inc. and Lightle Enterprises of Ohio, LLC for the Public Works Department.

D. Exhibit No. 17-25 Request approval to accept the bid from ABM Industry Group for cleaning services at the Kenton County Building, located at 303 Court St., Covington, KY 41011.

E. Exhibit No. 17-26 Request approval to enter into an annual preventative maintenance inspection agreement with Federal Field Services, LLC.

F. Exhibit No.17-27 Request approval to enter into an agreement with Boone County for notification services through CodeRED.

County Administrator Joe Shriver explained Exhibit No. 17-26, which is the annual preventative maintenance inspection agreement for the storm sirens with Federal Field Services, LLC. Federal Field Services, LLC is the only authorized agent to perform the services that the county needs. They are the sole source vendor, therefore this service was not put out to bid.

All items on the Consent Agenda were voted on together.


Executive Orders

A. Executive Order No. 17-29 An Executive Order relating to the Fiscal Court approving the re-appointment of Richard Lohre to the Board of Assessment Appeals, with the term expiring on May 13, 2020 .


B. Executive Order No.17-30 An Executive Order relating to the Fiscal Court approving the appointment of Brian Fry to the Convention and Visitors Bureau, with the term expiring on July 31, 2018.


C. Executive Order No.17-31 An Executive Order relating to the Fiscal Court approving the resignation of Kearston Boggs as a Call Taker for the Kenton County Emergency Communications Department, with the effective date of February 24, 2017.


D. Executive Order No. 17-32 An Executive Order relating to the Fiscal Court approving the resignation of John Schappert as a Maintenance Technician for the Buildings and Grounds Department, with the effective date of March 17, 2017.


E. Executive Order No.17-33 An Executive Order relating to the Fiscal Court approving the promotion of John Hoober from Call Taker 1 to Dispatcher 1 for the Kenton County Emergency Communications Department, with the effective date of March 1, 2017.


F. Executive Order No.17-34 An Executive Order relating to the Fiscal Court approving the resignation of Ronald Lubbe as the Deputy County Coroner, with the effective date of February 28, 2017.


G. Executive Order No. 17-35 An Executive Order relating to the Fiscal Court approving the hiring of Joe Rieskamp as the Deputy County Coroner due to the resignation of Dr. Ronald Lubbe, with the effective date of March 1, 2017.


H. Executive Order No. 17-36 An Executive Order relating to the Fiscal Court approving the hiring of Bryan Norton as the License Inspector/Human Service Administrator for the Kenton County Treasury Department, with the effective date of March 20, 2017.


Administrative Reporting

Emergency Management - Steve Hensley

Steve Hensley stated that he wanted to fill everyone in on where things stand on the tornado warning dissemination. The tornado warning was issued at 6:59 a.m. on March 1st, and the dispatch office received the warning, but the warning came in as a "routine" message not as a highlighted alert. The National Weather Service had advertised a nationwide change from all capital text to mixed case, which took effect in December and February. The nationwide change to mixed case resulted in the Kentucky State Police system to not highlight any of their previously configured National Weather Service warnings, since they were triggered by casesensitive words. This affected all counties in Kentucky. Warnings were still received by county dispatch centers, but Kentucky State Police alerts were no longer being applied, as the scripts which triggered the colored text banners in the dispatch center were not working, since they were set to look for keywords in all capital letters. Informal questioning revealed that the tornado warning was received in a timely manner by Sprint, but not Verizon customers. The dispatch center was extremely busy during this time period. They answered approximately 400 phone calls, in addition to all of the increased radio traffic.

Mr. Hensley then stated that there are redundancy mechanisms in place, however there were failures within those as well. One of the two Weather Alert radios within the Dispatch Center was unplugged and stored away. The radio that was in service didn't receive the alert. Some of the dispatchers within the center did receive the warnings on their cellular weather phones,

however not all of them received the message. This caused confusion relating to the legitimacy of the alert received, as they didn't all receive it.

Mr. Hensley then explained that the alert messages between the National Weather Service and the Kentucky State Police have been repaired, and will once again contain the alert tone and colored banner. A contract has been approved to implement the CODE-RED mass notification system that residents can use to receive emergency alerts in a timely fashion. Two additional weather alert radios have been installed within the dispatch center, along with instructions from Director Tommy Thompson that they will remain within the center and operational. The televisions in the dispatch center are now ordered to be placed either on the Weather Channel, or local news channels. At the time of the incident, the televisions were not on a channel that received the weather.

Emergency Communications Director Tommy Thompson stated that dispatchers have and will continue receiving training on the storm siren activation processes, and on a random basis he will select a dispatcher to walk through the process in a simulated exercise.

Information Technology - Lisa Desmarais

Lisa Desmarais stated that the two open positions in the IT Department have been posted, and the deadline for applications is this Thursday, March 16th. Installation of the intranet for employees is complete. Employees can now quickly gain access to commonly needed items, such as the employee phone listing, online time card entry, routinely used human resource forms/ documents and policy and procedures documents. She thanked Sara Sgantas and Kelly Baker for their help on this project.

Ms. Desmarais then stated that the AppRiver Email Filtering Solution has been completed. This is a new tool to filter email. It appropriately filters email. Email users have noticed a dramatic decrease in the number of email messages that go to their SP AM or Junk email folder. The OpenGov Transparency Website installation is complete, and updates to the OpenGov website will be performed after each Fiscal Court meeting in which financials are presented for approval. The Kronos Time Card Upgrade will Go Live Thursday, March 30th. This is an upgrade of the current Time Card system. This new version works much like the current version, but there are some minor changes in the location of some page links. The Information Technology audit of the internal network is underway, and the anticipated completion date is March 31st. This audit is to document all of the internal servers, PCs, printers, copiers, etc. on the County's network. It is anticipated that the results of this audit will spin off several projects that mitigate network security risks, improve disaster recovery processes and procedures, and introduce upgrades to the current infrastructure - for example upgraded access to wireless networks.

Ms. Desmarais then stated that the telecommunications and data transmission audit is underway, and the anticipated completion date is March 31st_ This audit is to document all of the telecommunications and data transmission systems used by the County and affiliated agencies. She is meeting with representatives conducting the audit this Thursday to get a preliminary review of the audit results. The anticipated savings will emerge that will help to fund data transmission upgrades to improve disaster recovery processes and internet speed at all locations.

Lastly, Ms. Desmarais reported on the fund accounting system and the new COLT system. There were four responses to the RFP for the new Fund Accounting software. These responses are currently being evaluated, and are also being looked at for costs associated with upgrading our current software to a newer version. The COLT System testing is complete. Sarah Marksberry is working on data cleansing to prepare for conversion of the data from the current system to the new system. There is much cleansing to do, and it is important this is done well to ensure a smooth transition to the new system.

Animal Shelter - Elizabeth Cochran

Elizabeth Cochran stated that two Animal Control Officers and two Shelter Technicians will be attending a three day conference in Louisville this week. The conference is with KACCA, which is an organization that provides training and education in the field of Animal Control and Animal Sheltering. Some of the classes they will attend include: shelter medicine, education on service animals, pet CPR and first air, animal capture during disaster, community cats and diseases of urban wildlife.

Ms. Cochran then stated that she has given the Fiscal Court copies of a 2016 University of Kentucky study of the Kentucky county animal shelters. The goal of the study was to assess current conditions in the Kentucky county shelters, and to determine the degree of compliance with Kentucky Animal Shelter Laws, as well as the care of the animals. The study was conducted by six veterinary students who traveled to 92 county animal shelters that service 120 counties. The results showed that 12% of the counties were in compliance with all parts of the Kentucky Animal Shelter Laws. Some of the major problems that were identified included: lack of funding, pet overpopulation, insufficient work force and lack of education. The overall conclusion was that the majority of animal shelters in the state are not in compliance. The Kenton County Animal Shelter was listed as one of Kentucky's best county animal shelters. There was one violation, and that was due to an insufficient isolation area for the cats. The locker rooms have been turned into a cat isolation area, but the veterinary students didn't feel that this was appropriate. The shelter is working towards a suitable cat isolation area.

Ms. Cochran concluded by reporting that 151 cats have been saved through the Community Cat Program, and the live release rate for February was 90%

Parks and Rec./Building and Grounds/ Golf -Scott Gunning

Scott Gunning stated that the golf course is back open after the storm damage that happened a couple of weeks ago. Last week, the course was closed for few days while a crew from Davey Tree company started to remove about 40-50 downed pine trees from the course. There is still a lot of debris and trees that needs to be cleaned up, but Pioneer and Fox Run courses are open for play. It will be a few weeks before everything is 100% cleaned up.

Commissioner Draud asked when the project to take down all the trees at the golf courses will be finished?

Scott Gunning answered that it will be a year before this project is finished.

Judge Knochelmann stated that none of the trees that came down in the storm are ones that were set to be cut down.

Scott Gunning then stated that Lincoln Ridge Park also suffered a lot of damage in regards to trees being knocked down, and there was some fence damage. The estimate for cleanup for the Golf Course is about $75,000, and an additional $70,000 for the parks. These will both be claimed through the county's insurance company.

Finally, Scott Gunning stated that the renovation of the golf clubhouse is nearing completion, as the only things that are left to complete are the counters in the food and beverage area and the installation of furniture. The final walk through is scheduled for April 3rd, and in the next few days the Commissioners will receive some pictures of the progress. Also, the first shipment of new golf carts has arrived, and the old golf carts have been sold to Cunningham Golf Course for $308,000.

Treasurer-Roy Cox

Treasurer Roy Cox asked that the records reflect that the February 2017 financial report has been submitted. He then thanked Lisa Desmarais and Sara Sgantas for all of their work on the OpenGov project.

County Attorney's Report

County Attorney Stacy Tapke had nothing to report.

Commissioners' Reports

Commissioner Ton Draud

Commissioner Draud asked for an update on the Latonia Lakes project.

Nick Hendrix stated that the project is still on track to finish on time.

Commissioner Beth Sewell

Commissioner Sewell had nothing to report.

Commissioner Toe Nienaber

Commissioner Nienaber had nothing to report.

Judge/Executive's Report

A. Request approval to cancel the March 22, 2017 Caucus Meeting.

Judge Knochelmann asked that the meeting schedule be amended to cancel the March 22nd Caucus, and to move the April 11th Fiscal Court Meeting to April 10th at 5:00 p.m.


Executive Session

A. Pursuant to KRS 61.810 (1) (C) proposed or pending litigation.

Commissioner Draud made the motion for approval of Executive Session; seconded by Commissioner Nienaber. Judge Knochelmann called for a voice vote, and the motion passed unanimously 4-0.

Commissioner Draud made the motion for approval to return from the Executive Session; seconded by Commissioner Nienaber. Judge Knochelmann called for a voice vote, and the motion passed unanimously 4-0.

Adjournment

Having completed all business before the Court, Commissioner Draud offered a motion to adjourn which was seconded by Commissioner Nienaber. Judge Knochelmann requested a voice vote whereupon all members present voted in the affirmative with a 4-0 vote.

Text for all proposed and recently passed ordinances may be acquired by accessing the fiscal court web page at http://www.kentoncounty.org or by contacting the administrative offices at 859 .392.1400.

CLERK CERTIFICATION

I, Sue J. Kaiser, having been appointed to the office of Fiscal Court Clerk, do hereby certify that this is a true and accurate record of the actions taken by the Kenton County Fiscal Court at the meeting of March 14, 2017.

.,S,ri(Q \c~ Sue J. · er Fiscal Court Clerk

Documents

KENTON COUNTY FISCAL COURT MINUTES Independence Courthouse 5272 Madison … 03-14-2017.pdf · 2017-03-31 · KENTON COUNTY FISCAL COURT MINUTES Independence Courthouse 5272 Madison